PAF II -- Class 5:

CHANGING COLUMNS, TEMPLATES,

FONTS, AND USER EVENTS

©Copyright 2006 by Donald R. Snow

• Welcome and Summary of Previous Class
• Changing Columns in Individual List View
• Changing Templates for Data Entry
• Changing Fonts
• Adding and Modifying Data Entry User Events
• Assignment

• Instructors are Donald R. and Diane M. Snow, 801-225-7123 in Provo, Utah and 435-673-1932 in St. George, Utah (snowd@math.byu.edu, dms34@juno.com)
• These notes with active Internet links are posted on the Utah Valley Technology and Genealogy Group website http://uvtagg.org under Class Outlines, Don's Listings.
• Review of importing and exporting data, GEDCOM, and comparing -- Any questions?
  

CHANGING COLUMNS IN INDIVIDUAL LIST VIEW

• From Individual view, right-click on gray area in column headings – select Add/Modify Columns
• Select columns you want to see -- e.g. when correcting place names show columns of  places, or to see which are from Ancestral File show AFN's
• Must include full name and sex and then anything else you want -- can have columns in any order you want
  
• Can sort the data only by RIN's or Surnames, not on any other column, even if shown -- click in heading area of RIN's or Surnames to sort by that column; second click there sorts them in reverse order
• Can’t show columns of spouses nor parents, unfortunately -- print a custom report to show these
• Column settings stay on that computer and are not part of the PAF database and don’t transfer with backups nor GEDCOM's, but can be set up easily on another machine
• Sometimes when changing columns all data seems to disappear -- just click on heading of Name or RIN columns and all the data will reappear -- is a bug in PAF 5.2
  
• If changing columns on a FHC computer, please change back to the default columns when leaving (so other patrons don't panic that they have lost all their data!)

• PAF 5.2 allows changing data entry templates depending on the type of data you are entering, e.g. entering data from a book with data in a certain order set the template so items are in that order, or you might want to include add occupation or Also Known As (AKA) right after the name entry
• To set up a new template click on Tools/Preferences/Templates, give the template a name, and select the items and order you want, and click Make Active -- makes this the template for all new data entry
• On Edit Individual screen you can click on Template at bottom and select another template for that individual or set up a special one for him, but this just sets it for that individual, not for others
• All data entered remains stored in the record, even if not displayed in that template, and is backed up and exported with a GEDCOM -- will show only when template contains those items
  
• Templates stay on that computer and are not part of the PAF database and don’t transfer with backups nor GEDCOM's, but can be set up easily on another machine
• If changing templates on a FHC computer, please make the default template active when leaving

CHANGING FONTS

• Can use different fonts for (1) on-screen displays, (2) dialog boxes, (3) note screens, and (4) printing reports
• Use larger fonts for ease of reading on screen and smaller fonts for printing
• Change fonts by Tools/Preferences/Fonts – can always go back to the default settings
• In notes for data lined up in columns, e.g. census data, use a monofont (like a typewriter font) -- will help keep columns lined up for both notes screens and printing -- Courier and Courier New are two of several monofonts in PAF
• Font selections stay on that computer and are not part of the PAF database and don’t transfer with backups nor GEDCOM's, but can be set up easily on another machine
• If changing fonts on a FHC computer, please change back to the default fonts when leaving

ADDING AND MODIFYING DATA ENTRY USER EVENTS

• Events are the items in the data entry templates -- User Events are those you set up yourself
  
• PAF 5.2 includes many events, some shown by default, many others hidden until called up -- you can define others, if you want
• Events are in groups, e.g. Personal, LDS, Other
• Examples include Census Events, LDS Blessing, Occupation, Bar Mitzvah
  
• Downloaded census data in GEDCOM from U.S. 1880, Canadian 1881, British 1881 censuses (from CD's or from FamilySearch Internet) forms a new Census Event and puts the reference in two locations, (1) the source for the birth, and (2) the source and entire text in the new Other Events: Census
• Downloaded ordinance data in GEDCOM from FamilySearch Internet does not form a new event, but puts the reference into Individual Sources and includes the citation, film and/or batch number, etc., without you having to type in all that information
  
• To select a User Event already included in PAF 5.2 go to an Individual Edit screen and click on Options/New Event-Attribute -- will see a long list you can select from and these already have their properties set up, e.g. which words to use around them in narrative books -- example, "He is also listed in the 1880 U.S. Census in ..."
  
• To set up a new User Event not already listed click on Options/New Event-Attribute/New, give it a name, abbreviation, and enter the words that it needs when describing it in narrative form, e.g. "He was  [event]  on  [date]  in  [place] ... ."
  
• To see if you inadvertently have some User Events in your database without knowing it go to the filter screen (one way is Search/Advanced) and select All in the Relationship Filter and User Events/Date/Exists in the Field Filter.
• By highlighting any such individual that is filtered out and clicking on Edit you can see what User Events are in that person's template
• User Events are part of the database and will backup, restore, and GEDCOM with your database -- but if you have entered your own non-standard events the GEDCOM may not have a tag for it so it will show up as an error in the listing file, but the data will still be there

ASSIGNMENT

1. Change the columns in the Individual View to show other data.
2. Set up a new template in PAF 5 for data entry.
3. Try changing the fonts on your screen or for notes or for printed reports and Preview the reports.
4. Check your database to see if it has any user-defined events by filtering on them.  Add a new user-defined event of some sort.