Manage Gedcoms

Also known as: Current GEDCOMs

Reached via: Admin Menu

All Gedcom management - adding, importing, downloading is done on the page called "Manage GEDCOMS and edit Prvacy" accessible from the Administrator's MyGedView Portal.

Due to historical reasons, user data is kept in two places, as two copies of the same data: in PhpGedView 'native' format in the database, and in the Gedcom format, in a file. This chapter explains the various operations on those two datasets.

Gedcom and Family Tree

PhpGedView deals with managing genealogical information packaged in datasets. The single dataset contains data on people and events, and has a consistent set of ID's. PhpGedView can manage multiple datasets or "Gedcoms", as they are called throughout the program and in this Wiki.

In this section we will use Gedcom to indicate the user dataset in the file form (e.g MyTree.ged) and Family Tree to indicate the user dataset in PhpGedView native database form (e.g. My Family). In the rest of the Wiki, Gedcom is used synonymously with Family Tree.

As with most programs, PHPGedView operates on the data in its native format (with few exceptions). The standard exchange operations between native and external format are called Import and Export:

• Import - transfers the user dataset from a Gedcom file to the database, converting it to the native format. It will overwrite the existing Family Tree or create a new one.
• Export - transfers the user dataset to a Gedcom file.

The Gedcom file containing the user dataset can reside on the server (in a location known to PHPGedView) or on the user computer, where it is archived, and where it possibly has been created. We have therefore a third operation, to transfer the file between those two locations:

• Copy - transfers the user dataset in form of a Gedcom file between the PHPGedView server and user computer.

If the Family Tree containing the particular user dataset does not exist yet, one uses the Create functionality:

• Create - creates a new Family tree in PhPGedView, and allows the user to set its options adn configuration parameters.

Three-step Operation

Creating a new Family Tree is generally a three-step operation:

1. Copying a previously created Gedcom file to the server.
2. Creating a Family Tree in PhpGedView, giving it a name and other configuration parameters.
3. Importing the Gedcom file to populate the Family Tree with data.

If some of the steps are already completed, you can skip them and perform only the steps that are needed.

• To create a new Family Tree without an existing Gedcom file (step 2 only with hidden step 3), use the Create a New Gedcom functionality.
• To create a new Family Tree with an existing Gedcom file (steps 1, 2 and 3) use the Upload Gedcom option.
• To create a new Family Tree using the Gedcom already copied to the server, (steps 2 and 3) use the Add Gedcom functionality.
• To replace existing data in the Family Tree with an updated Gedcom, use Upload Replacement (steps 1 and 3).
• To replace existing data in the Family Tree with a Gedcom aleady on the server, use the Import option (step 3).
• To transfer file to the server, you can use ftp or other file transfer method (step 1).

Copy Files

You can copy files using ftp protocol, which has clients for every operating system, or by any other means. The details of file transfer are beyond the scope of this manual, you can read a short tutorial on ftp transfer. If file size is a problem, you can transfer a zipped Gedcom file, the system will automatically recognize it and unzip it on arrival.

This separate transfer step is optional, you can upload and import Gedcom using PhpGedView functionality.

Please note that the Backup functionality acessible from the Admin menu does the Copy operation from server to the user computer (with additional options), but does not Export the Gedcom.

Create a Family Tree

Some of the functions (Add Gedcom, Upload Gedcom, create a new Gedcom) will lead you to the Gedcom configuration screen. At this point enter only the data identifying the Gedcom file (if any) and the Gedcom title, and leave the rest of parameters as default. You can return to this screen later.

Path and name of GEDCOM on server

Enter the Gedcom file name (with extension) here, if the file is already copied. You can enter only the file name, without a path - the system assume the location of your Index directory. If the file is not on the server, us the Upload Path field.

Upload path

If you the Gedcom is still on your computer, enter the path or click the "browse' button to locate the file on your machine. The file will be copied in the next step.

Gedcom title

Give your Gedcom a short descriptive title

Save Configuration

Press the Save Configuration button to proceed to the next step.

Import Gedcom

In this step the Gedcom is checked, verified for validity, searched for the elusive BOM, and finally imported. The Family Tree data are cleared from the database, and replaced with the data in the imported Gedcom file. Only the Gedcom data are replacesd, common information (like users, common place data for Goole maps etc.) are not touched. You will be presented with several options and questions as you proceed trough the import process.

Import can take quite a long time, depending on the size of the file and selected options, so be patient. If you encounter the PHP time limit, the program will give you the option to continue the process.

This step is always performed, even if you do not have a prepared Gedcom file in which case a skeleton file is created and imported automatically.

Gedcom management options

Manage GEDCOMs and edit Privacy screen

Add Gedcom

Add Gedcom = Create + Import. Assumes that the Gedcom file (the Family Tree in Gedcom format) already exists on the server. Add Gedcom functionality creates a new Family Tree in PhpGedView and imports an existing file to populate the data.

Upload Gedcom

Upload Gedcom = Copy + Create + Import. This is a "three-in-one" function that allows you to skip theseparate copy step; it will (1) copy the Gedcom file from your computer to the server, (2) create a new Family Tree in PhpGedView and (3) import the freshly uploaded file to populate the data.

Create a New Gedcom

Create a New Gedcom = Create. This function creates a new Family Tree in PhpGedView and populates it with exactly one person, allowing you to start a new tree without importing any previously prepared files.

Upload Replacement

Upload Replacement = Copy + Import. Same as Upload Gedcom, but applies to an existing Family Tree. Will replace the data for this Gedcom with the new file. Note that the replacement file must have exactly the same name as the original one.

Import (Gedcom)

Import (Gedcom) = Import. Applies to an existing Family Tree. Import will replace the user dataset in native format with the one supplied in the file. An option exists to not replace the file links. During Import the file is Gedcom file is verified, and additional data are written to it. The original Gedcom file is saved with the '.bak' extension.

Export (Gedcom)

Export = Export. This functionality will convert the user dataset from native format to the Gedcom file format, and save the file in the PHPGedView server location. It will not copy it to the (home) computer.

Download (Gedcom)

Download = Export + Copy. It will create an new Gedcom file from your Family Tree data and allow you to import it to your computer.

Delete (Gedcom)

Deletes the Family Tree. The corresponding Gedcom file is retained on the server and you can restore the Family Tree by importing it (use the Add Gedcom functionality).

Check (Gedcom)

You can verify the Gedcom for conformance with the Gedcom 5.5.1 standard. In general, PGV is very relaxed in enforcing the standard; it can accept and display Gedcom files created in other programs using different versions of the standard, or non-standard procedures. The Check Gedcom functionality can be used to verify the Gedcom for non-conformance, but very rarely the errors and warnings shown will cause any problems in importing the file.

Check if Gedcom files are downloadable

The Installation Guide suggests putting your Gedcom files in a directory not accessible to the webserver, to prevent surreptitious downloading your file and bypassing privacy. This functionality will check, if this is the case.

Edit Configuration File

Here you are returned to the Gedcom configuration screen, where you can edit the display, editing, privacy and other parameters for this Family Tree.

Edit Privacy File

This function opens the Gedcom Privacy configuration screen, where you can edit the detailed privacy settigns for this Family Tree.

Default Gedcom

Select the default Family Tree that will be shown on the webpage.