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How do I add entries to the report indexes?


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#1 Barbara Grempler

Barbara Grempler

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Posted 16 August 2004 - 05:39 PM

How do I add entries to the report indexes?
Applies to: TMG

Answer: The Report Writer will create a variety of different indexes from names and places entered in name and event tags.

You add entries to these indexes using the [INDEX:] and [:INDEX] printer codes. You might want to add an index entry when a person's name or a place appears in an event memo. See the note about limitations below.

If you want your manually created index entries to be sorted properly among the automatic entries, your entries must match the format of the entries created by TMG. The basic format is relatively simple:

[INDEX:]name-of-index:index-data[:INDEX]

The "name-of-index" part is replaced by the name of the appropriate index. Index names vary based on the indexes you choose on the Index(es) screen.

The content of the "index-data" part varies by the type of index entry being created. You may add additional colons to create additional indentation levels in the resulting index. For example, the entry above would create an index entry roughly as follows:

name-of-index
index-data

Add another colon and more data to add another indentation level:

[INDEX:]name-of-index:level1:level2[:INDEX]

The resulting index entry would be:

name-of-index
level1
level2

In order to create entries in the correct index, you have to know the name of the index and the index data to provide. This is somewhat complex, mostly because the Report Writer supports a number of indexes and in some cases provides options that combine multiple indexes into a single index. The list below describes each index in detail. The [INDEX:] and [:INDEX] codes have been omitted to reduce clutter in the table. Please assume that they surround each of the formats and examples.

The examples below are in the format:
Name of Index
Format(s)
Example(s)

People Related: Surname, Given Name, and Surname/Given Name Combined
(The inclusion and format of the lifespan varies by lifespan-specific options)

Surname Index (only)
[People:surname:given name (lifespan)
People:Smith:Mary (b. 1901, d. 1964)

Given Name Index (only)
People:given name:surname (lifespan)
People:Mary:Smith (b. 1901, d. 1964)

Surname Index and Given Name Index (both indexes, not combined)
People by Given Name:given name:surname (lifespan)
People by Surname:Surname:given name (lifespan)

People by Given Name:Mary:Smith (b. 1901, d. 1964)
People by Surname:Smith:Mary (b. 1901, d. 1964)


Surname Index and Given Name Index(combined)
People:Given Name:Surname (lifespan)
People:surname:given name (lifespan)

People:Mary:Smith (b. 1901, d. 1964)
People:Smith:Mary (b. 1901, d. 1964)


Place Related: Places (See the note about places below)

Places Index
Places:subfield 1:subfield 2, etc.
Places:Massachusetts:Boston

People and Place Combined (You may only combine the People and Place indexes when a single People index (either Surname or Given Name) is chosen; the examples assume that the Surname Index was selected)

People and Places Index(combined)
People and Places:level 1:level 2, etc.
People and Places:Smith:Mary (b. 1901, d. 1964)
People and Places:Massachusetts:Boston


Marriage Related: Bride, Groom, and Bride/Groom Combined

Bride Index
Brides:bride surname, bride given name and groom
Brides:Smith, Mary and John Jones

Groom Index
Grooms:groom surname, groom given name and bride
Grooms:Jones, John and Mary Smith

Bride Index and Groom Index (combined)
Marriage:surname, given name and spouse
Marriages:Jones, John and Mary Smith
Marriages:Smith, Mary and John Jones


Places

You may choose to create multiple index entries for a single place by checking the "By City (L4)", "By County (L5)", etc., options on the Index(es) tab of the Publication Tools dialog. When you check one of those options, you are requesting an index entry for each place that includes that level of detail as well as all larger levels of detail. The subfields may be ordered smallest elements first or largest elements first. In the examples above, I assumed that only the "By City (L4)" option was checked. I also assumed that the "Largest Elements First" option was checked.

Limitations

The [INDEX:] and [:INDEX] codes provide the means to manually create index entries, but it is up to you to key the appropriate data between the codes. The format of the entries created automatically by the CRW varies based on the selections you make in the Publication Tools dialog. If you create the manual index entries to match a particular option set, and then change the options, your manual entries may not sort properly among the automatic entries.
Barbara Grempler
Archive CD Books USA
Project Manager




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