Creating families

Applies to: Details Mode

For an introduction to families see "Families - an inroduction")

A number of methods exist for creating families. These include:

  • Manually, in Details Mode
  • Automatically when importing family images with QR codes
  • By importing a text file
  • When identifying orders coming from the Timestone Internet Ordering System

Creating families in Details Mode

Families can be created directly in Details Mode in various ways.

Using the menu item or keyboard shortcut

Simply select Edit>New family from the menu or use the Control-G keyboard shortcut. An new family will be created and named 'New Family'. Change the name as desired.

Drag subjects to the Families folder header

This method has the advantage that subjects are copied to the new family in the same step.

  1. Select subjects from the main window of Details Mode
  2. Drag the subjects to the blue Families header in the Folders/Families list in the left window pane
  3. A new family will be created and named according to the lastname field of the subjects

Control click the New Family icon on the toolbar

Similar to the method above but without the need to drag the selected subjects.

  1. Select subjects from the main window of Details Mode
  2. Control-click the blue New Family icon on the toolbar
  3. A new family will be created and named according to the lastname field of the subjects

Creating families by importing a text file

Families can be automatically created when importing a text file - optionally adding subjects to the family in the process. This is achieved by mapping a 'Family' field in the text file import setup window.

The text file

Consider the following simple text file. It contains four families - Renshaw, Miles and two different Aitken families (It also contains a subject, Ian Holmes, that does not belong to a family).

Figure 1: A text file with families

Note the inclusion of a 'family' field. This contains the name of the family to be created. Although it is possible to use any field to create families (notably the lastname field) this is not recommended since it cannot distinguish between different familes with the same lastname. The Aitken family in the above text file exemplifies this. Had the lastname field been used to create families the result would have been a single Aitken family with four subjects. Although this situation could later be remedied manually in Details Mode it can be avoided by using a dedicated Family field and giving each family a distinct family name.

This text file is simultaneously being used to import images and match them to the subjects and families. This is optional. If not importing images, simply uncheck the 'import images..' section.

Importing the text file

Creating families is then a simple matter of mapping the family field in the text file to the family field in the Setup window. The text file above would be mapped in the following manner.

Figure 2: Mapping the text file import

The result of importing the text file is shown in the following screen grab. Note the two different Aitken families.

Figure 3: Families created by importing a text file.

Create families when importing family images with QR codes

Using QR codes, images may be imported and automatically matched to a family. If the family does not yet exist, it will be created.

For more information see "QR codes for family images")

Creating families through Identify Ordering

With Identify Ordering in the Timestone Internet Ordering System (IOS), it is possible for a customer to order for a family that may not yet exist in Details Mode. When the order is identified in Orders Mode, families can be automatically created and named according to the data entered online by the customer.

To automatcally create families with Identify Ordering:

  1. In the identify module of Orders Mode, select the 'Families only' filter
  2. Select the family or familes to be created
  3. Click the 'Create' button at the lower right

Figure 4: Create families through Identify Ordering.

Families will be created an named as per the data entered by the parent. Note it is not possible to add subjects to the families automatically through identify ordering.

Figure 5: Families created through Identify Ordering.

Family sets

Although seldom used, families may be arranged in Family Sets. A 'default' set, simply called Families, is always present. Other sets can be added and named by the user as needed. The default family set has the following important property:

Families within the default family set must contain unique subjects. It is not possible for a subject to belong to more than one family within the default family set.

The above restriction does not apply to any user defined family sets. It is therefore recommended (although not compulsory) the default family set be reserved for siblings since siblings by definition belong to a single family. Additional family sets can be used for other miscellaneous groups such as teams where a subject can belong to several trams withing the one family set.

To create additional family sets:

  1. From the menu select Edit>New family set
  2. Name the family set as desired

Figure 6: Family sets each with a collection of families

End of article