Merge/Compare data between two files
When you are working with data in one file, you can open a second file, view data from the two files side-by-side, and merge or import data from the second file into the first.
The file into which data is to be imported must first be opened in the usual way, by choosing Open from the File menu. It is recommended that you first save your data under a new name by choosing Save As from the File menu, before proceeding.
You can also use the merge/compare facilities to extract or export data into a new file: for more information, see HowTo: Extract data from a file.
Choosing Merge/Compare... from the File menu will open the Merge/Compare dialog box, and the standard Windows dialog box will open, to allow you to select the file from which data is to be merged/imported.
On the left hand side of the dialog will be displayed a list of all the individuals in the master file, into which data is to be merge/imported, and on the right hand side a list of all the individuals in the secondary file, from which data is to be merge/imported. In the centre is displayed either a list of all the matching individuals in the two files, or a list of all the individuals to be added to the master file.
Beneath are two windows which display individual data from the two files, on the left from the master file and on the right from the secondary file. Selecting an individual from the lists on the left or right hand side will cause details of that individual to be displayed in the left or right window respectively. Making a selection from the list of matching individuals will display details for the corresponding individuals in both files. Making a selection from the list of individuals to be added will display details of that individual in the right hand window.
Merging/importing GEDCOM data from one database to another is an inherently uncertain process, and there can be no guarantee that your data will not be damaged. There may be errors or inconsistencies in the data, and even if not, mere similarity between individual records in two files does not guarantee that they actually represent the same individual.
For merging to be successful, every instance of matching individuals in the two files must be identified: or more strictly, no individual appearing in the list to be added to the master file should match any individual in the master file - in this case, duplication will result.
If the two files contain no matching individuals, or no match is found, there will be no family links between the original data in the master file and the individuals added during the merge process.
When the secondary file is opened, the program will automatically produce a list of all apparently matching individuals in the two files, if any, provided this facility is enabled. The number of matches found is reported on the status bar. If the Enable automatic matching option is not checked, clicking the box and pressing Run matching will produce the list of matches. Clicking Clear will clear the list.
If the list of matches is incomplete, a match can be added to the list by selecting an individual in the list on the left from the master file, as well as an individual in the list on the right from the secondary file, and clicking Add match. If the Enable automatic matching option is checked, the program will search for any related matches that can be identified, and add them all. If the Enable automatic matching option is not checked, only the single match will be added.
A match can be removed by selecting it from the list and clicking Remove match. Removing a match will block it from being added back automatically, until either the match is restored using Add match, or the list is cleared by pressing Clear.
The matching process is designed primarily for names which comprise only ASCII characters. Matching of names which contain accented characters, or names written in other alphabets and scripts, such as cyrillic, will be less effective in recognizing matches which are not exact.
Clicking Merge data will merge the individual records for all the matched individuals, and add all the individual records for the individuals listed to be added, together with associated family links. Options are provided to add all individuals related to a selected base individual in the master file, to add all individuals related to the matched individuals, to add all individuals from the secondary file, or to add only selected individuals. With the last option selected, an individual can be added to the list by selecting the individual in the list on the right hand side, and clicking Select. Selecting an individual from the list to be added and clicking the adjacent Remove button will remove that individual from the list.
Successive merges can be carried out. After merging, all individuals added will be identified by the program as matched individuals. However, once the dialog has been closed, or the Clear button has been pressed, information available from the merge will be lost: subsequent automatic matching may no longer identify all the matched individuals.
When merging is carried out, as far as possible all data relating to the individuals to be merged or added will be transferred to the master file, without causing duplication. Where specific information, such as dates or places, is present in both files, data in the master file may in some cases be replaced by data from the file being (partially) merged into it.
If automatic backup is enabled, your data will be backed up automatically when merging is carried out. It is nonetheless good practice to save your file under a new name before proceeding.
If, after merging has been carried out, duplicate individuals are identified in the master file, it may be inferred that not all matches were found and listed before merging. In the circumstance that duplicates can be identified, it is recommended that the merge process be repeated, using data backed up before merging was carried out, with the individuals corresponding to the duplicates added to the list of matches.
To Merge duplicates manually, the duplicate individual must be removed from any family that is not also duplicated, and replaced by the original individual.
For instance, John Chumley, appearing with wife and children in one family, may be the same individual as John Cholmondeley, appearing only with siblings and parents in a second family. If John Cholmondeley is the only duplicate, removing him from the family and replacing him by John Chumley will allow him to be deleted, albeit with the possible loss of some personal details.
A duplicate family can be deleted - this will not delete the individuals it comprises. Once a duplicate individual is not linked to a family, he or she will be listed under 'Unlinked individuals' in View/Edit mode, and can be deleted; but any personal information - birth, death, pictures etc - relating to the duplicate that is not displayed for the original must be copied manually if it is not to be lost.