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Archiver > TMG > 2005-12 > 1133565475


From: "Michael J. Hannah" <>
Subject: LONG message on Research Tasks
Date: Fri, 02 Dec 2005 16:17:55 -0700
References: <200512022300.jB2N0SfY010560@lists5.rootsweb.com>
In-Reply-To: <200512022300.jB2N0SfY010560@lists5.rootsweb.com>


Sorry for this LONG message on one method of assigning
research tasks, but there has been lots of discussion on
this topic and maybe these ideas will help someone.

Others have discussed their use of Research Tasks.
I use custom event tags for recording "to do", "done" and
"not found" work, and the Research Tasks in the Research Log
to prioritize the work and record the dates and costs.

I record the research I wish to do using custom event tags
in the "Other" group that append the suffix "Find" for
information I still need to find, and "Nil" for searches
I have done but did not find the information desired.
Such custom tags can be defined associated with any standard
or custom events that you have in your database. I exclude
these custom research tags from printing in most reports.

By using tags, I can create a single tag linked to multiple
people that may be involved in that tag. For example, the
couple are the two principals on my "MarrFind" tag, and
all the expected members of the household are linked as
witnesses on my CensusFind tag. Since I also use "pseudo"
people for various purposes, such as Census people, I can
also link the tag to those as appropriate. (You will note
later that I have a custom PSEUDO flag whose value tells me
whether this is a pseudo person.) Because it is a tag and
not a task, I can also link multiple sources to the tag.
However, I always also link a Research Task to every one
of my "Find" events.

For example, I defined a "BirthFind" tag with a sentence of
"The [M1] in [L] needs to be searched for a birth record
for [OBJ]<, using details: [M2]>.< [M3]>"
I have a matching "BirthNil" tag with its sentence of
"A birth record for [OBJ] was not found< using details:
[M2]> in the [M1] in [L].< [M3]>"
The M3 part of the memos reflect why I think this source
is likely, and any other comments about this research task.
If I already have the source in my Master Source list,
I cite it with "unknown" citation detail for the "Find" tag,
or cite where I looked on the "Nil" tag. Since they are
in the same tag group (Other), if I do the research and do
not find the entry, all I do is fill out the CD and change
the tag type from "Find" to "Nil" and set the linked Research
Task on this "Nil" tag to completed. I can then copy the tag
and simply change the details to look elsewhere, or even have
multiple "Find" tags reflecting the multiple sources I intend
to check.

Once I find what I am looking for, I complete the "real" tags
associated with the "Find" tag with the found source citation.
And for group Other events, one can just change the tag
type to the "real" tag and all the links are already there.
It is a matter of choice whether to now delete the "Find" and
"Nil" tags, or keep them for your records.

I only use the linked Research Task for recording information
"about" the task, not for defining the task, since my custom
tag does that much better. My Task Name always begins with a
three digit priority/sort code followed by surname,given and
a tasktype code. For example, "555 Jones, John CENS1900" or
"243 Jones & Smith MARR" I use the numeric code to sort tasks
into my priority order. First digit identifies interest from
1=critical to 9=someday, second digit for dependency/importance
from 1=essential 9=informative, and third digit for arbitrary
sorting. Note that there is no requirement that these sort
codes be unique, they can represent groups of tasks.
I use a system of codes in the Keywords as described by others
to allow selection of tasks. Finally, the comment is strictly
why this task is important, why it is assigned its priority,
why I want to find this information, and not the details of
the task itself.

I then have not one, but two reports I use when I am trying to
actually do the research. One is the typical List of Tasks,
the other is a special Individual Narrative I defined.

I sort the List of Tasks by Task Name, which puts them in my
priority order, and include the keywords and memo. Since the
task is linked to an event, the event name (MarrFind) and the
principals of the event (bride & groom) are all that I need to
find the details of the task in my IN report. Obviously I can
limit the List of Tasks based on my keywords. For example,
I have a code for the local library, and can list all tasks
that might be done there. But since it is just a keyword,
I can include multiple codes for multiple libraries where this
source MIGHT be done, and the task will be included for any
library's keyword limited List of Tasks.

My special Individual Narrative report provides the full details
of the tasks associated with all individuals. It depends upon
a custom flag, which can be set automatically as secondary output
from a custom List of Events report. This flag setting is made
possible because I use the consistent suffix of "Find" as part
of all my custom research tag names.

Using the Flag Manager, I (delete if it already exists to reset
it and then) add a FIND flag with values: N,Y

I defined a List of Events report named "LOE SetFind" to
not only set the custom FIND flag, but also to check that
I have remembered to assign a Research Task to every "Find"
event tag. It uses a Filtered group to define the Subject(s)
of the report using a Report Filter called "Find tags" defined:
Tag Type... Label Contains FIND END
My Output columns are:
Number of Incomplete Tasks
Number of Tasks
Tag Type Label
1: Prin1 ID
Prin1 Last, Given
Prin2 ID
Prin2 PSEUDO Flag
2: Prin2 Last, Given

Secondary Output is
Change Flag for All Witnesses of the FIND flag to Y

Now I can produce an Individual Narrative report which I called
"IN all Find" to print all research task events for all people.
It uses a simple Filtered group to define the Subject(s) of the
report using a Report Filter called "Find flag" defined:
FIND =Equals Y AND
PSEUDO =Equals N END
(This custom PSEUDO flag restricts the report to "real" people.
Obviously you could limit this report with other custom flags
or any filter capability that you choose.) For this report
under the TAGS Options tab, I only include the selected
tags of BMDB, and all my custom "Find" and "Nil" tags,
and I choose to include sources, bibliography, and memos.
You can sort as you choose, but I find sorting by ID helps
me go between the List of Tasks and this IN easier.

Now I can take both the LoT and the IN to the library with me.
I take both on my Palm PDA using Docs2Go as well as my full
TMG database using Doug's great GedStar Pro program.
I work down the LoT in priority order, and check the IN for
the full details of everything to do for that person.

Just one man's method, but it sure works for me.
As other's have said, hope these ideas help.

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