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Smart Search & Modify series of data
This function allows you to find specific data in your genealogy by combining different search criteria; you may then modify or process the data you have found.
To access Smart Search:
- choose Smart Search in the Find drop-down menu
- or select the Search > Smart Search tab
- or click on the Find icon and select Smart Search in the drop-down menu
PC Smart Search screen
MAC Smart Search screen
The Smart Search tool is composed of a “Criteria” field, a “Results” section, and a “Processing selected results” section. This screen is also linked to a specific side panel entitled “Results”.
The Heredis default display shows <Persons> as the first search criterion, then the <Surname> field, and the <Begins With> operator. In the entry field to the right of <Begins With>, type in the first letters of the surname you are looking for and click on the Search button to find all relevant persons in your genealogy.
The initial search criterion will determine what the next field options are.
PC Selecting criteria
MAC Selecting criteria
Click on each of the fields and specify the type of information you are looking for in your genealogy. You can combine criteria such as Persons, Relations, Families, Events, Facts to build more or less intricate searches depending on the number of criteria you have selected.
- The button to the right of the <Choose a search model> pop-up menu allows you to remove all existing criteria and to clear the list of results.
- The + and – buttons to the right of a criteria line allow you to add or remove a criterion. Note that the – button won’t be displayed unless you have already added at least one criterion.
Additionally, you can organize the combination of your criteria by clicking on the pop-up menu located below the criteria selection area.
PC How to combine search criteria
MAC How to combine search criteria
The default search mode is set on <All criteria>. This option allows Heredis to search all data that match at least one of the criteria you have selected. You can also narrow your searches down to specific parts of your genealogy or use the entire file.
Click on the pop-up menu that reads <the entire file> and select <direct-line ancestors>, <the ancestors>, or <the descendants>.
PC How to limit the search
MAC How to limit the search
Heredis provides pre-saved search models to help you create your searches step by step. Click on <Choose a search model> and select the model you are looking for.
PC List of saved search models
MAC List of saved search models
The fields associated with the model you choose are automatically prefilled. You can modify a search model by changing or adding criteria and save these modifications by clicking on the Save As button located to the right of the field entitled <Choose a search model>.
To manage your models or to reload the saved search models, click on <Choose a search model> and select Manage saved search models.
A phrased version of your search is automatically displayed below the criteria fields area. This allows you to verify that the search you have created matches your needs. A message alerts you in case the search you are creating is incorrect.
Other options are available from the indented wheel in the upper right corner. If you tick Search in variants, the searches will be extended to the variants you entered in your genealogy.
If you activate the Comprehensive mode, two additional buttons will be displayed to the left of the Search button: Search in results and Add to results.
Search in results allows you to research data within the results of your previous search in order to refine your results.
Add to results allows you to add your search results to the results of your previous search. Thanks to this option, you can build a list of results, adding up data from a series of searches.
Note: When you consider your research is complete, hide the Criteria area by clicking on the Criteria banner; this will leave more space available to display the results from searches and processing. More space can also be freed by deactivating the phrasing of your search: click on the indented wheel in the upper right corner and untick Show the edit.
When you click the Search, Search in results or Add to results buttons, Heredis displays the data found under the Persons, Families, Events and Facts tabs.
Within each tab, a number (in brackets) indicates how many persons, families, events and facts were found.
PC Display of Smart Search results
MAC Display of Smart Search results
Open the Summary panel. To verify the results displayed in the list are correct, click on any line in the list of results and the details will appear in the Summary panel. The data displayed in this panel varies according to the tab you selected under Results.
Should you notice a mistake to be corrected, double-click on the line in the list of results to directly access the person’s Personal Data in your genealogy file.
(MAC) Results panel
The results of your smart search are also available in the Results panel.
Results Panel – List of found persons
You can navigate in Heredis while keeping your search results on hand. Use the <Persons> pop-up menu to select and display results from the Families, Events or Facts tab. At any point, you can go back to the Smart Search screen by clicking the button to the right of the pop-up menu.
From this panel, select a person and use the drag and drop feature to easily complete your genealogy.
Now that you have found persons, families, events or facts in your file, you may want to update this data, share it with a cousin, or even publish it in a document.
The Processing feature allows you to do this and much more, based on the data you have selected in the Results section under the current tab.
Note: in Comprehensive mode, by clicking the indented wheel in the upper right corner, checkboxes appear at the beginning of each data line so you can select the data you wish to process.
All lines are selected by default; you can untick, one at a time, the lines of results you do not want to include in your processing. Or you can decide to Deselect all and then tick the data lines you want to include in your processing.
If you want to go back to including all results, click Select All.
Unfold the Processing section by clicking on the Processing selected <persons>, <families>, <events>, or <facts> banner: action buttons related to the Results tab you selected will be displayed.
PC Processing results
MAC Processing results
Processing selected persons
If the Persons tab is highlighted in the Results section, you may then decide to:
- Modify a series of additional information for the persons you selected
=> declare them as marked or unmarked, confidential, secondary, unmarried, childless, consistent, complete
=> change the field value under Child Status and Signature
=> add an identical text to all selected persons using Add to note
=> link a common source to all selected persons
- Create a chronological or alphabetical report listing the persons you selected (Edit by Date or by Name)
- Export the selected persons as a Heredis or Gedcom file
- Delete the selected persons
Processing selected families
If the Families tab is highlighted in the Results section, you may then decide to:
- Modify a series of information for the families you selected
=> change the field value under Family Status
=> add an identical text to all selected families using Add to note
- Create a report listing the families you selected (Edit report)
Processing selected events
If the Events tab is highlighted in the Results section, you may then decide to:
- Modify a series of information for the events you selected
=> change the field value under Search Status
=> declare them as private or not private
=> share or no longer share them
- Add an identical text to all selected events using Add to note
- Link a common source to all selected events
- Create a report listing the events you selected (Edit report)
Processing selected facts
If the Facts tab is highlighted in the Results section, you may then decide to:
- Modify a series of information for the facts you selected
=> change the field value under Search Status
=> declare them as private or not private
- Add an identical text to all selected facts using Add to note
- Link a common source to all selected facts
- Create a report listing the facts you selected (Edit report)
Note: the Processing section banner indicates the type of data you are about to process (Persons, Families, Events, Facts) and the number of records you have selected.
The Find/Replace feature allows you to find a specific text you entered under Persons, Families, Facts or Events and to replace it with a new text you can type in directly.
You can search a text entered under:
- one of the following fields: Prefix, Suffix, Nickname, Title, User Number, Person Note, Research Note;
- a Family Note for a Spouse;
- one of the following Events or Facts fields: Place Subdivision, Description/Cause, Note or Name.
You may access this function:
- from the drop-down menu Find > Find/Replace…
- by selecting the tab Search > Find/Replace
- or by clicking on the Find icon then on Find/Replace
- Type in the text you are looking for in the Text field. Note: if you leave this field blank, Heredis will look for all empty fields.
- Select the type of data you wish to modify by clicking the Item pop-up menu.
- Specify where to look for the text you have entered: In the entire file or In Smart Search results. (For more details on this function, refer to the Smart Search section.)
- Tick the Case sensitive box for Heredis to distinguish upper- and lowercase. As an example, it can look for “honest” and replace it with “Honest”
- Tick the Entire word box to prevent modifications within a word. Thus you can expect to replace, e.g. in the Place Subdivision field, the abbreviation “st” with “street” without affecting “Boston Road”.
- Click the Find button to display all relevant matches found in your genealogy.
The number of items that were found is indicated (in brackets) in the Matches banner.
Under the list of results, the text you are looking for is displayed in red within each match that was found.
By default, all matches are ticked; you can untick the matches you do not want to modify, one at a time, or you can decide to Deselect all and then tick the matches you want to modify.
If you want to go back to including all matches, click Select All.
Replacing text in your genealogy
Enter your new text in the Replace with field.
Click the Replace button to apply your changes to all the matches you selected.