The Work with Data Dialog is used to display lists of Places, Addresses, Occupations, Religions, Groups/Castes, National or Tribal Origins, and Source Types. It can be accessed in a variety of different ways, and may look slightly different, depending on the context of use. For example, wherever you see a Place field (e.g. place of birth), there will be a little button with 3 dots at the right end of the field. If you click on this button (or double click on the field itself), the Work with Data Dialog will appear showing a list of all values for Place fields used in the current file. Alternatively, at any time you can click on Work with Data on the Tools menu, and then click Places.
Depending on what data it is displaying, the Work with Data Dialog will display one of the following titles:
| Select | Only available when the Work with Data Dialog has been invoked from a field - e.g. a Place field. Allows you to select a field of the appropriate type. |
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| More >> / << Less | Only available when the Work with Data Dialog has been invoked from a field - e.g. a Place field. Allows you to view additional buttons to work with field values of the appropriate type. |
| Edit | Select a data item and click on to change the value of that data item wherever it is used in the current file. For example, if the dialog is displaying a list of Places and you notice that one has been incorrectly spelled, you can change it. If you do so, all occurrences of this place name in the current file will be changed. |
| Merge |
Use this button to merge 2 or more data items. This action works with multiple selection (press-and-hold the Ctrl key while clicking, to select an item without unselecting previously selected items). Select all of the data items you wish to merge and click on . You will then be required to select from one of the items you have chosen to be merged, to be the final version that results from the merge. |
| Records | Displays a list of records that use the selected data item. You will also be able to ‘go to’ any of these records if you choose to. |
| Where Used | Displays a list of fields (and their record context) that use the selected data item. The information is displayed in the Result Set tab of the Query Window and the current window is closed. |
| Report | Closes the current dialog and instead displays a report showing all data items of the appropriate type. |
| Columns | This button is only available when Places or Addresses are being displayed. It allows you to specify how many columns you wish to allocate to the different comma-separated parts of the place or address. |
| View in Map | This button is only available when Places are being displayed. It shows a dropdown menu with options to show the selected place or places in the Map Window (the current window is closed), or, if one item only is selected, in an online map (shown in an external web browser, so the current window does not need to close). |
| Reverse Display Order | This button is only available when Places or Addresses are being displayed. If checked, the comma-separated parts that make up each place or address will be displayed in reverse order - that is, last-first. This is most useful when you wish to sort the list on the basis of its last part. |
Tip: Click on any column heading to sort the list based on that column. Press the Alt key while clicking to reverse the sort.