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Chapter 6

Editing Data
In this Chapter

Introduction
The Workspace Editor Window
Selecting and Editing Data
Rearranging Data
The Menu
Default Configuration File

Introduction
The Gemcom for Windows workspace editor is a very versatile
utility that allows you to enter data into the workspace or to view
and edit data that is already in the workspace. The data is
displayed in two spreadsheets: the top spreadsheet always contains
data from the header table, and the bottom spreadsheet shows data
from any of the other tables in the current workspace.

The Workspace Editor Window

When the workspace editor is activated, it replaces the current
Gemcom for Windows graphic work area as the active window. The
Gemcom title bar and status bar remain visible and active within
this window. The Gemcom toolbar is visible, but is dimmed and
thus unavailable. The workspace editor has its own menu bar,
which replaces the Gemcom for Windows menu bar.

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The remainder of the window contains the two spreadsheets that

display the data, as well as some navigation buttons to help you
manoeuvre around the workspace data
There are three main areas in this window that are unique (or have
commands that are unique) to the workspace editor:

Menu Bar

Header Table Spreadsheet

Secondary Table Spreadsheet

Title bar
Menu bar
Header
table
spreadsheet

Secondary
table
spreadsheet

Status bar

Figure 6-1: A workspace editor screen

Menu
This area contains the menus that you will use to manipulate the
workspace editor data and how it is displayed. The menu is
explained in detail later in this chapter.

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Header Table Spreadsheet

This area displays the data from the header table of the current
project in spreadsheet format. Scroll bars will appear at the right
and may appear along the bottom of this area, allowing you to scroll
through the data both vertically and horizontally.
The example shown in Figure 6-1 has a scroll bar to the right of the
spreadsheet, but not along the bottom, as all fields are visible onscreen, and there is no need to scroll horizontally.

Secondary Table Spreadsheet

This area displays the data from a selected secondary table of the
current project in spreadsheet format. At the right of this area is a
scroll bar allowing you to scroll through the data vertically.
Along the bottom of the area on the left-hand side are a series of
tabs showing the names of the available secondary tables. To
display the data from any of these tables, simply click the
corresponding tab. If the tab for the table you wish to view is not
visible, you can click the right and left arrow buttons to the left of
the tabs to display additional tabs.
Also along the bottom, on the right-hand side, is a scroll bar
allowing you to scroll through the data horizontally, if necessary.

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Selecting and Editing Data

You can use the keyboard or the mouse to navigate around the
tables in the workspace editor in order to select data for editing.

Be careful when you select or edit data not to overwrite data you
want to keep. If you change data in a cell by accident, do not move
the cursor from that cell. Press the [Esc] key immediately to revert
to the old entry. As soon as you move the cursor out of a cell, any
changes you made to that cell are automatically saved to the
workspace. There is no way to undo your changes or recover your
old data once it has been modified and saved.

Using the Mouse

You can use the mouse to move around the workspace editor as you
would in any Windows program, by using the horizontal and
vertical scroll bars, and by pointing and clicking where you want
the cursor located.
Additionally, you can select a block of cells by clicking and holding
the left mouse button on a cell representing one corner of the
desired block of cells, dragging the mouse until the entire block is
highlighted, and releasing the button.
You can also select an entire row (one record) by clicking the
numbered button to the left of that row.
Selecting a cell by positioning the mouse cursor and clicking the
left mouse button highlights the data entry within that cell. You
can then type a new entry to overwrite the existing entry, or you
can use the right and left arrow keys or the Home and End keys to
position the cursor within the data entry. This allows you to insert
characters into the entry without overwriting it.

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Using the Keyboard

You can use the following keys to move around the workspace
editor and edit workspace data:
[Enter]

Moves the cursor to the next field. When the

left/right separator is in use, moves the cursor to
the next field only in those fields on the same side
of the separator.

[Tab]

Moves the cursor to the next field. When the

left/right separator is in use, moves the cursor
from one side of the separator to the other within
the same record.

[
]

Moves to the next field to the right. If a specific

data entry is highlighted, moves the cursor one
character to the right within that entry.

[
]

Moves to the previous field to the left. If a specific

data entry is highlighted, moves the cursor one
character to the left within that entry.

[
]

Moves to the same field in the previous record. In

normal mode, the record does not get updated.
The system can be defined to update the record
(i.e., to have the up arrow key act as the [Enter]
key).

[
]

Moves to the same field in the next record. In

normal mode, the record does not get updated.
The system can be defined to update the record
(i.e., to have the down arrow key act as the
[Enter] key).

[PgUp]

Moves up one screen.

[PgDn]

Moves down one screen.

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[Home]

Moves to the beginning of the data entry in the

current cell.

[End]

Moves to the end of the data entry in the current

cell.

[Ctrl] [Home] Moves to the first field in the first record.

[Ctrl] [End]

Moves to the last field in the last record.

[Ctrl] [E]

Allows you to enter or edit text in a memo field

when the cursor is placed in that field.

Rearranging and Sorting Data

The workspace editor is very flexible in how it allows you to display
the data within a table. Columns, rows and tables can be resized,
and columns can be repositioned with respect to their neighbours.
You can even choose not to display certain fields within a table.
You can also re-order records in any of the tables in the workspace
by sorting into ascending (smallest first) or descending (largest
first) order based on the contents of any single field in the table
being sorted.
Fields with numeric data types (integer, real, double, coordinate,
time, date and angle) will be sorted on the basis of data values in
each record. Fields with character (string) data types will be sorted
alphanumerically (for example, A comes before B in an ascending
sort; B11 comes before B2, etc.).
When you sort a workspace table, the actual order of values in the
workspace will be updated to reflect the results of the sorting
operation.
Most of these functions can be performed in either of two ways
(although some can only be done through one method):

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Using various commands available through the menus, in

particular the sorting commands available on the View menu
and the Table Options dialog box available on the Options
menu.

Using the mouse to resize and drag and drop columns as

desired. You can also select the fields by which to sort the data.

For more information on using menu commands to customize the

arrangement of your data, see Table on page 2143.

Using the Mouse

The following illustration shows some of the ways the mouse can be
used to resize tables, columns, and rows; and sort and reposition data.
Double-click on a
column heading to
sort the data in
ascending order by
the data in that
field.
Double-click again
to sort the data in
descending order.
Double click a third
time to revert to the
original unsorted
order.

Drag the lines

between column
headings to adjust
column width.

Drag the lines

between record
number cells to
adjust row height.

Drag the line

between tables to
adjust table height.

Click on the arrows

to scroll through
the table tabs.

Click on the
buttons or drag the
slider to scroll
through data either
horizontally or
vertically.

Click on a table tab

to show the data
from that table.

Figure 6-2: Using the mouse in the Workspace Editor

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The Menu
The workspace editor menu bar has six menus available on it.
These are as follows:

File. The commands on this menu allow you to exit from the
workspace editor and from the main program.

Edit. The commands on this menu allow you to perform various

editing functions on the data in the loaded workspace.

Goto. The commands on this menu allow you to access specific

records within the loaded workspace.

View. The commands on this menu allow you to determine how

the records within the loaded workspace are sorted.

Options. This menu allows you to specify a number of

parameters defining how fields will be displayed and
manipulated by Gemcom for Windows. It also provides
commands for loading and saving workspace configurations.

Help. This menu allows you to display information about the

software and your license.

File
The File Menu in the workspace editor contains two commands,
only one of which is unique to the workspace editor:

Close Workspace Editor

Selecting this command will close the workspace editor, returning
you to the Gemcom for Windows graphical work area. Upon exiting
the Workspace Editor, Gemcom for Windows will create a default
configuration file to preserve your options settings. See page 2148.

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Exit Program
Selecting this command will close the entire application rather
than just the workspace editor.

Edit
The Edit Menu in the workspace editor contains eight commands
allowing you to edit the data displayed in the spreadsheets.

Clear Subtable Records

This command removes all records in the displayed secondary
table. Before you choose this command, you must select a record in
the Header table by clicking the numbered button to the left of the
record.

Cut Row
This command removes the highlighted row(s) to the Windows
clipboard.

Copy Row
This command copies the highlighted row(s) to the Windows
clipboard. Note that because FROM values must be unique within a
table, if the original row contains a FROM value, its corresponding
value in the copy will be increased by one. You can then adjust the
FROM value as required.

Paste Row
This command inserts the current selection on the Windows
clipboard into a new row at the end of the table in the active
spreadsheet.
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Delete Row
This command deletes the highlighted row from the workspace
without placing it on the Windows clipboard.

Append Row
This command inserts a blank row at the end of the current table.

Insert Row
This function allows you to insert records into specific locations in
unsorted tables for which the order of the data is important, such
as Survey, Point, Polygon and Traverse tables. These fields
typically have a field called PCX_SEQ_NO, which is maintained
internally by Gemcom for Windows and is not visible in the
Workspace Editor. You cannot modify or view the data in the
PCX_SEQ_NO field. To determine whether your current table
contains this field, you can view the table structure in the
Structure Editor (see Chapter 4: Creating and Modifying
Workspace Structures). The Structure Editor automatically adds
the field to certain types of tables when they are created.
If the table into which you are trying to insert a new record does not
contain this field, you will see the following error message:

Figure 6-3: Workspace Editor Insert Row sequence number error

message
Because the order of the data in these tables is important, the table
records must also be in their original (unsorted) order before you
insert a new record. If you attempt to insert a new record after
having sorted your table, you will see the following error message:
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Figure 6-4: Workspace Editor Insert Row sort order error message
To insert a record into a table with a sequence number field, follow
this procedure:
1. Ensure that the table into which you wish to insert the new
record is unsorted by selecting View } Unsorted.
2. Position the cursor in the record before which you wish to insert
a new record. The record number of the current record will be
assigned to the new record, and all subsequent record numbers
will be adjusted accordingly.
3. Select Edit } Insert Row. The new row will be inserted before the
current record, and the record numbers will be changed to
reflect the new addition.
4. The cursor will be located in the new record. Enter the
appropriate values in the individual fields.
5. Save the new record by pressing the [Enter] key or clicking
another record. If you move the cursor out of the new record
without entering any data, the Insert Row operation will be
cancelled, and the blank record deleted. You can also cancel the
Insert Row operation by pressing [Esc] while the cursor is still
located in the new record.

Fill
This command allows you fill a selected set of fields within a range
of records with identical or related information. To use this
command, follow these steps:

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Figure 6-5: Fill Columns dialog box

1. Use the mouse to highlight the field names and the records you
wish to update.
2. Select Edit } Fill. The Fill Columns dialog box will appear,
displaying the name of the current table and the range of
records that you highlighted. It also presents a grid allowing
you to enter the following parameters for each of the fields you
highlighted:

Prefix. This is the first part of the field entry and never
changes. It can be more than one character or value.

Seed. This is the value that increases in specified

increments.

Increment. This is the value that indicates the amount of

each increase in the seed.

Suffix. This is the last part of the field entry and never
changes. It can be more than one character or value.

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For example:

B1A, B2A, B3A

Prefix = B
Seed = 1
Suffix = A
Increment = 1
3. When you have entered all required parameters, click OK. The
data that you entered will be used to update the highlighted
fields within the range of records specified.

Goto
The workspace editor Goto Menu contains four commands which
allow you to select the active record (the record in which the cursor
is located).

Goto First Record

Selecting this command places the cursor in the first record of the
active table.

Goto Last Record

Selecting this command places the cursor in the last record of the
active table.

Goto Record Number

Selecting this command places the cursor in the record
corresponding to the number you enter.

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Figure 6-6: Find Record dialog box

Find Record
You can select this command to bring up a dialog box into which
you can enter parameters for finding records containing particular
data entry requirements.
To find a record containing specific data, follow this procedure:
1. Ensure that the mouse cursor is located in the table which
contains the record you wish to find.
2. Select Goto } Find Record. Enter the following parameters:

Search For. Enter the data entry you wish to find. You
must enter the entire numeric value or text string exactly
as it appears in the desired record. You cannot use wild card
characters or truncated (partial) entries in your search
string.

In Field. Select the field which contains the search string

you entered. The field in which the cursor is located is
entered by default.

Direction. Select one of the following three commands to

determine how Gemcom for Windows will search for the
desired record.

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Forward from first record. Gemcom for Windows will

search the table beginning with the first record, and will
locate the first occurrence of the search string in the
table.

Forward from current record. Gemcom for Windows

will search the table beginning with the record in which
the cursor is located, and will locate the first occurrence
of the search string following the current record.

Backwards from last record. Gemcom for Windows

will search the table backwards from the last record to
the first, and will locate the last occurrence of the search
string in the table.

Match Case. Select this command if you want the search

process to find a text string with upper and lower case set
exactly as you typed it in the Search For parameter.

3. Click Find. The next record encountered in the selected search

direction which contains the specified data entry will be
highlighted.

View
This menu has three commands which allow you to sort the records
in the selected table. For more information on sorting records, see
Rearranging and Sorting Data on page 2132.

Unsorted
Select this command to view the records in the order in which they
were saved in the workspace.

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Sort Ascending
Select this command to view the records in the active table in
ascending order according to the field (column) in which the cursor
is currently located.

Sort Descending
Select this command to view the records in the active table in
descending order according to the field (column) in which the
cursor is currently located.

Options
The workspace editor Options Menu contains four commands which
allow you to determine the configuration of your workspace and to
define some parameters for data entry.

General
This command brings up the following dialog box with parameters
that apply to all fields in the workspace:

Figure 6-7: Sample General Options dialog box

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Limit check all entries. When this option is selected, every

value that you enter from the keyboard will be tested against
the minimum and maximum data values defined for the field in
the workspace structure. When this option is not selected, you
can set limit checking on or off on a field-by field basis in the
Table Options dialog box.

Up/down keys same as Enter. When this option is selected,

the up/down arrow keys will operate in the same manner as the
[Enter] key.

Confirm Deletions. Allows you to enable or disable the delete

confirmation prompt for each table. When the confirmation
prompt is enabled for a particular table, you will be prompted to
confirm the deletion of any record within that table. You will
not need to do this if it is disabled.

Table
This command brings up a grid-style dialog box into which you can
enter parameters on a field-by-field basis for each table (see Figure
6-8).
Use this dialog box to enter the following parameters for each field
name in the table, as applicable or desired.

Edit Mode. When you place the cursor in this field, you will see
a pull-down list arrow displayed. Click that arrow to display the
following three choices:

Editable. Selecting this choice means that the data in this

field can be edited. This is the default setting for this option.

Protected. Selecting this choice means that the data in this

field cannot be edited. Protected fields will be unavailable
(dimmed) in the workspace editor.

Hidden. Selecting this choice means that this field will not
be displayed in the workspace editor.

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Figure 6-8: Sample Table Options dialog box with

list displayed

Limit Check. This option specifies whether or not Gemcom for

Windows will perform a limit check on the data in this field. When
this option is active, every value that you enter into that field from
the keyboard will be tested against the minimum and maximum
data values defined for the field in the workspace structure (see
Chapter 4: Creating and Modifying Workspace Structures).
This option is active by default. To deactivate it for a given field,
click the box. If there is an X in the box, the option is active. If
the box is empty, the option is not active. Note that if Limit
Check is enabled in the General Options dialog box, it will
override this function, and limit checks will be performed on all
data regardless of the settings in the Table Options dialog
box.

Binding. Locating the cursor in a binding cell on the grid will

display a pulldown list from which you can select another field
name to which to bind the current field name. When a field is
bound to the current field, this means that any data entered
into the first field will be automatically entered in to the second

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field in the next record as the record is created. The default is

None, which leaves the cell blank.
The last four parameters allow you to define the auto
incrementation of values within a field.

Prefix. This is the first part of the field entry and never
changes. It can be more than one character or value.

Seed. This is the value that increases in specified increments.

Increment. This is the value that indicates the amount of each

increase in the seed.

Suffix. This is the last part of the field entry and never
changes. It can be more than one character or value.

For example: B1A, B2A, B3A

Prefix = B
Seed = 1
Suffix = A
Increment = 1
The tables option dialog box also allows you to determine the order
in which columns will appear in the workspace editor. When you
place the mouse cursor over a field name in the left-hand column of
the table options dialog box without actually selecting that field
name, you will notice that the mouse cursor becomes a right arrow
(). Selecting that field name will turn the mouse cursor into the
regular mouse pointer. To change the position of that field relative
to the others, you can do one of two things:

You can click the Move Up and Move Down buttons on the
right-hand side of the dialog box.

You can use the mouse to drag the field into the desired
position.

You will also notice that one of the field name buttons is entitled
Left/Right Separation. The position of this separator can also

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Cursor
Location

Left/Right
Separator

Figure 6-9: Using the left/right separator in the Workspace Editor

be moved relative to the fields. When this separator is positioned
anywhere but at the top or bottom of the list of file names, it will
show up in the corresponding table in the workspace editor as a
heavy black line (see Figure 6-9).
Using the left-right separator allows you to use the [Enter] key to
move the cursor location from field to field, but only in those fields
on one side or other of the separator. This is particularly useful if
you want to enter data for all records within a limited number of
fields in a table, as it saves having to move through all those fields
for which you have no data to enter.
In Figure 6-9, pressing [Enter] would move the cursor to the field
SPARE1 in record number 3. If the cursor were located in the last
column on the right in record number 5, pressing [Enter] would
move the cursor to the SAMPLE NO field in record number 6.
Use the tab key to move to the cursor location from one side of the
separator to the other within the same record number. The cursor
keys and the mouse continue to move among and select fields as
they would if the separator were not present.

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Load Configuration
This command allows you to load an existing workspace editor
configuration (*.CFG) for the current workspace. The loading
process must check all the table name references and field name
references against the current workspace. If you load a specific .CFG
configuration file, this will also become the default configuration
file (.WED) upon exiting the Workspace Editor.

Save Configuration
After changing any of the display attributes, use this command to
save the current configuration of the spreadsheets in the workspace
editor to a configuration file. This file is separate from the default
configuration file (see page 2148) and is automatically given a .CFG
extension. This command is useful if several people are using the
same workspace and each has personal preferences about how the
general and table options should be set as well as the order in
which the columns should appear. You can also use it to save a
number of different spreadsheet configurations depending on which
part of the data you are most interested in at a given moment.

Help
The Help menu in the workspace editor contains four commands
which allow you to get information about your Gemcom system and
to access online help.

Contents
This command allows you to access the online help for the
workspace editor through the online help contents.

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Search
This command allows you to search for specific topics in the
workspace editor online help.

About Gemcom
This command is identical to the Help } About Gemcom
command for the complete Gemcom for Windows program. It
displays the current version number, information about your user
license and about contacting Gemcom Software International.

Gemcom Settings
This command is identical to the Help } Gemcom Settings
command for the complete Gemcom for Windows program. It
displays information about the current date and time, viewing
mode, active plane, and project and workspace.

Default Configuration File

When you exit the Gemcom for Windows Workspace Editor, your field
order, column display, and general and table option settings will be
saved in a wordspace editor configuration file (workspacename.WED).
This default configuration will remain in effect even if you compact
the database.
If you load a different *.CFG configuration file while working in the
Workspace Editor, this configuration file will become the new
default configuration file when you exit the Editor unless you reset
the columns and option settings before you exit.
If you make changes to the structure of your workspace using the
Structure Editor (see Chapter 4: Creating and Modifying
Workspaces), the default configuration file will no longer be valid

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for the workspace. The next time you open the workspace in the
Workspace Editor, you will see the following error message:

Figure 6-10: Workspace Editor default configuration file error

message
When you click OK, the workspace will be loaded as usual, but the
field order, column display, and general and table option settings
will have reverted to the original default as set by Gemcom for
Windows. Reset everything as desired and exit the Workspace
Editor to create a new default configuration file.

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