Set Reference by Name

On this page: Description, Step by Step, File Format

Description

Set Reference by Name sets the Reference field to a code derived from the surname and given name. Two tables--one for surname, and one for given name--are used to convert names to codes, and the two codes are concatenated to form a new Reference field value.

The basic idea is similar to Soundex. Through the tables, names are converted to codes that (typically) ignore differences due to spelling variations. Unlike Soundex, which uses an algorithm, the user has to create tables to derive the code. This "brute force" approach is more work, but also gives the user more control over the process.

The average user will probably not need this feature. It was written in response to a request from a specific user.

Step by Step

1. Before using this feature, you need to create the surname and given name tables. See the File Format description below.
2. Choose Set Reference by Name from the function tree.
3. Click the first [Choose File] button to choose the surname table.
4. Click the second [Choose File] button to choose the given name table.
5. Key a character in the Fill Character text box. This character is used to construct the code when surnames or given names are missing from their respective tables.
6. Set the Flag Filter, if desired. The Reference field will only be set for people that pass the flag filter.
7. Click the [Set Reference by Name] button.

The log includes summary information only; it does not include an entry for every person whose Reference field is set. TMG's Picklist is a good way to validate that the proper codes have been assigned.

File Format

As noted above, this feature requires two data files, one for surnames and one for given names. The files have the same format.

Each record in the file should contain two data items separated by a tab character.

The items, in order, are:

Here's a short surname file:

047Cardinal
048Fehr
049Smith
049Smyth

In the examples above and below, takes the place of a real tab character. Tabs are not visible in web browsers, so I have replaced them with in this documentation.

Here's a short given name file:

joJohn
joJon
joJonathan
ddDonald
ddDon

When a surname or given name does not exist in the table, the program constructs a code by using the first character of the surname or given name and adding enough instances of the Fill Character to make the code the proper length.

The table below shows some example names and the codes that would be assigned to the Reference field given the tables shown above. Assume that the Fill Character has been set to "_" (an underscore).