DMConsole

Introduction

The DMConsole is the back-end management of the Family Tree program. Having access to DMConsole will allow you to do and see more than you could if you were only using FamilySearch as a typical guest would. At times there may be problems within the Family Tree that you will need to help resolve. Using DMConsole will give you more access that will help you succeed in helping others prepare family names for ordinance work. Please conduct all your research using DMConsole.

Note: Just because DMConsole allows you to perform an action does not mean you should perform an action. Performing an action which you have not been trained to use may result in additional problems with far-reaching effects.

Requesting Access

To request access to DMConsole, you must read, sign, date, and submit a non-disclosure agreement (NDA).

After you have read, signed, and dated the NDA, send the request to access DMConsole to Kristi Etherington or Josh Lee.

Accessing DMConsole (Data Management Console)

Step 1: To access DMConsole, go to:  https://www.familysearch.org/dmconsole

Step 2: Sign in using your FamilySearch or Church Account credentials.

Admin Roles

To view or change the admin role do the following:

Step 1: In the upper right corner of the page, click your contact name or image.

Step 2: From the drop-down list of options, select the correct admin role you want to use.

Note: When you sign out of DMConsole, the program will remember which admin role you were using last and automatically assign you to that role when you next sign in. Some features shown in this document may not appear depending on the data admin level you have been assigned to.

DMConsole Tabs Overview

Across the top of the page, you will see several options. These are different tabs, some of which contain multiple pages. Some tabs you will use. Other tabs you will never need to use, including:

• Relationship
• Temple
• Unit

The only tabs you will need to know and use are Person, User, Search, and Tools. The tab you are on determines the default search options in the drop-down box.

• On the Person tab, anything entered in the Search box will have the Person ID listed as the default in the drop-down options.
• On the User tab, anything entered in the Search box will have the User ID option listed as the default in the drop-down options.
  • If you are on the User tab and search for a Person ID without changing the user ID option in the drop-down, the program may return an error message that a user account with that ID cannot be found.

When you have selected the correct drop-down option, the results will move you to the correct tab.

Any hyperlink button you click will change from blue to red to indicate you have already visited that page.

You may see the option to Open Details or Hide Details. This option will expand or collapse boxes of information so that you can effectively see and focus on the relevant information.

Note: The drop-down menu for the General Search in DMConsole is not currently alphabetical. Ensure you have selected the correct option.

Person Tab

The Person tab contains several pages related to an individual’s Family Tree record and data. When you conduct a search for an individual, the default drop-down option will be Person ID.

Every page under the Person tab contains a helpful header that remains the same as you navigate through each related page.

The header will help you know whose record you are viewing, the birth to death dates, the PID, what space ID (public or private) the record is in, if the record is tombstoned (deleted in Family Tree), and whether it is a membership record.

Person Header

With the Family Group Trees and Research Trees features, the person header has changed to include more information. Because the guest can now see several trees, including Family Tree, Family Group Tree, or Research Tree, support staff need additional information to determine what the guest is viewing. The person header change is important since the Helper option cannot be used to see Family Group Trees or Research Trees.

The following are additional sources of information shown in the person header.

Public person in common tree or connected to a Family Group Tree person

Public person in Researcher Tree

Living person in common tree or with a specific CIS ID

Living person in Family Group Tree

Living person in Family Group Tree who is also linked to an account (the starting person)

Living person in Research Tree

Confidential person in common tree

Confidential person in Family Group Tree

Confidential person in research tree

Summary Page

The summary page reflects the following information:

• Name (as reflected on Family Tree) with other language versions, if applicable. The name can be edited in DMConsole by clicking the Edit button.
• Sex (as reflected on Family Tree). The sex can be edited in DMConsole by clicking the Edit button.
• Facts: Vital and other information data and life sketch (as reflected on Family Tree). Facts can be deleted or edited in DMConsole by clicking the Edit button.

If you enter a PID that has been merged and is no longer the surviving PID, the merged ID will show with a Forwarded from notation in the header.

• A shows The current surviving person ID.
• B shows the ID you requested and the option to see the original record containing only the information included before being merged.

• C shows the option to change a record to living.

  • You may do this by clicking the blue Make Living button. Alternately, if the record is already living, you can change the record to deceased by clicking the Make Dead button.

  Note: You will only see the option to make living if the record is deceased. Likewise, you will only see the option to make dead if the record is living.

• D shows that information has been edited, and identifies a contributor and a submitter.

The contributor is the contact name that will show in the Change Log in Family Tree as the individual making the changes. The submitter is the name of the actual person or program making the change. These can be the same, however, the contributor and submitter could appear differently in these situations:

• When someone is helping another person.
• When you make changes using data admin roles.
• When the system makes changes or updates.

Relationships Page

The relationships page provides information about the person as a child, as a couple, and as a parent. This page reflects all relationships in Family Tree.

• Each name is a link to that individual’s record.
• If the record of a relative is in a private or admin space, the type of space ID is indicated at the right of the name.
• If there is an ACL restriction, this is indicated at the right of the name.
• The PID and date range of the relative is listed below each name.

Deleting Relationships

Each relationship can be deleted by selecting the Remove button to the right of the relationship. If you want to remove multiple relationships at once, click in the small square to the left of the relationship to indicate a checkmark. Then, click the Remove Selected button at the right of the relationship.

Note: You will not receive a warning if ordinances are linking the individuals in a relationship before you delete the relationship.

Limitations for Very Large Records

The limitations for large records used to be based on the number of records merged into a single surviving Person ID. Currently, the number of merged records no longer has a limit, so other limits now take precedence. If merging 2 records will exceed the following limits for an individual record, DMConsole will not allow the merge to take place:

Note: Relationship counts include relationships to restricted records and to those records in private or admin spaces.

Changes Page

This page reflects all changes made on a record, both in Family Tree and in DMConsole and other programs. The default display will list changes sorted by date, from most recent to earliest

You may need to hide changes you have made to a record on Family Tree without your admin role turned on and hide your name from being listed in the Change Log. To hide your changes, go to the right of the change to be hidden and click the Hide button.

It is often helpful to use the Find function to look for specific information, such as a space ID, a submitter, or a change in gender. To use the find function, do the following:

Step 1: Hold down the Ctrl key and the letter F.

Step 2: Look for a box to appear at the top or bottom of the screen.

Step 3: Type in the key words you are looking for, such as sex.

Step 4: Use the up and down arrows next to that search box to find each instance on the Changes page.

ACL Page

This screen reflects the space ID and owner. For example, a public space ID will show as MMMM-MMM and show the owner as public. The ACL also provides information about restrictions on the record, such as whether the record is hidden or locked, if the ordinances have been hidden, if ordinance approval is required, or if the record is restricted. To change the status of the restriction, at the right of the page, click the Edit button.

Each type of restriction will indicate a yes or no status. Yes, or true, means that the restriction is active on the record, and pieces of information will be not available for guests on Family Tree. No, or false, means that the restriction is not active, and the corresponding information will be visible on Family Tree.

The flags on the ACL page are defined as follows:

• Hidden – Hide all data and ordinances in Family Tree. The data can be seen with admin permissions.
• Locked – Read-Only. No changes can be made to the record, even with admin permissions.
• Private Space Restricted – This is a private space record. Only the individual to whom the record is assigned can see or edit the record. This data can be seen and edited with admin permissions.
• Hide Completed Ordinances (HCO) – All ordinances will show as Not Available status on Family Tree.
• Ordinance Approval Required (OAR) – For all remaining, uncompleted ordinances approval must be granted by the appropriate authority and will show Not Available. Guests cannot reserve or perform ordinances for this individual without permission from the appropriate department.

When a record is in a private space, the space ID will appear on this page, along with the owner of the space ID. To change the space ID or any of the ACL restrictions, click the Edit button and change the ID, or choose the correct radio buttons for the restrictions. Save and provide a reason for your changes. A window should appear in the top right corner of the page to let you know the changes were made successfully. You may have to refresh the page to see the changes take effect.

Ordinances Page

The ordinances page has a great deal of information. It will reflect the ordinance status for the individual as a child or principal, as a spouse, and as a parent. These ordinances are:

Directly below the Print Family Ordinance Cards button, you may see one of three messages that will affect how ordinances appear in Family Tree:

• Born in the Covenant—BIC will appear in the SP ordinance line.
• Ordinance Approval Required—Proxy ordinances will appear as Not Available in Family Tree and can only be performed with permission given by the First Presidency.
• Not Accountable—An individual who did not possess the mental capacity to require baptism will be marked as Not Accountable. His or her ordinances in Family Tree will show as Not Needed.

Each ordinance that is completed by or for that individual is on a separate line. You will see:

• Type – The abbreviation for the ordinance, such as B, C, I, E, SP, SS, or SC. Those in red are visible in Family Tree since they are the earliest official record. Those in black do not appear in Family Tree because they are later or secondary records.
• Status – Usually appears as Completed, though Cancelled and Invalid are also options.
• Date – The date of completion of the ordinance in DD MMM YYYY format.
• Temple – The 5-letter temple code where the ordinance was completed.
• Source: Usually appears as TSS, OSR, or none (more explanation will be provided in a later lesson).
• OWS ID – see explanation below.
• CTR ID – see explanation below.

The ordinances are divided into 2 sections:

• Ordinances for the individual as a child or spouse.
• Ordinances for their child or children with the individual as the parent.

Other individuals may be listed in the persons column, such as sealing ordinances. The names in the persons column reflect the name that was given when the ordinance was completed. Clicking on a name will take you to the current record where the ordinance resides.

OWS: The Ordinance Work Set is the equivalent of which ordinances were available to be performed on a printed temple card. When a record qualified for ordinances, say B, C, I, and E, they were printed on a single card. Those ordinances together created a work set. The original qualifying information can be seen if you click on the OWS ID.

CTR: The Certified Temple Record is any ordinance record that is recorded by the temple system. Until 2007 or 2008, these records were compiled into a single database called Ordinance Data Management, or ODM. These CTRs will have a source system ID in them that leads back to the record in ODM.

By hovering your mouse over the CTR ID, you will be able to see qualifying information that will help you determine if that CTR record belongs to the individual on the Family Tree record. A pop-up box will show the name, gender, qualifying data, and the record type. For more information, you can click on the CTR ID and see all qualifying information for everyone involved in the ordinance for that OWS.

CTRs have types that are labeled as Primary, Secondary, Undetermined, or without an official status, depending on the source of the information on the official temple record. The type will determine which ordinances are visible in Family Tree for guests to see.

OSR: The Ordinance Source Reference is the link between a CTR (ordinance record) and a PID (person record). An OSR allows ordinances to be seen on Family Tree. They appear in the following type priority:

• Official or primary ordinance records.
• Non-specified membership ordinance records.
• Secondary ordinance records.
• Undetermined ordinance records.

If more than one ordinance has the same designation of priority, the earliest completed ordinance date will show. If the source on an ordinance shows TSS, then the ordinance is recorded in the temple system, but it is not connected to the PID. An OSR will need to be created to link the TSS to the PID and allow the ordinance to appear in Family Tree.

If there is no source on an ordinance, it is coming from the individual’s membership record. Living baptisms and confirmations are official this way. Any other ordinance needs to have a temple CTR created with an OSR link so that it is an official record.

Printing Family Ordinance Cards for Guests

If a record is restricted, but the guest is approved to perform proxy ordinances on the individual’s behalf, a data admin will need to create the family ordinance cards for the guest. This can be done by using the button at the top of the page.

When you select the Print Family Ordinances button, a pop-up box will appear. You can select individual ordinances to be performed, or you can use the Select All option to print cards for all ordinances. A separate card will be created for the SS ordinance.

Once you select a SP or SS ordinance, a blank box will appear. Click on the box to choose which parents or which spouse the sealing card should reflect. The selection boxes will only be active if the appropriate ordinance is selected to be printed.

Reservations Page

This page reflects any reservations that have been made for ordinances to be completed. Reservations will be shown for each ordinance with the individual as a principal, child, spouse, or parent. You can also create and assign new reservations for ordinances on this page or release current reservations.

The Owner/Assigned column will show who created the reservation for that ordinance. The Reserved/Assigned column will show whether the guest has kept the reservation to do themselves or they have shared the ordinance with the temple system. Each time something is changed on the status of the ordinance, a date stamp will be added. The RAN, or Reservation Assignment Number, is the specific number assigned to each reservation.

Sources Page

This screen reflects all sources that have been attached to the Person on Family Tree using the Link column feature. Note that some sources may be old and the link may not lead to any information. When you click on the link in DMConsole, you will be directed to a new DMConsole browser tab. To return, exit the open source tab on your browser.

Labels Page

This screen reflects any restrictions that have been placed on the record. When a label is added to a record, the word labels turns red. If the label automatically sets ACL restrictions, the ACL heading will also turn red.

When a record needs an information or restriction label added, click the Add button above the Change History section. Information labels do not add ACL restrictions. All other labels are set to apply specific ACL restrictions to a record. You can apply more than one label, if needed.

Always provide a reason for applying or removing labels, even if it is something simple. Current labels are in the first box, while any activity of adding or deleting labels is in the change history box below.

When you click on the CIS (Common Identity System) ID number it will take you to the user page of the individual who added or removed the admin label. If there is a reason that states, “Copied from xxxx-yyy,” this indicates an admin label that was initially added to the original record of xxxx-yyy but has been applied to the current record due to a merge.

Memories Page

The Memories page shows all the memories attached to an individual in Family Tree.

Merges Page

This screen allows you to review all merges that have been performed on the record. These are ONLY merges done in Family Tree and do not include merges done in the previous system of new FamilySearch.

Some records will have no merges found, while others will have several merges that have been performed.

Most of the time a merge can be undone from this page, however, it is difficult to know the effect a deleted merge will have on the records in Family Tree. Be careful making changes to merges here.

To look at the record that was merged into the surviving person, click on the name in the left column. The surviving record will load, but you will see the option to Show Original Person. You can then see the information, ordinances, restrictions, and other information that were on the record that was merged.

Copies Page

This screen reflects the original or source record and all copies of the record. The copies are created if a record is restricted or if the person is living. If the copy type is admin, it means the FamilySearch system created it on behalf of the space ID owner. If the source PID is a membership ID, then all system-created copies will also show the MRN.

Relationship Calculator Page

This screen allows you to determine the relationship between 2 people using their IDs. Both PIDs and user IDs can be used in either box to identify the individuals between which you want to calculate the relationship. You can find the relationship between 2 people who are living or deceased.

If no direct relationship is found, you can click the box next to the instructions Include spouses. This will include the spouses’ pedigrees in search for a common relative.

While the relationship calculator on Family Tree will search up to 15 generations back to find a common ancestor, this tool in DMConsole will search 20 generations.

References

This page connects the CMIS (Church Membership Information System) reference number, often called the CRN (Church Record Number), to the FamilySearch Person ID for an individual. If a Membership record has been incorrectly associated with a Person ID, it can be removed here. If a membership record needs to be added to a Person ID, this can also be done on the CMIS references page.

Other

This page contains non-vital information about the individual.

User Tab

This screen reflects the guest or contributor information, such as username, helper PIN and email address, space ID, and membership information.

Other ways to access this page:

• Searching by Username.
• Searching by the 8-letter CIS ID.
• Searching by Contact name.
• Searching by Membership Number.
• Clicking on a membership number on another page in DMConsole.
• Searching by Space ID.
• Clicking on the space ID that a record is assigned to so that you can know who that space ID belongs to.

The basic information for the account will be across the top and will stay visible as you scroll down the page.

Summary Page

The Summary page will give you the user’s summary and any membership Information.

User Summary

The first box you will see on the summary page is the user summary. This is our contact or account information for FamilySearch or Church Accounts. All guests will have this summary box, even if they are not a member of the Church. Click on the user’s name from a record page to see this page.

User Membership

If the guest is a member of the Church, the user’s membership information will be in the User Membership section. Not all information on an individual’s membership record is listed in DMConsole. Only the Membership Department can make changes to this section.

Ordinances

The user’s ordinances are listed further down the page. Each of the ordinances are listed on the left. Each ordinance section contains information regarding the date, place, and source of the ordinances.

A source, in this context, refers to the place where the ordinance took place. For living baptism and confirmation, the source must be a unit for it to appear properly in Family Tree. A unit is the ward, mission, or district where the baptism took place.

The Living column (meaning living at the time of the ordinance) will appear as true or false depending on the source. A unit or member source will indicate true, while a temple source will indicate deceased.

The Source for initiatory, endowment, and sealings should be temple. That means those ordinances took place in a temple. Since they took place in the temple and were recorded there, they may also have a valid CTR on the Guest tab—Ordinances page to match this data.

If the source is member, it means membership received the information from the user or another person and the ordinance record is not officially sourced. These dates cannot be relied on and should be verified and updated with valid sources.

You will also see the user’s Relationships.

• Any membership record that is connected to your user will be listed here.
• Parents.
• Spouses – including marriage and sealing dates if known by membership.
• Child or children.

Sometimes you may come across a record with a CRN, but it does not have user information. These will have the following information:

• The user summary will be blank.
• The record will claim that the sex differs in Family Tree.
• The word No will appear next to Church Member.

These records were created as relatives to people who are Church members. Since the individual on the membership record has not registered with FamilySearch, the associated PID is not yet created, which means the gender is set to unknown. This is different than the known gender of the membership record.

Reservation Page

The Reservations page will show you all ordinances reserved by that user.

Completed Ordinances

The Completed Ordinances page provides a list for all ordinances that have been completed by the user.

Relationship Calculator

The Relationship Calculator will automatically fill in the user’s ID to the first box, so that you can find their relationship to any other record or user. This is the same relationship calculator used from the Person tab.

CMIS References Page

The CMIS References page shows the membership record numbers that are associated with that user. Close relatives and private space records of the user will also appear on this page. Membership records and can be added to or removed from PIDs on this page. This is similar to the CMIS references page from the Person tab, but it also includes information from the Person tab—Copies page.

Contributions Page

The Contributions page shows all contributions a user has made in the Family Tree.

CTR Page

The CTR page shows information about all the completed ordinances for an individual.

Artifacts Page

The Artifacts page shows all the memory artifacts a user has contributed on Family Tree.

Private Persons Page

The Private Persons page shows all people that have been added by a user that are hidden from other users.

Messages

The Messages page shows all messages a user has engaged in on FamilySearch.

Search Tab

You may conduct a search for a living or dead membership record and search by a member’s name or a contact name, a name ID from ODM to find CTRs, by CTRs, User Profile, or ODM/ODMI.

Membership Search

The membership search will locate any membership records, living or deceased, in DMConsole. You can narrow the search by:

• An exact birthdate
• Only the birth year (click on the words Birth Year for the search to change)
• Sex

This search is not very dynamic. It does not easily search for alternate spellings or dates.

Contact Name Search

Searching by contact name can also be done on this tab. Use the name that appears in Family Tree when changes are made. Copy and paste it exactly. This search will lead you to the username so that you can get contact information or use the relationship calculator to find a connection between your guest and the record he or she is inquiring about.

User Profile Search

Searching by user profile can be done on this tab. Type the user's profile name in the text field. You can also opt to search by contact id. Then click search. You can filter the results by country and state or providence.

ODM/ODMI Search

In ODM/ODMI search results, locate the name ID. Copy the name ID for that individual and paste it in the ODM ID search box.

Choose the collection according to what it indicates in the ODM/ODMI search results:

The values for the ODM ID in ADE and the four ODMI searches differ from the name IDs used elsewhere. ADE requires a specific batch:entry format like ‘TK8433980:0016’. In contrast, ODMI searches use non-unique IDs or record numbers, such as 10000196, which can appear in multiple ODMI databases (e.g., Korean, Japanese). Choosing the wrong ID will lead to incorrect results.

When you click Search, all CTRs associated with that ODM record will be listed. Click on the CTR ID, then on the PID inside the CTR to determine which record is currently holding that ordinance.

To learn more about the ODM/ODMI search, click here.

CTR Search

To learn more about searching CTRs, click here.

Tools Tab

On this screen, you may complete actions to multiple records such as place restrictions or unreserve reservations. Instructions for using these tools will be available in job aids or with training documents for specific types of issues.