One tip on “BUT NOT” it is the equivalent of AND NOT logically speaking
“BUT NOT” in RootsMagic’s Advanced Search and search rules functions the same as an AND NOT operator.
When building a multi-step query, it operates as a logical exclusion step:
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RootsMagic evaluates your preceding criteria to generate an initial pool of matches.
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The “BUT NOT” condition then takes that working list and removes (unselects) anyone who matches the subsequent rule.
this can be confusing here is what AI says
In RootsMagic, BUT NOT (exclusion) and checking whether a fact Exists / Does Not Exist serve entirely different purposes. Knowing when to use which depends on whether you are filtering a pool of people based on attributes or evaluating the presence/absence of an entire event.
1. When to use BUT NOT (Exclusion)
Use BUT NOT when you want to take an existing pool of search results and subtract a specific subset of people based on a matching criteria.
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How it works: It acts as a post-filter. RootsMagic finds everyone matching your initial criteria, then looks at the
BUT NOTrule and unselects anyone who triggers it. -
Example Use Case: Find all living people, BUT NOT those born in Ohio.
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Rule 1 (AND): Living = True
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Rule 2 (BUT NOT): Birth Place = Ohio
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Why use it here: You are excluding people based on a specific detail (a place, a surname, a specific tag) within a wider group.
2. When to use Fact Exists / Does Not Exist
Use the Exists Is True / Exists Is False criteria parameters when you are trying to find structural gaps in your data—specifically, whether a person has an entire event type recorded or missing.
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How it works: It tests the structural presence or absence of the event table itself for each individual, rather than filtering out a text match from a broader list.
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Example Use Case: Find people who have a Death fact recorded, but do not have a Burial fact recorded.
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Rule 1 (AND): Death Fact [Exists] = True
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Rule 2 (AND): Burial Fact [Exists] = False
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Why use it here: You are checking for the presence or absence of an entire life event category (like a Census, Will, or Baptism), not filtering out a specific attribute value.
Summary Rule of Thumb
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Use Fact [Exists] = False when you want to find missing records or biographical gaps (e.g., Who is missing a Census event?).
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Use BUT NOT when you want to exclude specific descriptive details from a target group you’ve already pulled up (e.g., Give me everyone in this branch, BUT NOT anyone with the married surname Smith).
