Grid mode for CollectionSpecimen

To edit the data of the specimens in a data grid choose the Grid mode for the specimen from the menu. A window will open where every data set for a specimen from the query result list is restricted to one line. Please keep in mind you can only see a limited part of the data while in this view. For example only the last identification of an organism will be displayed. This is demonstrated in the image below where two organisms, indicated with the red arrows, will not appear in the grid. If you use the grid mode for the organisms, all organisms will appear with their last identification.

Customize visibility of fields

The selection of the visible fields can be adapted in the tree above the list. If this part is hidden click on the button to make it accessible. Change the selection of the columns and click on the [Set columns] button.

Customize column width and sequence

To adapt the width of the columns or the height of the rows either drag the border with the mouse or double click the border to get the optimal size for one column. You may also click on the button for an optimal height of the rows or the button for an optimal width of the columns. To change the width and sequence of the columns simply use your mouse to drag the columns to the position of your choice or adapt the width to your preference. These changes will be saved for this session as well as for the next time you use the grid mode. To return to the original sequence of the columns click on the [Reset sequence] button.

Sorting of the data

To sort the data in the grid simply click in the header of the column which you want to use as sorting column. The sorting sequence will be kept even if you change values in this column. This means if you change a value in the sorting column, the changed data set will be placed at the new position according to its new value. The sorting of a column will be indicated by an arrow for the direction of the sorting (up or down) and by a thicker right border of this column (see image below).  

Find and replace

To use the find and replace functions you must either select a part of the field in this column or click on the button to select the entire column. You may then choose the function you wish to apply (remove, insert, append or replace). To replace a part of a text in the selected fields enter the text that should be replaced and enter the replacement in the corresponding fields. To start the replacement click the button. To insert a string to the beginning of all entries in the selected fields click the button. If the selected column is a link to a module or webservice, a button will appear where you can search for a linked data set. The insert will set the selected column and related columns according to the linked data set. Thus, if you choose e.g. a value from the DiversityGazetteer, the coordinates and the country will be changed as well. Click on the link to see all related information. To reset the link use the button. To append a string to all entries in the selected fields click the button. To remove all entries from the selected fields click the button.

Transfer from spreadsheet

You can transfer data from a spreadsheet e.g. Excel or Calc. Copy the columns of this data from the spreadsheet and then insert it in DiversityCollection. Click in the upmost left cell where this data should be transferred to and use the context menu (click the right mouse button) to insert the data.

Editing

Some columns can not be edited directly but are linked to external modules or services. These columns appear as buttons. Simply click on the button to call the service. If a value is linked to an entry in an external module, the background will change to yellow and you will not be able to change the text.

Together with the links (in the example above Link to DiversityAgents) you can select columns that provide the possibility to release the links to the modules (e.g. Remove link for collector in image above). These columns will appear as buttons . Simply click on the button related to a link to release the link to the corresponding module. After that you can edit the text field containing the linked value.

Some values are linked to a list of values. Use the drop-down list to change the value in one of these columns.

If you click in the empty line at the base of the data grid, you will be asked if you wish to create a new data set. The program will ask you for a new accession number and the project of the new data set. Another way to create a new data set is the copy button . Simply click in the line you wish to create a copy of and then click on the copy button . For details see the Data section. A copy of the data set will be inserted at the base of the data grid.

In the grid view for the organisms a part of the columns can not be edited. These columns contain data which can be related to several organisms. This is indicated by a gray background.

The Relation has two states:

either external   (the column Related specimen URL will be shown in the interface)

or internal.   (the column Related specimen display text will be shown in the interface)

Use the Relation is internal column to change the state and the Link to DiversityCollection for relation column to set an internal relation. 

Saving the data

To save all changes click on the button. To undo all changes since the last time the data sets were saved click on the button. To save the changes in the current data set use the button. To undo the changes in the current data set click the button. If you click the [OK] button, you will be asked whether you would like to save the changes before the window will be closed. If you click the [Cancel] button or close the window your changes will not be saved. To export the data shown in the grid as a text file with tabs as column separators click on the button. 

Inserting new data

To insert a new data set simply click in the last empty line of the data grid. The program may ask you to specify a project in which the new data should be placed. In the grid for the organisms a window will open as shown below.

Here you have the option to insert the new data set of the organism in the last specimen in the grid or to create a new specimen for the organism. In the second case you can specify the accession number of the new specimen. Use the [Find Acc. Nr.] button to search for the next free accession number in the database which matches your entry in the [Accession number] field.

For new data sets you can specify certain project settings e.g. the material category of a part of the specimen. The taxonomic group of a new organism will correspond to the first organism in your last specimen unless you specify a certain taxonomic group in the project settings for the project you are working in. To enter or change a setting you need the module DiversityProjects. For further information please turn to the documentation provided with this module. 

Copy data

To copy a data set select the line of the data grid you wish to create a copy of and click on the button. For further details, see the chapter Copy specimen.