Specify's forms use a variety of boxes, buttons, and panels to enter and display data, called controls.
Buttons
Button Definition Result
Incomplete
Opens a dialog listing the incomplete fields that are required. Note: The shield only appears once a change has been made inside the form and will disappear once all required fields contain data.
Warning
Opens a dialog listing fields with incorrect data.
Note: The shield will only display when fields on a form contain incorrect data.
Collapse Hides the form/sub form. Expand Opens the form/sub form.
Add Opens a new form or sub form to adds a new record.
Delete Deletes the record. A Collection Object can not be deleted if it links to any other records.
Edit Opens the related record in a sub form.
Search Opens a search dialog to search for a record. Fields for the table will be available to search, but this search is not inclusive of criteria; it treats all criteria independently. For example, when searching for an agent 'John Smith' entering 'John' into the first name field and 'Smith'
into the last name field will return results for all last names of 'Smith' and all first names of 'John' rather than limiting the search to only 'John Smith'.
Clone
New in Specify 6.3! The clone tool is only available on the collection object form in the locality field by default. It is used to clone an existing record for editing and saving as a new record. It will open a locality form with all the information from the existing locality. Changes can be made to the form and a new locality record will be created. This will not change the original record, but merely makes a clone of the original record.
The tool can be implemented on other forms that include Query Combo Boxes but requires a redesign of the applicable form; please contact the Specify team at [email protected] for more information.
Information Opens more information either in a associated form or descriptive text box.
Preferences This is unique to the locality form. It allows the default longitude and latitude information to be set on the form.
View Form Displays the table as a form for view only.
View Grid Displays the table as a grid for view only. Edit Form Displays an editable table in form view. Edit Grid Displays an editable table in grid view.
Boxes
Main Form Control
• Click the (collapse) button to collapse the form/sub form. (This can not be performed by keystroke)
• Click the (add) button, or press the spacebar when the add button is in focus to add a record. A sub form will be disabled until this button is clicked.
• Click the (delete) button, or press the spacebar when the delete button is in focus, to delete a record.
Navigation Control is found at the bottom of each form. Navigation is also present on sub forms that are part of the main form, but only when viewed as a Form, not as a Grid.
Step through records by clicking on the appropriate arrow (first, previous, next, last) or choose Data > (first, previous, next, last), or press the spacebar when the appropriate button is in focus.
Also, double click within the box and enter a page number in the resulting dialog to jump to the desired page.
Number Box
Number boxes accept any numerical input. Simply click in the box or use the tab key to apply focus in the box, then type in the numerical data. The box will not accept characters.
Text Box
Text boxes accept any type of input. Simply click in the box or use the tab key to apply focus in the box, then type in the data.
Note: To change the length of a Text and/or Number Box choose System > Schema Configuration.
Query Combo Box
A Query Combo Box represents a many-to-one relationship with another record in another table. Data for each record in the table is formatted to display enough fields within the table for the desired record to be recognized within a list of records. A Query Combo Box used to represent the Taxon (shown above), Geography, Storage, Lithostratigraphy and Chronostratigraphy tables will use the format for the Full Name, which is configured in theTaxon Tree Definition. Other queries and resulting lists are configured in the system and are not editable at this time.
The Query Combo Box allows data to be searched and chosen from a related table, not typed directly into the box. Data chosen from the list links the current record with a record in a related table. This eliminates the need to retype data. It is possible to type data directly into the box, but the box will not accept the data; the data must first be added to the table by clicking the (add) button and creating a new record.
Choose data from a list:
• Type the first lette, or first few letters of the term you wish to use in the box, then either click on the button or use the down-arrow key on the keyboard. A list of data starting with the typed letter(s) will appear.
• If Specify can not find a match based on the typed letters, then an button will appear. Click the button or press the enter key to add a new record.
• If the required data is not in the resulting list, either press the enter key when 'Add ...' is in focus, or click the (add) button, to add a new record.
• Pressing the esc (escape) key will cancel the list box.
Note: Type more letters into the box to reduce the results and expedite the search.
Search for existing data (these buttons are not available with keystroke entry):
• Click on the (search) button. A search dialog will appear.
• Type in either the entire name or the first few letters of the search followed by an asterisk (*).
• Select a record from the results. Enter a new record:
• Click on the (add) button and enter data into the resulting dialog. Or edit an existing record:
• Choose the record in the list.
• Click the (edit) button to open the table in an editable dialog.
Combo Box
Combo boxes are used to display Pick Lists, which allow data to be chosen from a predefined set of options, not typed directly into the box.
• Click the button, or press the down-arrow ( ) key to open the list.
• Click on data to select it or press the enter key when the desired data is in focus.
Note: Edit/add options to these lists in the Pick List Editor at System > Collection Setup > Configuration. Then click on the Pick List Editor button on the side bar and refer to the directions for the Pick List Editor. Preparation Type can be edited by clicking the Preparation Type icon on the same side bar.
Text Combo Box
Text combo boxes are used to display Pick Lists which are created from entered data.
• Type a new term into the box and press the return or tab key. Or
• Click the button, or activate the box and press the down-arrow ( ) key to open the list.
• Click on data to select it or press the enter key when the desired data is in focus.
Note: A Pick List can be changed from a Combo Box to a Text Combo Box or vice versa in the Pick List Editor at System > Collection Setup > Configuration.
Date Field
Date fields require a formatted date and give a prompt for the accepted format.
Type the date as shown in the box.
Remarks Field
The Remarks field is a text field, typically 4096 characters in length. Text can be typed directly into the text box on the form, or for a larger text box of text click the edit button, which will open a sub form for entering text.
Unique Field Boxes
Other Date Fields
Date Type/Partial Dates
Click the combo box for date type options.
Collecting Event Start, Collecting Event End, Cataloged Date, Determination Date and Preparation Date can be entered as partial dates by clicking on the Date combo box and choosing one of the partial date types from the list.
• Choose Date for complete dates.
• Choose Mon / Year* for incomplete dates which include the month and year.
• Choose Year* for incomplete dates which include just the year. * Partial dates need to be stored as valid dates in the database (as day, month and year, Specify will use 01 for any missing data. For example, a partial date that displays as 07/2007 is stored in the database as 01/07/2007 and a partial date of 2007 is stored in the database as 01/01/2007. Therefore, if an exact date of 01/01/2007 is queried the partial date (2007) will be included in the return data.
Cataloged Date
In most Collection Object forms the Cataloged Date is editable, but if it is left blank it is automatically set to the current date upon saving the record.
Cataloger
In most Collection Object forms, the Cataloger field is editable in the first new record, then automatically added and not editable in any additional forms created by clicking the add ( ) button. To enter a new Cataloger simply click the Data Entry icon in the Taskbar to open a new Collection Object form.
Formatted Number Fields
Any string can be formatted to a numbering scheme in System > Schema Configuration. Typical fields that are formatted with a numbering scheme are Catalog Number, Accession Number, Loan Number and Gift Number. Once these fields are formatted, they can either be entered manually or auto increment using Auto Numbering.
Note: When manually entering a formatted number field, it is paramount that numbers be padded with 0's. For example, if 3 numbers are available in a numbering scheme (###) and the desired number is 1, then 001 must be entered. If only 1 is entered, then Specify will read this as 100. This will produce incorrect results in searches, queries and reports.
Timestamp Modified
Timestamp Modified is found at the bottom of the Collection Object form for most Disciplines, and is the date the . This is not an editable field on a form but it is important to note that it is a searchable field.