Keyboard Functions/Shortcuts
Specify adopts the standard keyboard functions for entering data on forms via keyboard entry. Examples of keyboard strokes for the form controls are described in the control section. The following are a few guidelines:
Tab moves the focus to the next field. Spacebar activates a button.
Down-arrow ( ) opens a combo box and moves focus to the next item
in the box.
Esc. (escape key) closes a combo box.
Return selects a highlighted item within a list. Cntl/Cmd + S will save a record or Query. Cntl/Cmd + C will copy data within a field.
Cntl/Cmd + V will paste data into a field. Cntl/Cmd + X will delete and copy the data. Cntl/Cmd + Z will undo the last action. Cntl/Cmd + Y will redo the last action. Cntl/Cmd + Q will exit Specify.
Cntl/Cmd + E will toggle from view mode to edit mode and back. Cntl + Enter activates the OK button.
Cntl + W closes the current tab (on Windows only). Cntl + Shift + W closes all tabs (on Windows only). F1 opens Help.
Forms that include a list of records have the following keyboard functions on Windows and Linux:
Alt + Up Arrow will go to the first record. Alt + Down Arrow will go to the last record. Alt + Left Arrow will to go to the previous record. Alt + Right Arrow will go to the next record.
Forms that include a list of records have the following keyboard functions on the Macintosh computer:
Alt + Home will advance to the first record. Alt + End will advance to the last record.
Alt + Page_Down will move to the previous record. Alt + Page_Up will advance to the next record.
Note: If the keyboard functions are not working properly, try to click somewhere else in the application and change the 'focus'. The operating system does not coordinate keyboard functions in some of the more intricate tools in Specify.
Carry Forward
Specify 6 allows values in specific fields to be copied from the current record into new records using Carry Forward.
To use Carry Forward
1. Enter data into a form and click Save.
2. Configure Carry Forward (Data > Configure Carry Forward). Carry Forward automatically turns on after being Configured.
When Carry Forward is already configured, it can be turned on by choosing Data > Carry Forward or right-button clicking within the form and choosing Carry Forward in the context menu. A checkmark will appear next to the name Carry Forward in both the drop-down and context menus.
To disable Carry Forward choose Data > Carry Forward or right-button click within the form and choose Carry Forward in the context menu. The checkmark will disappear from both the drop-down and context menu.
Note: When Carry Forward is disabled in the Data or context menu, it will need to be Configured before becoming enabled.
Configure Carry Forward
1. Choose Data > Configure Carry Forward or right-button click within the form and choose Configure Carry Forward in the context menu.
2. Choose individual fields or click the Select All button and then the OK button in the resulting dialog.
Sub forms that represent a one-to-many relationship to the primary table do not carry forward EXCEPT the Determinations table for Collection Objects, Collectors for Collecting Events and Citations for Collection Objects. These three will carry forward all the associated records. For example, if a Collection Object has 6 Determinations associated with it and Carry Forward is enabled all 6 of the Determinations will carry forward into the new record.
Note: Fields that are check boxes, or use an auto-formatter will not carry forward. However, auto-formatted fields will still update using Auto Numbering. For instance, Catalog Number is a field that is always formatted for a numbering scheme. If the Catalog Number (C#)is 1234 and Carry Forward is turned on but Auto Numbering is turned off then the the next record will not include a C# (one will need to be entered manually). If the C# is 1234 and Carry Forward and Auto Numbering are both turned on then the next record added will include a C# of 1235.
Auto Numbering
Fields that have been formatted for a numbering scheme automatically increment their numbering scheme using Auto Numbering. These are typically the Catalog, Accession, Gift and Loan Number fields, but any field that is a string can be formatted using the Schema Configuration tool (System > Schema Configuration). Forms open with Auto Numbering on. Turn off Auto Numbering by choosing Data > Auto Numbering.
Once Auto Numbering is turned off it will stay off until the Workspace window is closed; however, new windows will open with Auto Numbering turned on. For instance, if a Collection Object (CO) form is opened and Auto Numbering is turned off, it will remain off while new CO's are entered using the same window. If a new CO form is opened in a new window (creating a new tab) it will open with Auto Numbering turned on.
When Auto Numbering is not on, formatted numbers must be manually assigned. This is useful when entering legacy data. 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.
Series Data Entry
Now available in Specify 6.3! Series Data Entry allows users to create multiple collection objects with consecutive catalog numbers and pre-filled values with a single Save operation.
To use Series Data Entry you must have the following:
• A catalog number that includes a numeric string that is an 'incrementor' • For users creating a new database with version 6.3 Series Data Entry is
included by default only for entomology. For all other disciplines it is turned off by default. For these and all existing databases contact the Specify team Specify team to have this feature included on your forms.
To use Series Data Entry:
1. Turn off Auto Numbering by choosing Data > Auto Numbering in the main menu.
2. Configure Carry Forward by choosing Data > Configure Carry Forward in the main menu.
A right facing arrow button will appear next to the catalog number field.
Catalog Number field with an Expand button. 3. Click the button to expand the catalog number field.
A second box will appear on the form.
Catalog Number fields for Series Batch Entry
4. Enter the starting number in the series into the first catalog number box and the ending number in the series into second catalog number box. Make sure to follow the format for both numbers.
The series can not include more than 500 records. Note: Series Data Entry has a 500 record limit.
5. Complete the data for the first collection object that you wish to carry forward. Depending on how carry forward has been configured, all or part of the fields and tables selected in the series will be copied to all records in the series.
6. Click the Save button.
Specify automatically creates a record set of the collection objects that were created. The record set will be named with the first and last number in the series and appear on the side bar.
To open the collection object records in the work space simply click on the record set located on the side bar.
Batch Identify
New in Specify 6.3! Batch Identify allows users to create and/or update the determination information for several collection objects at one time.
If several collection objects will be updated it is recommended that you create a
record setof the collection objects before launching Batch Identify. 1. Choose Data > Batch Identify in the main menu.
A dialog will appear asking for either catalog numbers or record sets (if applicable).
2. Choose to either enter catalog numbers, separated by commas, or choose a record set.
A determination form will appear as well as a table listing the catalog numbers of the affected records.
3. Fill in the appropriate information in the determination form and click 'Save'.
A new determination will be created for each of the collection objects and it will be made current. If no determination exists, a determination will be created.