Direct data entry- from a drawer

Specify is a complex database, but we've put together a couple of workflows to help our experienced volunteers enter data directly into Specify. This is a simplified data entry process, but it still gets  all the important information into the database in a timely manner. This workflow assumes you've already moved the drawer you've been assigned to inventory to a safe, flat surface near your computer.

One of the first things you'll need to do is import a query. The Simple Inventory query is attached to this page, so you can just download the file, save it to your desktop and then import it following the steps outlined here. (right click on the link and click 'open in a new tab' so you don't lose your place!)

To run the query just enter the 4 digit drawer number in the last slot of the Simple Inventory query and hit search.

The query results tab will open up, populated with all the catalog numbers that are in the database for that drawer. Without highlighting a record, click the open records icon, which looks like a grey square with the letters 'abc'.

Once the records open, look towards the bottom of the window just above the tabs- here's your navigation tools.

Now, hopefully all the specimens in the drawer are in Specify. If they are, all you'll be doing is confirming the data is correct and moving on. But if you notice that Specify says there should be 34 specimens in the drawer, but that count in incorrect things get no so straight forward.

Troubleshooting:

Q: Only one CO record shows up when try and open them all from the query results page.

A: You accidentally selected a record before (highlighted it in dark blue) you hit the open records icon. Go back to the query results, and at the bottom choose the 'Select All'. Then click the open records icon. All records should now be open.

Q: There are 34 records for my drawer, but I only see 30 specimens.

A:  As you go through the inventory, the specimens that should be in the drawer but are not will be marked as 'missing' in the Status field of Preparation table. Don't despair, though. A good number of times they turn up in other drawers. You may find them in the next drawer you work on. 

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