Data entry/editing

This page covers the basic process of editing and adding records to the database.

Editing Basics

If you have the appropriate permissions, you can start editing as soon as you open the detail view for any resource or report, whether you just created the record or are editing an existing one. You can use the Tab key to move quickly between fields. Your changes will be saved automatically when you close the window. If you make a change accidentally, press the Escape key to return the record to its previous state.

Some fields allow only one value; others allow multiple entries in sub-tables. Typically, you cannot enter duplicate values in sub-tables; for example, you can't select the same USGS quad name twice for a given resource or report. To enter a new row in a sub-table, just put the cursor in the empty bottom row and start typing. To delete a row in a subtable, highlight the entire row by clicking the box on the left side of the subtable row, and press the Delete key. Just backspacing over the entered data will generate an error.

Some fields (e.g., resource attributes, quad names) are limited to preset lists of values in drop-down boxes. Further, the values available in those drop-down boxes can sometimes change according to context. For example, the list of USGS quads that a resource falls on is limited by county; you can't select a quad that doesn't fall within that resource's county.

Adding New Records

To add a new record, go to the List view for the type of record you're entering, and click Add New... at the bottom right. If the button is dimmed, you don't have permission to edit the database.

When you add a resource, you will be prompted for the county. If your IC uses reserved ranges of primary numbers for different types of resources, you will be prompted for the resource type as well. Once these are selected, the database will suggest the next available primary number; if the resource is also being assigned a trinomial, you can check the box to add that too. You can type numbers other than those suggested, but you won't be able to add records if you attempt to assign a number that already exists. Click the Add New button to create the record. You can then immediately start editing the new record.

When you add a report, you will be prompted for the county (if your IC uses county-based numbering), and the next available report number will be suggested. As with resources, you can type a number other than the suggested number, but duplicates are not allowed.

Creating Cross-References

You can create cross-references between two resources; between two reports; or between a resource and a report. In all of these cases, the corresponding cross-reference will be automatically created for the target of the cross-reference. You cannot create a cross-reference to a resource or report that is not in the database. For example, you cannot list resources associated with a report, unless those resources have been entered into the database. If the report lists resources that do not have formal identifiers, or are outside your IC's service area, you cannot list them as a cross-reference, though you can add them to the Notes area if desired.

To add a cross-reference to a resource (or group of resources) while entering report information, click the Add button at the bottom of the Resources tab. You can type a single primary number in the uppermost area, then click Add; or you can select a group of resources from the list box and click Add Selected. You can filter the list by typing in the boxes at the top of the list box, then clicking Filter. To select a resource from the list box, simply click on it; you can pick as many as you need to.

Similarly, to add a cross-reference to a report when editing a resource, click on the Add button below the Associated Reports box. You can type a single report number, or select multiple reports from the list box:

Data Validation

Any time you add or make changes to a resource or report, when you close the window the database application will check to see whether you entered all the required data. For example, if you left the Collections field blank, you would see the message below. You can click No to stay on the form and correct the omission, or Yes to close the form anyway.

You also have the option of doing data validation on multiple records; see the Administration page for details.

Metadata and Record Status Tracking

When you make changes to a record, the database automatically updates the "Last modified" and "Last modified by" fields on the Metadata tab of that record. There is also a space for you to make specific notes about what you did, if required.

The Metadata tab also contains a field that allows you to track the current status of the record. You can also update the record status of multiple records using the Admin Tools; see the Administration page.

Data Standards and Field Definitions