As an unregistered user you can use the system for information purposes
and for research. Most functions are accessible via the menu.
Species records can be found by selecting a species from the
home page or by searching for its (binomial) name.
The species pages also link the other species of the same genus.
A printing function is available via the printer symbol on the
species pages. This function creates a large bitmap of a species
distribution map that can be used in publications, on posters, etc.
The families, record sources and locations known to this system
can be listed via the menu.
Furthermore, species lists can be created using a number of
selection criteria.
A number of statistics transcending a single species are available.
Records are highlighted as follows:
approved, valid record
unapproved record
deleted record
implausible record
record from different source
Restrictions
The following restrictions apply for unregistered users:
No new data can be entered, and existing data can not be modified.
Some records in the system may not be visible.
When exporting records, not all data items are exported.
There are two ways to add new data:
You can register with the system and enter new data. This
method is recommended if you want to add a large amount of data or if you
add data regularly.
You can send a message to the editors, containing all
necessary data. The editors will then add the data. This method is recommended
if you only want to add single records or only want to add data occasionaly.
Help for registered users
As a registered user you can use the system for information purposes
and for research, and you can add new data yourself. Most functions are accessible via the menu.
New records can be added on the record source page or on a location page.
You have to select the corresponding other data item.
You should use the species name under which the specimen was identified or under
which the record was published, even when this is not the current valid name. This allows
to assign the record to the correct species even when the synonymity changes later (especially,
when a recent synonymity is reversed).
You should specify as much details as possible for each record.
You can add records to locations that already exist in the system and were added by other
users. However, it is recommended to add your own locations.
You can modify or (provisionally) delete your own records.
Single records can be modified using the icon . You can
add a new record based on an existing record using the icon .
You have to change at least one data field while doing so to not produce a true duplicate record (see below).
You can modify a larger number of records by selecting the records to be changed
and by specifying your change with the form below the list of records.
To add a larger number of records or locations there are import functions available.
For messages sent to the editors their status can be
monitored on the dashboard. When the status changes the system also notifies you with
an e-mail, as long as you do not disable these notifications in your user settings.
Restrictions
The following restrictions apply for registered users:
You can not add records to record sources that are not associated
with your user account. The editors make this association. If you need to
change this, please send a message to the editors.
New records are not immediately visible to the general public. They are first
checked by the editors and then released to the public. You can check the status
of new records added by yourself via the dashboard.
You can only modify records added by yourself or records assigned to you.
Records can only be deleted provisionally. This makes them invisible to the
public. The editors check these deletions and can purge deleted records. However, registered users
can revoke (provisional) deletions themselves.
You can not add new record sources yourself.
Some records in the system may not be visible.
When exporting records, not all data items are exported.
Record data
Species records can not the duplicates. The combination of the following record
fields should be unique:
species (name)
source
location
date(s)
maturity
gender
biotope type
collection method
identification characteristic
leg., det., vid., coll.
situation
comments
The system does allow to add multiple records with the same combination of the above
data fields. However, in irregular intervals they will be de-duplicated, i. e. they
are combined to one, and the numbers of individuals are summed up.
The maturity state should correspond with the record date. For example, if you collect
a specimen in an immature state, raise it to maturity, and then identify the species,
the record should contain the collection date as record date and the maturity state “immature”. You
should add the date of maturity to the comments to document that the identification was
based on the adult individual.
When the precise collection date is known, leave empty the second (end) date field. If
the date is not known precisely, use the start date and end date of the range (e.g.
date of setting up a trap, and date of emptying the trap). If the date is known even less
precisely, use the dates of the possible range (e.g. first and last day of month).
You can upload images for each record with the icon.
These images may help the editors verifying the identification.
Bookmarks
Registered users have the possibility to bookmark locations, species, families, record sources and biotope types.
This can be done by clicking on the icon. A set bookmark is displayed
as . All bookmarks are listed on the dashboard.
Whenever a location, species, family, record source or biotope type needs to be selected in a form, you can
use the button to make the selection.
You can then select from your bookmarked items instead of the very long list of all items of that type.
There's a user setting that controls whether for items created by yourself a bookmark is added
automatically.
Help for editors
For editors most restrictions that apply for registered users are lifted. A number of extended
functions are available.
You can add records for foreign record sources as well as for your own sources.
You can add and modify record sources. In particular, you can associate a source
with other user accounts.
You can modify your own and foreign records. In particular, you can associate records
with other user accounts. This is especially useful for old records that are typically
not asociated with a particular user.
You can also import records for foreign sources. This enables to add
many records taken from the literature or from other databases.
Records added by editors are immediately visible for the public.
Unchecked records are visible for editors.
Provisionally deleted records are displayed on the dashboard. They can be purged from there
or on the corresponding source page or location page. In addition, records marked as deleted for a longer time
are automatically purged by the system.
Editorial system
New records added by registered users are initially not visible for the public.
They first have to be checked by an editor before they are approved for public display.
When a user adds a record it is assigned to an editor for approval, depending on the order of the
recorded species and on the country and region of the location. This assignment is configured
by the administrator and then happens automatically. Editors are notified of new
assigned records by e-mail, as long as they have not disabled this feature in their
user settings.
Assigned unchecked records are listed on the dashboard. They can then be approved (marked as plausible)
from there or directly from the source page or location page. In case of questions an e-mail can
be sent by the editor to the originating user.
Using the icons you can view the images uploaded for
individual records.
Alternatively, unchecked records can be assigned to a different editor or to all editors.
Messaging system
Users can send messages to the editors. These messages can be read by all editors (see menu).
When an editor wants to handle a message, he/she can claim the message using the
button. Other editors then cannot claim the
message, and it's visible that the message is already handled. This avoids
the situation that two editors handle the same message.
Using the button the editor can give up
handling the message, and it's given back to all the editors.
When the message was handled, it can be marked completed using the button
, while adding an optional comment.
While a message is processed the sender is notified by e-mail about status updates,
as long as they have not disabled this feature in their user settings.
Typical workflow
Adding a new single record
When a single new record is reported (e. g. via the messaging system, see above), the editor
typically handles it in the following way:
Check if there is already a suitable source entry for the new record, by using the search function
in the list of sources. A new source may have to be
created, using a source title of “Reports by <name>, <location>”. It's
recommended to also add the new source to the bookmarks, if you have not enabled the user setting “Auto-bookmark”,
in which case this would be done automatically.
Check if there is already a suitable location entry for the record. Again, use the search function
in the list of locations. For well-defined locations (e. g. nature conservation areas, TKs)
you may use an existing location. Otherwise you should create a new location.
While doing so you can search for the address on the map, or you can use coordinates provided by the reporter.
Add the record. This can be done on the page of the source or on the page of the location. When the source or location
is already in your bookmarks, you can use the bookmarks to quickly select the item. The other record data
are taken from the report. If there is a picture sent with the report, it can be uploaded afterwards (use the button
in the row of the new record).