Bulkloader Group Settings

[ deprecated ]

Why do the data entry applications think I have group issues?

First, make sure the user has a privileged account.

  • Users with role DATA_ENTRY may enter records for those collections they have access to.
  • Users with role MANAGE_COLLECTION may modify records in the bulkloader.
  • Users may be in any number of collection groups.

More information about Arctos groups may be found here.

Loading Records

[ moved to https://arctosdb.wordpress.com/documentation/bulkloader/bulkloader-tutorial/#loading ]

Records in the bulkloader are ready to go. Now what?

  1. Ensure that you have no group issues.
  2. NULLify LOADED using the Browse and Edit Bulkloader application under Tools.
  3. Wait for them to load. The load process runs hourly, but your records may be in the queue for several hours or even days. Note that LOADED is a functionally binary field with the following values:
    • NULL: The bulkloader may attempt to load this record
    • NOT NULL: The bulkloader must ignore this record
    Feel free to use it for comments. Enter DELETE in LOADED to get rid of a record.
  4. Check progress under Tools ==> Bulkload Specimens ==> Bulkloader Status
  5. Fix errors and NULLify LOADED as in 1).


How do I update geospatial data?

  • Option One: Update data for a single specimen.
    • Simply click the Locality tab in SpecimenDetail and make any necessary changes. Your updates will affect only the specimen you are editing.
  • Option Two: Pick a new collecting event.
    • When a suitable collecting event (dates, locality, higher geography, georeferenceing, and collecting method) exists, click the Pick New Coll Event tab, find an appropriate collecting event, and save.
  • Option Three: Update the locality.
    • First, click the Locality tab under SpecimenDetail, then click the Edit Locality link (or, find a locality under Localities). You are potentially changing localities for multiple specimens in multiple collections. Be sure you know what you are doing! Edit the locality as appropriate and save.
  • Option Four: Move the collecting event to a new locality.
    • From SpecimenDetail, click the Locality tab. Then click Edit Locality. Then click Collecting Events to see a list of all events under that locality. Locate the one you wish to move, and click on the "Coll Evnt Id" link. Click the Change Locality For This Collecting Event button. You are potentially changing localities for multiple specimens in multiple collections. Be sure you know what you are doing!


How do I create a loan?

  1. Create (or find) the loan under the Transactions tab.
  2. Add the loan to one or more Projects, if appropriate, under Edit Loan.
  3. Click Add Items from Edit Loan to find specimens you want to include in the loan. This is the standard Specimen Search screen.
  4. You should see an itemized list of available parts for each specimen in Specimen Results after a successful search. To add a part to the loan, simply fill in the Remark and Instructions boxes, check the Subsample box if you wish to create and loan a subsample, and click the appropriate Add button. Note that Remarks and Instructions apply to individual items; remarks and instructions for the entire loan may be entered under Edit Loan.
  5. From Edit Loan, click the Review Items button to remove or edit loan items. Note that you cannot remove items with a disposition of "on loan."
  6. Fill in Shipment information on the Edit Loan form. Add agent addresses under Agents if necessary.
  7. Print forms using the Print tool.
Arctos allows transactions to have any number of Agents in various Roles. Some of those Roles have special significance to the application.
  • entered by: Populated with the person creating the loan's Login information.
  • in-house contact: Single person in the originating institution who should be contacted with questions about the loan.
  • outside contact: Single person in the receiving institution who should be contacted with questions about the loan.
All other roles may be populated as appropriate. See the code table for more specific documentation.


How do I get reminders?

Arctos will automatically send reminders when permits are expiring (365, 90, 30, and 0 days before permit expires_date) and loans are due (30 days before loan due_date). All contacts must have a valid email address. Simply enter a name in Contact Person under edit or create permits (access permits under Transactions). Loan reminders are sent to the Authorized By agent.

User setup

[] moved to https://arctosdb.wordpress.com/home/administration/ ]

How do I allow a user to enter data or perform other internal Curatorial tasks?

  1. New users must first create an account for themselves. Their account name must use only letters and numbers (ASCII characters A-Z, a-z, and 0-9) if they are to be operators. The name cannot begin with a number. (Public users can use any characters.) They must have an email address in their Profile.
  2. Under the Agents tab, create them as a new agent or locate them if they are an existing agent. Make sure they have a name-type of "login," and that their login name matches their Arctos username. These are case sensitive.
  3. From Management/Arctos/Arctos Users, click Invite to allow them to create an internal user account. They will have to ensure that their username is valid, pass certain password checks, etc. to become users.
  4. After the user has completed Step 3, assign them appropriate data and collection roles. Include the COLDFUSION_USER and DATA_ENTRY roles to enable data entry.

Data Entry Accession Format

[ moved to https://arctosdb.wordpress.com/documentation/accession/#dataentry ]

Why isn't my Accession Number accepted?

Collections own transactions by way of trans.collection_id. Collections own rows in the bulkloader/data entry application by way of collection_cde + institution_acronym. The default bulkloader behavior is to locate an accession based on the bulkloader data. Square brackets may be used to tell the bulkloader "ignore the collection in this row - go find an accession based on what's in the brackets."

Square brackets are required any time a record is to be attached to an accession belonging to another collection. Examples include.

  • A UAM Mammal Observation being entered into a UAM Mammal accession
  • An MVZ Bird being entered into an MVZ Mammal accession
Example Usage is follows. Collections are in italics.
  • Desired accession: UAM:Mamm 1234.123.Mamm
  • New Specimen: UAMObs:Mamm 9876
  • Default accession: UAMObs:Mamm 1234.123.Mamm (Does not and should not exist)
  • Value to enter for Accession: [UAM:Mamm]1234.123.Mamm
  • Desired accession: MVZ:Birds 14508
  • New Specimen: MVZ:Bird 183000 -Value to enter for Accession: 14508
  • New Specimen: MVZ:Mamm 250000 -Value to enter for Accession: [MVZ:Bird]14508
  • New Specimen: MVZObs:Bird 10 -Value to enter for Accession: [MVZ:Bird]14508

Encumbering Specimens

How do I encumber specimens?

  1. Find the specimens you want to encumber using SpecimenSearch.
  2. From the Manage tool, choose Encumbrances and click Go. You should now see a summary of your specimens at the bottom of the page, and the encumbrance finder at the top.
  3. Find the appropriate encumbrance by entering search criteria and clicking Find Encumbrance.
  4. Under the appropriate encumbrance, click the Add All Items To This Encumbrance button.

When the screen refreshes, the specimens are encumbered. Double-check that no extraneous specimens have been encumbered.

Deleting Records

How do I delete records from Arctos?

  1. Encumber the record(s) to be deleted. Create an appropriate encumbrance first, if necessary. Records may be flagged from individual specimens, or en masse by using the Manage widget from SpecimenResults. Once records are flagged, they may be deleted by users with the appropriate privileges.
  2. Find the encumbrance (under Tools). Click See Specimens and carefully review what you're about to delete.
  3. From Manage Encumbrances, click Delete Encumbered Specimens. You'll again be asked to review your decision, and must click the proceed button at the bottom of the page to delete the records from the database.
Note that there may be reasons to keep masked records in the database instead of deleting them.