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Performance in a large database

The example here applying multiple query filters, is from the Naturalis Museum in the Netherlands. The specimens table has over 5.7 million records.

Connecting To The Demo Database

The demo conifer database is downloaded, extracted to a local folder and connected to BRAHMS.

Create a New Database Project

When logged in, you can create new database projects. This example adds a project to the same connection/store used for the conifer demo databse. Once created, you can then load the new database which will have no records. NB your preference may be to create a new connection for each new database.

Adding a new user account to BRAHMS

This clip shows how to add a new user account. Users can be added using their local windows account, a domain account or as a BRAHMS user. The differences are explained in the BRAHMS guide. Once added, this user is given access to a database and a permissions role is also assigjned.

User Access and Permissions

Each user can be assigned a Permissions Role which specifies the modules they have access to and which system tools and functions they can use. For example, a user may be allowed to edit RDE data but not import these data to BRAHMS. Once defined, permissions roles can easily be assigned to other users.

Using the Species Form

Data can be edited in the grids or using forms - most tables have dynamically linked forms. This example in the species table sets a filter on accepted Podocarpaceae names. Forms often include handy lists of related data, for example lists of collections per species.

Descriptive Text for Taxa

You can add descriptive text of any length to taxa - adding new topics as needed. These texts are searchable and can be formatted into reports.

Import plant names from IPNI to RDE

Data are easily imported to RDE files from Excel tables and various other sources. In this video, a new taxa RDE file is created and population with records of the genus Dimorphanthera as available on the IPNI site.

Importing bird sample data from an Excel table to RDE.

In this example, some bird data are imported from an Excel table to an RDE file. Field names are auto-matched as far as possible, others can be matched manually. In this sample, the data provided are quite limited, for example, there are no field numbers. The Excel table includes a few non- standard fields and these are added to the RDE file.

Using data grid filters

The data grid filter bar is a powerful and efficient way to add and combine filters on any visible field. In this example, millions of records are narrowed down to show types from Palawan - the selection is then saved to Excel.

Selecting visible columns

Select data grid columns and then save the selection to a named grid column view using the options on the Grid Tools toolbar. Muliple views per table can be saved.

Exporting to Excel/CSV

You can easily transfer data to Excel .xlsx or csv files using drag and drop or the tag method. Exports respect your current column selections and filters.

Merging values - a fast way to tidy your data

The Column Summary tool, as well as listing and giving a count for each different value in the selected column, can be used to quickly clean up data errors in non-relational, non-read-only fields. This example demonstrates 'Value Merging' in the botanic garden plant status field. The same method can be used to tidy up data across the system.

Creating an RDE file for geographic data

This video clip shows how to create a new RDE (Rapid Data Entry) file for geographic data. It then demonstrates how you can import data from Excel to RDE. The imported records are mapped. These RDE data could subsequently be imported to BRAHMS - thus speeding up the entry of specimen data from Chile.

Adding species names to an RDE file

This video clip shows how species names can be selected from your database when working in an RDE (Rapid Data Entry) file. The RDE file is first put into Edit mode. The species selector is opened using the F9 key (although this can be configured differently).

Mapping in action

Coordinate Tree Views with the ArcGis mapper. The Tree View of taxa names is set to Filter on selection (lower screen). Maps auto-update with filters and the current collection event record is highlighted in yellow. Clicking on map points locates the record in the grid, an excellent way to locate map errors. The Extent of Occurrence (EOO) is easily calculated.

Editing map points

The map point editor allows you to dynamically add and edit map points for collection events, garden plants and the like, speeding up these geo-referencing activities. The editor is also a handy tool to check for map errors.

Living collection data - Excel to RDE

This video shows an Excel file with some living accession and plant data added. A new RDE file is created with the required visible fields. The Excel table is selected. Field matching between Excel column names and the RDE file fields is adjusted as necessary.

Living collection data - RDE to BRAHMS

An RDE file with accession and plant data are imported to a completely empty database. As the RDE file is transferred, the database is updated as required with new taxa of all ranks, accessions, supplier institutions, wild origin data and the plants themselves. The import process is documented in the BRAHMS guide section: Rapid Data Entry > Importing RDE files for living collection data.

Printing a garden plant list

In this example, the living collection file is opened and column view is selected. The data are filtered to show one garden area, sorted by grid and sub grid and then printed in preview mode.

Design/Print Botanic Garden Labels

The BRAHMS reporter can be used to design an almost infinite number of different styles of label output. As reports work on tagged records, the first step is to tag the required records. Reporting output can be sent to any printer, external engraver and/or exported to different formats such as PDF, Word or Excel.

Mapping botanic garden plants

This video clip opens the plants table with a column view showing plant location data. All the garden data are then mapped. A filter is set on one area and the map auto-updates. The base map is edited to show world imagery. Finally, the map is searched - which updates the data grid accordingly. These data were made available by Red Butte Garden and Arboretum, Utah, USA.

Calculated fields

Many BRAHMS tables have calculated fields which are updated using the Recalculate option. These fields can be included in grid views. The #Calc option on Grid Tools switches all calculated fields on/off. #Calc fields are easily sorted, printed and exported to Excel.

Using tags, filters and maps

In this example, a filter is set on collection event records that include the word 'serpentine' in the habitat text notes. This selection is then tagged and mapped.

Generating labels and saving to pptx

BRAHMS reporting tools provide almost limitless power to generate lists, master detail reports, labels, charts, cross-tabs and more. You can print, send to documents, attach as email or publish online. Designing new reports using the visual design features is easy and quite fun. In this example, a pre-designed report is used to generate basic specimen labels directly from tagged records in an RDE file.

Images -> specimen RDE file for data capture

Specimen data are frequently added using imaged based data entry. This example shows how a batch of images can be appended to a newly created Rapid Data Entry table.

Tracking edits and using Undo

All database edits are tracked in the BRAHMS Edit History table. This tracks all record editing; who made the changes and when, together with the original and edited values. All changes can be reversed using the Undo option.

Managing transactions such as gifts, loans and exchanges

BRAHMS includes comprehensive features to manage transactions for preserved and/or living material. After adding a transaction record, you can link or unlink items; print packing notes and correspondence; record material as returned; and edit determinations. Transactions are best managed using barcoded material. They can be uploaded to BRAHMS online as Image based transactions.

Deleting records

This video shows the deletion of some collection events and then of an entire genus. Record deletion is a two-step process. Records are first marked for deletion. This adds * to the DEL field and displays the record in a strikeout font. Repeating the action for a record marked for deletion will un-delete it. The second step is to remove records marked for deletion. Deletion cascades to delete linked child records. Thus, if you delete a species with collections, specimens, text and common names, these too would be deleted.

performancevideo.png
Performance in a large database
coniferconnect.png
Connecting To The Demo Database
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Create a New Database Project
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Adding a new user account
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User Access and Permissions
speciesformvideo.png
Using the Species Form
addingspeciestext.png
Descriptive Text for Taxa
datagridfilters.png
Using data grid filters
columnviewvideo.png
Selecting visible columns
exporttoexcel.png
Exporting to Excel/CSV
mergevalues.png
Merging values - a fast way to tidy your data
importingfromexcel.png
Importing bird sample data from an Excel table
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Adding species names to an RDE file
rdevideogazetteer.png
Creating an RDE file for geographic data
importingfromipni.png
Importing plant names from IPNI
mappingvideo.png
Mapping in action
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Editing map points
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Living collection data: Excel to RDE
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Living collection data: RDE to BRAHMS
plantlist.png
Printing a garden plant list
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Design/Print Botanic Garden Labels
gardenmapping.png
Mapping botanic garden plants
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Calculated fields
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Opening and docking tables
tagsandmaps.png
Using tags, filters and maps
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Generating labels and saving to pptx
specimenimages.png
Images -> specimen RDE file for data capture
edithistory.png
Tracking edits and using Undo
transactions.png
Managing transactions
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Deleting records