1 Reply by Eleanor Knott

  • Eleanor Knott
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  • Registered: 21-01-2009
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Re: Records not showing up when the filter is used

We have just started using Recorder 6, and I have found that when I use the Filter to show all records for a particular species, a set of records that I imported (from Excel, rather than entering them via a recording card) are missing.  I imported these using Recorder 2002, just before we upgraded.  If I click Show All, the records are there, but they won't show up when I use the Filter.

I don't know if this applies to all records that have been imported - I have only noticed these because they are in their own survey & it doesn't show up on the list.

Why?
Ellie

Eleanor Knott
Senior Records Centre Officer
Devon Biodiversity Records Centre
C/o Exeter Central Library
Castle Street
Exeter
EX4 3PQ

Eleanor Knott
Devon Biodiversity Records Centre

2 Reply by RobLarge

  • RobLarge
  • RobLarge
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  • Registered: 15-07-2008
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Re: Records not showing up when the filter is used

Have they imported as unverified perhaps? Have a look at the records and see what their verification status is, we had this problem a bit.

Rob Large
Wildlife Sites Officer
Wiltshire & Swindon Biological Records Centre

RobLarge's Website

3 Reply by Eleanor Knott

  • Eleanor Knott
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Re: Records not showing up when the filter is used

The records do come up as unverified, but so do others that have been entered (but not imported) - these do appear when I use the filter.  I tried changing the determination type of one of the records, so that it changed from Observation (i.e. not verified) to Considered Correct (passed verification) but this didn't make any difference - the records still didn't show up when I used the filter.

They seem to export OK, both as Recorder exports & via excel, and I can find the records if I ask Recorder to show all records for a particular recorder.  I can also see them if I filter by date or grid reference - they just don't come up when I filter by species.

Most odd!
Ellie

Eleanor Knott
Devon Biodiversity Records Centre

4 Reply by Eleanor Knott

  • Eleanor Knott
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Re: Records not showing up when the filter is used

I've just worked out what the problem was - when I imported the data I just used the common name, there was no column for Latin name.  When I looked at the determination tab, it says 'otter' in the taxon box, not 'Lutra lutra'.  Therefore, when I filter on species name, it won't pick up the records with the common name in the taxon box.

So - if you are importing records, make sure that you use the Latin name.  I have now got to work out how to change 300+ records with minimum fuss.  Our system keeps on running very slow, which doesn't help.... 

I think that one of the Batch Updates might help, but the descriptions are not very clear.  If the Campaign for Plain English saw these they would have a fit!  Please, if you are writing descriptions for the Batch Updates, make sure that they are clear - I don't understand what things like 'Creates a new determination for a specified taxa' actually means.  What is being changed in this case?

Ellie

Eleanor Knott
Devon Biodiversity Records Centre

5 Reply by sallyrankin

  • sallyrankin
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Re: Records not showing up when the filter is used

From memory, it is only the filter that is affected by this problem. Reports done via the report wizard will return all observations regardless of whether they were entered using the common or scientific names so it isn’t necessary to change any of them but you can if you wish. If you look at the taxon list item keys in the taxon determination table for your Otter records you will see that the ones entered using the common name have a different taxon list item key to the ones entered using the scientific name. If you change them so that they all contain the taxon list item key for the scientific name then the problem with the filter should be fixed. When doing this type of change you should also update the changed_by and changed_date fields. If you are doing changes like this please be very careful and test that you have done them correctly. It is all too easy to get it wrong and corrupt your data.

Sally Rankin, JNCC Recorder Approved Expert
E-mail: s.rankin@btinternet.com
Telephone: 01491 578633
Mobile: 07941 207687