NAPIS® for Marine Organism and Sample Data-Entry

You may want to print out the Marine Collection description to support this 'Step-by-Step'

(*REQUIRED STEPS are Steps 1, 2, 3, 23, and 26. All others are optional.)

*Step 1. Open an Existing Collection Data Record:

From the NAPIS main menu select Collection | Marine Organisms | Collection Data to open the Specify Collection ID dialog. Type in the Collection ID you would like to open, or use the '*' or '%' wildcard characters to retrieve all Marine Collection Data records.

*Step 2. Enter a New Collection Record:

From the NAPIS main menu select Collection | Marine Organisms | Collection Data to open the Specify Collection ID dialog and click the 'New' button, or if you are already on the Taxonomy tab-form in a Collection Data Record select Record | New Record from the menu-bar. This will open the Enter Collection Number dialog, where you must enter a unique Collection ID; number-type preferences are defined in Utilities Setup . It is important to have the proper 'Current Site #' value appear in the lower part of this dialog for NAPIS to link correctly. If the correct Site number is not displayed, click the 'Change Site' button to choose the correct site. You can enter many collections for the same site.

If you enter a new record incorrectly, delete it by clicking the 'undo' button on the toolbar, or by selecting Record | Delete Record from the menu-bar.

TAXONOMY TAB-FORM

*Step 3. Enter Taxonomy Data:

Taxonomy data are entered using pull-down lists. Alternatively, you can enter a 'Genus' value and back-populate the higher taxonomy fields where the 'Family' field is empty. Or, you can enter a 'Family' value and back-populate the higher taxonomy fields where the 'Order' field is empty. When entering data to assign higher taxonomy, NAPIS is case-sensitive and requires all CAPITAL letters for the values. Move off the field using the Tab key to execute the back-population of higher taxonomy data.

You may also enter Taxonomy field values at the keyboard if the NAPIS choices are incomplete or inconsistent with your taxonomic determination.

Step 4. Enter a 'Thumbnail' Photo:

Photos of the organism are entered with a right-click on the photo field and 'Paste' from the clipboard (for an image stored in Windows memory) or 'Paste From' a discrete file (*.bmp) name that is selected using the 'Browse' dialog. These images are stored in a field in the database table, so try to keep your image file sizes as small as possible for optimal network performance.

Step 5. Enter the Morphology:

Morphology choices are entered using a pull-down list. The available values for this list are customizable in the Utilities Lookup editor (select the N_MORPH table).

Step 6. Enter Determined By:

Enter a value for the name of the person who made the taxonomic determination.

Step 7. Enter Date of Determination:

Click the 'Set' button next to the Determination Date field to open the calendar dialog, where the date is selected using mouse clicks from the form, not entered at the keyboard.

Step 8. Save the Taxonomic Determination (optional):

Click the 'Save Taxonomy' button to save the present taxonomic determination and allow an investigator to enter an alternative determination in the future. All saved determinations can be viewed by selecting the 'Other ID's' button.

Step 9. Enter Taxonomy Notes:

This notes field is for recording knowledge about taxonomy. It is not searchable in the database, but may be used in reporting.

Step 10. Finalize the Taxonomic Determination (optional):

Click 'Yes' on the 'Is Taxonomy Complete?' radio-button field to finalize the taxonomic determination. Selecting 'Yes' has system auditing consequences displayed on the Control tab-form.

Step 11. View your Collection Site on the NAPIS Map:

The Vicinity Map shows the collection site location. Single-click on the map for access to the NAPIS-GIS features. Click the red 'back-arrow' to return to the Collection form.

BIOLOGY/ECOLOGY TAB-FORM

Step 12. Enter Mucus Quantity and Mucus Quality:

Use the pull-down lists for choices. The available values for these lists are customizable in the Utilities Lookup editor (select the NCI_MUCUS and N_MUCUS_QUAL tables, respectively).

Step 13. Enter Epibiont Cover:

Use the pull-down list for choices. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_EPI_CV table).

Step 14. Enter Abundance:

Use the pull-down list for choices. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_ABUND table).

Step 15. Enter Odor:

Use the pull-down list for choices. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_ODOR table).

Step 16. Enter Texture:

Use the pull-down list for choices. The available values for this list are customizable in the Utilities Lookup editor (select the N_TEXTURE table).

Step 17. Enter Rationale:

Use the pull-down list for choices. The available values for this list are customizable in the Utilities Lookup editor (select the N_RATIONALE table).

Step 18. Enter Evidence of Cyanobacteria, Zooxanthellae and Zooanthidea:

Use the radio-button choices to select 'Yes', 'No' or 'Unknown'.

Step 19. View the Habitat:

These values are entered on the Site form and are displayed here for reference only.

Step 20. Enter the Epibiont Description:

Click on the field and enter a description of the epibiont cover. This is typically a non-searchable field.

Step 21. Enter Color:

Use the 'Set' buttons to open the external and internal color description dialogs. Color is communicated according to a controlled format. Documenting the color of an organism or its parts is done using only primary or secondary color names, in addition to the appearance (e.g. light or dark) of the color. Use either the radio-button choices for color names or the Pantone Color number from the pull-down list.

Step 22. Enter Ecology Notes:

This notes field is for recording knowledge about Biology / Ecology. It is not searchable in the database, but may be used in reporting.

SAMPLE TAB-FORM

*Step 23. Enter a New Sample Record:

The Sample ID that you enter must be unique. If there is already data on the tab-form, select Record | New Record from the menu-bar to open a blank record. When the Sample tab-form is active, the scroll buttons on the tool-bar are constrained to the Samples for the current Collection.

If you enter a new record incorrectly, delete it by clicking the 'undo' button on the toolbar, or by selecting Record | Delete Record from the menu-bar when the Sample tab-form is active.

Step 24. Enter an Organism Part:

Use the pull-down list to pick the part of the organism that represents the biomass sample, e.g. roots, bark or twigs. The available values for this list are customizable in the Utilities Lookup editor (select the N_ORGANISM table).

Step 25. Enter a Hazard Description:

Use the pull-down list to pick a value that describes the level of hazard associated with the biomass sample, e.g. sharp or toxic. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_HAZARD table).

*Step 26. Enter an Initial Wet Weight for the Bulk Sample:

Click on the field and enter data, numbers only, in units of grams.

Step 27. Enter the Container:

Use the pull-down list to pick a value to describe the container the biomass sample is in. The available values for this list are customizable in the Utilities Lookup editor (select the N_CONTAIN table).

Step 28. Enter the Status:

Use the pull-down list to pick a value that describes the status of the biomass sample, e.g. frozen or dry. The available values for this list are customizable in the Utilities Lookup editor (select the N_STATUS table).

Step 29. Enter the Storage:

Click in the field and enter the address for storage of the biomass sample.

VOUCHER TAB-FORM

Step 30. Set the Number of Vouchers:

Click the 'up/down' arrow to set the number of replicate vouchers. The 'Number Remaining' will change with this setting.

Step 31. Enter the Container:

Use the pull-down list to pick a value to describe the container the voucher is in. The available values for this list are customizable in the Utilities Lookup editor (select the N_CONTAIN table).

Step 32. Enter the Status:

Use the pull-down list to pick a value that describes the status of the voucher, e.g. dry. The available values for this list are customizable in the Utilities Lookup editor (select the N_STATUS table).

Step 33. Enter the Storage:

Click in the field and enter the address for storage of the voucher.

Step 34. Enter the Relaxation:

Use the pull-down list to pick a value that describes the relaxation of the voucher. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_RELAX table).

Step 35. Enter the Fixation:

Use the pull-down list to pick a value to describe the fixation of the voucher. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_FIX table).

Step 36. Enter the Preservation:

Use the pull-down list to pick a value to describe the preservation of the voucher. The available values for this list are customizable in the Utilities Lookup editor (select the NCI_PRES table).

Step 37. Create a Herbarium Label:

Look at the discussion on Herbarium Labels for this step.

PHOTOS TAB-FORM

Step 38. Add an Image:

Click the 'Add Image' button to open the Select Image File Name dialog. Enter the file name (e.g. image.jpg) or use the 'Browse' tool. Click on the appropriate field and enter a value for the 'Photographers Name' and for the 'Image Metadata' (for example, photographic equipment, magnification, and film used).

Explicit paths are set at the lower right corner of the Photos tab-form or at the NAPIS Configure utility. You may have images stored on a CD-ROM or somewhere on a file-server.

CONTROL TAB-FORM

Step 39. Finalize the Collection Data Record (optional):

Click 'Yes' on the 'Is Record Complete?' radio-button field to finalize the Collection Data Record. Selecting 'Yes' has system auditing consequences displayed on the bottom of this form.