How to Print Annotation Labels

Open the Catalogue module and search for the records you need to make annotation labels for.

For help, see How to Search for a Collector and Collection Number
To save this group for later use, see How to Create Groups of Records

To print more than one annotation label for a collection, you can enter the number of labels you want in the Processing tab.

[pic]

With the records you need labels for still open in the Catalogue module, select Tools>Reports, or click on [[File:|File:]]

The Reports box displays with the titles of available reports.

Select “Dets Annotation labels”
Click on the Report All button.

A report window will pop up.

Click on the Export report icon ([[File:|File:]])
Choose format Microsoft Word – Editable (RTF)
Click Ok
Click OK to All page range
Save it as a new file on your computer.

You can now open the file you just saved and make any changes as needed. Print out your labels when you're done.

NOTE: This report only retrieves the first determiner listed. If the collection was determined by more than one person, you will need to add these other names yourself.

Procedure for making batch labels in EMu

Entering label info into EMu from fieldbooks

Set label defaults

There are several fields that are different for entering label records than for entering specimen records. You must use a label default to reflect these differences. There is a standard one, but if you have additional fields that you want to appear on your labels you can create a label default of your own.

1. Select base label default: Start a new Catalogue record. Go to Edit>Default Values>Change. Select “Label default”. Click OK. It will automatically fill in the fields below as such. These defaults are now in effect for all new Catalogue records that you create.

When you finish entering the label records you must remember to change the default settings back to your original defaults.

Determination tab:

Record Type: Specimen Pending

Specimen tab:

Herbarium: NY

Division: Vascular Plants

Nature of Object: Sheet

No. of Objects: 1 of 1

Location: Cold Room

Specimen Status: Unmounted

2. Create your own label default: If there are additional fields you find useful for your particular project you may create your own set of defaults. This may include Project, Funders, Report dets to Institutions, and any other field that will be the same on each label.

Start a new catalogue record with the base label defaults already selected. Now enter into record additional fields that you want to set as defaults.
Go to Edit>Default Values>Set As Default Values
Title your set of defaults, (i.e. Acre Labels)
Click “OK”
To select the default that you just created, go back to Edit, Default Values, Change…
The set of label defaults you created will appear as a choice. Select it and click “OK”. These defaults are now in effect for all new Catalogue records that you create. When you finish entering the label records you must remember to change the default settings back to your original defaults.

Enter label records

1. Create the collection event records using the template tool. Working with the field notes, you can generate all records with the same collection event data at once, EMu will automatically create each collection number. Consult with Nicole for directions.

Create first record and save. Go to Tools> Templates, choose “fieldbook generic”

Template Wizard will lead you through the process.

2. Create the Catalogue records. When you get to the Collection Events field either drag newly created collection event record, or just type collector, collector number and tab over to the next field. Emu will find the record and attach it for you.

Please note the following while creating your new catalogue records:

Catalogue module, collection tab - Barcode field will be left blank until specimen is mounted and barcoded. (That is why the default must set record type to “Pending”. It is the only way EMu will let you save a record without a barcode. Do not enter a provisional number.)
Catalogue module, determination tab – The name field must be filled in. Even if you only have a determination to Division, Family, or Genus, please enter it.

To search for a Genus record (without a species) in the taxonomy module:

In query mode, enter the Genus, and enter “!*” in the species field.

Similarly, to search for a Family record (without a genus): Enter the Family and enter ”!*” in the Genus field.

The Division records in the taxonomy module (Vascular Plants, Mosses and Fungi) are saved in a group titled “Division records”, for easy retrieval.

Catalogue module, features tab - “Notes (shown on label)” field. We have a field in EMu for additional notes about the specimen that you would like on the label. (i.e.”Photo”, or “Preserved in EtOH”)
Catalogue module, processing tab - fill in the appropriate figure in the “number of duplicates” field. EMu will automatically copy this number to the “number of labels” field. If you have a specimen that will require more than one label per duplicate (i.e. a specimen with a separate fruit or more than one sheet), change the “number of labels” field accordingly.
Catalogue module, processing tab – We have a new field for project. This is to distinguish between projects we want to appear on the label as opposed to projects associated with a group of records in the database. Please enter projects you want to appear on the label (such as “Flora of Acre”) in this label project field.
Catalogue module, processing tab – Report determinations to institution. Fill in this information according to what was put on the collection control form for this collection.
Sites module, County/Municipio field - You must make sure you choose the place name in the lookup list that already includes the prefix or suffix that designates it as a County or Municipio. For example, for the municipio “Ilhéus” there are two choices in the lookup list, “Mun. Ilhéus” and “Ilhéus”. The label will only print the prefix “Mun.” if you choose “Mun. Ilhéus”. If there is not already a choice with the prefix or suffix, type it into the county/municipio field. It will be added to the lookup list when the record is saved.
Sites module, Coordinates – we now have the capability to enter coordinates in DMS format that have decimals in the seconds. Collectors often record their coordinates in this format, as they appear directly from their GPS unit.

Generating Label Report

Search Catalogue Module for label records

1. On the Determination tab, change the Record Type to “Pending”.

2. Go to the Collection Events tab.

3. Attach the appropriate collector in the “Participants” field.

4. In the “Collection Number” field you can search for a range of numbers or a non-sequential set of numbers. See this tutorial for details.

To search for a range: You will use the < and > characters, all on one line. For example, to search for all coll. nos. between 9,000 and 10,000 you would type “>=9000 <=10000”, all on one line.
To search for non-sequential numbers: Type each collection number in a separate line in the Collection Number field.

5. You will first want to sort these records by collection number. Click the “sort” button on the toolbar. (Or go to Tools>Sort) This will display a window with choices for different sorting schemes that you can run. Select “Coll. no”. It will ask you if you want a summary of the sort items, click “no”.

6. You can save your search results by putting them into a group, see How to Create Groups of Records

Run report for Labels

1. If you have either just done a search or have called up a group that you saved from a previous search, then you should be in display mode, with a list of the records you want to make a report with.

2. Click the “Reports” button on the toolbar. (Or go to Tools>Reports) This will display a window with choices of reports that you can run.

3. Choose the report you want.

To make a proof set of labels (one label of each collection), select the report titled “Label–NY”.
To make a complete set of labels choose “Label-NY (x Number of Labels)”.
Click “Report All” (Simply clicking “Report” will only report selected records from your Catalogue search.)

4. The report will be generated and can be viewed in Crystal Report Viewer. You can print directly from here, but the labels will look better if you export to a MS Word file, to edit and print from there.

Click the “export” button.
In the ‘Format” field choose “MS Word (RTF)” [Do not choose MS Word Editable (RTF)]
In the “Destination” field choose “Disk file”
Click “OK”
Choose page range (or simply leave as “All”), click “OK”.
Decide where you want to save this Word file, click “Save”.

5. You can now close EMu and work with your labels in Word.

NOTE: There is one remaining bug that we know of in the report:

If you have a header for the top of the label that is more than one line long, it is not wrapping the text. So, the header is truncated. A temporary solution is to create two records for the header, splitting it in half. You can then attach both records in the “Projects” field on the label tab. They will both print on the label spaced correctly. We have just reported this bug to EMu, hopefully it will be fixed soon.

Printing the Labels

When you are ready to print the labels you will notice that there are only two labels per sheet. In order to save paper, print the first half of the labels. Take these, turn paper around and reinsert into printer paper tray so that you can print the second half of the labels on that same paper.

Barcoding specimens whose labels were made in EMu

If specimen labels are made in EMu, the specimens, when eventually mounted, should be barcoded before they are filed into the herbarium. Use this protocol:

1. Organize mounted sheets by collection number.

2. Search for records you want to barcode. See this section. Or recall group if you have grouped the records.

3. Sort records by collection number.

4. Display results in “Show Details” mode. Go to Collection tab, enter barcode.

5. Save record, scroll to next record, and enter the barcode for that collection, and so on.

6. IMPORTANT: When you have entered barcode numbers for all of these specimens, save them as a group (Name group, i.e. “Barcode Thomas Labels25”).

Notify Nicole at this stage so that she can do a mass change to update the records, changing the Record Type to “Specimen”, the Location to “general herbarium” and Specimen Status to “currently held”.

How to make labels in EMu

Contents