User Guide
Version 3.6
www.irisbg.com
© 2016 Botanical Software Ltd
Document version 3.6.0/08.2016
User Guide
Contents
1
INTRODUCTION ................................................................................................................................. 2
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
2
MANAGING YOUR COLLECTION ..................................................................................................... 7
2.1
2.2
2.3
2.4
2.5
2.6
2.7
3
THE FORMS IN THE DEFINITIONS NAVIGATION PANEL ........................................................................................... 25
THE CODE LISTS FORM .................................................................................................................................... 26
THE RESTRICTION TYPES FORM ........................................................................................................................ 27
THE MAINTENANCE NAVIGATION PANEL ................................................................................... 27
9.1
9.2
9.3
10
THE FORMS IN THE AUTHORIZATION NAVIGATION PANEL ...................................................................................... 23
PERSONNEL AND USER ACCOUNTS .................................................................................................................... 23
CHANGING SYSTEM DEFINITIONS................................................................................................ 25
8.1
8.2
8.3
9
THE FORMS IN THE MANAGEMENT NAVIGATION PANEL ......................................................................................... 21
THE CONTACTS FORM ...................................................................................................................................... 21
MANAGING ACCESS CONTROL .................................................................................................... 23
7.1
7.2
8
THE FORMS IN THE EVENTS NAVIGATION PANEL .................................................................................................. 20
MANAGEMENT NAVIGATION PANEL ............................................................................................ 21
6.1
6.2
7
THE REPORTS FORM ........................................................................................................................................ 18
THE MAPS FORM ............................................................................................................................................. 19
THE LABELS FORM ........................................................................................................................................... 20
EVENTS NAVIGATION PANEL........................................................................................................ 20
5.1
6
THE TAXA FORM .............................................................................................................................................. 15
THE TAXONOMIC GROUPS FORM ....................................................................................................................... 17
CREATING REPORTS AND LABELS ............................................................................................. 18
4.1
4.2
4.3
5
THE ACCESSIONS FORM ..................................................................................................................................... 7
MANAGING IMAGES IN IRISBG ........................................................................................................................... 11
RECORDING MAP COORDINATES AND USING THE MAP DIALOGUE ......................................................................... 11
THE ITEM MANAGEMENT FORM .......................................................................................................................... 13
THE LOCALITIES FORM ..................................................................................................................................... 14
THE PROJECTS FORM....................................................................................................................................... 14
THE INBOX FORM ............................................................................................................................................. 14
MANAGING THE TAXONOMY ......................................................................................................... 15
3.1
3.2
4
BASIC DATA MODEL ........................................................................................................................................... 3
LOGGING ON ..................................................................................................................................................... 3
SCREEN LAYOUT ................................................................................................................................................ 4
NAVIGATING BETWEEN FORMS ............................................................................................................................ 5
THE “COLLECTIONS” NAVIGATION PANEL .............................................................................................................. 5
NAVIGATING INSIDE A FORM ................................................................................................................................ 5
SEARCHING ....................................................................................................................................................... 5
CHANGING EXISTING DATA AND ADDING NEW DATA .............................................................................................. 6
DATA BACKUP .................................................................................................................................................... 6
THE SYSTEM TASKS FORM................................................................................................................................ 27
THE CONFIGURATIONS FORM ............................................................................................................................ 28
THE DATA IMPORT FORM .................................................................................................................................. 29
FURTHER ASSISTANCE AND CONTACT DETAILS ..................................................................... 29
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User Guide
1 Introduction
IrisBG is a flexible and easy to use software solution for the management of botanical collections
used by public botanic gardens, arboretums and private estates.
The system allows you to:
 Manage accessions and details on individual accession items (plants, preserved plant material,
etc.).
 Manage nomenclature and taxonomy showing species, subspecies, varieties, forms, cultivars,
hybrids, etc.
 Store an unlimited number of photographs and images of your accessions.
 Record detailed information on data related to your plant collection, such as Contacts,
Publications, Personnel, Assets, Authors, Exchanges, Permits, etc.
 Manage work and create inventories using Tasks and Inspections.
Depending on the optional modules installed, you may also be able to:
 Display and update map coordinates for your accessions, garden areas, assets and the origin
of your accessions.
 Manage seed exchange orders and publish seed catalogues online.
 Publish your plant collection online, which can be accessed from PC’s, smartphones and
tablet computers.
 Update your plant collection, take photos and update map coordinates out in the garden
using a handheld device.
 Record data in multiple languages in dedicated fields.
 Import data directly into IrisBG.
From this information:



Horticultural labels may be printed or exported to file.
A comprehensive range of reports and statistics may easily be generated.
An accurate historical record of the collection can be stored for future generations.
The format of the screens follows a consistent and familiar page layout and functionality. Data only
has to be entered once. Changes to taxonomy will be updated through the system, with previous
taxa held as synonyms if required. Accurate and consistent data entry is of course essential if you
are to generate meaningful reports. A comprehensive range of data can be stored within the system,
so it is recommended that you establish record keeping guidelines for your garden, to ensure that
you have consistent data quality on the information collected.
New data should be saved each time a screen has been completed, by clicking on the [Save] button.
Once data has been entered, you cannot navigate away from a screen without confirming whether
you wish to discard the changes or cancel the navigation to save the changes.
The data may be entered from your notes and photos taken while surveying or working in the
garden. Alternatively, data can be entered directly into the optional IrisBG Mobile (a mobile ‘smart
phone’). This data can be downloaded directly into the system (using the Inbox feature) when
connected to a pc in the office.
In this guide all references to on-screen buttons are denoted by [ ]. Therefore an instruction to click
on the Accessions button appears as: Click on the [Accessions] button. Click on the green plus
button is written as: Click on the green [+] button.
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User Guide
The user guide will give you an introduction into the most important features of IrisBG. Some
advanced topics and infrequently used features are covered in the integrated help and our online
resources (video tutorials, forum and blog articles).
1.1 Basic Data Model
IrisBG is designed with efficiency and flexibility in mind, with the important principle that data is
only entered once. Example: When you change the accepted name for a taxa, all relevant accessions are affected
immediately. The model below illustrates the relationship between the most important data objects in
IrisBG.
An accession represents one or more types of plant material obtained by the garden. The material
has a botanical name and belongs to a Taxon. Each type of plant material in the accession is referred
to as an accession item of a specific type (i.e. living plant, preserved plant material, DNA extract,
etc.).







An Institution can have multiple Collections * (gardens).
A Collection consists of Accessions with related Items.
An Accession belongs to a Taxon.
A Taxon has one accepted Name and may have one or more synonyms.
An Accession can have many or no Accession Items.
An Accession Item is of an Item type. (i.e. living material, herbarium specimen, DNA extract,
etc.).
An Accession Item has a Location in the Collection (i.e. flowerbed or shelf).
*
The average installation would normally consist of one institution with one collection/garden.
Multi-site installations share taxonomy and other system settings, but each garden/collection has
separate accessions, access control, garden maps, etc.
1.2 Logging On
Enter your User initials. Next, fill in the password in the logon screen. On installation the
password is “changeme” by default, and it is recommended that you change your password on the
first entry. Passwords must be between 6-12 characters long (not case-sensitive) and must be
confirmed in the second text box. If a password is forgotten, the administrator can re-set it to
“changeme” in the Authorization panel.
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User Guide
Each user will have his/her own initials which are registered in the Personnel form. In the User
Accounts form, the user is assigned a role which determines his/her access rights. Roles are defined
in Code tables -> User roles. The system administrator can define as many roles as are necessary and
freely modify each user’s access. More details about managing system access can be found in chapter
7, Managing Access Control.
1.2.1 Integrated Network Authentication
If your system is configured to use integrated network authentication, you will either automatically
sign in with your network credentials if “Single Sign On” is enabled, or you will be asked to enter
your network user id and password. More details can be found in chapter 9.2.1, Enabling LDAP
Network Authentication.
1.3 Screen Layout
Menu+ Tool bar
Navigation
Bar
Status bar
After logging on, the main screen appears. A row of buttons is shown across the top of the screen
(the Toolbar), which allows you to perform operations or actions relevant to the screen you are
working on. Above the toolbar are the menus which give you access to all the operations relevant to
the screen and access to the help system.
The buttons down the left hand side of the screen (Navigation Bar) give access to different forms
where data is entered or reports and labels are generated. Most users of the system will work using
the “Collections”, “Taxonomy” and the “Reports” panel. Each user will only see the screens he/she
is authorized to access.
Administrators may also make changes using the “Management”, “Authorization”, “Definitions”
and “Maintenance” panels. These are accessed by clicking on the chevron button for each
navigation panel. A status bar also appears along the bottom of the screen providing information
about the result of your latest action/operation or alerting you to actions the database is performing
at a given time, e.g. “retrieving data”.
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User Guide
1.4 Navigating Between Forms
Use the navigation bar on the left hand side by clicking on the form name to
access a specific form. You can expand and collapse different navigation panels by
clicking on the chevron button to the right of the title.
On top of the navigation bar, you can use the “back” and “forward” buttons to
navigate back and forth to recently visited forms. Full navigation history is
available in the dropdown box on the right.
1.5 The “Collections” Navigation Panel
The “Collections” panel is where you manage your collection data and is the most frequently used
part of the system.
Information is stored in five different forms, (also known as screens).
1. Accessions
2. Item management
3. Localities
4. Projects
5. Inbox
Click on the form title in the navigation bar to navigate between the forms.
1.6 Navigating Inside a Form
Each form contains white boxes known as data fields. The data fields are grouped together logically
depending on the data they hold and further information may be made visible by clicking on the
tabs on the screen. Once data is entered, move the cursor with the mouse to go to the next field or
use the [tab] key to skip to the next field. You may also navigate to the previous
field with the keyboard by using the [shift] + [tab] key.
1.7 Searching
On opening a form, data may be present in some of the fields from a previous
session. If so, click [Clear/new] in the tool bar.
There are two ways to search for data, depending on your requirements.
1. Using the [Search] button on the tool bar (binoculars icon):
 The [Search] button performs a search of the data entered in the
searchable fields. Searchable fields are labelled with a small circle ˚ or
tilde ~ after the name, e.g. Acc year˚.
Tip
A circle ˚ indicates
that the search will
return records with an
exact match, whereas
a tilde ~ indicates that
the search will return
records starting with
or containing the text
being searched for.
2. Using the [Advanced Search] (right hand binoculars icon) button on the tool bar:
 A panel is shown with fields for an advanced search.
 Expand and collapse grouped panels by clicking on the group header.
 Check the boxes to enable the input of selection criteria and to set the comparison type.
 Perform the search by clicking on [Search].
 Advanced search is available in the “Accession”, “Taxa” and “Item management” form.
 The functionality found in “Advanced search” is also used when producing reports.
The search result is displayed in a list. Double click or press the space bar to select an item in the list
and retrieve the data in the form. You can use the [Previous] and [Next] button on the toolbar to
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User Guide
navigate through the search result. Click on the [List] button to alternate between viewing the search
result and the detail form.
Click on [Clear/new] to clear the screen for a new search.
1.8 Changing Existing Data and Adding New Data
IrisBG follows the same pattern throughout the system when it comes to entering and updating
your data.
1.8.1







To Update Your Data
Open the relevant form (E.g. Accessions form).
Click the [Clear/new] button on the top toolbar if data is present in the fields.
Search for the required record (see above for how to search).
Double-click or use the spacebar to select the record in the search result list.
Make your changes.
Press [Save].
If any field values are missing or incorrect, the field will be highlighted in red.
1.8.2





To Create a New Record
Open the relevant form (E.g. Taxa).
Click the [Clear/new] button on the top toolbar if data is present in the fields.
Update the relevant fields.
Click [Save].
If any field values are missing or incorrect, the field will be highlighted in red.
After saving the changes, the status bar is updated with a message stating whether the update was
successful or not.
1.9 Data backup
It is good practice to back up your database on a regular basis to protect yourself from any major
loss of data in the case of hardware failure. Confer with your IT staff to ensure that your IrisBG
database is backed up regularly.
Note: If you have signed up to the IrisBG Cloud Database service, your data is secured against hardware failure. The
Cloud Database Service also includes several backup and restore options. More details about the IrisBG Cloud
Database Service can be found on our website.
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User Guide
2 Managing Your Collection
The majority of users will spend most of their time working in the three navigation panels at the top
of the navigation bar:
1. Collections
2. Taxonomy
3. Reports
Also note that users will only see the navigation panels they have access to, so apart from
administrators, the system will present itself with much fewer choices.
2.1 The Accessions Form
This form is used to record and manage information about each accession in the collection.
The form allows you to:
1. Find an accession.
2. Update an existing accession.
3. Enter a new accession.
4. Keep data on the items (plant/preserved material) in the accession.
2.1.1 Screen Layout
Upper Section
Tabs
2.1.1.1 Upper Section and Description Tab: Details about the Accession
The upper section of the screen is used to search for data and gives you the basic information about
the accession (Accession number, Taxon). The “Details” tab consists of several searchable data
fields. By clicking on the small [] boxes to the right of some of the fields, you will see a list appear,
from which you can select the data.
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User Guide
The first row in the “Details” tab refers to the year the accession was acquired (accession year) and
its reference number, followed on the next line by the accession’s taxon name. Accession numbers
can either be typed in or you can allow the system to provide you with the next available number,
which will be given when you press [save]. Further down the screen you
will find several expandable sections. Click the [+] or [-] to expand or hide
Tip
the sections.
By clicking on the […]
button to the right of
The sections are:
the label type, you may
create labels
 Determination – contains information about the “determination”
immediately for that
of the plant material (AKA Identification).
accession item.
 Locality – tells you where the plant material was collected.
 Collection – gives details about when and by whom the material
was collected.
 Origin – contains information about supplier and provenance.
 Material – gives details about the plant material type, number of specimens, etc.
Use the restriction field to control how plant material of the given accession is restricted in terms of
usage and how it is published on the Garden Explorer website. Restrictions can be recorded for a
given taxa, accessions or accession item. More details about restrictions can be found in chapter 8.3,
The Restriction Types Form.
The determination history at the bottom of the screen is
automatically populated when the taxon name is changed for the
accession. Please note that changes in the nomenclature will not add
any new entries in determination history as the plant material has not
been re-determined (re-identified). You can add determination
history manually, by clicking the green [+] button.
If you have difficulties finding a suitable field to record some of your
data, the custom attributes on the right hand side may be an option.
Please check our video tutorial on how to introduce new custom
attributes (fields).
Tip
After changing “important”
details of an items record, an
historic record is automatically
created. By clicking on the [+]
to the left of the item list, you
can see the history of
important changes made to
the record. You may also add
historic records manually by
clicking “Add history” on the
items toolbar.
Once data has been entered click [Save] before moving away from
the screen.
2.1.1.2 The Items Tab
This tab allows you to store details about the items (living plant/preserved material, etc.) related to
the accession. The left part of the screen gives you a complete list of all the items including the
history for each item. The right part of the screen gives the details of the item selected in the list on
the left.
In the item details, you may add information such as:
 An item number (Qualifier) for the individual items within an Accession (separate from the
Accession Number). If no number is given, the item number will automatically be generated.
Item numbers are either numeric or alphabetic.
 Item type, this refers to whether the item is a plant, preserved material or other.
 Information about the location, e.g. where the item is located in the garden or where it is
stored in a collection, map coordinates, etc.
 Information about the status of the item, and when this was recorded.
 Type of label and state of label.
 Number of specimens.
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User Guide

Further additional comments about the item.
If an accession consists of several items (plant material) which are planted in different locations or
handled differently, the information may be stored as several item records for that accession.
A coloured bullet symbol associated with each status indicates the overall Status Type of the plant
material.
 Green bullets indicate that the plant material is alive (existing)
 Red bullets that it is dead (not existing)
 Yellow bullets indicate that the status is unknown.
 Blue bullets indicate that the plant material is part of a procedure, such as propagation or
similar.
The Status Type can be used as a search filter in advanced search and some reports.
2.1.1.3 The Parentage Tab
The Parentage tab is used for information about parental accessions. Dependent on the method of
propagation, one or two accessions can be recorded.
The accession numbers should be entered as the {accyear|no}] part. The list of progenies at the
bottom of the screen shows accessions which have the current accession as one of their parents.
2.1.1.4 The Images Tab
Before you start recording a substantial amount of images, please consider
how you would like to store the images in IrisBG. For more details, see
chapter 2.2 Managing Images in IrisBG.
Tip
Details about the
image supplied
by the camera,
such as shutter
speed, exposure
time, date, etc.,
are extracted by
IrisBG and can
be found in the
properties field.
To add an image of an accession:
 Take a photo of the item.
 Upload the photos to a folder on the pc, such as “My Pictures”.
 In IrisBG, click the green [Add Image] button under the images tab in
accessions*.
 Select the relevant image from the dialogue box.
 The image will appear on the images tab.
 Add relevant details about the image if applicable.
 Select which item in the accession this image is related to by clicking on the [] keys at the
right of the fields (if applicable).
 Use ranking to control in which order images are displayed online. Rank 1 comes first. Rank
10 and above will not be published to Garden Explorer.
* If your images are stored on an URL based repository, please click the blue [Add Image] button.
The image will also be available to view via the taxa form where you can see images of all the
accessions for one taxon.
Click [Save].
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User Guide
2.1.1.5 The References tab
The References tab includes a list of library items, permits and events
related to the accession.
Library items can be electronic documents, books, journals, notes, etc.,
that are relevant to current accession. Any reference to the accession
taxon can be found in the Taxa form.
You can record all your permits related to the accession. This can
include import permits, collection permits, material transfer agreements,
etc.
All events (Tasks, Inspections, Trails, Funding and Exchanges) that
refer to an accession or item are displayed in the Events tab.
Tip
By pressing the down
arrow  to the right of
the search button on the
toolbar, you may
change whether the
search result will display
accession details OR
details about accession
items (plants etc.). If you
select the latter,
accessions with several
items may be listed
several times in the
search result.
By clicking the […] button in the “Event Type” field the associated form will be shown.
2.1.2



To Find an Accession
Click the [Clear/new] button on the top toolbar if data is present in the fields.
Search for the required accession (see above for how to search).
Double-click on the relevant accession from the list generated.
2.1.3 To Update an Accession
 Retrieve the record to be updated (see above).
 Change the field contents.
 Click [Save] (top right hand corner).
 Fields with missing or incorrect data will be highlighted in red.
 Complete the fields.
After saving the changes, the status bar is updated with a message stating whether the update was
successful or not.
2.1.4 To Enter a New Accession
 Click clear if any previous data is present
 Start at the top of the details tab and record the accession year.
o If an accession number is not entered, the system will automatically assign the next
available accession number for the year entered (depending on numbering policy).
o Fill in accession type, if this is used by your garden.
 Enter the taxon. In the taxon field begin to type the taxon name of your accession. A list of
all available taxa is displayed. Type or scroll down to find the required taxon.
o If the taxon is not present, click on the […] button to open the taxa dialogue to enter
a new taxon. When the new taxon is saved, click [Select and close] on the toolbar to
return to the accession.
 Complete any remaining fields that are relevant to your accession in the “Details tab”. The
“provenance” field is required.
 Click the “Items tab” to record accession items.
 Click the green [+] button to add new items.
Click [Save] to complete the work.
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User Guide
2.2 Managing Images in IrisBG
IrisBG includes sophisticated integrated image management capabilities. You can choose how you
store the images depending on your requirements. There are three main approaches to storing
images in IrisBG.
1. Downscaled images: Downscaled images are stored directly in the database. This is the
default behaviour where the maximum resolution is set to 3 megapixels. The default
resolution can be changed through the File/Options menu or be overridden when adding
images.
2. Original Resolution: Images are stored directly in the database in its original resolution. To
switch to this behaviour, please change the default resolution through the File/Options
menu (This setting is for each individual PC). Please note that you may need to consider
configuring your database to improve disk performance. Consult with your database
manager or get in touch with the IrisBG team.
3. External Image Library: An external URL based image repository is used as a primary data
storage for images. The image URL is added to IrisBG and a thumbnail image is extracted
and stored in the IrisBG database.
External Image Library with Image ID support: If you have an external image library
that supports a fixed image URL that includes an Image Identifier, you can add the base
Image library URL in the Management/Collections screen. When adding images, you only
need to supply the image ID. See integrated help for more details.
Please note that you can use either option for each individual image.
2.3 Recording Map Coordinates and Using the Map Dialogue
You can record map coordinates for each location area in the Management/location form. When
you display a map, IrisBG will use the map coordinates of the location area, if you have not
recorded the exact location of the plant. With this approach, you do not have to record the location
of every accession item to enjoy the benefits of using maps with your plant collection.
See also chapter 4.2 The Maps Form.
2.3.1 Recording Map Coordinates for Accession Items
To record the exact location for an accession item you can use the items tab in the accession screen
or the data import module.
Map coordinates can be recorded:
1. Directly into the latitude/longitude fields using your keyboard. The values are entered
according to the coordinate format defined in the collection/map settings.
2. By clicking on the map symbol
to the right of the longitude field to reveal the map
dialogue1. In the map dialogue you can drag the map marker to the correct location.
3. By clicking on the […] button to the right of the longitude field to reveal the “Coordinate
Calculator”. The “Coordinate Calculator” will use a reference/survey point + azimuth +
distance to calculate the coordinates. The “reference/survey points” are recorded in the
“Management/locations” screen.
4. By using the optional Data Import module to import map coordinates.
1
A mapping module is required.
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User Guide
2.3.2 Using the Map Dialogue to Change Coordinates1
The map dialogue is used to view and change map coordinates. It is used when working on
“Accession Items”, “Localities”, “Location areas” and when you produce maps from the “Reports”
panel.
When recording map coordinates, you can change the position by dragging the map marker to the
correct location. You can change the appearance of the map by:
1. Changing the map type in the “Map type” dropdown field on the toolbar.
2. Zooming in or out using the mouse wheel, clicking the plus or minus key, the zoom slider at
the bottom of the screen or by double clicking with the right or left mouse button.
3. Panning the map using the mouse to drag the map (Left button down) or using the
keyboard. Use the arrow keys for minor panning or page up/page down/Home/End for
greater panning.
4. Click “Zoom centre” to pan the map, making the marker the centre of the map.
5. When you are happy with the new location, click “Select and close”. If you would like to
cancel the changes, click “close”.
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User Guide
2.4 The Item Management Form
The Item management form is used to retrieve a list of items (plants/preserved material, etc.) and to
update their data in one operation, such as moving a group of items to a new location, changing
their item status, etc. In addition, you can also produce labels for a list of items and update the label
status for the selected items.
The Item Management Form is divided into four sections.
1. The search section gives you search fields with the possibility of searching by information
such as Item type, Accession number, taxon, location and label status.
2. The update items tab sheet gives you fields that can be used to update the selected items.
3. The create labels tab sheet section can be used to choose which label to print or export.
4. The search result at the bottom of the screen contains your search result. Select the items
you would like to update or create labels from, by using the checkbox in the left column.
Tip
Labels can also be
printed or exported
from the labels
form in the reports
area. However,
there, it is not
possible to update
the label status for
the accession.
items in the labels
form.
4.
5.
6.
7.
2.4.1 Updating Items
Updating a list of items is done in 3 simple steps.
1. Fill in the relevant search fields in the search section and press the search
button. For a more refined search, use the Advanced Search function.
2. Select or de-select which items you would like to include in the update.
3. Choose what type of information you would like to update in the update
section, e.g. location, status, etc. and press update.
2.4.2 Creating Labels
Creating labels for a list of items is done in 3 simple steps (very similar to
updating items).
Fill in the relevant search fields in the search section and press the search button. For a more
refined search, use the Advanced Search function.
Select or de-select which items you would like to produce labels for.
Choose what type of label you would like to produce and either export the label information
to file or print labels using one of the built in templates or your own template.
After you have produced the labels, you may also want to update the label status for the
items. Fill inn “label type” and “label ok”, followed by pressing [Update].
The label information from the database can be merged with Word templates to create labels ready
for printing. Several label templates are provided with the system and different variations may be
added. The available labels are listed in the code tables under “Definitions/Label Types”.
Alternatively, the data can be exported to an external file that is later imported into label printing
software such as Gravograph or sent off to a commercial label printer.
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User Guide
2.4.3 Screen Layout
Search fields
Listing showing details
for each item (plant)
2.4.4 Using Item Management to Correct Mistakes
When you update accession items via Item Management, a new historic entry for each item is
automatically generated by the system. However, if you are updating items that have been entered
incorrectly, you can override this behaviour by selecting Update, “Correct (no history change)” from
the dropdown on the Update button. You may also correct mistakes or reorganize historic entries by
selecting “Item, Item History only” in advanced search.
2.5 The Localities Form
The localities form is used to manage information about the countries and regions from which your
accessions originate. The information about locality is optional information that is related to each
accession.
If you assign coordinates to a specific locality, information can be presented on a map in the reports
panel or directly from the accession, by pressing on the map symbol. To search and update localities,
follow the same procedure as with the other forms.
2.6 The Projects Form
The projects form is used to manage information about projects that are relevant to your botanical
collection. You may assign accessions to a project and use this information to print reports and, as
part of the search facility, to locate accessions belonging to a project. To search and update projects,
follow the same procedure as with the other forms.
2.7 The Inbox Form
The inbox is used to manage incoming data from IrisBG Mobile using the IrisBG Mobile
synchronizer.
After a successful synchronization, all the changes made on the device, can be found in the inbox.
Click [Search] to find all the jobs that have the status = “Ready”. The changes made on the device,
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User Guide
will appear as “inbox items” at the bottom of the screen. You can
click on each item to reveal details about what changes were made.
Changed fields have a yellow background colour.
You can accept or reject changes individually, or you can accept or
reject the whole job in one operation.
3 Managing the Taxonomy
Tip
Press the “F4” key to
reveal the content in the
drop down boxes. Use the
“arrow keys” to move the
cursor to the required
content and press “Enter”
to select.
3.1 The Taxa Form
The taxa form is used for the management of taxa definitions, names, synonyms, parentage, images
and references. The accessions of a specific taxon present in the garden can also be listed via this
screen. During installation, the database will have been populated with the garden’s existing
taxonomy. Alternatively any standard taxonomy data can be imported. Any missing taxa must be
added before a new accession is added to the database.
Each taxon has one accepted name and may have one or multiple synonyms. If you are uncertain
about the correctness of a taxon, you can mark the record as provisional, by selecting “Provisional”
in the provisional field in the details tab.
3.1.1 Screen Layout
3.1.2 Upper Section and
Names Tab
The upper section of the screen
is used for searching and gives
you the basic information
about the taxon (Taxon name
and family). The Names tab
gives you access to the
accepted taxon name,
synonyms and common names.
The right part of the screen
gives you the details of the
name selected in the list on the
left.
3.1.2.1 Hybrid Formula
The recording of hybrids can be achieved by using the two “Hybrid formula” fields, “Hybrid parent1” and “Hybrid parent-2”. Each field links to the parent taxa where you can record additional
information in the taxa dialogue. Please note that the hybrid formula links can also use existing
hybrids and can be nested to as many levels as needed.
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User Guide
3.1.2.2 Printing Trade Names on Plant Labels
The full taxon name is automatically generated by IrisBG in accordance with the international code
of nomenclature (ICN and ICNCP). However, the code does not cover trade names (AKA Trade
designations, trade marks). This can cause issues as IrisBG will use the full taxon name to prevent
recording duplicate taxa. To use a trade name as part of the full name, select the check box
“Append” after the trade name field. Tip: By typing (r) or (tm) in the tradename field, IrisBG will
automatically convert the text to the ® and ™ symbol when you save.
3.1.2.3 IPNI Validation
By pressing the [i] button in the LSID field, a validation against the IPNI-database will be
performed. If the IPNI validation is successful, details from IPNI such as author and publication
will be retrieved.
3.1.2.4 The Description Tab
Further detailed information can be entered here including the Distribution, Habitat , Red and Black
list status, etc. Use the restriction field to control how plant material of a given taxa will be restricted
in terms of usage and how it is published on the Garden Explorer website. Restrictions can be
recorded for a given taxa, accessions or accession item. More details about restrictions can be found
in chapter 8.3, The Restriction Types Form.
If you would like to record data that does not conform to the supplied fields, you may use the
custom attributes. For more details about using the custom attributes, consult the integrated help or
the online video tutorials.
3.1.2.5 The Parentage Tab
All details about the parents of hybrids are stored under this tab. Details about the male and female
can be entered, (the percentage of each used), and a box may be ticked to clarify the certainty of the
information. The name of the breeder, the person who registered the plant and the relevant dates
are stored here. To delete all the parentage information, delete both the female and male fields
(ctrl+ delete). Comments and a progeny list are also available.
3.1.2.6 The Images Tab
The images tab displays all images related to the taxon. Most
images are taken of an accession in the collection and are in
these cases recorded in the accession screen. However, more
abstract images that represent the taxa, such as illustrations,
can be added in the taxa screen. If an image is of an accession,
you can click the […] button to the right of the accession
number to view the accession details.
Tip
To avoid having to enter the day’s
date each time, simply enter the
date separator (e.g. “/”) in any of
the date fields, tab to the next
field and the day’s date will
appear in the date field.
Click the green [add image] button or drag an image file to the left part of the image screen. You can
then browse images saved on your pc and select the required image from the dialogue box. It will
then appear in the images tab. Click [Save] when finished. Click on the thumbnail images for an
enlarged view. The Taxa Images tab is useful for evaluating how the images are displayed on the
Garden Explorer website in order of ranking. Rank 1 is displayed first. Images with rank 10 and
higher are not published in Garden Explorer.
3.1.2.7 The References Tab
The left part of the screen lists the number of accessions and items related to a taxon. By clicking on
the […] you will be given a full list of all the accessions or items for that particular taxon.
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User Guide
In the right part of the screen you can record literary references
and references to web pages for a taxon.
3.1.3 Using Web Search
With web search, you can search for taxon information on your
favourite websites. Web search will use information found in the
“taxon name” field at the top of the screen. Click on the web
search button and select the desired website from the list.
Web search is also available in the accessions form. You can add
additional websites and change the order of the list in the
“Definitions/Web links” form.
Tip:
After you have recorded a
new taxon, you can verify
the spelling by using web
search.
Tip:
If you want to record a
successful web search as
a reference, go to the
reference tab and click the
“blue” button the “add last
used web search” as a
reference.
3.2 The Taxonomic Groups Form
The Taxonomic groups form is used to manage taxonomic
hierarchies above the species level. The Taxonomic Groups form can be found in the “Taxonomy”
panel and can also be accessed directly from the Genus field in the Taxa screen, by clicking the […]
ellipsis button.
Taxonomic ranks are defined in the definitions panel of the system.
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User Guide
4 Creating Reports and Labels
4.1 The Reports Form
This form is used to create reports based on specified selection criteria. The reports can be
previewed, printed or exported to various file formats.
You can change the standard reports and create your own reports in the “Definitions/report types”
form.
4.1.1 Screen Layout
Saved
filters
Available
Reports
Selection
Criteria
The available reports are shown in the list on the left of the screen. Each heading can be expanded
by clicking on the [+] to reveal the available reports. Click on a required report. The selection
criteria are shown in the right hand window.
4.1.2 To Specify the Selection Criteria and the Sort Order
To select criteria for the report, check the box to the left of the criteria title. The criteria will expand
and details such as search operator, search value and sort order will be made visible. Depending on
the data type, the search value field can be a text field, a dropdown list, a checkbox or a date field.
If applicable, the data will be sorted either in ascending or descending order. To prioritize the sort order,
change the numbers in the box to the right. If the sort order is set to 0, no sort order will be applied.
4.1.3 To Preview, Print or Export a Report
Click on [Preview] to view the report on the screen. From the preview window the report can then
be printed or exported to a file. Click [Print], to print the report. Click [Export], to export the report
directly to a file. Depending on the report type, multiple file formats may be available (e.g. html, doc
and pdf).
For details on how to create your own reports, please use the online video tutorials or integrated
help.
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User Guide
4.2 The Maps Form
The maps form gives you the possibility of searching for accessions and displaying them on a map.
You can present information about where your accessions originated (Global maps), or where they
are presently located in the garden (Local maps). To be able to display this information on the map,
you have to assign map coordinates, either to each specific accession item or each garden location.
Typically, one would start by assigning coordinates to each location, followed by assigning the
location of important and long lived specimens.
When the maps are displayed you can choose between different map providers, using your own
maps or internet map providers such as Google map, Google terrain, Bing, etc. More details about
using the map dialogue are available in the integrated help and chapter 2.2.
When you display a map, you can access and change the underlying data directly by clicking on the
map marker. In the accession items map produced below, I have clicked on the map marker for
accession 1997/1053 and the accession dialogue is displayed.
Please note that the map feature requires the optional Mapping module and an internet connection.
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User Guide
4.3 See also chapter 2.2 Managing Images in IrisBG
IrisBG includes sophisticated integrated image management capabilities. You can choose how you
store the images depending on your requirements. There are three main approaches to storing
images in IrisBG.
4. Downscaled images: Downscaled images are stored directly in the database. This is the
default behaviour where the maximum resolution is set to 3 megapixels. The default
resolution can be changed through the File/Options menu or be overridden when adding
images.
5. Original Resolution: Images are stored directly in the database in its original resolution. To
switch to this behaviour, please change the default resolution through the File/Options
menu (This setting is for each individual PC). Please note that you may need to consider
configuring your database to improve disk performance. Consult with your database
manager or get in touch with the IrisBG team.
6. External Image Library: An external URL based image repository is used as a primary data
storage for images. The image URL is added to IrisBG and a thumbnail image is extracted
and stored in the IrisBG database.
External Image Library with Image ID support: If you have an external image library
that supports a fixed image URL that includes an Image Identifier, you can add the base
Image library URL in the Management/Collections screen. When adding images, you only
need to supply the image ID. See integrated help for more details.
Please note that you can use either option for each individual image.
Recording Map Coordinates and Using the Map Dialogue.
4.3.1 Changing Map Label Options and Exporting Maps
Map labels can be displayed dynamically when the mouse pointer hovers over the map marker or
they can be displayed permanently. The permanent option is useful when you want to share a map
image with others. Select different styles from the “Label Mode” menu. If permanent labels overlap,
try to click “Reposition labels” and see if this helps. For very congested maps, numbered labels can
be used together with “Save map and data” which will save a map image together with a spread
sheet.
4.3.2 Exporting Maps
In addition to the “Save Map and Data” function, maps can also be exported as KML files. KML
files can be opened in different mapping/GIS tools such as Google Earth, ArcMap and Quantum
GIS.
4.4 The Labels Form
In addition to the “Item management form”, the “Labels form” is where you can print or export
label details. The labels form has greater search options for selecting from which accession you
would like to produce labels. In the item management form, you have fewer search options, but you
can also update the label information for items.
5 Events Navigation Panel
Events is a general term used for tasks, inspections, trails, funding and exchanges. An event contains
a list of entries which can either be taxa, accessions, accession items, locations or assets. Some
events only allow a given type of entry or only one type of entry for each list. In addition to being a
very flexible tool for creating lists and tracking progress of work, events can also be used as search
criteria for reports, maps and advanced search. In addition to recording a list of entries, each task
allows you to record details such as date, status, contact, owner, etc.
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User Guide
5.1 The Forms in the Events Navigation Panel
The Events panel includes 5 different forms that are designed for different uses.
 Tasks – A task is used to “bundle” together a list of data and is the most generic type of
event with many different uses. A task can be a list of items for a “Label Inventory” or a
“Maintenance Job”. It can be a list of taxa for a “Seed Order” or a “Taxa Wish list”. A list of
garden locations for a “fertilization plan” or “irrigation plan”. The possibilities are endless.
 Inspections – This form is used to manage inspections of long lived plants.
 Trails – Manages tours or trails. Trails that are marked as “completed” are uploaded to
Garden Explorer. Use the date start and date end to control when the trail is visible to the
visitors.
 Fundings – This form is used to manage funding and donations.
 Exchanges – This form is used to manage exchanges with other botanical collections.
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User Guide
6 Management Navigation Panel
The management panel gives you access to details about your garden, contacts, personnel, etc. Many
of these settings will be left unchanged after the initial setup.
6.1 The Forms in the Management Navigation Panel
Depending on which modules you are using, you may find up to 7 forms.
 Institutions – Shows details about the institution(s) that own(s) the collection(s). This will
in many cases only be one record.
 Collections – Shows details about the different collections you may have. This will in many
cases only be one record. If you are using maps, you can specify which provider and
coordinates for the maps relate to your collection(s).
 Locations – Shows details about each garden location for your collection. This data is
organized hierarchically and can be divided into as many layers as you find practical.
 Assets – Manages information about assets such as benches, points of interest, etc., with
descriptions, map coordinates, photos, etc.
 Contacts – More details about the contacts form are found in the next chapter.
 Personnel – Shows details about staff working within your institution.
 Library – Manages a list of literature, documents, notes, etc. relevant to the collections.
 Permits – Manages Collection Permits, Import Permits, Material Transfer Agreements, etc.
6.2 The Contacts Form
This form is used for the management of contact information. The form contains several data fields
to store a complete record of people and organisations the garden deals with on a regular basis.
6.2.1 Screen Layout
Data fields to store
contact details
Search results
showing the listing
of contact
information
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User Guide
6.2.1.1 Data Fields
Code/ID: This is a short code (we recommend you use letters) that can be used for quick
recognition of an organisation or person in frequent contact with the garden. A numerical code
(sequential numbers) will also be allocated to each contact.
Status: Used to decide whether the organisation is active, inactive OR protected. (An organisation
would no longer be active if they changed their activities and there would be no further dealings
with them). Contacts should not be deleted unless a mistake has been made in the data entry.
“Protected” organisations will be hidden to users who only have “View access” to contacts.
Inst. Code: Use this field to record the BGCI institution code.
Name: The name of the organisation or individual may be entered here. If the organisation is
entered first, the contact person may be entered on the line below.
Roles: The contacts can be classified according to the types listed in the drop down box
(Definitions/Code lists/Contact types). A contact may be allocated more than one role.
The remaining fields allow you to store complete address, email and website details. Further fields
exist to enter telephone, fax, reference person and comments.
6.2.2 To Add a New Contact
Click on [Clear] if any remaining data is present in the form. Fill in the fields listed above as required
and press [Save] when finished, to store the data.
6.2.3 To Change Information
Search for the contact using the short code or name. Entering the first few letters will bring up a
list. Select the relevant contact by clicking on the required line. Change the data and click on [Save]
when finished.
6.2.4 To Delete a Contact
Search for and retrieve the contact as above. Click the [Delete]
button. Click on [Yes] to confirm. Contact records that you
wish to keep, but should not be used for new records, should
be given the status = “Passive”.
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Tip
Click on the button at the
right of the email address
box to link directly to your
email system to send an
email. Click on the button
on the web box to view the
website.
User Guide
7 Managing Access Control
The authorization panel contains two forms to manage access to the system. You will use this part
of the system to add new users, reset passwords and adjust access levels to users or user groups.
7.1 The Forms in the Authorization Navigation Panel
The authorization panel has two forms:
1. The User accounts form
2. The Role types form
The personnel form, found in the management panel, is also important in managing access to the
system.
7.2 Personnel and User Accounts
The Personnel form is used to record details about staff. You can decide the level of detail and
whether you record all staff, or only those with access to the system.
All staff with access to the system will have to be recorded in the Personnel form. When a person
no longer works at the garden, update the «valid to» field.
The level of access given to each person is recorded in the User Accounts form.
7.2.1 Screen Layout
All users of the system require a user account. The account specifies the user’s initials (short name)
and the password used to log-on. Access to different parts of the system is controlled through user
roles. (User roles are determined in the “Role Types” form) In the first instance the user sets his or
her own password when logging-on.
Password re-set
User ID
User role
7.2.2 To Re-set a Password
A forgotten password can be re-set from here. Select the user wishing to change his/her password.
Select “changeme“ from the drop down list. Click on the [Save] button. “Changeme” appears as the
log-on password the next time the user logs on, he or she can change the password in the log-on
screen.
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User Guide
7.2.3 To Add a New User
Prior to adding a new user, make sure that the
user is added to “Personnel” in the
Management Panel. Click on the green [+]
button to add a new line to the grid. Enter the
data and select the password “changeme” from
the dropdown list. Click on [Save] to store the
data.
Tip
When setting up the system with new user
accounts, consider giving one or more users
the “Administrator” role. Write down the
“admin” user password and keep it in a safe
place. If users with “Administrators” role forget
their password, you can then retrieve the
“admin” password as a last resort.
7.2.4 To Change the User’s Role
Each user’s role may be changed at any time, determining the access/editing rights. Select the line of
data, click on the drop down list, save the change.
7.2.4.1 User Roles
Each role defines a person’s access rights for the different parts of the system. The user roles are
defined in the User Roles table as listed in the code tables. You are able to specify the access rights
for each type of end user for each area of the database.
Examples of Some Types of User Roles:
 Administrator
 Curator
 Gardener
 Guest
7.2.4.2 Access Rights:
 None
No access
 View
Permission to view the content
 Update Permission to view, add and update the content
 Delete
Permission to view, add, update and delete the content
 Admin
Access to all functions in the current screen.
7.2.5 To Stop Access or Delete a User
Select the user from the list.
If you would like to stop access for that particular user, you may:
1. Set the ‘valid to’ date (This has the advantage of being able to plan access ahead, e.g. a
colleague is ending his/her current position at the end of the month).
2. Delete the record. Click on the red [x] button to delete the person’s name.
Click [Save] to confirm.
7.2.6 The “admin” User
It is a recommended practice that each user of the system have their own personal logon id. The
“admin” user should not be confused with the “Administrator” role. You can grant the
“Administrator” role to other users. Depending on your IrisBG software licence, there may be a
restriction on the number of concurrent users logged in, but there are no restrictions on how many
users have access to the system. By giving each user their personal user id, you will also be able to
see who made the last changes to the different records in the system.
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User Guide
8 Changing System Definitions
The definition panel consists of a number of different forms to configure the behaviour of the
system. Some forms are rarely visited after the initial installation, whereas others may be changed
from time to time. The way in which you add new records or delete existing records follows the
same pattern as in other parts of the system.
IrisBG will ensure that all the data will retain database integrity, e.g. you will not be allowed to delete
any definitions that are used in other parts of the system.
With very few exceptions, the content of most dropdown boxes in the system can be altered to your
own requirements. New codes can be added and unused codes can be removed. Existing codes can
be changed, but the overall meaning of a code should not be changed. Changing the content of
most of the dropdown lists can be done in the definitions panel.
8.1 The Forms in the Definitions Navigation Panel
The forms in the definitions panel are:
 Acc.item codes – Used to manage code lists (drop down lists) specific to accession items of
preserved material.
 Acc.item status – Used for the items (Planting, etc.) to signify whether they are active or
inactive (e.g. Planted, Dead, Sown, etc.).
 Acc.item types – Used if your system supports multiple item types (e.g. Herbarium,
Garden, etc.). Item Types can be added freely.
 Authors – Shows authors and their official abbreviations.
 Code list types – The system is supplied with a list of predefined code lists. You may add
your own code lists to be used in conjunction with your custom attributes.
 Code lists – Code lists are used throughout the system and consist of Value-Name pairs to
formalize the data entry in different parts of the system. See more about code lists in the
next chapter.
 Countries – Used in localities and come pre-populated with the standard ISO 3166-1
countries.
 Custom attributes – Custom attributes can be used and related to accessions or taxa. If
you have requirements for data entry that are not supported directly by the system, you may
use the custom attributes. To ensure good data quality for your custom attributes, you can
also add your own code lists (value-name pair).
 Journals – You may add journals that can be referenced when you add records in the
publications form.
 Label types – Each Accession Item can be assigned a label type. Add or make changes to
your label types in this form. If you produce labels with word processor templates, you may
assign a reference to the template file for each label.
 Location types – Location types are used in the garden location form and assets form to
categorize the different records and assign different plant markers for the map.
 Regions – Regions is pre-populated with the ISO 3166-2 country subdivision and can be
subdivided further.
 Report types – This is where you can change some file export features (e.g. which fields are
included, etc.).
 Restriction types – Here you can add or change restriction types (More details below).
 Taxonomic ranks – You may change the taxonomic ranking regime for your collection. Be
very careful when changing ranks that are in use.
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User Guide

Web links – Define links for web search. The system is prepopulated with a number of web
links. Visit the online forum for additional examples.
8.2 The Code Lists Form
The code lists form contains a collection of lists that follow the code-value pattern, such as
“Gender”, “Life form” etc. Expand a code list name to reveal the underlying values. If you cannot
find a name listed, it would indicate that no entries exist for that code list.
To add a new entry, click the green [+] button at the top of the screen.
Listing of Common
and System Code
Tables
In addition to predefined code lists, you may also add your own code list to be used with your
custom attributes. The predefined code lists that are included in the system are:


































Accession type
Altitude unit
Black list
CITES Category
Common name type
Contact type
Continent
Determ.level
Determ.type
Donor type
Exchange type
Funding type
Hardiness
Insp. Age class
Insp. Condition
Insp. Lifetime
Insp. Value
- 27 -
Insp. Work type
IUCN Red List
Library item type
Life form
Life stage
Loan type
Material type
Ocean type
Permit type
Personnel type
Prop. history
Provenance
Regional Red list
Sex type
Task type
Theme type
Type specimen
User Guide
8.3 The Restriction Types Form
Use restrictions to control how plant material should be restricted in terms of usage and how it is
published on the Garden Explorer website. Restrictions can be recorded for a given taxa, accessions
or accession item. If restrictions are recorded for the same taxa, accession and/or item, the more
restrictive restrictions take precedence. I.e. if a taxa has publish=prohibited and the accession has
publish=limited, the material will be handled as publish=prohibited.
9 The Maintenance Navigation Panel
9.1 The System Tasks Form
Under special conditions, you may need to run system tasks to ensure that related data is presented
correctly throughout the system.
A typical example is when you have imported data from an external data source or some of the
fundamental definitions (such as taxonomical groups) have been changed. Keep in mind that some
tasks may take a while to execute. Please consider reducing the workload by assigning selection
criteria to the job where possible.
Run one or more of the system tasks below, when significant changes have been made to the data:
 Update tax. groups. Is very rarely used. The IrisBG team will normally inform you if you
need to run this task.
 Update taxon names, when the name of an existing taxonomical group has been changed.
 Update localities, when the name of a country has been changed.
 Update accessions, when the collection code or acc. no. format has been changed.
 Update accession items, when the collection code, locations map definition or acc. no.
format have been changed.
 Update contacts, when data about contacts has been uploaded from an external data
source.
 Update locations, when the locations map definition has been changed.
 Update store, when data about the store has been uploaded from an external source.
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User Guide
When a comprehensive range of data has been uploaded directly into the database from an
external data source, run all Update Tasks above in sequence.
Other system tasks that should be run when needed:
 Reduce image resolution, to conserve data storage you may reduce resolution for all
images to the specified maximum. This cannot be undone.
 Transfer to Web Explorer, to update your Web Explorer internet module. Configurations
should be set in the Collections form.
9.2 The Configurations Form
This form is used for local system configurations such as database connection, location of the error
log file and LDAP Network Authentication. After the system is installed and running smoothly you
will seldom need to change the local configurations.
9.2.1 Enabling LDAP Network Authentication
IrisBG is delivered with its own integrated authentication. This means that each user password is
managed by IrisBG. If your IrisBG users are sharing the same network, you may consider switching
over to using LDAP2 Network Authentication. The benefits of using LDAP Network authentication
are:
 Users will have one less password to manage.
 You can enable “single sign on”, which allows users to start IrisBG without having to reenter their network password.
The requirements for using LDAP network authentication are:
 Your network supports LDAP.
 All users are in the same network domain.
 The “Logon User” name field in Personnel can be changed to match the network user name
that is used to authenticate the user.
Please note that the “admin” user will always use standard IrisBG authentication. This is to enable
access to the system if there are changes to the network domain or technical problems related to the
LDAP service.
Keep in mind that you still need to grant access to users using the authorization forms.
Because IrisBG Mobile runs without network
connectivity, users will still use the IrisBG password
when logging on the handheld. To change the IrisBG
password, select “change password” from the file menu.
To enable LDAP Network Authentication, ensure that all
users are logged off, click to open the configuration
editor, fill in the values and click [Test]. If the test was
successful, click [Save].
2
Lightweight Directory Access Protocol (https://en.wikipedia.org/wiki/Lightweight_Directory_Access_Protocol)
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User Guide
9.3 The Data Import Form
The data import form is used to import data from external data sources. Data that can be imported
is:
 Taxa and Genera
 Accessions
 Accession items
 Accession images
 Accession library references
 Accession Permits
 Localities
 Library records
 Permits
 Events
 Tasks
 Inspections
 Funding
 Trails
 Exchanges
Importing data is done as follows:
 Start a new import by opening the file from the toolbar.
 Inspect the data for errors, correct if necessary.
 Click [Accept] when done.
More details about fieldnames, file formats, etc. are available in the integrated help and in our video
tutorial library.
10 Further Assistance and Contact Details
This User Guide is intended to answer the most common questions you may have about IrisBG.
For any further queries, please try out our online video tutorials, visit the user forum at
www.irisbg.com/support or contact us by email at [email protected]
Further contact details can be found at www.irisbg.com.
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