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Records / Labels

Bulk label geography #

Choose Set site geography in the generator, or Edit in bulk next to Label geography text in the site editor. The editor opens in a separate tab, preserving your unsaved site form or label sheet.

The current Database is selected initially. You can include all databases you can edit. Search site names, codes and existing geography text; filter by country, empty or filled text and observation dates of linked records. Open the map, choose Choose rectangle, then click two opposite corners. The map filters results; it does not select them. Clear the map filter to include sites without GPS.

Select sites individually or select all search results. Selections survive filter and page changes during the current opening. Enter text such as Crete, Peloponnese or Tatry, choose Preview changes, inspect the before and after values, then Save displayed changes. Empty text restores the usual country or code. Previews expire after 30 minutes; changes to a site or permissions require a fresh preview.

The change affects labels for all records linked to those sites. Country data, CSV, the UTM Map and iNaturalist are unchanged. Reopen the generator after saving to load the new text. Printing still uses one Database at a time.

Specimen Label Generator #

The generator creates labels from your records in the active Database. Labels can be arranged on an A4 sheet or a custom sheet format and printed immediately.

Record selection and queue #

Several records from the current result - step by step #

  1. Open My records, search and select the required entries.
  2. Choose + Label in the section above the list to add the selected records. Then choose Label preparation (N) to open the separate queue page. There is no duplicate Labels entry in Actions. The separate EntomoLabels export remains in the menu.
  3. Review IDs, species, locality and date. Remove from queue removes one item; Clear list empties the queue after confirmation.
  4. Choose Load into generator. Accessible records are selected for the sheet.
  5. Edit text, copies and layout, then print the labels.

One batch across multiple searches #

On the queue page, check several records and choose Remove selected. Confirmation removes only the selected queue entries; all other entries remain. Select all selects the entire queue; unchecking it clears the selection. The counter shows the selection size. No Database or Trash records are deleted. Cancelling confirmation preserves both the queue and the selection.

Use + Label in the collapsible Label preparation section after each search. The current checkboxes are cleared only after saving the queue. Label preparation (N) opens queue management, not the generator. The limit is 200 records, not 200 printed labels. Duplicate IDs are not added twice.

To prepare a label for a single record, choose + Label on its Record card. The button changes to Label preparation (N) and opens the complete queue for that Database. There is no need to copy the record ID manually.

The queue is local to this browser, user and Database. It does not mix databases. Queue actions do not change Database records. Unavailable or trashed records disclose no details and are not loaded; their queue entries can be removed without changing the records.

The list section can be collapsed or hidden using Show the Label preparation section in the record list in Settings. This does not clear the queue; the generator still provides access to it.

Queue versus sheet #

In the generator's left list, the record ID and species name link to its Record card. It opens in a new browser tab without leaving the generator or losing the prepared sheet. Following the link does not change the selection or number of copies.

Label preparation (N) in the generator opens the same management page. Deselect on sheet clears only the current sheet selection, including filtered-out records, not the saved queue. Loading, text editing and printing do not empty the queue. To start a new batch, open the queue and choose Clear list.

Search records shows only records you own by default. Show selected filters to records selected on the sheet; Select visible and Go to labels operate on the sheet preview. Queue changes are refreshed after browser Back and across tabs in the same browser.

Old generator URLs containing ID lists now open the queue without re-adding those IDs. A saved Record Set and a historical Data Matrix reprint remain separate entry points and do not change the queue.

Label layout #

In the preview, drag the handle at the bottom-right corner of the first label. The width or height change applies to every label on the sheet and text fits the available space automatically.

Use the controls directly above the sheet to set the font family, base size, and minimum auto-fit size. The remaining options are in the settings panel.

Click the text of any regular label in the preview to edit, remove, or append your own text. Enter creates a new line. The edit applies only to the current sheet and printout - it does not change the source record. The protected specimen identifier label containing a Data Matrix code is not editable this way.

Use the settings panel to set:

  • the label type and number of copies;
  • Show leg. line - uncheck to hide the generated collector line. It is enabled by default, including in older presets. The setting is remembered in the browser and presets; it does not change record data or the det. line. It does not remove text entered manually in the preview;
  • the A4 format or custom sheet width and height in millimetres;
  • separate right and left margins plus one top/bottom margin, border, and text alignment;
  • the full country name or its ISO alpha-2 code, for example PL or GR;
  • optional Label geography text entered on the site form. Enter the area alone, e.g. Crete, Peloponnese or Tatry. It follows the country: ISO enabled gives GR Crete, disabled gives GREECE Crete. Country in normal case gives Greece Crete. The default and older presets without this setting use uppercase for the country; geography retains its own case. An empty field leaves just the country or code. Entering GRC alone prints the complete label abbreviation GRC without an additional GR or Crete. Only an exact matching record-country prefix is removed: its uppercase code or English name; PL Tatry remains unchanged for a DE record. Es Trenc and De Hoge Veluwe are not shortened. Repeated spaces are collapsed. This field does not change the stored country of the record or site;
  • the UTM square and optional GPS coordinates in decimal degrees, degrees and minutes, or degrees-minutes-seconds, with the chosen precision.
  • the order of the middle label lines by dragging or with the up/down buttons.

The Collection type creates one label with the place, date, and collector. GPS coordinates appear on it only after selecting Add GPS coordinates (Lat, Lon). The GPS format and precision become available after this option is enabled.

If the record country differs from its linked site country, the generator warns you but keeps the site's label geography text. Check that case before printing. It also warns when text does not fit at the selected minimum font size.

The leg. field uses the display name of the user assigned to the individual record. It keeps the spelling set by that user, for example W.Kucza or Wojciech Kucza. UTM and GPS data are read only from the record; generator settings do not change Database data.

In First line, choose Country or code + UTM, for example PL FE24, Country or code + locality, for example PL Asenovka, or Country or code + locality + UTM, for example PL Asenovka FE24. A location element used in the first line is not repeated among the following lines. The leg. line is always last. The remaining active sections - locality or UTM, GPS coordinates, Plant and breeding stage, and Date - can be dragged or moved with the up/down buttons. In Line order, coordinates move independently from plant and breeding stage and print only when GPS is enabled. Older presets without a GPS position receive it before plant and breeding stage, without reordering the remaining sections. The layout is remembered in this browser and in custom presets.

Plant and breeding stage reads the plant from the record (private plant dictionary, with legacy compatibility). If a plant is present, it prints e.g. ex Pinus halepensis, without adding ex larva. Without a plant, it prints the record stage ex ovo, ex larva or ex pupa when Show breeding stage is enabled. Turning this option off does not remove the plant. Manage the plant and stage in the record editor, not in line order settings.

For breeding records, Date prints two separate lines: the material collection date from the linked site visit (falling back to the site), then the record emergence date or range. Missing dates are omitted and identical dates are not repeated. Nature records retain their record date or range. Both breeding date lines move together as the Date section.

Month format and Date separator provide six formats: 25.06.2026, 25 06 2026, 25-06-2026, 25.VI.2026, 25 VI 2026, and 25-VI-2026. The default is DD.MM.YYYY. A date range applies the selected format to both ends. This setting changes only the label text, not the date stored in the record.

The Determination label prints the scientific name, its author with year, and the determiner. The name is on the first line, with the author on the next line without bold styling. The final det. line uses the display name of the user assigned to the record. The user's private dictionary has priority, followed by the shared dictionary. Missing authorship or display name does not prevent printing.

Specimens and Data Matrix #

The Specimen identifier - Data Matrix label is a separate label type. It is not created automatically merely because a record was selected for regular printing. Physical specimens must first be created for the record in the Specimens / Data Matrix module.

On a record page, choose Specimens / Data Matrix. First create a private collection profile: a name and number format with an optional prefix, leading zeroes and suffix. Then create the required number of physical specimens. This count is independent of the record's Quantity field. Each specimen receives a permanent catalog number and a secure ENTOMONE link encoded in its Data Matrix.

In the collection profile, set the First / next number. If you already use your own numbering outside ENTOMONE, enter the next free number, for example 14382. The counter can only be increased later. Changing it does not modify numbers already assigned or identifiers preserved by CSV import.

In the Label Generator, select Specimen identifier - Data Matrix and the preset with the same name. One label is produced for every existing specimen, not one label for the record as a whole. Preparing the first print stores the template version and logical checksum; the exact saved version can be printed again later. Scanning the code while signed in opens the linked record only when the current access rules still allow it.

CSV import is only for existing identifiers. The catalog_number column is required, while optional datamatrix_payload preserves the existing code content. An empty payload creates a new ENTOMONE link. Preview performs no writes; commit requires explicit confirmation and is blocked when a number or payload conflicts.

The DataMatrix option in a custom-field definition does not create a specimen number or code and is not migrated automatically. A native physical-specimen identifier is created only in Specimens / Data Matrix.

Each record in the left list has a Text field (up to 500 characters). Enter e.g. Oddz. 122d, DB. It appears on every copy of that record’s collection label. Move Text in Line order using arrows or dragging. Empty text produces no line. Drafts stay in this browser, scoped to the user and Dataset; they do not change records or go to the server or presets. Presets remember the line position, not record text. Manual editing of a complete label in the preview still overrides generated content.

Omit country hides the country name/code but keeps the site geography text, locality and UTM. It is saved in settings and presets. Old presets without this option still show the country. Center all lines using Alignment → Center.

Custom presets #

A custom preset remembers the current label layout, including its dimensions, right and left margins, top/bottom margin, font family and size, alignment, line order, date format, and data options. Enter a name and choose Save in ENTOMONE. The preset is stored locally in the browser and as a private .lab file on the ENTOMONE server, owned by the current user. To restore a layout, select it in My presets and click Load from ENTOMONE. This fetches and applies the selected preset even when it is already selected and you have changed sheet settings. With no selection it applies the only saved preset, or asks you to choose if there are several. It also works on another device or browser when signed into the same account. Opening the generator refreshes the list but does not automatically apply a preset.

In the collapsed Additional export/import - Google Drive section, use Export to Google Drive to create an additional JSON copy of the selected preset in ENTOMONE/Labels. Import from Google Drive reads files previously exported or placed on Google Drive. Save in ENTOMONE does not create a Drive file: load that preset from ENTOMONE, not from Google search. Preset operations do not change Dataset records.

Preview and printing #

The generator opens the preview at 200% by default. You can change zoom from 100% to 500%; clicking the percentage indicator resets it to 100%. Zoom affects the screen only, not printed dimensions. When the result is ready, choose Print labels. Printing shows only the label grid in the selected sheet format, without controls or the resize handle.

For a custom format, choose the same supported paper or media size in the print dialog.

Notes and additional fields #

The record Notes field is not printed on labels. Separate record fields such as ad lucem or ex ovo will be added together with the user-defined fields module; they are not global generator settings.