Records / Record Sets

Record Sets #

A Record Set is a saved selection of records for later work. It does not copy records or change their source Database. It lets you return to a chosen group after changing filters in the record list.

Uses #

Record Sets organise work with a selected part of a large Database. You can save search results or your own record selection and use it later in different areas of the application.

Examples of use:

selecting records from a specific area, date range, or species;
preparing a group for identification, host-plant completion, or another bulk edit;
sending the same group to the Label Generator, UTM map, or iNaturalist publishing;
keeping a working selection for later without setting the filters again;
preparing a group for later transfer or export when that action is available.

Creating a Record Set #

Select the required records in the record list. You can select individual records or use filters and Select visible. Then choose Save as set.

Enter a Name and an optional Description. The name identifies the purpose of the set, while the description can record the selection criteria, such as an area, date, species, or work stage.

Record Set library #

The Record Sets screen lists your saved sets, their record count, and last update time. Opening a set shows its description, currently available records, and actions for the full group.

If a record is later deleted or is no longer available to your account, it is not shown in the active set. The remaining records and the Record Set itself stay available.

Record Set actions #

From an open Record Set you can use:

Edit - opens bulk editing with the records in this Record Set selected automatically. The current bulk-edit field assigns a host plant to records that do not have one yet. You first see a preview of the affected record count and then confirm the save.
Labels - sends the Record Set records to the Label Generator.
UTM map - opens a UTM map for the Record Set records.
iNaturalist publishing - opens iNaturalist batch publishing for the Record Set records.

Before the preview and before saving a bulk edit, ENTOMONE checks the Record Set membership and access to every record again. This prevents a change to a record that was removed from the set or is no longer available.

Deleting a Record Set #