Getting Started Guide for New Users

Welcome to our community.

This guide is for customers who are starting out with a new IrisBG database.

IrisBG is delivered with predefined settings that control the behaviour of the system and some coded values that are used in the dropdown lists found in the system. For some customers, we will have transferred data from their old system, which will be reflected in some of the content in the dropdown lists and settings. Most of these values can be changed by you. We recommend that you familiarise yourself with these settings and values before you begin to entering larger amounts of data. Feel free to remove or change the code values supplied by the system, but keep in mind that values that are in use cannot be removed.

Consult the integrated help and tutorials for more details. If we have transferred data from your old database, please also consult our data migration report about any recommendations we have provided.

Before you begin

If you have not already done so, please have a look at our help and training options.

There are several options to help you get started with IrisBG:

  • You can follow our video tutorials.
  • You can download the printable Getting Started (A4/Letter) and User Guide (A4/Letter).
  • Enroll in our online training program. By registering as a member of the IrisBG User Forum, you will automatically be enrolled in our online training program.
  • And finally, integrated help is available by pressing F1.

Step one – user accounts

We strongly recommend that you give each individual user their own user account. You can grant access to as many users as you like, regardless of the number of concurrent user licenses you have. IrisBG tags all records with date, time and initials when changes are saved, so if accounts are shared by users, it may make it hard to identify who made the changes. We also recommend that the default admin account is not used by any individual user, but that you grant administrative privileges to one or several users in your organization. Start by recording the first user with administrative privileges. Login with this user and use this account to complete the other accounts.

Tip: Keep the password to the admin account stored in a safe place. This can then be retrieved if you need to reset the password for the administrator(s).

Please consult the integrated help or our online video tutorials on how to add new users.

Step two – Institution and Collection settings

Please check the values recorded in the Management/Institution screen and make any adjustments if needed.

Check the values recorded in the Management/Collections screen. The collection code should correspond with the BGCI institution code. If your garden is not registered with BGCI, we recommend that you get in touch with BGCI and update the collection code accordingly. You may want to consider changing the “Accession number format” and/or units of measurement. Click on the ellipsis button in the “Locations map” field to revise the map settings. If you are unsure about any of these settings, please consult the integrated help or get in touch.

Step three – Definitions

Dropdown fields used in IrisBG can be changed in the different screens found in the Definitions panel. The most frequently used dropdown values are “Item Status” and several of the entries found in the “Definitions/Code lists” screen. Before you consider major changes, we recommend that you record a few taxa and accessions to become more familiar with how the different values are used in the system.

Please note that values found in the self-populated dropdown lists are automatically added directly in the field. These fields are identified by the “Recycle” button to the right of the field which is used to replace incorrect values. More details can be found in the integrated help or in our tutorials.

Step four – Language Translation

This final step is only relevant for installations with multilingual data entry.

If you have purchased the multilingual data entry feature and your primary language is not English, you may want to consider translating the drop down values into the primary language. For these installations, we will have populated the dropdown values with English for the primary AND secondary language(s) to make the translation easier.

In the screen example below we have an installation with Korean as a primary language and English as the secondary language. The first “Life Form” entry has already been translated and we are now ready to enter the Korean text for “Biennial”.

Recording life form in Korean and English

Recording life form in Korean and English

The dropdown lists that support multilingual data entry are:

  • Accession item types
  • Code lists
  • Countries

There is also support for multilingual data in the common name field found in the Taxonomic Group screen. If we have not carried out a data transfer from your old database, we will normally supply a dataset of about 15000 genera and related families based on the APG III classification. Some genera and families will also be supplied with English common names. In these cases, we will have assigned “?” to the primary language common name. The “?” value will be ignored when published online to Garden Explorer. See screen example below.

Family Common Name

Family Common Name

In addition to the Taxonomic Group screen, you will also find support for multilingual data entry fields in the following screens:

  • Collections/Accessions
  • Taxonomy/Taxa
  • Events/Trails
  • Management/Locations
  • Management/Assets

We hope you found the guide useful and please get in touch if you have any queries or feedback.

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