Quick Start Guide for Basic Transcription

Quick Start Guide for Basic Transcription

for Help, visit these sites:

Symbiota Help Page: Find flash tutorials and text based help pages, visit http://symbiota.org/tiki/tiki-index.php?page=HelpPages for such topics as:

Specimen Records-Specimen Data Entry Fields;  http://symbiota.org/tiki/tiki-index.php?page=Occurrence+Fields

Batch Georeferencing Tool; http://symbiota.org/tiki/tiki-index.php?page=Batch+Georeferencing+Tool

Label Printing; http://symbiota.org/tiki/tiki-index.php?page=Specimen+Label+Printing


Contributing Specimen Data to an Existing Portal

Specimen Search Engine

Darwin Core Reference Guide with Term Definitions: Accessible by clicking the "?" found near the data fields on the Occurrence Record form.

Lichens, Bryophytes and Climate Change (LBCC): Find the Transcription Conventions for UW-Madison on the Digitization tab.  Also visit this blog to post questions and get answers.


Consortium of North American Lichens (CNALH) lichenportal.org

Consortium of North American Bryophyte Herbaria (CNABH) bryophyteportal.org


Main Menu

New Account: Register with the site and ask for permissions. You must be given User Permissions by the Collection Administrator or System Administrator to edit from the portal site.  This is not necessary for volunteers who transcribe records using the LBCC site.

Log In: Separate log in for lichens and bryophytes



Data Editor Control Panel: 

  • Add New Occurrence Records
  • Edit Existing Occurrence Records
  • Print Labels
  • Batch Georeference Specimens
  • Loan Management


Add New Occurrence Record: User may enter records manually, add images at a later time, and import duplicate records (see Dupes below).

Edit Existing Occurrence Records:


Record Search Form: Find records using search fields. Custom Field 1 for country, state, etc. (+/pencil icon for additional fields). Those records with images uploaded from the server are assigned an Unprocessed status.  To access those records, use the Status Dropdown box to indicate preferred status.  Ranges of bar code numbers may also be typed in the Catalog Number field, using a space before and after the hyphen.  

Users have two options for viewing the search results. The Display Editor button will create a queue of Occurrence Record Forms that are advanced by the blue highlighted arrows at the top right  form.  Display Table button will create a list of records, through which Occurrence Record forms can be accessed by clicking the blue highlighted Symbiota ID number. 


Occurrence Record Form: 

Helpful Hints on the Occurrence Record Form:

Images: Click grey >> icon near the Administration Tab to show the image. Multiple images are accessed with the highlighted number under the image (i.e. Image 1 of 2). To enlarge image, click on edges to find arrows to increase size.

Optical Character Recognition results: Click Parse OCR (LBCC) button under image to transfer parsed data into their respective fields.  These changes will appear in green; edit and save.

Duplicates: To find duplicate records from participating institutions, type in Collector Name and collector Number, click Dupes? button.  Exact or similar records from participating Herbaria will pop up (enable pop ups for this site); options to transfer all or partial info can be selected; edit and save.

Exsiccati linking aid: To fill in consistent data of Exsiccati collection specimens, type in the Exsiccati Title (this will auto-populate after a few keystrokes). Type in Exsiccati Number.  Click Dupes? button. Select from the specimen records that pop up; edit and save.  A full list of the Exsiccati and represented specimens is accessible from the main page.

Processing Status: A useful tool for tracking edits, the terms in the drop down are for your convenience, they do not have any imbedded value.  There is also a Status Auto-Set option which when set, will carry over to following records.

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This material is based upon work supported by the National Science Foundation grant ADBC#1115116. Any opinions, findings, conclusions, or
recommendations expressed in the material are those of the author(s) and do not necessarily reflect the views of the National Science Foundation.