Exports, catalogues and reports

Exporting your data to excel

PDF reports

Producing a PDF catalogue

You can get an output of your data in a few different formats. Excel .csv reports will produce a spreadsheet with the fields you choose. Standard pdfs reports are available for certain, commonly used reports. A pdf catalogue can also be produced, which will give an image of each plant with a short description. 

Note that all reports are based on any keyword or advanced filters you have applied. 

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Exporting your data to excel

Excel reports are generated by going to the Action button on your main plant list page and selecting Export.

There are three standard exports at the top of the page.

Standard will give a basic accession list containing plant name, accession number, date, source and collectors number. 

Standard 2 gives a more detailed accession list. In addition to the above, the plant name is separated into individual columns for each part of the name.

Cultivar exports all cultivars within the collection.

If you have tables within your data you can do a Table export. The names of your tables will appear here and they are exported in a table format to excel.

Custom exports can be created by clicking on any of the buttons listing your fields, whereupon they will appear in the Custom export box. They will appear on the spreadsheet in the order they appear in this box, and can be dragged and rearranged as required. 

The name field compiles all the plant name fields into one column in Excel. 

If this is a report you will run regularly, you can save it as a template for the future by giving it a name in the Export name field and saving. When you want to run this again, go to the Load export template button at the bottom right of the page, where you can see all your saved templates.

Remember that the excel output will be based on any keyword or advanced filters you have applied.

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PDF reports

Reports are produced as standard pdfs. These can be accessed by going to the Action button on your main collection page. 

Accession list is all the live accessions in your collection, with the date and source, arranged alphabetically. Plant List is a quick check of all the plants that listed in your collection records irrespective of accession status (alive, dead, excluded etc).   

The RHS Horticultural Database Comparison Report shows Plant Names that are not on the RHS 'Find a Plant', Plant Names that are similar to names on the RHS 'Find a Plant' and plant names that are the same on the RHS 'Find a Plant', but only where you have added comments on the RHS sub-form of the plant page.

Remember that pdf reports will be based on any keyword or advanced filters you have applied.

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Producing a PDF catalogue

The catalogue report will produce something like the image below. A thumbnail image of a plant will appear besides a short area of text. 

To use this feature, you need to tick the catalogue entry tick box in the plant notes section in the Customise tab.

There is a limited character count to ensure a consistent layout of the pdf.