Herbarium FM Databases

A short user guide is available to the right and below.

Please email us if you notice any corrections that need to be made.

Click the link below will bring a separate browser window with a list of the data tables available. Click whichever data table you would to use. Reading the short user guide to the right will help you know what to do next.

UCR Inventory FM Databases

UCR Herbarium

A Botany Ph.D. student

Data Entry


Welcome to the UCR Herbarium's Filemaker Inventory Databases

Important notes:

Log Out when you are done. When you click a datatable name in the first two lists, you are automatically logged in as a guest for that datatable. The third list is of private databases which require an username and password to access. Logging out when you are done frees the user slot for another person. If you do not log out, the system waits fifteen minutes before automatically logging you out.

Use only the buttons on the pages themselves to move between table and form modes and to do searches, sorts and other tasks. Avoid hitting your browser's back or forward buttons to return to previous views or to abort an operation. Doing so may cause a crash of the database web server.

If you get a hung web browser window (the cursor remains an hour-glass or a beach ball for an exceedingly long time, chances are that the UCR campus network has left the server in an ambiguous situation. Please contact us and we will relaunch the webserver.

Database User Guide

These databases use the server version of Filemaker Pro 14 as its web server. The initial page displayed by following the link lists five UCR Herbarium datatables ("Inventory," "Lichens," "Types," "Families," and "Countries") as well as datatables for UCR Entomology and Nematode scientific collections and several private collector databases. "Countries" gives the Internet two letter codes for the countries of the world, which are used in the UCR Inventory database. "Families" gives the four+ letter codes used to represent scientific families. "Inventory" provides access to the UCR Inventory. "Lichens" provides access to the Lichens (and associated fungi) part of the Inventory. "Types" highlights the scientific types at UCR. Clicking one of the filenames will bring up the introductory web layout.

The web database server requires a current version of Safari, Chrome or Internet Explorer, the web browsers Filemaker has decided to support (sorry, FireFox lovers as well as effectioos of other browsers).

Manipulation of the current data table is done through a status panel on the top of the screen while the data is displayed in a large panel below. The status panel is controlled by a small arrow (triangle) on the left of the line separating the two panels. Icons are used extensively to serve as clickable buttons for database commands, including searches, sorts and record access. The icons are labeled with their function. Hovering the cursor over an icon will provide another clue to its function. Some of the icons are inactive because their actions have been disallowed (for example, changing the data table in any way).

The top status panel changes with the mode: browse and search. In both modes, the web server allows access to any of the data layouts available through a dropdown list. Since the datatable starts with an introductory layout explaining use, you will have to move to another layout via the buttons on the layout or through the "Layout" dropdown list on the bottom left of the status panel to see and search the data. Each layout can be viewed either as a form, list or table by clicking the corresponding icon in a list to the right of the label "Viewed as:".

Near the far right of the status panel is the logout button. The database tables are accessible to only five users at a time. Logging out is important because a user slot is not available to someone else until the server times out the previous user after 15 minutes. So when you are done, click the logout icon/button!

To the right of the logout icon is the help icon. Clicking it opens another window on using the Filemaker web interface.

To the left of the logout icon is the home icon. Clicking it returns you to the beginning list of datatables.

The "find" icon sets up the system for a search. The status panel changes from the browse panel to the search panel. The data layout changes to allow the field entry of the search values. Once you click on the find icon, you should not change layouts because of the shift in the function of the layout. Changing layouts when in find mode makes the layout you reach nonfunctional. This problem can be corrected by clicking the "Cancel Find " icon that appears in the Search status panel next to the "Perform Find" icon. This action will move you to browse mode. You will have to click the "Find" icon.

Both the "Help" and "Sort" icons bring up another window (tab) or a popup window. If your browser is set to block popup windows, you may have to take some action within your browser to see them. Your browser may not move automatically to the new window (or tab). You may have to move there manually. The help under the "Help" icon is far more extensive than that presented on this page.

Some of the icons are useful only after a search that restricts the number of accessible records by some selection criteria. The "Record" icon leads to a dropdown list to omit a particular record from the found set of records, to omit several records and to see only the records excluded by the search.

To move through the records, click on the icon that looks like an opened binder. You can also move to a particular record in the sequence by typing in its position number in the text box to the right and hitting the Enter/Return key of your keyboard.

Searches (Finds) are done by requests. A request is essentially a layout with its fields set for entry of search values. Filling different fields with search values effects "and" criteria all of which a record must meet to be selected (e.g., Collector = "Sanders" and State = "CA"). Adding a request effects "or" criteria one of which a record must meet to be selected (e.g., State = "NV" or State = "CA"). Click the "Omit" word in the list labeled "Matching Records:" in a request eliminates records matching the criteria in the request from the found set. Omits need to be the last requests in a set of connected (added) requests since they eliminate records from the found set. You move from one request to another request through the binder icon (as you do to move through the records in browse mode).


If you have additional information that you would like to see on this web site, please contact Andrew.Sandersucr.edu