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Getting Started with BRAHMS V8 Getting started with BRAHMS v8 Updated November 2020 If you have not installed BRAHMS or connected to a database, refer to the installation guide. This introductory guide provides a rapid walk-through some of the key functions and features available in BRAHMS v8. No previous experience with the system is expected. The separate BRAHMS manual covers all aspects of system operation including administration, configuration, connections to data stores, import and export, Rapid Data Entry, editing, report design, image management and mapping. The examples in this document mostly refer to the demo conifer database but you can use another v8 database if you have one available. You can also request a quick migration of your own data, free of charge. For licensing enquiries, contact [email protected] To obtain an evaluation version, visit https://herbaria.plants.ox.ac.uk/bol/brahms/software/evaluations Technical enquiries, contact [email protected] BRAHMS © Copyright, University of Oxford, 2020. All Rights Reserved CONTENTS BRAHMS VERSION 8 ................................................................................................................................................... 3 BUILDING A NATURAL HISTORY DATABASE ................................................................................................................ 5 MUSEUMS, BOTANIC GARDENS, SEED BANKS ............................................................................................................ 7 LOGGING IN TO THE DEMO DATABASE ......................................................................................................................12 TASK 1: SET SYSTEM BACKGROUND AND TAXON AUTHOR DISPLAY ..........................................................................13 TASK 2: OPENING TABLES AND USING DATA GRIDS ...................................................................................................14 TASK 3: DOCKING TABLES ..........................................................................................................................................16 TASK 4: DATA GRID NAVIGATION, FUNCTION KEYS, ZOOM .......................................................................................18 TASK 5: ADJUST AND SAVE COLUMN VIEWS ..............................................................................................................20 TASK 6: SORTING RECORDS........................................................................................................................................21 TASK 7: TAGGING FUNCTIONS ...................................................................................................................................23 TASK 8: COLUMN SUMMARIES ..................................................................................................................................25 TASK 9: FIND, FILTER, QUERY .....................................................................................................................................26 TASK 10: BUILDING AND SAVING MORE COMPLEX QUERIES .....................................................................................28 TASK 11: SAVING DATA TO EXCEL ..............................................................................................................................29 TASK 12: DYNAMIC WEBLINKS ...................................................................................................................................30 TASK 13: MAPPING FROM THE MAIN DATABASE .......................................................................................................31 TASK 14: IMAGES AND DOCUMENTS .........................................................................................................................32 TASK 15: LITERATURE LINKS .......................................................................................................................................33 TASK 16: OPTIMISING DATA ENTRY, LOOKUPS AND SHORTCUTS ...............................................................................34 TASK 17: MERGING DATA VALUES AND RECORDS .....................................................................................................35 TASK 18: USING DATA FORMS ...................................................................................................................................37 TASK 19: ADDING CUSTOM FIELDS TO BRAHMS ........................................................................................................39 TASK 20: REGISTER AND OPEN A RAPID DATA ENTRY FILE .........................................................................................40 TASK 21: IMPORT FROM EXCEL TO RDE .....................................................................................................................42 TASK 22: MAPPING FROM RDE ..................................................................................................................................43 TASK 23: ADDING AND EDITING MAP POINTS IN RDE ................................................................................................44 TASK 24: REPORTING FROM RDE ...............................................................................................................................46 TASK 25: CREATING YOUR OWN DATABASE ..............................................................................................................47 TASK 26: ADDING DATA TO A NEWLY CREATED DATABASE .......................................................................................49 TASK 27: ADDING A USER ACCOUNT AND SETTING PERMISSIONS .............................................................................51 TASK 28: TWO CHALLENGES .......................................................................................................................................52 BRAHMS v8 – Getting started 2 | P a g e BRAHMS Version 8 Managing Natural History BRAHMS is a scalable management system for preserved, fossil and living natural history collections as well as those undertaking floristic or taxonomic research. Its development is based on almost 30 years of database implementation. For collection managers in museums, botanic gardens, herbaria and seed banks, BRAHMS helps integrate your data for management and research, increasing outputs and productivity. Data integration for research and collection management is a key objective with BRAHMS. Taxonomic data lie at the core of the system. Some database project examples: • manage a herbarium, grasshopper or beetle collection; • develop a comprehensive botanic garden or seed bank management system; • create a catalogue of fungi or cultivated plants; • produce an annotated checklist for a mountain in Cameroon; • create an online portal to search and display your data, images and maps; • help prepare a monograph for a family or a genus; • or all of these together within a larger natural history museum or herbarium. BRAHMS has been developed to store all categories of natural history collection. BRAHMS v8 – Getting started 3 | P a g e BRAHMS development priorities Intuitive - similar to MS Office applications Scalable - from individual researcher to multi-site enterprise systems Taxonomic Core - comprehensive across disciplines Integrating Digital Assets - including preserved and living collections Modular - allow others to develop, including web-based add-ons International - with respect to data store and user interface Sustainable - long term development plan with Oxford University Innovation Online videos Performance in a large database Mapping in action Connecting to the conifer demo database Editing map points Creating a new database project Living Collection data: Excel to RDE Adding a new user account Living Collection data: RDE to BRAHMS Editing user access and permissions Printing a garden plant list Using the species table form Design and print botanic garden labels Adding text entries to taxa Mapping Botanic Garden plants Using data grid filters Updating and viewing calculated fields Selecting visible columns Opening, docking and linking tables Exporting to Excel/CSV Using tags, filters and maps Merging values - a fast way to tidy your data Generating labels and saving to pptx Creating an RDE file for geographic data Images -> specimen RDE file for data capture Importing plant names from IPNI Tracking edits and using Undo Importing bird sample data from an Excel table Managing transactions Adding species names to an RDE file Deleting records BRAHMS v8 – Getting started 4 | P a g e Building a natural history database Introduction The development of a well organised database is an important activity for managers and researchers. The strategy you adopt will vary depending on your resources, the amount of data to manage and your short and longer term objectives. However, in all these cases, the paths to successful database development are broadly similar. Hardware For individual researchers running their own show, the software and the database will be installed on a personal computer running Windows or on a Mac with Windows emulation. Aside from having sufficient disk space and as much RAM as possible (8GB or ideally more), there are no special requirements other than that the .NET version is sufficiently up to date. However, bear in mind that performance is broadly related to how well resourced your infrastructure is. An under-resourced server and/or client workstations leads to poorer performance. For institutions with large collections, perhaps many millions,
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