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Data / Sites

Sites #

A site describes a fieldwork location and groups records by GPS. Its boundary can be a radius around a point or an exact polygon. Before creating a site, distinguish it from the Locality field stored on a record.

Locality #

Locality is a text description of one record's location, for example Dobromierz. You can enter it manually or let ENTOMONE read a proposed name automatically from GPS coordinates. Map lookup uses OpenStreetMap data, and you can edit the result afterwards.

A locality can be filled in in several ways:

  • while editing a record - enter the name manually or choose Read from map, then save the record;
  • during photo Upload - after photos are added, ENTOMONE automatically uses EXIF GPS coordinates and fills empty localities;
  • in bulk for existing records - select records in My records, New search results or Recent records, choose Actions, then Read localities from map;
  • on a site page - use Read localities from map to fill records assigned to the site that do not yet have a locality.

Bulk automatic operations fill only empty Locality fields. Existing names are not overwritten. A record without valid GPS coordinates is skipped and included in the summary.

For more information, see Record locality.

Creating a site #

A site can be created in three ways:

  • manually - you enter its name and set the centre and radius on the map; after creation, the editor can replace the radius with an exact polygon;
  • from one record - ENTOMONE uses that record's GPS coordinates;
  • from a group of records - ENTOMONE calculates a shared centre and a radius covering all selected records.

Create manually #

  1. Open Data, then Sites.
  2. Choose Add site.
  3. Enter the site name. The code is optional.
  4. Click the map or move the marker to set the site centre.
  5. Set the radius that defines the site range and is used to match records by GPS.
  6. Choose Create site.

Radius or exact polygon #

A new site starts with a point and radius. To define an exact boundary:

  1. Open the site page and choose Edit site.
  2. Above the map, switch Radius to Polygon.
  3. Click the map to add at least three vertices.
  4. Use the pencil to move vertices. You can also start again, clear, undo, redo and confirm the boundary.
  5. Choose Save.

Once saved, the polygon is the site boundary and replaces the radius for automatic record matching and Connect records to site. Switching back to Radius and saving removes the polygon. The centre point and radius value remain available for compatibility with older sites.

Create from one record #

  1. Open a record and go to its edit page.
  2. In the site section, choose New site.
  3. Review the name, GPS point and radius prepared from the record.
  4. Save the site. The record is assigned to it.

Create from a group of records #

If records already have GPS coordinates, you can create a shared site without setting its centre and radius manually:

  1. Open My records or run a New search.
  2. Select between one and 100 records.
  3. Choose Actions, then Create site.
  4. Review the record points, proposed centre and radius covering every point on the map.
  5. Enter or edit the site name. The code remains optional.
  6. Save the site. The records are assigned to it and to visits matching their observation dates.

Every selected record must have GPS coordinates and a date, and none may already belong to a site. If even one record has a site, ENTOMONE stops the entire operation and identifies that record. No record is silently skipped or moved.

In New search, the Locality field filters the text stored on a record, for example Dobromierz. It is independent of the Site filter. After finding the records, select them and use the same action.

The site code is optional #

The Code field is an additional short label defined by the user, for example Rad, P28 or WOOD-1. You can use it for your own naming system, searching, maps, labels and exports, but you do not have to provide it.

A site can be created and saved without a code. The site name remains required. Records are linked to the site through an internal system identifier, so a missing code does not affect record assignment, GPS or the site radius. If you provide a code, it must be unique and its letter case is preserved, for example Rad is not changed to RAD.

Site vs locality #

A site is a grouping object. Locality is the description of one record. Records with different locality descriptions can belong to one site if their GPS falls within its radius or polygon.

For a complete comparison, see Region, site and observation locality.

Connect records to a site #

If a site was created after records were already added, open the site page and use the record-linking function. The system should show records with GPS inside the site that are not yet linked. On the site page this is the Connect records to site action; confirming with Assign records links the matching records.

Visits #

Site visits describe specific dates of work at a site. They matter especially for breeding records, where the material collection date can differ from the date the specimen was obtained.