Record custom fields #
Custom fields let a Database owner add their own information to records in that Database. Plan the field name, type and visibility before creating it.
What the Database owner defines #
In Panel → Settings → Custom fields, choose the field name, type, order and visibility on the record card and edit form. The name is saved for both Polish and English, so it remains visible after switching language.
Scope of one Database #
A custom-field definition belongs only to the Database selected in the Panel. For example, a field created in the Skierniewice Database works only in records of that Database and does not automatically appear in the Bulgaria or Plants Databases.
Each Database has its own field definitions, order and values in records. The permanent ENTOMONE field described below is the exception: the system provides it in every Database.
Permanent “Fate of specimen / observation” field #
Every current and future Database has one permanent descriptive field: Fate of specimen / observation. It does not need to be created or enabled. You can enter a short free-form note such as “in the JK collection”, “on loan to Museum X”, “sold at an exchange”, “destroyed by dermestids”, or “observation in nature”.
The field is optional and appears when adding or editing a record and on its card. Its definition cannot be edited, deactivated, or deleted. The value in an individual record can be filled in, changed, or left empty.
The field is not mapped to one Darwin Core term because it deliberately combines information about physical specimens and observations without collected material. ENTOMONE does not present it as a Darwin Core or GBIF export.
Field type after creation #
The field type cannot be changed after creation. Values of different types are validated and stored differently, so an automatic conversion could misinterpret existing data. If another type is needed, create a new field with the correct type and deactivate the previous one.
Deactivation and permanent deletion #
The actions below apply to user-created fields. The permanent Fate of specimen / observation field cannot be deactivated or deleted.
Deactivate stops a user-created field from being shown when creating or editing records and on record cards. The field definition and every value already saved remain in the Database. The field can be activated again later.
This protects data history: turning a field off does not erase record information.
Delete permanently removes the field definition together with all values saved in that field. ENTOMONE first counts the data safely, and the irreversible deletion has only one final confirmation:
- The first Delete permanently action only requests a count of values saved for this field in records of this Database. The field is temporarily locked, but no data is deleted at this stage.
- When the count is ready, Delete permanently appears again. It shows the number of affected records and values. Only after typing DELETE PERMANENTLY and giving the final confirmation are the definition and all saved values removed.
Cancel deletion is available while the data is being checked as well as before the final confirmation. The check is cancelled, the field becomes available again, and no value is removed. If the server job does not finish counting, this action safely unlocks the field. An open deletion for one field does not block creating other fields. After final confirmation, the operation cannot be undone.
Visibility #
Visible on record card and Visible in record edit are independent settings. Turning either one off does not delete the saved value.
Label / DataMatrix #
This historical setting describes the intended use of a custom-field value on a record label. It does not change record data or visibility.
What is DataMatrix? #
Data Matrix is a small two-dimensional barcode - similar in purpose to a QR code, but often used on small specimen and container labels. The native Specimens / Data Matrix module creates a permanent physical-specimen identifier and a secure ENTOMONE link that opens the associated record after scanning under current access rules.
Choosing DataMatrix in a custom-field definition does not create a specimen number or code, does not place the field value directly in a code and does not disclose private data.
The option only preserves the Database owner's earlier decision. It is not migrated automatically into the specimen module. Numbering, existing-identifier import, labels and scanning are described in the Label Generator.