Edit a record #
Editing a record is for organising data after saving: correcting the identification, GPS, locality, site, media and iNaturalist status.
When to edit a record #
The most common case is a record added quickly in the field. Quick mode saves a photo, date, GPS, observer and a species placeholder. Later you open the record and complete the species, plant, specimen count, sex, notes and any iNaturalist mapping.
Editing is also where you correct data from EXIF, fix the location on the map, or add a locality.
Species and iNaturalist autocomplete #
The species field uses the user's local dictionary. As you type a name, ENTOMONE can suggest taxa in this order: local dictionary, local iNaturalist cache, then an online query to iNaturalist.
After you choose a taxon from iNaturalist, the inat_taxon_id mapping and taxonomic data are saved. For subspecies, the search is not limited to species rank only; it can also find the subspecies rank.
Family saved on the record #
Below the taxon tree, the Family field shows the value saved on this record. You can choose another existing family from the record owner's dictionary and press Save family. The suggested family comes from the species; Update family applies that suggestion. An old placeholder such as "Do uzupełniania" appears as "none". Both actions change this record only, without changing the species dictionary or other records, and do not save other unsaved form changes. A normal record save preserves a manual family choice if the species has not changed.
The Life tree #
For mapped taxa, ENTOMONE saves the tree of higher ranks, for example kingdom, phylum, class, order and family. This tree helps with galleries and organising records. If the tree is not saved yet, the app can fetch it after you choose a specific taxon.
GPS, site and locality #
In editing you can correct the record's GPS and locality. Locality is the description of where this one record was made, while a site is the layer that groups records by GPS and radius.
Changing the locality should not change other records. Changing the site needs caution, because a site is linked to visits and to data grouping.
Record work status #
On the record page and in record editing, a work status is available: In progress or Ready. It marks whether the record still needs completion, identification, or further monitoring.
Leave a record In progress when it was added quickly in the field without a full species name, for breeding records, for working notes, and in any situation where you still need to add identification, photos or notes later. Ready means the record is organised and no longer needs current work.
This status does not replace iNaturalist status. It is an internal ENTOMONE marker that helps you find records that still need work. In the recent-observations gallery you can filter records by this status.
Record visibility #
Visibility defines who can read a record and its media in ENTOMONE. It does not grant Database access or permission to edit, delete or move a record - those permissions are separately determined by the Database role and ACL.
| Status | Who can see it in ENTOMONE | What the status does not do on its own |
|---|---|---|
| Visible | The owner, plus people who are signed in and already authorised for the Database. | It does not automatically publish the record on the Internet, to iNaturalist or to another external service. It does not give other people edit permission. |
| Hidden | Only the record owner. Other members of the same Database cannot see the record or its media in ENTOMONE views. | It does not delete the record, photos or source files. It does not change Google Drive permissions granted manually outside ENTOMONE. |
A Hidden record is not shown to the team or on the owner's website through ENTOMONE. It cannot be published or updated in iNaturalist, including through a bulk action. If the observation was published to iNaturalist before the record was hidden, changing visibility does not send an iNaturalist deletion or change for that existing observation - manage it directly in iNaturalist.
Only the owner can change this status: in a single record edit or for selected records from Actions. In My records, a hidden record has a red warning style and a lock. If saving a hide or re-share operation is interrupted, the system retains the safer restricted access until the owner explicitly changes the record to Visible.
New records receive the value from Default visibility of new records in Settings on the Account tab. Field Notebook applies it automatically; the full add form lets you deliberately choose another status for the record being created. Changing the account default does not change existing records. Copying a record and importing a Database preserve the source status. If an older edit form omits the visibility field, the record's current status is also preserved.
Record media #
From editing you can go to the media library and add photos to the record. A regular user should only see media available to them. If a medium is a private Google Drive file, downloading the full version goes through a controlled backend, not through a public link.
Edit a photo: crop and rotate #
On the record page, choose Edit record. At the top of the form, in the Photos assigned to this record section, every supported photo has an Edit photo button below its thumbnail. It is available to everyone who has permission to edit the record. Opening the editor does not rotate it. The two arrow icons rotate it 90° left or right. Choose the Crop icon to the left of the rotation arrows, then move the frame or resize its corners with a mouse or finger. You can also focus the frame or a corner and use arrow keys (Shift increases the step). The darkened area outside the frame is excluded. Restore full photo removes the crop but keeps the selected rotation.
Cancel on the left discards changes; Save changes on the right saves crop and rotation together. Saving the photo does not discard unsaved notes in the record form. The editor always offers the full photo, even after cropping. The record editor thumbnail shows the entire saved crop with the same rotation as the preview. Images with different proportions may leave empty margins.
On a computer, drag the window header with your mouse to move the editor. The square × button at the top right closes it without saving, just like Cancel or Escape. The next opening centres the window again. Closing controls are temporarily disabled while a save is in progress.
The correction applies to ENTOMONE thumbnails and previews everywhere the same photo is used. The original file, its EXIF/GPS and original downloads remain unchanged; the cloud provider's file is not overwritten. JPG/JPEG, PNG and WEBP are supported. You need permission to edit the record. If previewing or safely saving is not possible, an error is shown instead of a success confirmation.
iNaturalist panel #
If a record is ready for publication, editing can show iNaturalist publication actions. For a record already published, an update to the observation may be available, for example after a change in identification.
A record ready for publication should have an active iNaturalist account, GPS, a date, a photo, and a taxon mapped to iNaturalist.