Specimen Label Generator #
The generator creates labels from your records in the active Database. Labels can be arranged on an A4 sheet or a custom sheet format and printed immediately.
Selecting records #
Several records from the current result - step by step #
- Open Records and search for the needed entries.
- Select the checkboxes next to the records for which you want to prepare labels.
- Above the list, choose Actions, then choose Labels in the panel that opens. This is not an item in the main menu.
- The generator opens with those records already selected. In the left panel you can still deselect an individual record, change its number of copies, or choose Select visible.
- Choose Go to labels to move to the sheet preview. Then select the label type and settings, and finally choose Print labels. The system print dialog selects the printer and paper.
The regular-label count follows the selected record count and the configured number of copies. Selecting records, opening the preview, and printing do not change Database records.
One batch across multiple searches #
To assemble a batch across multiple searches or result pages, use the collapsible Label preparation section. Select records in the current result, choose + Label, change the search, and repeat. After each addition, the current selection is cleared, but the records remain in the prepared batch. When the batch is ready, choose Go to labels - the generator receives all added records already selected.
The list is stored in this browser separately for the current user and Database. Clear list removes only this locally prepared batch. Label-preparation actions do not change Database records.
To prepare a label for a single record, open its Record card and choose + Label. You can also select the checkbox next to the record in My records and use the same button. The record is added to Label preparation. You can choose Go to labels immediately or continue searching and add more records. There is no need to copy the record ID manually.
Click the section heading to collapse it; the collapsed state is remembered for the current user and Database. If you do not use this feature, disable Show the Label preparation section in the record list in Settings. Hiding the section does not remove the prepared batch or block direct access to the Label Generator.
The Search records field shows only records you own by default and filters them by record ID, species, family, place or locality, country, site code or name, UTM square, date, collector, host plant, and notes. Enter a phrase, then choose Search or press Enter. Clear restores the complete list of your records before another search. Records deliberately passed from the record list as a label batch remain available in that batch according to access permissions. Show selected keeps only records whose labels are currently on the sheet; while active, the button changes to Show all. This makes a record easy to find and deselect after clearing an earlier search. The selected-only filter can be combined with the search text. Use Select visible, then Go to labels, to open the A4 preview for the selected records immediately. Deselect all clears the complete selection, including records hidden by the current filter.
Label layout #
In the preview, drag the handle at the bottom-right corner of the first label. The width or height change applies to every label on the sheet and text fits the available space automatically.
Use the controls directly above the sheet to set the font family, base size, and minimum auto-fit size. The remaining options are in the settings panel.
Click the text of any regular label in the preview to edit, remove, or append your own text. Enter creates a new line. The edit applies only to the current sheet and printout - it does not change the source record. The protected specimen identifier label containing a Data Matrix code is not editable this way.
Use the settings panel to set:
- the label type and number of copies;
- the A4 format or custom sheet width and height in millimetres;
- margin, border and text alignment;
- pin side. Reversed label: pin on the left, text aligned right keeps letters upright and aligns the text with the right edge, leaving the left side for the pin. When this option is disabled, the setting selected under Alignment is used;
- the full country name or its ISO alpha-2 code, for example
PLorGR; - the UTM square and optional GPS coordinates in decimal degrees, degrees and minutes, or degrees-minutes-seconds, with the chosen precision.
The Collection type creates one label with the place, date, and collector. GPS coordinates appear on it only after selecting Add GPS coordinates (Lat, Lon). The GPS format and precision become available after this option is enabled.
The leg. field uses the display name of the user assigned to the individual record. It keeps the spelling set by that user, for example W.Kucza or Wojciech Kucza. UTM and GPS data are read only from the record; generator settings do not change Database data.
The UTM square is printed on its own line below the country and locality. The label date uses the DD.MM.YYYY format, for example 28.08.2026. A date range keeps both ends in the same format.
The Determination label prints the scientific name, its author with year, and the determiner. The name is on the first line, with the author on the next line without bold styling. The final det. line uses the display name of the user assigned to the record. The user's private dictionary has priority, followed by the shared dictionary. Missing authorship or display name does not prevent printing.
Specimens and Data Matrix #
The Specimen identifier - Data Matrix label is a separate label type. It is not created automatically merely because a record was selected for regular printing. Physical specimens must first be created for the record in the Specimens / Data Matrix module.
On a record page, choose Specimens / Data Matrix. First create a private collection profile: a name and number format with an optional prefix, leading zeroes and suffix. Then create the required number of physical specimens. This count is independent of the record's Quantity field. Each specimen receives a permanent catalog number and a secure ENTOMONE link encoded in its Data Matrix.
In the collection profile, set the First / next number. If you already use your own numbering outside ENTOMONE, enter the next free number, for example 14382. The counter can only be increased later. Changing it does not modify numbers already assigned or identifiers preserved by CSV import.
In the Label Generator, select Specimen identifier - Data Matrix and the preset with the same name. One label is produced for every existing specimen, not one label for the record as a whole. Preparing the first print stores the template version and logical checksum; the exact saved version can be printed again later. Scanning the code while signed in opens the linked record only when the current access rules still allow it.
CSV import is only for existing identifiers. The catalog_number column is required, while optional datamatrix_payload preserves the existing code content. An empty payload creates a new ENTOMONE link. Preview performs no writes; commit requires explicit confirmation and is blocked when a number or payload conflicts.
The DataMatrix option in a custom-field definition does not create a specimen number or code and is not migrated automatically. A native physical-specimen identifier is created only in Specimens / Data Matrix.
Custom presets #
A custom preset remembers the current label layout, including its dimensions, margin, font family and size, alignment, and data options. Enter a name and choose Save. The preset is stored locally in the browser and as a private .lab file on the ENTOMONE server, owned by the current user. Load from ENTOMONE restores saved presets on another device or in another browser.
You can also save a selected preset as a JSON file in your Google Drive with Save to Google Drive. The generator uses the ENTOMONE/Labels folder. Load from Google Drive opens the Google file picker and imports the selected preset file; it does not change any Database records.
Preview and printing #
Use zoom from 100% to 500% to inspect details on a phone or computer. When the result is ready, choose Print labels. Printing shows only the label grid in the selected sheet format, without controls or the resize handle.
For a custom format, choose the same supported paper or media size in the print dialog.
Notes and additional fields #
The record Notes field is not printed on labels. Separate record fields such as ad lucem or ex ovo will be added together with the user-defined fields module; they are not global generator settings.