Adding new externally generated resources
Users should provide you with a copy of the Blank Externally Generated Resources spreadsheet containing all known details about the lines that they have ordered. At this stage it will not contain the Resource ID number, this is generated when the seed lines are uploaded to the database.
When you have received this file open it and delete a large chunck of rows beneath the final entry in the spreadsheet. If a user has clicked elsewhere in the spreadsheet then extra blank entries will be uploaded into the database. Also, make sure that the file is saved in xls format and not xlsx.
On the MacPro open the Filemaker software and select the presta_project_db_v7. Login using the same user name and password that you use for the online version. On the main front page of the database click on the Scripts menu and choose New Externally generated Resources.
You will get the following message indicating that Filemaker cannot find the update file.
Click OK and the select the file you want to updload from your computer. Please note that Filemaker will only accept xls files. You may need to resave the file if it is in xlsx format.
You will then get a field mapping window. As long as the user has not altered the order of the columns in the Blank Externally Generated Resources file then you will not need to alter the mapping. But it is worth double checking. All other settings should be as required i.e. Add new records selected and Don't import first record selected.
Click Import. You will get the following message window. Perform auto-enter options while importing should be ticked. This is what generates the Resource ID numbers. Click Import.
You will then get a summary message of the completed entry.
If you did not delete a large section of blank spreadsheet (see above) occasionally the Total records added/updated will not match the number of entries in the spreadsheet. This is not a problem. These blank records will never be visible, but it is worth checking what you have entered as follows.
Log out of Filemaker and then log in as an administrator. Click on the Layout drop down menu in the top left of the screen and then select resource.
You should then see all of the seed resources in the PRESTA project database in tabular form. Scroll down to the bottom and you should see the new records that you have just imported with their assigned Resource IDs. If you have imported empty records into the database you should also see these at the bottom of the list as records with Resource IDs but no other information. It is probably best not to try and delete any records in case mistakes are made. The empty records will never been seen unless they are exported in which case they can be easily deleted from the resulting spreadsheet.
The final step in this process is to enter the newly assigned Resource IDs into the original spreadsheet that you were given by the user. Then send this sheet back to them so that they can label their plants and results accordingly.
Adding new locally generated resources
Users should provide you with a copy of the Blank Locally Generated Resources spreadsheet containing all known details about the lines that they have generated/selected. At this stage it will not contain the Resource ID number, this is generated when the seed lines are uploaded to the database. Follow all steps detailed above for the externally generated resources with the following except choose New Locally generated Resources from the Scripts menu.