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User`s Guide and Reference v1.3

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1. Gli wWocsss User s Guide and Reference v1 3 By Colorado Clivia Company Clivia Access v1 3 User s Guide and Reference By Michael Kinzer Colorado Clivia Company Copyright 2010 Colorado Clivia Company All rights reserved Clivia Access User s Guide and Reference If this User s Guide and Reference is distributed with software that includes an end user licensing agreement EULA this User s Guide and Reference as well as the software described in it are furnished under license and may be used or copied only in accordance with the terms of such license Except as permitted by any such license no part of this guide may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical recording or otherwise without the prior written permission of Colorado Clivia Company The content of this User s Guide and Reference is protected under copyright law even if it is not distributed with software that includes an end user licensing agreement Because Clivia Access contains a run time version of Microsoft s 2007 Access portions of the Clivia Access software and by reference portions of this User s Guide and Reference are protected by copyrights held by Microsoft Corporation in the United States and in other countries Colorado Clivia Company has a license from Microsoft Corporation to distribute
2. Plant No does not exist You will receive this message when entering a bad plant number on Pollination Bloom Division Repot and Event Record forms You may also receive it when trying to edit an existing plant record or enter Mother and Father Plant Nos m Duplicate Plant No You will receive this message when entering new Plant Nos on the New Plant Record New Plant Records in bulk and Edit Existing Plant Record forms that have already been used for other plants Not In List error messages previously explained The second type of error message will still be in English but will have some computer language The most common occurrence of this type of message is a Wrong Data Type message which you will receive when trying to enter text into a Data Entry Box that is expecting either a number or date The third type of error and very rare may cause the program to shutdown and return you to the Windows Desktop However in most cases these errors will be ignored by Clivia Access These error messages are characterized by the statement An error has occurred in Clivia Access Following this statement will be an error number and a more complete description If the problem continues please write down the error message and let us know what it was Error messages will have one or more command buttons If there is only one Command Button it will say OKI Clicking on does not mean you agree just that you have see
3. Command Buttons All command buttons on this form are as previously described Search Edit Entries Form Purpose The purpose of the series of functions grouped under the Search Edit Entries heading is to find existing Grower s Notebook entries allow editing of those entries allow on screen viewing of those entries and allow printing of selected entries Deleting of Grower s Notebook entries is handled through a different process All of Search Edit Entries functions start with a search form To Begin Activity From the Grower s Notebook Start Form users should single left click on the Search Edit Entries command button The Search form will open and the Search for this text data entry box will have the yellow highlight Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Page 78 Data Entry Boxes Search for this text Place the text you wish to search for in this data entry box If you wish to only search using Dates or entry ID Numbers or if you wish to see all entries leave this data entry box blank Press Tab to advance to the next field Dates Dates Place the date range you wish to search in these two data entry boxes If you wish to search all dates leave both date boxes blank If you wish to search only one date place the same date in the From this date and To this date boxes Dates should be entered in the short date format If a date entry appears in one data entry box the other d
4. Page 30 Sources much like an address book Press TAB to advance to the next field Acquired As The Breeder s Name can be different than the Source See later is this section for those entries Acquired As The Acquired As data entry box contains the state of the plant when you first obtained it Acquired As is a validation list controlled field This data entry box can be left blank The entry can be any combination of letters numbers spaces or some punctuation marks up to 20 characters long and must be unique In the standard Acquired As validation list that comes with Clivia Access is a Not Clivia Access Enter New Plant Form Source Acquired As Date Planted Mother Plant No Father Plant No Propagation Fruit_Color Sale Price Value Disposition Breeding Group Breeder User Defined Category Pigmented Base EE Check for YES Leaf Color Style Leaf Width Leaf Length No of Leaves ff Fragrance Flower Shape Inflorescence Ht No Tepals Flower Interior Color Exterior Color Throat Basal Color Edge Color Flower Picture File Name and Path Plant Picture File Name and Path Detail Picture File Name and Path oto es es Remarks Notes 1 Patents to Ln Save and Return to from field to field 2 Press CNIL Plus Sign to Database Menu move to a new record lt ENTER gt 3 Press ESC to undo the last entry Cancel and Return to Database Menu Acquired entry Us this entry for parents and
5. The Family Tree Reports come with and without photos of individual plants Because of the amount of information on a photo report it is divided into two reports of two pages each The first photo report pages 1 and 2 covers the child parents and grandparents The second photo report pages 3 and 4 covers the great grandparents Remember large photo file sizes present problems with the Family Tree report And even with reasonable sized photo files this report because of the number of photos involved will take some time to prepare Photo based reports are prepared one page at a time As you move from page to page in these reports you will see the preparation taking place A Neat Trick Given the long time it takes a Clivia plant to go from pollinated flower to seed to seedling and then to seed producing mature plant the Family Tree Reports provided will meet most users needs However if you have entered substantially more history along with photos than great grandparents you can extend the Family Tree Reports To do so simply place the great grandparent plant numbers into a second set of Family Tree Reports Date Based Reports Report Purpose In addition to the Find Plant Reports there are seven reports in Clivia Access where you can select results using dates These Date Based Reports are grouped in this section The seven reports are Greenhouse Diary Blossoms by Date Report Pollination by Date Report Repotting by Date Rep
6. Color and User Defined Category The five Color and User Defined Category data entry boxes on this form accept wild card characters This feature is useful for searching for patterns or text ranges in these fields The following wild card characters can be used Selects any single character in that position Selects zero or more characters in that position II E E EEEE E Selects a single numeric character in that position Selects a range of characters in that position If you know the exact entry you wish to search for in the Color or User Defined Category data entry boxes just enter the exact entry in the box without any wild card characters In the Color data entry boxes you can also select from the drop down validation lists Only if you use one or more of the wild card characters will a range of values be selected User s Guide and Reference Page 92 For example entering a k D 0 9 searches for entries that meet the following criteria Character Position Search Character 1 Position a ae Any single character 2 Position a k Any single character in the a to k range 3 Position Uppercase D only 4 Position 0 9 Any single character except numerals 0 to 9 Remaining Any number of characters including Positions zero characters consisting of any character The reason the Color data entry boxes allow wildcard characters is because the standard colors listed are fairly specific Of
7. Postal Code Like other data entry boxes on this form the use of Postal Code is very flexible This box will accept up to 10 characters of letters numbers spaces punctuation marks and some symbols The box can be left blank Press TAB to move to the next box Country Phone and FAX Like other data entry boxes on this form the use of the Phone and FAX boxes are very flexible The boxes will accept up to 20 characters of letters numbers spaces punctuation marks and some symbols The boxes can be left blank Press TAB to move to the next data entry box Clivia Access V1 3 User s Guide and Reference Page 40 Email This data entry box is for the email address of the source Person Company Placing an email address here creates and saves a hyperlink to the email address If email addresses are entered in an email standard format users later on can single left click on this hyperlink and cause your email program to open a new email addressed to this person Contact Like other data entry boxes on this form the use of Contact box is very flexible The box will accept up to 50 characters of letters numbers spaces punctuation marks and some symbols The box can be left blank Press TAB to start the process over on another new record Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for their description Bloom Record Form Purpose The Create New Bloom Fo
8. Breeder s Name Flower Interior Color Flower Throat Color Return to Find Plant Flower Exterior Color Criteria Leaf Color Style Return to Database Menu Flower Shape lt ENTER gt FEREEEREEEL FERREEKE EL FEREBEE EE Command Buttons When you select one of the numbered report format command buttons on this on screen form you will notice some of the command buttons will disappear and are no longer available for your use If you wish to re establish all format options left click on the Reset This Form command button The other command buttons operate as previously described Remember left clicking on Prepare Report will present the report in Print Preview mode so you can examine the output without wasting paper Closing the selected report will return the user to this form Family Tree Report Report Purpose The purpose of the Family Tree Report is to list the parents grandparents and great grandparents of individual plants and selected characteristics of each plant One set of this report also shows plant photos if they exist in Clivia Access The report can be viewed on screen or printed Clivia Access V1 3 User s Guide and Reference Page 94 To Begin Activity To open the Family Tree Report setup screen for use from the Database Menu single left click on the Reports Family Tree Report command button The Family Tree Form will open with the yellow highlight in the child Plant No data entry
9. Mo of Offshoots Division Method Record H i ofi with this plant can be viewed and edited here To change any incorrect information just click in the appropriate data entry box and enter the revised information By left clicking in the grey box on the left side of each line of Division Information you can then delete that particular Division record by pressing the DELETE key on the keyboard You can also create new Division records by entering the information in the blank line at the bottom of the Division Information list Remember to leave a red box sub form in Clivia Access using the keyboard you must press CTRL TAB or use the mouse When you press CTRL TAB to leave the red box sub form Clivia Access will take you to the Pot Tab and sub form Clivia Access V1 3 User s Guide and Reference Page 55 Pot Information To access Pot information about this particular plant single left click with the mouse on the Pot Tab at the top of the on screen form All of the information previously entered using the Create New Pot Form associated with this plant can be viewed and edited here To change any incorrect information just click in the appropriate data entry box and enter the revised information By left clicking in the grey box on the left side of each line of Pot Information you can then delete that particular Pot record by pressing the DELETE key on the keyboard You Clivia Access Edit View Existing Plant Form Main Division Bloo
10. s Notebook start switchboard single left click on the Create Notebook Entry command button The Create Entry form will open and the yellow highlight will be in the Date data entry box Clivia Access V1 3 User s Guide and Reference Page 75 Data Entry Boxes ID Number This unique number is used by the software to identify the entry The software will create and manage the number you cannot enter edit or delete this number To delete a particular entry in the Grower s Notebook you will need to know this number This number may also be useful in searching existing entries as well The ID Number is shown on this form in blue because it cannot be changed Clivia Access Grower s Notebook Create Entry TAB Next Field Cancel and Return to Save and Return to Ctrl New Record Previous Previous ENTER Save and Return to lt ENTER gt Previous ID Number New Separate keywords with Date l EE commas or spaces keywords Headline Source Paper Publication OR Web Site Entry Date Enter the date the item was published in the short date format here This data entry box can be left blank Press Tab to advance to the next field Keywords Keywords Keywords are used to briefly describe and then help search for this item Enter one or more keywords separated by commas or spaces totaling a maximum of 255 characters spaces punctuation marks or some symbols This data entry box can be lef
11. where the user can select different printers print ranges number of copies and other print options Printer Name HP LaserJet SPYSMP PostScript Status Ready Type HP LaserJet SPISMP PostScript Where LPT 1 Comment _ Print to File Print Range Copies all Number of Copies OpPages From to rh rh Cut The standard Window s cut function Copy The standard Windows copy function m Paste The standard Windows paste function Particularly useful when used to paste the License Key into the Check License form Clivia Access V1 3 User s Guide and Reference Page 21 m Save As PDF When viewing a report in the print preview screen the report can be saved as a pdf file This icon accomplishes that task by opening the Publish as PDF or XPS Fiy Documents 43 Fiy Computer File name Li My Network Save as type ppF pdf Places Open file after publishing Optimize for Standard publishing online and printing Minimum size publishing online Publish as PDF or XPS dialog box shown above Through this dialog box users can Select the location file name and file type of the pdf file they wish to save This icon is available for use with forms and previewed reports For forms a pdf file will be created which contains only the current view For reports the entire report will be created as a pdf unless you instruct otherwise using the command button
12. with Service Pack 2 SP2 or Windows Vista Other Software or Hardware Clivia Access V1 3 The following additional software or hardware will be needed to use all functions of Clivia Access A Windows based printer capable of printing black and white grayscale documents 8 2 by 11 inches in size or equivalent Color capabilities are recommended if color photos are to be used For users installing Clivia Access from a compact disk a compact disk reader For users downloading Clivia Access from the Internet an Internet connection and browser Internet Explorer Firefly etc For photo features a digital camera capable of producing jpg images or photo manipulation or organization software capable of producing jpg images For reading this User s Guide a copy of Adobe Reader version 7 0 or later This software is currently available free at www adobe com products reader User s Guide and Reference Installation Page 3 File Locations The installation software for Clivia Access will create a directory or folder called Clivia in your C drive s root directory which will look like C Clivia The following files will be installed at this location ClivAlv3 accdr the program UserManuallv3 pdf the software manual Clivia ico the icon for the Window s desktop ClivA_Datal accde the data files and IsLicense40 dll the license manager ClivA_Datal acede will contain all of your data and all of the v
13. 3 User s Guide and Reference New Plant Form Plant No Species Sore AcquiredAS Price Date 1 Planted Mother Plant No Location gt Propagation Method Fruit Color Disposition Breeding Group Breeder User Defined Category fl ented Base Check for Yes Leaf Color Style Leaf Width Leaf Length Flower Fragrance Flower Shape Inflorescence Ht Flower Interior Color Flower Exterior Color Flower Throat Basal Color Remarks Page B2 Father Plant No Sale Price Value No of Leaves No of Tepals Flower Edge Color PlantNo Species Soure AcquiredAs Prie Date 1 Planted Mother PlantNo Location gt Propagation Method Fruit Color Disposition Breeding Group Breeder User Defined Category inl rented Base Check for Yes Leaf Color Style Leaf Width Flower Fragrance Flower Shape Inflorescence Ht Flower Interior Color Flower Exterior Color Remarks Leaf Length Flower Throat Basal Color Father Plant No Sale Price Value No of Leaves No of Tepals Flower Edge Color Q Clivia Access V1 3 User s Guide and Reference Page B3 New Soil Mix Form Soil Mix Name Parts Material Soil Mix Name Parts Material Clivia Access V1 3 User s Guide and Reference New Source Form Company Name Address 1 Address 2 City State Postal Code Country Phone FAX Email Contact Clivia Access V1 3 Company Name Address 1 Address 2 C
14. As PDF icon is available for use on all forms and for all reports prepared by Clivia Access Clivia Access V1 3 User s Guide and Reference Page 108 Quit Database Command Button Purpose The purpose of this command button is to clean up the various databases and then close Clivia Access To Begin Activity Don t Forget Clivia Access V1 3 To begin the Quit Database activity single left click on the command button with the mouse Depending on the amount of cleanup required it may take a couple of seconds to return to the Windows desktop After you are finished with Clivia Access always use the Quit Database command button Never simply shut off the computer Quit Database allows an orderly shutdown of Clivia Access and preserves your data Caution Sometimes quitting Clivia Access will take longer than other times That is because the Quit Database command button cleans up your data compacts the files and repairs any defects it is capable of repairing Sometimes these other activities take longer than other times Users are strongly encouraged to allow this process to occur even if it is not fast Caution The Quit Clivia Access icon in the Ribbon or Toolbar is not the same as the Quit Database command button The Quit Database command button cleans up and repairs the database before closing Clivia Access The Quit Clivia Access icon just closes the database without repair Unless Clivia Access is locked up
15. Date Seed Harvested Clivia Access Seed Harvest Form Be E form only Ho of ens Cancel and Return to Save and Return to Produced and Date Seed Harvested si ter seats l uJ fields can be used Database Menu Database Menu Pod Pollen No of Parent No Parent No Bloom Pollination Seeds Date Seed Mother Father Tag Produced Harvested Date Seed Harvested In the Short Date Format enter the date the seeds were harvested here This date is important since it is used to create the Seed Inventory Report If needed because of multiple pollinations of this umbel other lines in this form can be edited by advancing to that line using the TAB key or mouse Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for the description Bulk Update Form Purpose Individual plants can have their characteristics updated using the Edit Existing Plant Record functions However many times you need to update one characteristic for several records The easiest method to accomplish this update is to use the Bulk Update functions Using this series of functions you can quickly update plant locations number of leaves disposition status the sale price value pigmented base and flower colors Since these characteristics either change often or are not known when the plant is first obtained the bulk update functions can be very helpful Clivia Access V1 3 User s Guide and Referen
16. During the installation process follow the on screen prompts for the Clivia Access installation program You will be asked to accept an End User s License Agreement optionally enter your name or organization and choose between a Typical or Custom installation Choose Typical The installation program will create all of the folders or directories and install all of the files It will also install a shortcut on your Windows Desktop with an orange clivia blossom icon After Clivia Access has been installed the Access 2007 Runtime installation will automatically begin Several times during the installation process the screen will look keOuGE A Bs like the installation has finished Just wait Until you have seen the dialog box Shown on the below the installation is still proceeding Left click on the button to complete the installation Cla Cj Clivia Access v1 3 Setup has completed successfully 5 After the installation turn your virus protection and spyware on again To start Clivia Access double left click the Clivia Access icon on the Windows Desktop See the Activate License subject later in this section for license information 6 Place the Clivia Access installation disk in a safe place You will need this disk to move the software to a new machine or to uninstall the software at a later date Note A safe place for a CD is a dark place with moderate room temperatures 7 If you do not have Adobe Reader version 7 0 o
17. FN Date PlantNo Date Event Sg iw Up Date PlantNo Dae Event OSS Folow Up Date PlantNo Date Event Sg Up Date PlantNo Date Event Sg iw Up Date PlantNo Date Event Sg iw Up Date PlantNo De Event SS Up Date PlantNo De Event CS S R gi Up Date PlantNo Dae Event OSS Up Date PlantNo De Em S glow Up Date PlantNo Date tm SCS gi Up Dae PlantNo De m o Folow Up Date PlantNo Dae Em o Folow Up Date PlantNo De m o Folow Up Date Clivia Access V1 3 User s Guide and Reference Seed Harvest Form Page B10 Pod Parent No Mother Pollen Parent No Father Pod Parent No Mother Clivia Access V1 3 Pollen Parent No Father Bloom Date of Seeds Produced Date Seed Harvested User s Guide and Reference Page B11 Stored Pollen Form Pollen Plant No Date Stored Storage Method Remarks mmm Pollen Plant No Date Stored Storage Method Remarks K G Pollen Plant No Date Stored Storage Method Remarks C SSS Pollen Plant No Date Stored Storage Method Remarks QG Pollen Plant No Date Stored Storage Method Remarks TD Clivia Access V1 3 User s Guide and Reference
18. Manual cccccecescecsceceses 10 Create Plant Numbering Scheme 10 Determine Units and Formats 11 Decide User Defined Category Use 12 Design and Populate Lists ceeeeeeeeeeeeees 13 Collect Data 0asasesseresesessessresesessesssssesessscsns 13 Organize Mothers and Fathers First 14 Organize for Bulk Entry oseese 14 Plan on Unknowns c ccceccecescececcsceceeces 15 Create Print Out c c ccsccececcsceecsceecscecsecs 16 Using the Program ssscccccccsssssssssccees 16 On Screen Forms cccccceceecececcsceecececsecs 16 Moving ADOUt cerne e 18 KOOLA cream terme me E A 19 Validation 1s tS incite sett ole rte ete 21 Reserved Characters ccccceccscecescecescecees 23 Eror MICSSA ESenco a re nen 24 Repo eea doa ndunansteiad ae iaesienun tans 25 Photos and IMIS ES neinna 25 Database Menu esssssesesosesssosososososososo 28 Crealo NOW sincssscaeseesescesacceesnnsacessvoassosacssess 29 Plant R cord eeinetan A 29 Plant Records in Bulk wo cece cece 35 SOLNM eee nen me eee ne ete eed etter REeeE ees 36 SOUE wi cera e etce ee ote as 38 Bloom Record c cecescececcsceccscecescecescecees 40 Pollination Progress Record ccccceeeeeees 44 Division Record eccececcececcscecescecescecees 46 POU ReCOLG sists tee ice eee 48 Clivia Access V1 3 Tab
19. No User s Guide and Reference Page 36 Clivia Access Enter New Plant Bulk Form Plant No Species Source 7 unknown Oia I Acquired As Price Date Planted Mother Plant No Father Plant No Seed 8 1 2009 99999 99999 Location Propagation Fruit Color Sale Price Value B6 Greenhouse Seed 2 Disposition Breeding Group Breeder s Name Current Collection z User Defined Category Pigmented Base E Check for Yes Leaf Color Style Leaf Width Leaf Length No of Leaves Leaf Fragrance Flower Shape Inflorescence Ht No Tepals Flower Interior Color Exterior Color Throat Basal Color Edge Color Flower Picture File Name and Path Plant Picture File Name and Path Detail Picture File Name and Path moto OE Remarks yooh gh pan eh A Save and Returm to Lost label from 2009 South Africian seeds d i pes i ais Database Menu ENTER Save and Return to Database Menu Blue boxes CANNOT be changed Cancel and Return to Database Menu Previous Plant No Entries O Previous Plant No Entries Because the Enter New Plant Bulk Form is often used for bulk entry of plant information at the bottom of the screen is a chronological list of the last 4 plant numbers entered These Blue Data Entry Boxes are for information only and are generally used to help users keep track of where they are in their data entry proce
20. Page 38 Parts Because many soil mix recipes are made by volume Clivia Access uses Parts Parts allow easily up and down sizing a recipe depending on how much mix you need The Parts field will only accept whole numbers Decimals fractions letters spaces punctuation marks or symbols are not allowed If a particular soil mix recipe requires an entry like 2 cups clean sand the entire entry will need to be placed in the Materials blank Press TAB to advance to the Materials data entry box on the same line Material The Material data entry box is a description of individual materials used to make this particular soil mix Material can contain up to 30 characters of letters numbers spaces punctuation marks and some symbols Anything that cannot be placed in the Parts data entry box can be placed here Press TAB to advance to the Parts data entry box on the next line Command Buttons Source Only typical Command Buttons previously described are used on this form See previous sections for their descriptions Note The only way to print out a soil mix recipe is to use the Quick Print or Print Dialog icons on the ribbon or toolbar on this form or on the Edit Soil Mix form Form Purpose The purpose of the Enter New Source Form is to create new source Company Names for the validation list and to record other address book type information To Begin Activity To open this form for use from the Database Menu single left click
21. Plant No Pollen Parent or Father Plant No or Pollinated Plant Location All four selection criteria are strictly controlled by drop down lists In order for a criterion to appear on one of the drop down lists information must already exist in the pollination database and must be associated with a bloom younger than the date shown at the top of the form Using the mouse you can change this date if needed Select one of the drop down list criteria and then single left click on the command button to the right The Pollination Progress Form will open and the yellow highlight will be in the Pollen Date 2 data entry box of the first pollen and bloom record for this species in the database Data Entry Boxes The blue data entry boxes on this form only display information You cannot change the information in the blue boxes The information on this form is sorted by the bloom date and then the plant no In addition to these fields a location blue box field is also shown to help the user find individual plants Pollen Parent No Father The father or pollen parent s Plant No is here It is strongly recommended you not change this number This form edits an existing record You cannot add new records via this form For that reason the only method to access this data entry box is using the mouse Pollen Date 1 This is the date the blossom was first pollinated and will already exist in Clivia Access It is strongly recommended you not change thi
22. See previous sections for the description Clivia Access V1 3 User s Guide and Reference Page 52 Edit Existing Plant Record Form Purpose The purpose of the Edit View Existing Plant Form is to allow all of the information about a particular plant and its history to be viewed on the same screen s That same information can also be edited added or deleted from this on screen form To Begin Activity To open the Edit View Existing Plant Form for use from the Database Menu single left click on the Edit Existing Plant Record command button An intermediate form will open the Enter Plant Number Form and the yellow Clivia Access Enter Plant Number Form Plant Number Enter Plant Number and then press TAB Return to Database Menu lt ENTER gt highlight will be in the Plant Number data entry box Place the Plant Number of interest in the data entry box and press the TAB key the Edit View Existing Plant Form for that plant will open with the yellow highlight in the Plant No data entry box If the Plant Number does not exist in the database you will get an error message Data Entry Boxes General All of the data entry boxes previously discussed for the New Plant New Bloom New Division New Pot and New Event forms operate the same way on this form and its Tabs Any existing data shown can be changed to a new value or converted to a blank Validation lists control the entries in any data entry box with a down a
23. Using the transferable media containing your data and photos from the old computer copy the ClivA_Datal accde file and Photo subdirectory to the new computer s C Clivia directory or folder Also copy the NBook_Data accde and the Image subdirectory to the new computer s C Clivia NBook directory or folder When asked if you wish to over write the existing files answer YES 4 Test the installation on the new computer to insure everything is working as intended Just like the original installation you will need to enter the License Key into the new installation 5 If and only if the new installation is working uninstall the software from your old computer To uninstall Clivia Access from the old computer follow the User s Guide and Reference Page 8 instructions in the following section You can also erase the backup copy of your data and photos on the old computer s hard drive Place the transferable media with the backup copy of your data and photos in a safe place This is a backup Return the Clivia Access installation disk to its safe place as well Uninstall Clivia Access At some point in the life of Clivia Access on your computer you may decide to uninstall the software Following is the process to uninstall Clivia Access Danger The Clivia Access uninstall process may erase any and all data and photos images in the C Clivia directory or folder Always create a backup first Clivia Access V1 3 l Back
24. always use the Quit Database command button on the Database Menu on screen form Don t forget to periodically backup your data All data in Clivia Access is contained in the C Clivia ClivA_Datal accde file and all photos are contained in the C Clivia Photo directory or folder Grower s Notebook data is contained in C Clivia NBook NBook_Data accde and images are contained in the C Clivia NBook Image directory or folder These will also need to be backed up User s Guide and Reference Page A1 Appendix A Validation List Contents Clivia Access V1 3 User s Guide and Reference General Page A2 As you work with the packaged validation lists you will notice many use ranges rather than specific units This is a better method to classify plants than the use of specific numbers Remember validation lists are used for both inputting data and for generating reports A range of values usually works best for report generation When designing validation lists from scratch users are encouraged to develop lists which cover all possible situations for that particular criterion All lists should also contain an Unknown value to cover certain situations Acquired As List The Acquired As list generally shows all possible states in which a Clivia or other plant can be acquired Because the definitions of each state are general individual users may define them differently To increase the functionality of the Find Plant report use
25. and make the changes Caution Changes edits made to the Location Soil Mix and Source validation lists change and update all information in the database Clivia Access will not allow deletion of items on one of these special lists because deletions will cause problems Print List A single left click on the Print Report command button will send a copy of the list to the default Windows printer Unlike some reports you do not get to see the report first Since what you see on the list form is very similar to the report you should not need to preview the report first That is the reason Clivia Access takes this approach on these printouts User s Guide and Reference Page 63 Soil Mix Form Purpose The purpose of the Soil Mix Edit Form is to allow edits of a particular existing soil mix To Begin Activity To open the Soil Mix Edit Form for use from the Database Menu single left click on the Edit Existing command button An intermediate form will open the Enter Soil Mix Name Form and the yellow highlight will be in the Soil Mix Name data entry box Place the Soil Mix Name of interest in the data entry box or use the down arrow to select from the list and press the TAB key the Soil Mix Edit Form for that soil mix record will open On this form Soil Mix Name is validation list controlled so only existing soil mixes can be edited Data Entry Boxes All of the data entry boxes on the Soil Mix Edit Form operate just like tho
26. blank for a green base Press TAB to advance to the next field Leaf Color Style Leaf Color Style The Leaf Color Style data entry box is used to record variegation and other leaf style characteristics but not leaf length or width Leaf Color Style is a validation list controlled field Up to 30 characters of letters numbers spaces or some symbols can be used for a Leaf Color Style Description and must be unique The backup validation list also contains fields for the Chinese Name Japanese Name and a Definition This data entry box can be left blank Press TAB to advance to the next field Leaf Width Leaf Width The Leaf Width data entry box contains the typical leaf width category for the plant Leaf Width is a validation list controlled field Classification leaf width categories are used instead of actual leaf measurements to account for leaf width differences on individual plants and to produce better results in searches Up to 30 characters of letters numbers spaces or some symbols can be used for a Leaf Width Description and must be unique This data entry box can be left blank Press TAB to advance to the next field Leaf Length Leaf Length The Leaf Length data entry box contains the typical leaf length category for the plant Leaf Length is a validation list controlled field Up to 30 characters of letters numbers spaces or some symbols can be used for a Leaf Length Description and must be unique This data entry box
27. box Clivia Access Family Tree Form Pollen Parent No Pollen Parent No G G Father No Prepare Report No Photos G Father No Pod Parent No Pollen Parent No Prepare Report Pages 1 and 2 Father No Pod Parent No G G Father No G Mother No Pod Parent No G G Mother No Enter child plant Pollen Parent No number here and then press TAB Pollen Parent No G G Father No G Father No Pod Parent Mo Fod Parent No Mother No Pod Parent No G G Father No 6 Mother No Pod Parent Mo Data Entry Boxes Plant No Enter the Plant No of the child plant whose parents grandparents and great grandparents are of interest Press the TAB key to complete the entry Blue Boxes Like all blue Data Entry Boxes in Clivia Access the blue boxes on the Family Tree Form cannot be edited or changed They simply show information contained in the database If after entering the Child s Plant No and then pressing the TAB key no information is shown in one or more blue boxes parent information is missing in the database Remember plants propagated via division Clivia Access V1 3 User s Guide and Reference Page 95 or tissue culture should have no fathers only mothers Selfed plants should have the same father and mother Command Buttons Like other reports in Clivia Access the Prepare Report command buttons will allow you to preview the report on screen before printing or returning to this form
28. can be collected for each individual plant The User Defined Category is not a defined field and can be used for anything Individual growers may use this field differently Because you can sort on this field its use can be very powerful The field will accept any combination of letters numbers spaces symbols and some punctuation marks 30 characters or less in length User Defined Category does not have a validation list Some possible example uses of this field include mE Growers who use alphanumeric codes to summarize a plant s genetics or reuse old alpha numeric plant numbers may wish to place that code in the User Defined Category field Because the use of User Defined Category field is optional users who feel the other data fields in Clivia Access cover their needs do not need to use this field User s Guide and Reference Page 13 Design and Populate Lists Collect Data Clivia Access V1 3 Validation lists are used to check the entries in the Acquired As Flower Color Flower Throat Color Flower Exterior Color Flower Edge Color Disposition Breeding Group Breeder Flower Shape Fragrance Inflorescence Height Leaf Color Style Leaf Length Leaf Width Location Pot Description Propagation Method Soil Mix Source and Species fields If an entry is not on the list Clivia Access will not accept it in the appropriate field When first delivered Clivia Access contains pre defined validation lists for everything e
29. can be left blank Press TAB to advance to the next field No of Leaves No of Leaves The No of Leaves data entry box contains the plant s current number of leaves With growing plants keeping this field accurate may be a challenge Only whole numbers with no decimal places or fractions can be entered into this data entry box This data entry box can be left blank Press TAB to advance to the next field Fragrance Fragrance The Fragrance data entry box contains the odor of the plant s flower Fragrance is a validation list controlled field Up to 20 characters of letters numbers spaces or some symbols can be used for a Fragrance Description and must be unique This data entry box can be left blank Press TAB to advance to the next field Flower Shape User s Guide and Reference Clivia Access V1 3 Page 34 Flower Shape The Flower Shape data entry box contains the shape of the plant s individual blooms Flower Shape is a validation list controlled field Up to 30 characters of letters numbers spaces or some symbols can be used for a Flower Shape Label and must be unique The backup validation list also contains space for a more detailed Description This data entry box can be left blank Press TAB to advance to the next field Inflorescence Height Inflorescence Height The Inflorescence Height data entry box contains the relative height category of the inflorescence Inflorescence Height is a validation list co
30. currently in the form On bulk entry forms this will allow you to accept the default settings shown and move on to the next record without a lot of keystrokes The shown data will be saved as part of the record you just created User s Guide and Reference Page 19 E ESC Pressing the ESC key on the keyboard will undo all of the changes made to the current Data Entry Box It operates in a similar manner to the Command Button only the on screen form is not closed m ENTER Pressing the ENTER key will on most forms return you to the Database Menu screen as though you clicked on the Save and Return to Database Menu command button Note If you are ever not sure which keyboard keys to press for a particular situation just look at the form Most of the forms outline the various keyboard key sequences in a Note on the form Toolbars At the top of each form and previewed report is a special Clivia Access ribbon or toolbar and the Clivia Access Home tab For users of Microsoft s Office 2007 this ribbon will be familiar For others the ribbon or toolbar will appear different In some cases the various icons will be grayed out and therefore not available for use Each of the icons and their use is explained below Clria Access Home Close Form or Repot LL Page Setup Fu Quick Print Cut a Save As PDF Cal Quit Clivia Access Zoom Gi Print Dialog lt 3 Copy HA Paste Database Print Edit Close Form or Repor
31. in it The NBook_Data accde file and all of the files in the Photo directory need to be backed up as well Most users simply backup the entire C Clivia directory User s Guide and Reference Page 4 The installation process creates these directories and files In outline form all of these directories and files will look like C Clivia a directory or folder ClivAlv3 accdr UserManuall v3 pdf ClivA_Datal accde Clivia ico IsLicense40 dll Photo a directory or folder NoPhotol jpg NBook a directory or folder NBook_Data accde Image a directory or folder NoPhoto2 jpg Caution With all Clivia collection records in one electronic location backing up your data is a critical operation Always remember the three critical computer operations BACKUP BACKUP BACKUPI All of the Photo and NBook Photo directories and the ClivA_Datal accde and NBook_Data accde files must be backed up regularily Regardless of whether an existing full featured copy of Access 2007 is installed on the computer to receive Clivia Access a copy of the runtime version of Access 2007 will be installed for use by Clivia Access This is done to prevent Clivia Access from making changes to other full featured Access 2007 programs setup on the computer The Access 2007 Runtime files will be automatically installed where other programs are installed on the computer The Microsoft Save As PDF or XPS Add in for 2007 Microsoft Office is also installed on the c
32. in the dialog box Validation Lists Many of the Data Entry Boxes in on screen forms have down arrows Grow Mix 1 on the right hand side of Unknown the box These Data Germination Mix 1 Entry Boxes are backed up by validation lists In ix 7 a Data Entry Box with a afard Validation List only entries on the list or no entry at all its blank will be accepted in the box If you single left click with the mouse cursor on the down arrow the acceptable list will appear as shown You can then select any entry with a left mouse click and the cursor on the intended entry The white space at the top of each drop down list is the blank entry Sol Mix Name Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Page 22 When you first go to a Data Entry Box with a Validation List and start keying in the information the software will search the list of valid entries and show the first candidate If the entry is correct even though you have only entered a couple of characters you can TAB to the next Data Entry Box and the computer will complete the entry If Smithson 1s in a validation list and you wish to add Smith enter Smith followed by a space Otherwise the computer will assume you want Smithson and will fill in the missing characters automatically If after keying in the entry the computer cannot find the entry on the validation list a message will appear At that point you can choose to add the current entry to
33. information on but do not know everything The difference between an Unknown data entry and no data or a blank is significant Unknown means you do not know the information and probably will never know the information A blank means you do not know the information right now but at some point in the future you will probably know the information For example when you plant a seed you do not know the exact flower color that will occur as the plant matures No data or a blank in this case is the recommended selection User s Guide and Reference Page 16 Note All validation list controlled entries will also accept a blank field entry You do not need to create a blank entry in each validation list to use a blank entry Clivia Access automatically adds a blank to each validation list even though it is not evident when viewing the list from the Edit Lists functions Create Print Outs Clivia Access is intended to be a complete electronic replacement for paper records on a Clivia collection However some people will find it easier to use some print outs of selected data All or part of the software s information can be easily printed out if needed In addition Appendix B of this manual contains data entry forms to assist in the organization of information prior to entry into Clivia Access Depending on how you work printed data entry forms or printed validation lists may assist your use of the program Using the Program There are
34. itself as its parents Example 2 I obtained some seed from another grower which was labeled Clivia miniata Sunrise Sunset x San Marcos Yellow The parents of the resulting seedlings were listed in Clivia Access as newly created Plant No s in the 999 000 series my plant s not owned number section listed as Sunrise Sunset and San Marcos and using Unknown for the characteristics of these parents Unknown was used for the characteristics of these fairly well known Clivias because I have never seen the parents and the grower did not provide any of their characteristics They may be big or small etc The parents of the parents were listed as Plant No 999 999 or Unknown since I have no information about these plants The software when delivered contains only one pre established plant Plant No 999 999 an Unknown plant with all unknown characteristics If your plant numbering scheme uses some other number series for unknown plants you will need to change this Plant No to the one consistent with your numbering scheme To change a Plant No use the Edit Existing Plant Record command button on the Database Menu screen In addition to Unknown plants all Validation Lists should contain an Unknown entry At a minimum many of the Validation List Unknowns will be used on Unknown parents Other times you may find it appropriate to use an Unknown characteristic description for plants you have a significant amount of
35. on screen form s current information closes the form and returns the user to the previous screen which in some cases may be the Database Menu Return to Database Menu Where all information on an on screen form 1s temporary and would never be saved you will see this Command Button When left clicked the form is closed and all information on it is lost to future uses Cancel and Return to Database Menu This Command Button does NOT save the changed information in an on screen form or does NOT save a new record with the information After canceling the operation the form is closed and the user returned to the Database Menu When forms are used to create multiple records at the same time only the current record will be cancelled Clivia Access automatically saves the record you are adding or editing as soon as you move the insertion point to a different record On forms with Red Box Sub Forms entry into the sub form will disable the Cancel and Return to Database Menu command button Cancel and Return to Previous Screen This Command Button operates in a similar manner to Cancel and Return to Database Menu Prepare Report This Command Button will prepare a report based on the on screen form s information and show the report in print preview mode The report can be inspected read etc and then printed if desired This Command Button will prepare a report based on the on screen form s information and then print the re
36. on the Create New command button The form will open and the yellow highlight will be in the Company Name data entry box Data Entry Boxes Clivia Access V1 3 Company Name The Company Name data entry box contains up to 30 characters of letters numbers spaces punctuation marks or some symbols for use in identifying the source of your plants Company Name is a required field if you going to create a source record and must be unique Entries in the Company Name data entry box make up the validation list for Source and appear on other forms in Clivia Access If your plant came from an individual the individual s name can be User s Guide and Reference Page 39 placed in the Company Name data entry box Press TAB to advance to the next data entry box Address1 Address 1 Address 2 City State Province and Country The use of these various data entry boxes is very flexible although most people will use them in a manner consistent with their titles Each of these will accept up to 30 characters of letters numbers spaces punctuation marks or some symbols The boxes can be left blank To move through the various data entry boxes press TAB Clivia Access Enter New Source Form Company _Name Address 1 Address 2 Save and Return to Previous Screen City State TAB Move to the next field ENTER Save and Return to Previous Screen Postal Code Country Phone FAX Email Contact Remarks
37. other plants you have never owned Press TAB to advance to the next field Price Price The Price data entry box contains the price you paid to acquire the plant This data entry box can be left blank The entry can only be a number with a variable number of decimal places Entering currency symbols will cause an error message For a plant obtained from your own garden use a price of 0 Press TAB to advance to the next field Date Planted Clivia Access V1 3 User s Guide and Reference Page 31 Date Planted The Date Planted data entry box contains the date you first planted this plant This data entry box can be left blank Only a short date entry will be allowed The purpose of this data entry box is to let you know the age of the plant or when you obtained the plant When plants are subsequently repotted that information is placed in the repot portions of the database not here Press TAB to advance to the next field Mother Plant No Mother Plant No The Mother Plant No data entry box contains the Plant No for the mother or pod parent of this plant Mother Plant No operates like a validation list controlled field However if the mother does not exist as a plant in the database you will not be given an opportunity to add it at this time This data entry box can be left blank Without this information the database will not be able to determine the genetic history of this plant When a Mother Plant No is entered do so with
38. potting events and many division events Or a single bloom can be pollinated by several different Pollen Parents Fathers In each of these cases you will see a red box sub form Moving About Clivia Access V1 3 As discussed previously Command Buttons are used to move from on screen form to other on screen forms and reports Once you are in a form the yellow highlight on Data Entry Boxes will show where the form s focus is currently To move from Data Entry Box to another Data Entry Box there are two methods the mouse and the keyboard Like Command Buttons you can move from Data Entry Box to Data Entry Box by single left clicking on your new destination with the mouse The yellow highlight will follow Or you can use one of the following keyboard keys to move about m TAB Pressing the TAB key on the keyboard will advance the yellow highlight to the next Data Entry Box or Command Button When you reach the end of a form the TAB key will move to the next usually new record or start over at the top of the form E Ctrl TAB Simultaneously pressing the keyboard s Ctrl key and the TAB key will move the yellow highlight from within a red box to the next stop after that red box Simply pressing the TAB key within a red box will only allow you to circulate within the red sub form box Ctrl Plus Sign Simultaneously pressing the Ctrl key and the or key will advance you to the next record regardless of where you are
39. several common features used in Clivia Access to operate the software Experienced users of the Windows Operating System and its application programs will find these features similar to other programs they use and some may even find them intuitive These features are explained below On Screen Forms Except for report previews all aspects of Clivia Access are shown via on screen forms Each on screen form has a name in the upper right hand corner and will contain one or more of three general elements Command Buttons Data Entry Boxes or Red Box Sub forms Command Buttons On many forms appear rectangular buttons called Command Buttons One such Command Button is shown on the right Each Command Button will have a label that indicates what form report or action this particular button will open or perform Command Buttons are used to execute commands in Clivia Access To activate the command place the mouse cursor over the Command Button and single left click The associated command will begin execution There are several common Command Button functions that appear on several on screen forms and report forms in Clivia Access They are Save and Return to Database Menu This Command Button saves the on screen form s current information closes the form and returns the user to the Database Menu Clivia Access V1 3 User s Guide and Reference Page 17 Save and Return to Previous Screen This Command Button saves the
40. use in Clivia Access If you are only going to use your Clivia photos via Clivia Access photos larger than 216 pixels wide by 324 pixels tall for on screen viewing and the Family Tree report are excessive If you are going to make photo quality prints via the Photo reports in Clivia Access photos larger than 900 pixels wide by 1350 pixels tall are excessive All functions within Clivia Access do function with 900 x 1350 pixel sized photos or images including the Family Tree Reports The image portions of the Grower s Notebook work exactly the same Higher resolution photos may significantly slow down processing or cause out of memory error messages Requirements Placing the Clivia folder and Photo sub folder on the C root directory is required C Clivia Photo Placing the NBook folder and the Image sub folder in the Clivia folder is required C Clivia NBook Image By placing the photo and image folders here Clivia Access will automatically take care of photo management for you You cannot change Clivia Access automatic photo handling In the plant section of the software the file name for the first photo or A photo is the Plant Number A The file name for the second photo or B photo is the Plant Number B And the file name for the third photo or C photo is the Plant Number C In the Grower s Notebook section of the software the file name for the first photo or A photo is the Entry ID Number A The file name fo
41. Access of the following types Pod Parent Number Number of Seeds Pollen Parent Number E Date of Seed Harvest User s Guide and Reference Page 106 Soil Mix Data This check box will export all soil mix data in Clivia Access of the following types Soil Mix ID Label 1 Parts 1 Material 2 Parts 2 Material Etc Stored Pollen Data This check box will export all pollen and pollen parent data in Clivia Access of the following types Pollen Plant Number Date Pollen Stored Pollen Storage Method Pollen Remarks Species Leaf Color and Shape Leaf Width Leaf Length Flower Interior Color Flower Basal Throat Color Flower Exterior Color Flower Edge Color Flower Number of Tepals Fragrance Inflorescence height Fruit Color User Defined Category Breeding Group Breeder Remarks Source Data This check box will export all data in the Clivia Access address book That includes the following fields Company Name Address 1 Address 2 City State Postal Code Export to Word Processing Country Phone FAX Email Contact Person Remarks Seed Inventory Report When this check box is selected you will be shown a selection on screen form identical to the Seed Inventory Report form A Seed Inventory Report will be exported Clivia Access V1 3 User s Guide and Reference Page 107 Stored Pollen Report If selected a Pollen Inventory Report previously described will be exported Valid
42. Create New Pot Form is a bulk entry style form The entries from the last pot event entered into the software except for Plant Number will be shown as a default If the information is correct press Ctrl plus sign to move to another new record If the information needs changing change the information as needed Plant No Enter the Plant No of the repotted plant here The Plant No must already exist in a Plant Record in Clivia Access Press TAB to advance to the next data entry box Date Or press Ctrl Plus sign to create a new record and then enter the next repotted plant number Date Enter the Date the plant was repotted here Press TAB to advance to the next data entry box Pot Clivia Access V1 3 User s Guide and Reference Page 49 Pot Place the description of the new Pot here Pot is a validation list controlled entry If the Pot description does not exist as you have keyboarded it into the computer you will be asked to define a new Pot Press TAB to go to advance to the next data entry box Soil Mix Soil Mix Enter the Soil Mix description of the new soil used to repot the plant This data entry box is controlled by the Soil Mix validation list If the Soil Mix does not exist as you have keyboarded it into the computer you will be asked to define Clivia Access Create New Pot Form Date 8 13 2007 Pot Clay Standard 4 inch rai 52 Fafard q Previous Plant No Entries Previous 1 Remarks Prev
43. Date the Event occurred in this data entry box Press TAB to advance to the next data entry box Event Event Use up to 100 characters of letters spaces some symbols and punctuation marks to describe the Event In many cases it is good practice to use a short User s Guide and Reference Page 51 summary statement as the first sentence followed by a more complete description Press TAB to advance to the next data entry box Follow Up Date Follow Up Date If you need to follow up on the Event place a Follow Up Date in this data entry box A blank in this data entry box means no follow up is needed Press TAB to advance to the next data entry box Remarks Clivia Access Enter New Event Form Event Remarks Previous Plant No Entries Previous 1 Previous 2 Previous 3 Previous 4 Previous 5 TAB Move to the next field Save and Return to Ctrl Plus Sign Move to the next record Database Menu ENTER Return to Database Menu Cancel and Return to The default values shown above are from the previous record entered Database Menu To change the values just enter the new information Remarks Use up to 250 characters of letters numbers some symbols and punctuation marks to add information about the event that you feel is important Use of this data entry box is optional Press TAB to create a new record Command Buttons Only typical Command Buttons previously described are used on this form
44. Follow Up reports This is the same screen you will see when you left click on the Reports Date Based Reports command button on the Database Menu Other Command Buttons The remaining command buttons are typical Command Buttons and have been previously described See previous sections for the description User s Guide and Reference Page 89 Reports List Reports Report Purpose The purpose of the List Reports function is to print one or more of the validation lists This function does not allow the user to view the reports first If you wish to view individual reports before printing use the Edit Lists function To Begin Activity To open the Print Lists Form for use from the Database Menu single left click on the Reports List Reports command button The Print Lists Form will open Clivia Access Print Lists Form Please check the lists you wish to print TAB Move to the next Checkbox Breeding Group Li Breeding Group List ENTER Return to Database Menu Breeder s Name List l Color flower List Disposition List C Flower Shape List Fragrance List sell potency Menu Inflorescence Height List Leaf Color Style List Leaf Length List Leaf width List l Locations List l Pot Discription List l Source List Address Book l Propagation Method List l Source List Grower s Notebook Publication List l Species List Grower s Notebook Clivia Access V1 3 User s Gu
45. Quit this form and go to www CoClivia com to obtain the new license key Return to this form and enter the new license key After entering a new license key single left click the Go To Clivia Access command button Clivia Access will open if the license key is valid If your license key has expired or is not valid you can only fix typographical errors in the License Key or Quit Clivia Access and obtain a new permanent license key before proceeding License keys are entered exactly as they are sent to you Include the dashes A easy method to do this is to use the Windows Copy and Paste commands via the icons on the toolbar or ribbon n Always keep a backup copy of your license key in a safe place Without it Clivia Access will not function Lost stolen or missing keys are notreplaced You will need the license key again if you ever have to re install Clivia Access This form only appears if you are using an evalutaion copy a new license key is required or if there are problems Go To Clivia Access Quit Clivia Access To use this form enter exactly the license key you have been given Include dashes use capital letters as shown in your key and all 0 s are zeros Then single left click on Go To Clivia Access Depending on your license key s situation either Clivia Access will open or an instruction will appear in the Notes section of the form Using an evaluation license key will bring up this form every time until a
46. Sources These two validation lists can be edited using the Command Buttons on the Database Menu screen To Begin Activity To open the Edit View Existing Plant Form for use from the Database Menu single left click on the Edit Existing Edit Lists command button The on screen form shown below will open Clivia Access Edit Lists Form 1 If an addition must be made to a particular list the operator should check to Acquired As Leaf Width make sure the addition does not already exist in the list To add a new item simply type in the item in the blank box at Breeding Group Locations the bottom of the list Be careful to correctly spell the addition Some list items are limited to 20 characters and Breeder s Name Inflorescence Height spaces while others are limited to 30 characters and spaces You may need to use abbreviations Try to be consistent Color flower and fruit Pot Description with other abbreviations and formats already used in the list 2 To edit a current list item highlight the Disposition Propagation Method portion to be changed and enter the Sidney item in a list can have Flower Shape Publication sigs serious consequences It is not Grower s Notebook recommended Fragrance Species Source List Leaf Color Style G r s Notebook Return to Database Menu sei f SETI lt lt ENTER gt Command Buttons The Edit Lists Form consists of only command buttons A single left clic
47. The User s Guide and Reference Page A3 lists are available from the organizations that publish them or their local representatives Software users who have variegated fruits or splash colored flowers will need to add entries for those items or place that information in Remarks Disposition List The Disposition list generally shows all possible states in which a Clivia or other plant will leave the collection of a Clivia Access user Because the definitions of each state are general individual users may define them differently or significantly add delete or modify the entries To increase the functionality of the Find Plant report users should use a Current Collection For Sale and Not Acquired disposition list items These criteria allow users to sort among only plants currently active in their collection plants you would like to sell or parents not owned Flower Shape List The Flower Shape list is based on Harold Koopowitz s Clivias book with substantial modifications We suspect many users will substantially modify this list to match their particular collection goals and conditions Users of Clivia Access for plants other than Clivias may also wish to more accurately model their collection s characteristics Fragrance List The Fragrance list is a standard list of general fragrances used by the perfume industry Inflorescence Height List The Inflorescence Height list generally shows all possible states of a C
48. V1 3 User s Guide and Reference Page 48 Remarks Use up to 250 characters of letters numbers some symbols and punctuation marks to add information about the division that you feel is important Use of this data entry box is optional Press TAB to create a new record Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for the descriptions Pot Record Form Purpose The purpose of a Pot Record is to document when and with what you pot or repot individual plants Like several other forms in Clivia Access the Create New Pot Form is a bulk entry style form The entries from the last bloom entered into the software except for Plant Number will be shown as a default If the information is correct just TAB to the next data entry box If the information needs changing change the information as needed Users will also notice a list of previously entered Plant Numbers in the lower right hand corner of the form This list is to assist users by keeping track of which blooms they have already entered into Clivia Access Like all blue data entry boxes the content of these boxes cannot be changed by the user To Begin Activity To open this form for use from the Database Menu single left click on the Create New command button The form will open and the yellow highlight will be in the Plant Number data entry box Data Entry Boxes Like several other forms in Clivia Access the
49. View p gece Cancel and Return to Return to Previous Screen a bi lobes po Previous Screen lt ENTER gt Text Data Pictures Entry ID Number i l Keywords Headline Source Paper Publication Web Site Entry Clivia Access V1 3 User s Guide and Reference Page 80 Except for the Entry ID Number data entry box all of the data entry boxes on this form work just like similar ones on the Create Entry form From this form you can edit or change any of the data The only thing you cannot do from here is delete the entry in its entirety If that is what you wish to do jot down the ID Number of the entry you wish to delete and then go to the Delete Notebook Entry function described below If you checked the Include Images check box on the Search form you will have tab labeled Pictures To go to that tab just single left click on the word Pictures The Prepare Report command button on the Detailed Output form will show the report in print preview mode with or without images depending on your selection Delete Notebook Entry Clivia Access V1 3 Form Purpose The purpose of the Delete Entry form is to allow users to delete individual entries to the Grower s Notebook To Begin Activity Using the Search functions just described determine the Entry ID Number of the entry you wish to delete Then from the Grower s Notebook start form single left click on the Delete Notebook Entry command button The Del
50. a certain amount of variation in the width of leaves on individual Clivia the Leaf Width list uses leaf width categories The categories in the provided validation list are shown in inches Listed below is the conversion to mm a The Location list currently contains only one entry Unknown Users will need to add their locations to this list Because location information is used to find particular plants it is recommended individual locations be divided so each only contains 50 to 100 mature plants maximum When deciding on your standard locations it is often helpful to ask How many plants do I wish to go through before finding the one I want Once a location is added to the list it cannot be deleted Edits made to locations in this list will change all Clivia Access location entries as well Pot Description List The Pot Description list currently contains only one entry Unknown Users will need to add their Pot types to this list Propagation List Clivia Access V1 3 The Propagation list generally shows all possible states in which a Clivia can be propagated Because the definitions of each state are general individual users may define them differently As tissue culture becomes a larger event in Clivia collections users may wish to add culture methods to this list Other plant users may wish to add other methods for example cuttings to the list as well User s Guide and Reference Soil Mix List Source Li
51. a review of Using the Program Although the remaining portions of the manual will give new users an idea of the capabilities and features of the software Create Plant Numbering Scheme Clivia Access V1 3 Clivia Access requires the use of a Plant No for each plant in the system A Plant No can be any unique number between 1 and 1 000 000 The numbers do not have to be used consecutively No number can be duplicated and Clivia Access checks each time a number is assigned to make sure the number is not a duplicate However within the range of possible Plant No s it is possible to classify plants For example A grower who collects several different species may use the 10 000 series of plant numbers for Clivias the 20 000 series of plant numbers for Orchids the 30 000 series of plant numbers for Daylilies etc A grower of variegated Clivias may use the 10 000 series of plant numbers for one type of variegation the 20 000 series of plant numbers for another type of variegation etc A grower emphasizing various colors of Clivia flowers may use the 10 000 series of plant numbers for orange flowers the 20 000 series of plant numbers for the red flowers the 30 000 series for yellow flowers etc User s Guide and Reference Page 11 Using the goal of your Clivia collection process as a base you should determine your own plant numbering scheme Determining this scheme before starting to number plants will greatly simpli
52. abase Menu single left click on the Edit Existing Greenhouse Diary and Reports command button The Greenhouse Diary form will open and the yellow highlight will be in the Entry Date data entry box Clivia Access Greenhouse Diary Cancel and Return to Sawe et ee Prepare Reports piaicligss Memi Database Menu lt ENTER gt Entry Date Activity Follow Up Date Data Entry Boxes Entry Date The Entry Date data entry box contains the date of the entry By default Clivia Access places today s date there If you need to enter another date just do so in the short date format After completing the entry press TAB to move to the Follow Up Date data entry box Follow Up Date As discussed in the Form s Purpose section of this subject sometimes it is useful to schedule a follow up date for future actions On the Greenhouse Diary form you can schedule that follow up by placing a date in this data entry box Using Clivia Access s Date Based Reports functions you can then print out a list Clivia Access V1 3 User s Guide and Reference Page 87 of follow ups Entries made in this data entry box should be in the short date format If this field is left blank no follow up will be scheduled Press TAB to advance to the next data entry box Activity Activity The Activity data entry box is the diary entry A maximum of 65 500 characters including spaces numbers many symbols punctuation marks etc can be entered in this da
53. alidation lists It is one of two parts of the software that changes over time Because it contains your data ClivA_Datal accde should receive regular data backups Danger The file IsLicense40 dll should be left alone Because it is the license manager this file contains numerous security features to protect itself Attempts to view or change this file will initiate file tampering routines If this file believes a tampering attempt has occurred your license will be cancelled Colorado Clivia does not refund purchase prices for tampered licenses Clivia Access V1 3 Another needed file location is for photos if that function is used in Clivia Access Clivia Access data files do not contain the photos only a reference to their location In order for Clivia Access to use photos individual photos must be placed in a new directory or folder C Clivia Photo The installation software will create this directory or folder and install one photo there NoPhotol jpg The Photo folder will need to be backed up as well as your data See page 25 for additional details on using photos The last needed file location is for the Grower s Notebook data and the associated images or photos Those items must be placed in a NBook directory or folder C Clivia NBook The data file for the Grower s Notebook is contained in this directory and is named NBook_Data accde A second Image directory will also be placed here and a NoPhoto2 jpg photo file will be placed
54. and even allow rich text based formatting Since the entries in this data entry box are the essence of your Grower s Notebook entry do not leave blank although you can Press Tab to create another new entry in your Grower s Notebook Suggestion The easiest method to transfer electronic information to the Web Site or Entry data entry boxes especially when it is long and complicated is to use the Windows copy and paste functions To transfer an entry from the Internet highlight then press Copy in your Internet Browser Then go to Clivia Access and using the icon on the ribbon or toolbar Paste it in either the Web Site or Entry data entry boxes Information transferred in this manner will maintain much of its original formatting Images Images for a Grower s Notebook entry are handled exactly like photos are handled for individual plant records When a new Grower s Notebook entry is recorded three links to images are created Then when images with the proper file name and format are added to the C Clivia NBook Image directory those features become fully functional Image names are the particular entry s ID Number plus A B or C The file type and extension must be jpg So the file names of the three images associated with the Grower s Notebook entry associated with ID Number 126 are 126A jpg 126B jpg and 126C jpg These files must be placed in the C Clivia NBook Image directory See page 25 of this manual for more information
55. ant Bulk Form fills in all data entry boxes using information from the last record entered This allows users to minimize the amount of keyboard information needing entry To Begin Activity To open this form for use from the Database Menu single left click on the Create New command button The form will open and the yellow highlight will be in the Plant No data entry box The new Plant Record is created when the form is opened because much of the information is available If the information is not correct you can change it And if everything 1s wrong you can left click on the Cancel and Return to Database Menu command button and not create a new record Data Entry Boxes Clivia Access V1 3 All of the data entry boxes on this form operate as described for the Enter New Plant Form Users are directed to the previous section for a discussion of those data entry boxes When the In Bulk form is first opened all of the data entry boxes except for Plant No will be filled in with default values from the previous new plant record If the previous record had blank data entry boxes those blanks will be repeated here Users should enter a valid Plant No press TAB to check the Plant No and advance to the next field check all other data entry box information for accuracy change only the incorrect information and then press Ctrl plus sign to advance to the next new record You can then create a second new record for another new Plant
56. ate box will need an entry as well or you will get an error message Press Tab to advance to the next field ID Numbers ID Numbers Place the ID Number range you wish to search in these two data entry boxes If you wish to search all ID Numbers leave both date boxes blank If you wish to search only one ID Number place the same number in the From this ID No and To this ID No boxes If an ID Number entry appears in one data entry box the other date box will need an entry as well or you will get an error message Using the mouse make your selection in the next section Search for text in these fields Search for text in these fields You can choose which field is searched using the just described criteria Selections include Keywords Headlines Sources Publications Web Sites Entries and All Fields To select one just single click on the radio button next to the description The goal of this set of functions is to take you to a specific entry so you can view edit or print it These tasks can only occur on what the form calls Detailed Output If however you think you will have to review a long list of entries after applying the search criteria it is better to choose Summary Output From the Summary form you can then select a particular entry to view in Detailed Output You establish which output type via your selection from the boxed area on the Search form by making a selection in the Summary Output or Detailed Output column Us
57. ation List Reports If individual check boxes are selected List Reports previously described will be exported Using Command Buttons Left clicking on Export Selected Data or Reports command button will prepare the exports and open one or more Output To dialog box es Here you can specify the file name and file location just like any Save As function in other application programs After you have selected the file location and entered the file name for your export left click on OK Then you can quit Clivia Access open Excel or your word processing program and then open the Excel or word processing file you just saved Output To Save in ie Temp v lA amp Gy r Took fl h My Recent Documents Desktop a My Documents a My Computer 2 File name gry _Excel_Seed_Inv xls My Network Places Save as type microsoft Excel 5 7 xls cancel Word processing files are saved in the Rich Text Format or rtf rtf files can be opened by most word processing programs without additional conversion PDF Files Remember you can always create a PDF file of any report in Clivia Access using the Save As PDF icon on the Toolbar or Ribbon Simply create the report and from the Print Preview screen single left click on the Save As PDF icon Because Microsoft Access 2007 has no capabilities to export pictures and Save As PDF will save pictures this command 1s particularly powerful The Save
58. be used for entering just planted seeds since several seeds will have the exactly same characteristics The Plant Record in bulk form is also good for creating Plant Records for plants that are only partially similar This form will allow you to only change the data fields that are different from the last plant entered Bulk entry is an amazing time saver You will also notice bulk entry characteristics for the forms creating Pollination Bloom Division Pot Repot Event Records and the Bulk Update processes When using these other forms organizing for bulk entry can likewise save lots of time entering data User s Guide and Reference Page 15 Plan on Unknowns Clivia Access V1 3 To fully implement the genetic history features of Clivia Access you need to always fill in the Mother s Plant No and if appropriate the Father s Plant No divisions have no fathers only mothers while self pollinated plants have the same father and mother This remains true even if you know very little about the parents of a plant The use of Unknown Plants and partially Unknown Plants fills this need Some examples Example 1 A traditional orange Clivia miniata has been in my possession for over 20 years I have no idea where I obtained it let alone any information about its parents The father and mother Plant No data entry boxes for this plant show an Unknown plant Plant No 999 999 with all Unknown characteristics Plant No 999 999 has
59. ce Page 69 To Begin Activity To open the Bulk Update Forms for use from the Database Menu single left click on the Edit Existing Bulk Updates command button on the Database Menu The Bulk Update Select Type form will open From here you can select which plant characteristic you wish to update by single left clicking on the appropriate command button Clivia Access Bulk Update Select Type Update Locations Update Sale Price Value Update No of Leaves Update Pigmented Base Update Disposition Update Flower Colors Return to Database Menu lt ENTER gt For Help see the User s Manual by going to C Clivia UserManiv3 pdf with your PDF Reader Software Location Bulk Update When the Bulk Update Location form opens the yellow highlight will be in the Plant No data entry box Enter the first plant number to be updated here Plant Numbers do not have to be entered in any particular order Then press Clivia Access Bulk Update Location Species existing value info only Unknown Location existing value info only Location Proposed Value Unknown Disposition existing value info only lt ENTER gt updates the record If you do not press Update Record lt ENTER gt or single left click on the Update Record lt ENTER gt command button the record will not be updated TAB advances to the next field or object Return to Datahase Menu Clivia Access V1 3 User s Guide and Reference Pr
60. d User s Guide and Reference Page 41 Any bloom characteristics missing from the combined Bloom Record and Plant Record can be placed in the Remarks data entry box Like several other forms in Clivia Access the Create New Bloom Form is a bulk entry style form The entries from the last bloom entered into the software except for Plant Number will be shown as a default If the information is correct just press Ctrl to advance to the next bloom record If the information needs changing change the information as needed Users will also notice a list of previously entered Plant Numbers in the lower right hand corner of the form This list is to assist users by keeping track of which blooms they have already entered into Clivia Access Like all blue data entry boxes the content of these boxes cannot be changed by the user Plant Number Enter the Plant Number here The Plant Number must already exist in Clivia Access When a Plant No is entered do so without commas separating thousands Clivia Access will automatically add them Press TAB to advance to Clivia Access Create New Bloom Form Plant Number Bloom Date 3 0 20 10 Umbel Diameter Blossom Size e ae rey No Sepal Size Bloom Scape No Scapes Plant 1 Petal Size Remarks TAB Move to the next field Ctrl TAB Move out of red pollination bax Ctrl Plus Sign Move to the next record Enter the following pollination information onl
61. e blank data entry box at the bottom of the list To edit an existing entry in the Publication list highlight the area to be changed using the mouse and enter the new information To delete a Publication record single left click in the gray blue box on the left side of a particular record Press the DELETE key on the keyboard to delete the record To navigate to a particular record Go to New Record Go to Last Record Go to Next Record Go to Record Number Go to Previous Record Go to First Record Record 4 4 1 of267 H H3 As your Grower s Notebook becomes longer navigation among the individual entries or records will become more complicated Use the Record Navigation Bar along the bottom of the screen to assist in navigation A single left click to any of the icons will take you to the record indicated above Since the most recent entries will be last left clicking on the Go To Last Record icon will take you to the most current additions To quickly add a new record left click on the Go to New Record icon Etc Clivia Access V1 3 User s Guide and Reference Page 84 Edit Source List Form Purpose The purpose of the Source List form is to allow edits of existing sources creation of new sources and printed reports of the Source List This list operates like most other validation lists To Begin Activity To begin activity from the Grower s Notebook start form single left click on the Edit Source List comma
62. e information is correct just TAB to the next data entry box If the information needs changing change the information as needed Note Although tissue culture of Clivias is fairly rare at this time that may change in the future Tissue culture is a form of division and should be recorded using the Create New Division Form as well To Begin Activity To open this form for use from the Database Menu single left click on the Create New command button The form will open and the yellow highlight will be in the Plant Number data entry box Data Entry Boxes Clivia Access V1 3 Like several other forms in Clivia Access the Create New Division Form is a bulk entry style form The entries from the last division entered into the software except for Plant Number will be shown as a default If the information is correct press Ctrl plus sign to move to another new record If the information needs changing change the information as needed Plant Number Place the Plant Number of the mother plant giving up the divisions or tissue culture cells The Plant Number must already exist in a Plant Record in Clivia Access When a Plant No is entered do so without commas separating thousands Clivia Access will automatically add them Press TAB to advance to the next data entry box Date User s Guide and Reference Page 47 Note After a division is removed from its mother plant and recorded here you will still need to assign a new P
63. ection enter data on the mother and father plants first That way when child plants are entered the software can find the mother and father plants already in the system If the mother and father plants do not exist in Clivia Access when the child is entered those data entry boxes will need to be left blank Once the parents are established in the system you can then edit the child plant s record to provide the updated information about its parents It is always easier to enter mother and father plants first rather than going back a second time to enter them later Organize for Bulk Entry Clivia Access V1 3 Clivia Access gives you two methods to create Plant Records The first method requires you to enter all data about a plant from scratch This method is ideal for situations when only one or two unique Plant Records need to be entered or when a large number of Plant Records must be created that are significantly different from each other However by organizing plants with similar characteristics together for data entry you can use the second method bulk entry The Plant Records in bulk form is similar to the from scratch form except it remembers what was entered for the last plant If you have 10 plants that are identical in every way to each other using the bulk entry form will allow you to enter the data for the first plant and then only provide the Plant No for the next 9 Plant Records The bulk entry form can also
64. eds Produced Date Seed Harvest Remarks Beloyy ce eee cece cence ce enc ee nc renee a Tag Belov 7 12 2007 7 11 2007 2 Ld Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Page 58 Event Information To access Event information about this particular plant single left click with the mouse on the Event Tab at the top of the on screen form All of the information previously entered using the Enter New Event Form associated with this plant can be viewed and edited here To change any incorrect information just click in the appropriate data entry box and enter the revised information By left clicking in the grey box on the left side of each line of Event Information you can then delete that particular Event record by pressing the DELETE key on the keyboard You can also create new Event records by entering the information in the blank line at the bottom of the Event Information list Remember to leave a red box sub form in Clivia Access using the keyboard you must press CTRL TAB Leaving the Event red box sub form in this manner will take you to the Pictures tab Clivia Access Edit View Existing Plant Form Main _ Division Bloom Pollen Seed Event Pictures Event Information Date Event Follow Up Date Remarks Below User s Guide and Reference Page 59 Pictures To access Picture information about this particular plant single left click with the mouse on the Picture Tab at the
65. eds harvested during the following period Begnning Date 44 2007 Endang Gate 42 34 2007 Mother Pod Parent Father Pollen Parent Plant Mo Clivia Access V1 3 User s Guide and Reference Page 98 Stored Pollen Report Report Purpose The purpose of the Stored Pollen Report is to list all of the pollen records currently contained in the database The Stored Pollen Report shows the same information as the Stored Pollen Form available from the Database Menu Edit Existing Stored Pollen command button Clivia Access Stored Pollen Report Suro Date Stored Remarks Plart Ho Storage hvethed 6 001 17172007 Test Frozen 6 002 17112007 Test Frozen 6 003 17172007 Test Frozen 6 004 1 1 2007 Test Frozen To Begin Activity To create the Stored Pollen Report from the Database Menu single left click on the Reports Stored Pollen Report command button The Stored Pollen Report will print to the default Windows printer without any intervening Steps Find Pollen Report Report Purpose The purpose of the Find Pollen Report is to list stored pollen contained in the database using up to 28 different criteria applied to the plant that produced the pollen The body of the report looks just like the Stored Pollen Report except only those entries meeting the criteria are shown This report operates in a similar manner to the Find Plant Report Note While there may be numerous plants in Clivia Access which meet the c
66. eneral description is used instead of specific measurements And third many other Clivia classification systems use ranges instead of specific measurements Because entries in validation list controlled fields are limited to a certain number of characters and spaces you may be required to use some abbreviations If you enter more characters than allowed Clivia Access will only accept the first characters entered All Clivia Access validation lists cannot accept reserved characters See the next section for more information User s Guide and Reference Page 23 Reserved Characters Clivia Access V1 3 All database programs that use Visual Basic as the programming language like Clivia Access reserve some characters for use in executing program functions These are called reserved characters In Clivia Access any entry that has to be processed by the software is setup so it will disregard any entry of a reserved character Other fields that do not need to be processed by the software can use these reserved characters The primary area where you will notice this limitation is in the validation list entries Take the Source entries as an example The Company Name entry is a validation list controlled entry and will not accept the entry of reserved characters However the backup fields for Company Name such as Address City Phone Number etc will accept the entry of reserved characters The easiest method for users to use the software is
67. er Go to Previous Record Go to First Record Record Id As your Grower s Notebook becomes longer navigation among the individual entries or records will become more complicated Use the Record Navigation Bar along the bottom of the screen to assist in navigation A single left click to any of the icons will take you to the record indicated above Since the most recent entries will be last left clicking on the Go To Last Record icon will take you to the most current additions To quickly add a new record left click on the Go to New Record icon Etc Clivia Access V1 3 User s Guide and Reference Page 86 Greenhouse Diary and Reports Form Purpose Many times a collector will perform some activity that impacts the entire collection or a major portion of it Rather than enter that data on many individual plants a technique is needed to document the activity in a general way For example Today I applied the annual systemic insecticide to all plants Next application due September I 2009 Other times you may wish to document general events in the greenhouse garden for future reference For example The gardenii generally started blooming today They are early this year And finally you may wish to keep a diary or blog about your collection All of these are best recorded in a diary The Greenhouse Diary function in Clivia Access fills that need To Begin Activity To open the Greenhouse Diary Form for use from the Dat
68. ered in any some or all of the Data Entry Boxes Validation Lists Entries in many of the 34 selection criteria are controlled by validation lists Like on other on screen forms validation list controlled entries are indicated by blue down arrows on the right side of the data entry boxes Ranges Where a range is asked for you will need to include entries in both boxes if data is entered into one of the range boxes Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Page 91 Clivia Access Find Plant Report Criteria Enter criteria in boxes below Leave blank to include all data in that field Beginning Ending Plant No P Source Mother Plant No Prop Meth g Father Plant No Disposition Date 1st Planted Int Color No of Leaves Throat C No Blossoms Scp Ext Color Umbel Diameter h Edge Color Blossom Size h FI Shape Sepal Size No Tepals Petal Size No Scapes Sale Price Value Pigmented Base E Check for Yes Species i Fruit Color id Location sd Leaf Style h Acq As id Leaf Len h Pot i Leaf Width h Soil Mix r User Def Inflor Ht h Breed Grp h Fragrance r Breeder b Color and User Defined data entry boxes will accept the wildcard characters or J TAB Move to the next field Return to Database Menu ENTER Return to Database Menu Bi cas deals lt ENTER gt
69. ete Entry form will open and the yellow highlight will be in the Entry ID Number to Delete data entry box User s Guide and Reference Page 81 Data Entry Boxes Entry ID Number to Delete There is only one data entry box on the Delete Entry form which will accept data That box is the Entry ID Number to Delete box Enter the ID Number of the entry you wish to delete Then press Tab The other blue data entry boxes on the form will then show what you are about to delete Clivia Access Grower s Notebook Delete Entry Entry ID Number to Delete Enter ID Number and then press TAB Entry ID Entry Date Blue box items are shown for information only Keywords Headline Source Paper Publication OR Web Site Entry Single Left Click to Delete Entry This action cannot be un done Delete Record Cancel and Return to Previous lt ENTER gt Command Buttons Delete Record If the data shown in the blue data entry boxes is correct then single left click on the Delete Record command button The record will be deleted Single left clicking on this command button cannot be undone After deleting the data the form will close and you will return to the Grower s Notebook Start form Edit Publication List Form Purpose The purpose of the Publication List form is to allow edits and additions to the Publication List along with a method to print the list Like many other validation lists in Clivia Access yo
70. evious Updates Clivia Access V1 3 Page 70 TAB to advance to the Location Proposed Value data entry box When you press TAB the software checks to make sure the Plant Number exists in the system If the Plant Number does not exist you will get an error message TAB also causes the three blue boxes in the middle of the form to be filled in These blue boxes are there to help verify you have entered the right plant Like all blue boxes these cannot be changed In the Location data entry box you can use the down arrow and select from the list or just type in the value you want If the value is not included in the validation list you will be asked if you wish to add it much like on other forms After filling in the Plant No and Location data entry boxes you can do one of two things First you can left click on the Update Record command button The record for the listed Plant No will be updated and a red label will appear indicating the update occurred You other option is to just press ENTER on the keyboard The same update process will occur and the yellow highlight will automatically return to the Plant No data entry box ready for the next entry Notice the blue Previous Entries data entry boxes down the left side of the form These are there to help you keep track of the updates you have made Like all blue boxes the entries cannot be changed If you make a mistake you need to edit the plant using the Edit Existing Plan
71. ference Clivia Access V1 3 Page 26 created If photo or image files are not entered into the system until months later the program will function equally well until the photos arrive in the C Clivia Photo or C Clivia NBook Image directory And once photos or images for a particular plant or notebook entry are placed in the directory all photo functions automatically become operational For plants Clivia Access assumes you will use the first photo or A photo for a flower picture the second photo or B photo for an overall plant photo and the third photo or C photo for a detailed picture of either the flower or leaf What you decide to use the three photos for is up to each user despite Clivia Access assumptions There are no such assumptions on images in the Grower s Notebook functions Recommendations The use of vertical photos or images with an aspect ratio of 2x wide by 3x tall is recommended If you use this aspect ratio your pictures in Clivia Access will be bigger Other aspect ratios or horizontal photos will work and be shown in their entirety just not as large Depending on which portions of the software you are using Clivia Access may restrict the size digital photos used The Edit View Existing Plant on screen form and the Photo reports will function with low to high resolution photos The Family Tree report can only use low to moderate resolution photos Photos do not all need to be the same resolution for
72. ffshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots of Offshoots Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Division Method Page B6 User s Guide and Reference New Pot Form Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date Plant No Date PlantNo Date Clivia Access V1 3 Pot Pot Pot Pot Pot Pot Pot Pot Pot Pot Pot Pot Pot Pot Pot Pot Pot Pot Pot Pot Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Soil Mix Page B7 User s Guide and Reference Page B8 Ne
73. fy the process Given that Clivia Access can collect 33 plant characteristics you may decide to consecutively number all plants without putting a scheme in place If need be Plant No s can later be changed to any number not already used in the system As will be explained later on in this manual you should save room in your Plant No scheme for a significant number of unknown parent plants When you first open Clivia Access you will find one plant record already exists It is Plant Number 999 999 an unknown plant Most users will select the 990 000 series of Plant Nos for unknown plants and parent plants Because of the large amount of numbers available in Clivia Access you should leave lots of extra numbers in each classification block That way the system you devise will handle any increases in your Clivia collection in the coming years As you probably already know Clivia collections never get smaller Alternative Plant Number Clivia Access contains a field named User Defined Category User Defined Category can be used for alternative plant identification labels This feature has been included because many growers have historically used an alpha numeric label to identify individual plants That historical label can be placed here You will still need to have a Plant No as described above The User Defined Category field or data entry box can be used to search for plants in the Find Plant and Find Pollen reports Even though the
74. hat your particular computer uses go to the Windows Control Panel and select Regional and Language Options Select the Regional Options tab The Short Date format will be shown and can be changed from this dialog box Caution Jf you change the Short Date or Currency formats they will be changed for all software programs on the machine Several data fields in Clivia Access require measurement numbers You need to select which measurement units you will use in the program The measurement units should have the range to cover various sizes of plant parts from blossom size to leaf length For measurements the US unit most suitable is inches Elsewhere it is probably mm or cm The units you select must be consistently applied from the beginning use of the program All measurement numbers can include decimals but not fractions Plant Numbers are up to six digits long 1 to 1 000 000 When entering these numbers you do not and should not enter the commas Clivia Access will do that for you If you wish to use a different thousands separator than commas you can change that through the Windows operating system not Clivia Access Changes made to the Windows operating system will apply to all software programs on the computer not just Clivia Access Plant Numbers cannot have decimal points or decimal places Decide User Defined Category Use Clivia Access V1 3 The User Defined Category is a single field of many fields of data which
75. ide and Reference Page 90 Data Entry Boxes Check Boxes To the left of each validation list title is a white check box A single left mouse click in any of these boxes will place a check there make the selection If after checking a box you need to undo the check simply check the box a second time Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for the description Find Plant Reports Report Purpose The purpose of the Find Plant Report is to list all plants that meet one or more of 34 criteria For a wide variety of situations this is a very powerful reporting tool This report can be used to show breeding candidates the location of plants meeting particular criteria the plants obtained from a particular source deaths in certain soil mixes etc Once you have entered the selection criteria and Clivia Access has found matching plants you can then select one of three types of reports with a variety of sorting and subtotaling options To Begin Activity To open the Find Plant Report setup screen for use from the Database Menu single left click on the Reports Find Plant Report command button The Find Plant Report on screen form will open with the yellow highlight in the first Plant No data entry box Data Entry Boxes General Any Data Entry Box that is left blank will select all entries for those particular criteria Selection criteria can be ent
76. ifically for growers of the Clivia species Clivia Access can collect a wide range of information regarding the characteristics and history of individual plants along with Grower s Notes about a variety of subjects Depending on the goals of individual growers some of this information may not be needed Clivia Access allows individual growers to only collect the information they feel appropriate for their collection goals Use of most fields in the software is optional And data entry forms are laid out so most commonly collected information is entered first Plant Numbers Clivia Access uses a unique Plant No to track each plant in the software This number is critical All plants involved in the breeding or growing collection must have a valid plant number there is no option Some plants which have never been in the possession of the grower may also need a valid Plant No since they are parents grandparents etc of plants in the collection Use of plant numbers allow the software and its user to minimize mistakes speed entry of data use common sorting techniques and allow easy conversion of numerous plant numbering systems to a common base Validation Lists Clivia Access V1 3 Clivia Access uses numerous validation lists to check data entries for accuracy standardize data entry simplify sort and selection criteria definitions and keep the database in a clean condition Individual validation lists can be modified by particula
77. ildcard characters 7 or TAB Move to the next field ENTER Return to Database Menu Prepare Report Return to Database Menu Validation Lists Entries in many of the 26 selection criteria are controlled by validation lists Like on other on screen forms validation list controlled entries are indicated by blue down arrows on the right side of the data entry boxes Ranges Where a range is asked for you will need to include entries in both boxes if data is entered into one of the range boxes Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Page 100 Color and User Defined Category The five Color and User Defined Category data entry boxes on this form accept wild card characters This feature is useful for searching for patterns or text ranges in these fields The following wild card characters can be used Selects any single character in that position Selects zero or more characters in that position Selects a single numeric character in that position Excludes characters Selects a range of characters in that position If you know the exact entry you wish to search for in the Color or User Defined Category data entry boxes just enter the exact entry in the box without any wild card characters In the Color data entry boxes you can also select from the drop down validation lists Only 1f you use one or more of the wild card characters will a range of values be selected For example enter
78. ing a k D 0 9 searches for entries that meet the following criteria Character Position Search Character 1 Position ae Any single character 2 Position a k Any single character in the a to k range 3 Position Uppercase D only 4 Position 0 9 Any single character except numerals 0 to 9 Remaining Any number of characters including Positions zero characters consisting of any character The reason the Color data entry boxes allow wildcard characters is because the standard colors listed are fairly specific Often times you may wish a more general selection For example by entering something like Red in one of the Color data entry boxes will return all colors with the word Red in the entry not just one specific red color x User s Guide and Reference Page 101 Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for the description A typical report is shown below Clivia Access V1 3 Clivia Access Criteria of Pollen Source Plant Plant No 6 001 to Mother Plant Mo Father F lant No Flower Sine No Bloom scape Species Inflorescence Ht Fragrance Source Flower nterior Color Flower Throat Color Date Stoned Storage hiethod 1112007 F rozen 1112007 F rozen 1112007 F rozen 1172007 F rozeri Find Pollen Report Blank criera selects al records in that criteria Flower E xi Color No of Tedals F lower Sha
79. ing either Summary Output or Detailed Output you can sort the output using one of seven criteria Select the check box in the Sort Output By box to establish your sort order with a single left click of the mouse If you wish to include images in your detailed output check the Include Images check box using a single left click of the mouse A second left click will remove the check if needed User s Guide and Reference Page 79 Command Buttons Perform Search Single left clicking on the Perform Search command button will take you to either the Summary Output or Detailed Output form Shown below is the Summary Output form Clivia Access Grower s Notebook Search Summary Form Entries selected by previously entered criteria and sorted by Entry ID Number z Return to Database Menu Return to Previous Screen 2 lt ENTER gt Entry ID Number Date of Entry Keywords Headline See Full Entry Source You will notice all of the data entry boxes are blue You cannot edit your entry from the Summary Output form Edits can only be made from the Detailed Output form To go to a particular entry s Detailed Output form single left click on the command button to the right of each set of entries You will be taken to the Detailed Output form which is the same form you will go to if you select a field from the Detailed Output column on the Search form The Detailed Output form is shown below Clivia Access Grower s Notebook Detail
80. ion Propagation The Propagation data entry box contains the method used to create the plant Propagation is a validation list controlled field Up to 20 characters of letters numbers spaces or some symbols can be used for a Propagation Label and must Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Page 32 be unique This data entry box can be left blank Press TAB to advance to the next field Fruit Color Fruit Color The Fruit Color data entry box contains the color of the fruit at maturity Fruit Color is a validation list controlled field Up to 30 characters of letters numbers spaces or some symbols can be used for a Fruit Color Description and must be unique This data entry box can be left blank Fruit Color Flower Interior Color Flower Exterior Color Flower Throat Color and Flower Edge Color all use the same Color validation list Press TAB to advance to the next field Disposition Disposition The Disposition data entry box shows how the plant was disposed of when it left the collection That information is often not available at this time However the Disposition validation list includes three special entries Current Collection For Sale and Not Acquired By using these disposition entries where appropriate additional search and sort options are available in the preparation of reports Press TAB to advance to the next field Breeding Group Breeding Group The Breeding G
81. ious 2 Previous 3 Previous 4 Previous 5 TAB Move to the next field 3 Ctrl Plus Sign Move to the next record EES ms Return to ENTER Return to Database Menu Database Menu The default values shown above are from the previous record Cancel and Return to entered To change the values just enter the new Database Menu information a new Soil Mix Press TAB to advance to the next data entry box Remarks Remarks Use up to 250 characters of letters numbers some symbols and punctuation marks to add information about the potting that you feel is important Use of this data entry box is optional Press TAB to create a new record Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for the descriptions Clivia Access V1 3 User s Guide and Reference Page 50 Event Record Form Purpose For some growers events other than blooms repotting division and pollination may need to be documented The general Event Record form allows for that documentation The Event Record is designed to be very easy to use for a variety of events One feature in an Event Record not available in other types of records is the Follow Up Date By placing a date in the Follow Up Date field a report can be generated to remind you to do the follow up A good example of this would be the use of extended release fertilizer Creating a extended release fertilizer event with a fo
82. ity State Postal Code Country Phone FAX Email Contact Page B4 User s Guide and Reference Page B5 New Bloom Pollination Form Plant Number Bloom Date Umbel Diameter Blossom Size No Bloom Scape Sepal Size No Scapes Plant Petal Size Pollen Parent No Pollination Date Tag Remarks Plant Number Bloom Date Umbel Diameter Blossom Size No Bloom Scape Sepal Size No Scapes Plant Petal Size Pollen Parent No Pollination Date Tag Remarks Plant Number Bloom Date Umbel Diameter Blossom Size No Bloom Scape Sepal Size No Scapes Plant Petal Size Pollen Parent No Pollination Date Tag Remarks Plant Number Bloom Date Umbel Diameter Blossom Size No Bloom Scape Sepal Size No Scapes Plant Petal Size Pollen Parent No Pollination Date Tag Remarks Q Clivia Access V1 3 User s Guide and Reference New Division Form Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Clivia Access V1 3 Date Date Date Date Date Date Date Date Date Date Date Date Date Date Date Date Date Date Date Date No No No No No No No No No No No No No No No No No No No No of Offshoots of Offshoots of O
83. k on any command button will execute the associated commands and processes For validation list named command buttons a left click will open an on screen form showing the contents of the entire list Information shown can be viewed edited deleted not recommended added to or printed Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Page 62 Delete List Item Deleting a list item is not recommended after you have started entering plant data For most validation lists deleting an item from the validation list does not remove the same entries in the plant database To delete an item from the list single left click in the gray box at the left side of the line containing the item Then press the DELETE key on the keyboard Add List Item If an addition must be made to a list the user should check to make sure the addition does not duplicate entries already on the list To add a new item simply type in the item in the blank data entry box es at the bottom of the list Be careful to correctly spell the addition Some list items are limited to 20 characters and spaces while others are limited to 30 characters and spaces You may need to use abbreviations Try to be consistent with other abbreviations and formats already used in the list Edit List Item Like deletions edits can cause serious problems when using report selection criteria To edit an item highlight or select the element to be changed with the mouse
84. l pollination records for each Pollen Parent No by pressing the TAB key Pressing CTRL TAB will move the cursor out of the red pollination box Command Buttons Clivia Access V1 3 Only typical Command Buttons previously described are used on this form See previous sections for the descriptions Note Once a first pollination event is recorded on this form subsequent pollinations of the same flower can be recorded using the Pollination Progress Record process The Pollination Progress Record is not functional if the first pollination event is not recorded here See the following section for details User s Guide and Reference Page 44 Pollination Progress Record Some Clivia growers will pollinate a particular bloom several times over a period of several weeks If you are one of those growers and wish to keep track of your subsequent pollinations the Pollination Progress Form is designed for your use If you do not wish to use this form the information created using the New Bloom Form will allow all of the bloom history pollination history seed harvest Find Plant and Find Pollen functions of Clivia Access to operate as intended Form Purpose The purpose of the Pollination Progress Form is to record subsequent pollination information when the bloom and initial pollination have already been established in Clivia Access The subsequent pollination information entered here can only be viewed via this form Note New ini
85. lant Number and create a new Plant Record for the divided baby plant s Date Place the Date the divisions were removed form the mother plant here This data entry box can be left blank Press TAB to advance to the next data entry box No of Offshoots Clivia Access Create New Division Form Plant Number No of Offshoots fs Division Method Division of Offshoot Remarks Sin i nda 2 T ie bir pearl Save and Return to Ctrl Plus Sign Mave tot e next record Foe Mona ENTER Return to Database Menu a a Pe ord Cancel and Return to The default values shown are from the previous recor Database Menu entered To change the values just enter the new information No of Offshoots Place the No of Offshoots removed from the mother plant here Only whole numbers or integers are allowed No fractions or decimals will be accepted This data entry box can be left blank Press TAB to advance to the next data entry box Division Method Division Method Entries in the Division Method data entry box are controlled by the same validation list that controls the Propagation Method data entry boxes in Plant Records You will notice the standard validation list shipped with Clivia Access contains both Division of Offshoots and Tissue Culture entries Use of other entries from that validation list in the Create New Division Form may be inappropriate Press TAB to advance to the next data entry box Remarks Clivia Access
86. lation you will receive several warnings from these two software types Clivia Access was scanned for viruses using up to date TrendMicro software before shipment Using My Computer or Windows Explorer go to the just transferred installation folder In this folder you will see a file named Setup exe Double left click with the mouse on the Setup exe file name The Clivia Access installation program will begin During the installation process follow the on screen prompts for the Clivia Access installation program You will be asked to accept an End User s License Agreement optionally enter your name or organization and choose between a Typical or Custom installation Choose Typical The installation program will create all of the folders or directories and install all of the files It will also install a shortcut on your Windows Desktop with an orange clivia blossom icon After Clivia Access has been installed the Access 2007 Runtime installation will Clivia Access v1 3 Da Clivia Access v1 3 Setup has completed successfully User s Guide and Reference Page 7 automatically begin Several times during the installation process the screen will look like the installation has finished Just wait Until you have seen the dialog box shown previously the installation is still proceeding Left click on the OK button to complete the installation 4 After the installation turn your virus protection and spyware
87. le of Contents Page Fy Gt ROCO enaren a 50 Edit ExistiN sscacscssnssvscceaaesteosiouesusseueveawenenes 52 Plant RECO eocena e AA 52 Edit LIS iene a 6l SOL M Ikars 63 SOUTE air E 64 Stored PONG saene n n 65 DECC Ital VES cesdicaharncecelees e 66 BOK Update erresu 68 OWT S NOtODOOK cernere 74 Greenhouse Diary and Reports 00 86 BRE OU 5 oror e 89 LST RCD OTIS serai suo Gala lion nets 89 Find Plant Re pOrt Sx scsssdsatvieraonmssedachcccaonesaaits 90 Family Tres Report enen a 93 Dat Based REpOTts csisasessicetisdivalestienraisiwels 95 Seed Inventory Report eeeeeseeceeeeeeeees 96 Stored Pollen Report seisseen 98 Find Pollen Report s 0 sesetisusert exeioed esaneasexs aces 98 MiSCeILANCOUG ccccccscccssccccsccscccccooees 102 User s Manual cetessccstaseeternvertattectedoetene 102 Export Data and Reports cccceeeeeees 103 Qu Database sardea aa 108 Don t FOrgeto sssiscsssssccsisissssvossecesissssssssssse 108 Appendix A Validation List Contents 1 EE a E E E E E EE A 2 ACQUITCO AS Liberigar 2 Breeding Group and Breeder Lists 2 Clr PASE eea tiem dsntawauded inedsondes 2 Disposition Listeye 3 PIOWEE Shape List aruon nn 3 Fraorance Lisbonin tices eit 3 Inflorescence Height List eeeeeeeees 3 eat Color amp Style Lilo cnni 3 Leal ene tii Rist enn neater eh aesiiaor 4 Leat Width Liht escsnanisscs a 5 Location Listessi 5 Pot Description List egsa E a 5 Pro
88. livia s inflorescence height Because the definitions of each state are general individual users may define them differently and some may wish to add more specificity Leaf Color amp Style List The validation list for Leaf Color amp Style is compiled from a wide range of sources Some sources agree with each other some are different Individual users may find this list helpful while others may have problems with it Please feel free to add edit and delete individual elements deletions only before you start entering data The categories measurement units in the provided validation list are in inches Listed below is the conversion to mm Clivia Access V1 3 User s Guide and Reference Page A4 ee O aem oem oom EE OO O i aem o oo O aem oon oo O fiae 105m 200 250 mm OO i iem om owo OO o iem 12 2010 300 500 OOOO o i rem o oo Leaf Length List Clivia Access V1 3 Because there is a certain amount of variation in the length of leaves on individual Clivia the Leaf Length list uses leaf length categories The categories in the provided validation list are shown in inches Listed below is the conversion to mm es Miniature lt 7 7 8 inches Miniature lt 199 mm Short 8 13 34 inches Short 200 349 mm Medium 14 23 5 8 inches Medium 350 599mm Long gt 23 3 4 inches Long gt 600 mm User s Guide and Reference Page A5 Leaf Width List Location List Because there is
89. llow up date will allow you several months from now to create a report showing when you need to renew the extended release fertilizer Like several other forms in Clivia Access the Create New Event Form is a bulk entry style form The entries from the last event entered into the software except for Plant Number will be shown as a default If the information is correct just TAB to the next data entry box If the information needs changing change the information as needed Users will also notice a list of previously entered Plant Numbers in the lower right hand corner of the form This list is to assist users by keeping track of which plants they have already entered into Clivia Access Like all blue data entry boxes the content of these boxes cannot be changed by the user Note Event records are entered one plant at a time If you have an event that impacts all plants you may wish to use the Greenhouse Diary function Like individual plant Event Records Greenhouse Diary entries can have a follow up date To Begin Activity To open this form for use from the Database Menu single left click on the Create New Event Record command button The form will open and the yellow highlight will be in the Plant No data entry box Data Entry Boxes Clivia Access V1 3 Plant No Enter the Plant No here The Plant No must already be a Plant Record in Clivia Access Press TAB to advance to the next data entry box Date Date Place the
90. m Pollen Seed Event Pictures Pot Information Fot Sail Mix Remarks Below can also create new Pot records by entering the information in the blank line at the bottom of the Pot Information list Remember to leave a red box sub form in Clivia Access using the keyboard you must press CTRL TAB Doing so will advance you to the Bloom Tab Clivia Access V1 3 User s Guide and Reference Page 56 Bloom Information To access Bloom information about this particular plant single left click with the mouse on the Bloom Tab at the top of the on screen form All of the bloom information previously entered using the Create New Bloom Form associated with this plant can be viewed and edited here To change any incorrect information just click in the appropriate data entry box and enter the revised information By left clicking in the grey box on the left side of each line of Bloom Information you can then delete that particular record by pressing the DELETE key on the keyboard You can also create new Bloom records by entering the information in the blank line at the bottom of the Bloom Information Remember to leave a red box sub form in Clivia Access using the keyboard you must press CTRL TAB Clivia Access Edit View Existing Plant Form Main Division Pot Bloom pollen Seed Event Pictures Bloom Information Blossom Size Sepal Size Petal Size Bloom Date Scape Bloor S cape Diameter Remarks L
91. n the message A single button means the User s Guide and Reference Reports Page 25 computer is not going to give you a choice just some information about its problem If there is more than one Command Button you have a choice but not an unlimited number of choices Pick the choice you feel is best for the situation In a worst case scenario you may end right back at the same error message where you started In that case just take the other path The absolute worst thing that can happen is Clivia Access will lock up Locking up is an extremely rare event At that point you can use the Close Form or Report icon or the Quit Clivia Access icon on the ribbon or toolbar to get back to the Database Menu form or to exit the program The software is very protective of itself and your data In the worst possible case you will only lose the new information on the record that was being worked on at the time of the lockup All other information that was entered that day will be safe Under no circumstances will software errors cause the computer to blow up melt down or die Although repeated error messages may cause you to throw something at the computer Don t at best the machine will not change its mind Clivia Access uses two general types of reports on screen print preview reports and reports sent directly to the computer s default printer On screen print preview reports are presented on the screen first to allow you to inspect the
92. nd button The form will open and the yellow highlight will be in the Description data entry box of the first source record You can use your mouse to move up and down the list or you can use the record selectors at the bottom of the list to also go to a particular item Clivia Access Grower s Notebook Source List Form Save and Return to Cancel and Return to FTE oe Previous Screen Previous Screen lt ENTER gt Description Data Entry Boxes Description The Description data entry box will accept up to 75 characters space symbols or punctuation marks to describe the subject matter expert person who is the source Press Tab to advance to the next record New items can be added in the blank box at the bottom of the list Command Buttons All of the command buttons on this form operate as previously described Add Edit Delete Records To add a new record or item to the list add the new information to the blank data entry box at the bottom of the list To edit an existing entry in the Source list highlight the area to be changed using the mouse and enter the new information To delete a Source record single left click in the gray blue box on the left side of a particular line or record Press the DELETE key on the keyboard to delete the record Clivia Access V1 3 User s Guide and Reference Page 85 To navigate to a particular record Go to New Record Go to Last Record Go to Next Record Go to Record Numb
93. nly Disposition Proposed Value Disposition existing value info only lt ENTER gt updates the record If you do not press Update Record lt ENTER gt or single left click on the Update Record eee command button the record will not be updated TAB advances to the next field or object Return to Database Menu Previous Updates Clivia Access V1 3 User s Guide and Reference Page 72 Sale Price Value Bulk Update The Sales Price Value Bulk Update form operates in a similar manner to the Locations Bulk Update form just described The only difference is the Sales Price Value data entry box is not validation list controlled Like elsewhere in Clivia Access Sale Price can have two decimal places and should be entered with no currency symbol Clivia Access Bulk Update Sale Price Value Plant No Species existing value info only Sale Price Value Proposed Location existing value into only Disposition existing value info only lt ENTER gt updates the record If you do not press Update Record lt ENTER gt or double left click on the Update Se LE Record command button the record will not be updated Return to Database Menu TAB advances to the next field or object Pigmented Base Bulk Update The Pigmented Base Bulk Update form operates in a similar manner to the Locations Bulk Update form just described The only difference is that Pigmented Base is a checkbox Previous U
94. nother Plant or ENTER Remarks in this data entry box in an attempt to change the screen to another plant it will not work Do not try to leave the Plant No data entry box blank it will cause problems Press TAB to advance to the next field Disposition In order to preserve family history information you can never delete a plant from Clivia Access You can however identify individual plants as being disposed of in the Disposition data entry box That way when a plant dies is sold or given away or fails to germinate you can still maintain its genetic information as well as history Disposition is a validation list controlled entry and can be left blank until needed Many users will find it helpful when using the Find Plant Reports function if for plants currently in the collection a Current Collection entry 1s placed in the disposition field That way you can limit your search to plants you currently own Or for parent plants you have never owned use a Not Acquired entry in the disposition field Clivia Access V1 3 User s Guide and Reference Page 54 Division Information To access Division information about this particular plant single left click with the mouse on the Division Tab at the top of the on screen form All of the information previously entered using the Create New Division Form associated Clivia Access Edit View Existing Plant Form Main Division i Bloom Pollen Seed Event Pictures Division Information Date
95. ntrolled field Up to 20 characters of letters numbers spaces or some symbols can be used for an Inflorescence Height Description and must be unique This data entry box can be left blank Press TAB to advance to the next field No of Tepals Flower No of Tepals The Flower No of Tepals data entry box contains the typical number of pedals on individual blossoms Only whole numbers with no decimal places or fractions can be entered into this data entry box This data entry box can be left blank Usually this data entry box will contain a default value of 6 the usual number for a Clivia If your plant has more or less tepals just enter the new value It will replace the number 6 Press TAB to advance to the next field Flower Interior Color Flower Colors Clivia Access uses four data entry boxes to describe the color of flowers Even with four data entry boxes the software may not adequately describe in an orderly manner complicated flower coloring schemes For those complicated flower coloring schemes use the Plant Remarks data entry box Data entry boxes are provided for Flower Interior Color Flower Exterior Color Flower Throat or Basal Color and Flower Edge Color Each color data entry box is a validation list controlled field Up to 30 characters of letters numbers spaces or some symbols can be used and must be unique This data entry box can be left blank Fruit Color Flower Interior Color Flower Exterior Color Flower Throa
96. ntry box Many users will use this data entry box for a narrative about the source plant Press TAB to go to the next record or create a new record Add Edit Delete Records To add a new record or stored pollen item to the list add the new information to the blank data entry boxes at the bottom of the list To edit an existing entry in the stored pollen list highlight the area to be changed using the mouse and enter the new information To delete a stored pollen record single left click in the gray blue box on the left side of a particular stored pollen line or record Press the DELETE key on the keyboard to delete the record Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for the description Note Clivia Access provides two different reports to manage pollen inventories The first report Stored Pollen is simply a print out including all pollen records in a format similar to the Stored Pollen Form The second report allows users to specify criteria based on the pollen s source plant The second report is called the Find Pollen Report Seed Harvest Form Purpose The purpose of the Seed Harvest Form is to allow the addition of seed information to previously established pollination records Clivia Access V1 3 User s Guide and Reference Page 67 To Begin Activity To open the Seed Harvest Form for use from the Database Menu single left click on the Edi
97. ocessing data is exported to a rich text format file usable by most word processing programs 2 All reports can also be saved as a PDF file from that report s screen Export Selected Data or Return to Database Menu Reports lt ENT ER gt l Leaf Width List l Locations List Pot Description List l Propagation Method List l Source List Address Book E Species List Check Boxes You tell Clivia Access what you wish to export by checking the appropriate check boxes To check a box simply single left click that box All of the Export to Word Processing Reports and Validation List Reports are the same style and format as similarly named reports in Clivia Access Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Export to Excel The Export to Excel following elements Page 104 Items in each of the listed exports include the In each export the data for each individual plant bloom division repotting event pollination seed entry pollen entry or source entry is contained on one row in the spreadsheet Plant Number Data This check box will export all plant data in Clivia Access of the following types Plant ID number Plant No Species Source Acquired As Price Date First Planted Mother Plant No Mother Species Father Plant No Father Species Location Propagation Method Disposition Leaf Color and Style Leaf Width Leaf Length No of Leaves Flower Interior Color Fl
98. ommand Buttons Only typical Command Buttons previously described are used on this form Notice all reports will be presented in Print Preview form first Upon closing any of the reports you will return to this form Seed Inventory Report Report Purpose The purpose of the Seed Inventory Report is to provide a listing of all seeds harvested during a particular time period Clivia Access V1 3 User s Guide and Reference Page 97 To Begin Activity To open the Seed Inventory Report setup screen for use from the Database Menu single left click on the Reports Seed Inventory Report command button The Seed Inventory Form will open with the yellow highlight in the Beginning Date data entry box Data Entry Boxes Beginning and Ending Date Enter a Beginning and Ending Date in the data entry boxes using the short date format To move from one box to the other press TAB To only select seeds harvested on one date enter the same date in both the Beginning and Ending Date data entry boxes Entries are required in both Date data entry boxes Clivia Access Seed Inventory Form Enter date range of seed harvest below TAB Move to the next field Return to Database Menu ENTER Return to Database Menu Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for the description A typical report is shown below Clivia Access Seed Inventory Report This report covers se
99. omputer where the Access Runtime files were installed Installation Process Clivia Access V1 3 If you received Clivia Access on a compact disk in the mail 1 Start your computer and shut down any application programs running including virus protection and spyware If you leave virus protection and spyware operating during and initially after the installation you will receive several warnings from these two software types Clivia Access was scanned for viruses using up to date Trend Micro software before shipment If your computer contains more than one login you will need to login with Administrator rights Many computers are setup with no logins or only one so this requirement is not applicable in those cases 2 Inspect the compact disk to make sure it was not physically damaged in the mail If CD is physically ok insert the disk into the CD reader on your computer On most computers the Clivia Access installation program will User s Guide and Reference Page 5 automatically start after several seconds If the Clivia Access installation program automatically starts go to step 4 3 Use this step only if the Clivia Access installation program does not automatically begin Using My Computer or Windows Explorer open the CD In the first level of files and folders you will see a file named Setup exe Double left click with the mouse on the Setup exe file name The Clivia Access installation program will begin 4
100. on again To start Clivia Access double left click the Clivia Access icon on the Windows Desktop See the Activate License subject later in this section for license information 5 If you do not have Adobe Reader version 7 0 or later installed on the computer you will need to download the program from www adobe com products reader in order to view and print the Users Guide Follow the instructions on the web site to install this free software To open the Users Guide using Adobe Reader go to C Clivia UserManual1v3 pdf Move Clivia Access to a New Computer Clivia Access V1 3 The End User License Agreement EULA for Clivia Access allows you to move the software to a new computer if you remove it from the previous computer The process to move Clivia Access to a new computer is as follows 1 On the old computer back up your data and photos by placing a copy of ClivA_Datal accde all of the Photo subdirectory both in the C Clivia directory NBook_Data accde and all of the Image sub directory both in the C Clivia NBook directory to another location on your hard drive Also create a copy of these files on transferable media such as burning a CD using a thumb drive etc 2 Using the Clivia Access installation disk or the installation files originally received via the Internet install the software on the new computer as described in the last section of this manual You will need to enter the License Key after the installation 3
101. or that record will open On this intermediate form Source Company Name is validation list controlled so only existing sources can be edited Clivia Access Edit Existing Source Form Company Name ta ielestalem EEEN Address 621 Saint Paul Street nee Save EREE to City Denver Cancel and Return to state j strana Postal Code 80206 TAB Move to the next field aie ENTER Save and Return to ar USA Database Menu Phone 303 292 1002 Caution Changes made on this form will be implemented throughout Clivia FAX Access Email mkinzer q com Contact Remarks Author of Clivia Access Software Clivia Access V1 3 User s Guide and Reference Page 65 Data Entry Boxes All of the data entry boxes on the Edit Existing Source Form operate just like those previously described for the Enter New Source Form on page 38 Users are referenced there for additional information It should be noted once created Sources cannot be deleted Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for the description Stored Pollen Form Purpose The purpose of the Stored Pollen Form is to manage stored pollen as part of the collection On this one form pollen entries can be added edited and deleted as a user s inventory of pollen changes The information created and managed using this form is used in conjunction with the various plant records to provide the information u
102. ort Stored Pollen by Date Report Event Follow Up Report and Diary Follow Up Report To Begin Activity Clivia Access V1 3 To open the Date Based Reports setup screen for use from the Database Menu single left click on the Reports Date Based Reports command button The Date Based Reports on screen form will open with the yellow highlight in the Beginning Date data entry box User s Guide and Reference Page 96 Data Entry Boxes Beginning Date Using the short date format enter the beginning date of interest in this data entry box Press TAB to advance to the next data entry box Ending Date Clivia Access Date Based Reports Specify dates to include Beginning Date Required Prepare Blossoms by Date Ending Date Report Notes f 1 To print a report for one date place the same Prepare Pollination by date in the Beginning and Ending Date boxes Date Report Prepare Greenhouse Diary Prepare Repotting by Date Report TAB Move to the next field p gt ENTER Return to Previous Prepare Stored Pollen by Date Report knas Prepare Event Follow Up Report Prepare Diary Follow Up Report Ending Date Using the short date format enter the last or ending date of interest in this data entry box If you wish to see the results for only one date enter the same date in the beginning and ending date data entry boxes Date entries are required in both the Beginning and Ending Date data entry boxes C
103. out commas separating thousands Clivia Access will automatically add them Press TAB to advance to the next field Father Plant No Father Plant No The Father Plant No data entry box contains the Plant No for the father or pollen parent of this plant Father Plant No operates like a validation list controlled field However if the father does not exist as a plant in the database you will not be given an opportunity to add it at this time This data entry box can be left blank Plants created from divisions or using tissue culture techniques do not have fathers so leaving this data entry box blank is also appropriate in these cases When a Father Plant No is entered do so without commas separating thousands Clivia Access will automatically add them Press TAB to advance to the next field Location Location The Location data entry box contains the current location of the plant Location is a validation list controlled field Up to 30 characters of letters numbers spaces or some symbols can be used for a Location Description and must be unique This data entry box can be left blank Location is included in the database to help you find particular plants particularly if you have a large number to sort through Where planting areas are large enough to house more than 50 plants you may wish to divide the area into smaller Location descriptions to make finding a particular plant easier Press TAB to advance to the next field Propagat
104. ower e E Late season bloom xay2007 tf taf TC Td er tat tt Td Clivia Access V1 3 User s Guide and Reference Page 57 Pollen Seed Information To access Pollen Seed information about this particular plant single left click with the mouse on the Pollen Seed Tab at the top of the on screen form All of the pollination and seed harvest information related to this particular plant previously entered using the Create New Bloom form and the Seed Harvest form can be edited from this screen To change any incorrect information just click in the appropriate data entry box and enter the revised information By left clicking in the grey box on the left side of each line of Pollen Seed Information you can then delete that particular record by pressing the DELETE key on the keyboard You can also create new Pollen Seed records by entering the information in the blank line at the bottom of the Pollen Seed Information If you do create new pollen or seed records remember the bloom information must already exist in Clivia Access Remember to leave a red box sub form in Clivia Access using the keyboard you must press CTRL TAB Leaving the Pollen Seed red box sub form in this manner will send you to the Event Information sub form on the next Tab Clivia Access Edit View Existing Plant Form Main Division Pot Bloom Pollen Seed Event Pictures Pollen and Seed Information ist Pollination Date Bloom Date Pollen Parent No No Se
105. ower Basal Throat Color Flower Exterior Color Flower Edge Color No of Tepals Flower Shape Inflorescence Height Fragrance Fruit Color User Defined Category Breeding Group Breeder Bloom Data This check box will export all bloom data in Clivia Access of the following types Plant ID number Plant No Species Bloom Date Flower Size No of Blooms Umbel No of Umbel Plant Blossom Size Petal Size Sepal Size Remarks User s Guide and Reference Clivia Access V1 3 Page 105 Division Data This check box will export all division data in Clivia Access of the following types Plant ID number Plant No Species Date No of Offshoots Division Method Remarks Repot Data This check box will export all repotting data in Clivia Access of the following types Plant ID number Plant No Species Date Soil Mix Label Pot Remarks Event Data This check box will export all event data in Clivia Access of the following types Plant ID number Plant No Species Date Event Follow Up Date Remarks Pollination Seed Data This check box will export all pollination seed data in Clivia Access of the following types Plant ID number Plant No Species Bloom Date Pollination Date 1 Pollen Parent Number No of Seeds Produced Date Seed Harvest Tag Pollination Date 2 Pollination Date 3 Pollination Date 4 Remarks Seed Inventory Data This check box will export all seed data in Clivia
106. pacaton LE eee eeriien aaa bile 5 User s Guide and Reference Table of Contents Page ii SOLMI TASC sir tetietraicd see a tet in etched 6 SOUL CC LAS eae E 6 SPEC ES Lianan torre necnaeeealen 6 Appendix B Sample Data Collection 0 heer eee Eni 1 New Plant Ofte siecncatieis N 2 New Soil Mix FOM sasssninernrene an 3 New Source FOM aeaaee E Ei 4 New Bloom Pollination Form cccccceee eee 5 New Division Form cccc cece cecccesceesceesceeseee 6 NEW cet eal 6 6 Berman nen ers 7 New Pot Form Bulk Entry eee 3 New Even FOM ran eee ctetteies 9 Seed Harvest FOM rire eddie aavdeeasedeanswend 10 Stored Pollen ForMaresunaieonar 11 Clivia Access V1 3 User s Guide and Reference Page 1 Clivia Access Concepts General Philosophy Optional Use Clivia growers breeders and collectors are more successful in their endeavors if they have access to a wide range of information about their particular plants Clivia Access is a Microsoft Windows and Access based software program designed to efficiently collect and present a wide range of information used in the growing and breeding of Clivias The software is intended to replace paper records performing similar activities In addition the software is designed to accommodate many of the unique features of a Clivia collection and breeding program While collectors of other species may find the software usable and helpful the software is intended spec
107. parating thousands Clivia Access will automatically add them After entering a valid Plant No press TAB to advance to the next field Species Species Your common name of the plant s Species is entered here Species Common Name is a validation list controlled field This data entry box can be left blank The common name of a plant s Species is whatever you normally call the plant If you are creating a new Species common name the validation list addition process will allow you to enter the full scientific name of the plant s species Since the Species common name field is limited to 40 characters and spaces you may need to use abbreviations Press TAB to advance to the next field Source Source Clivia Access V1 3 The Source data entry box contains the Company Name where you obtained the plant Source is a validation list controlled field A Company Name can be any combination of letters numbers and some spaces or punctuation marks up to 30 characters long and must be unique This data entry box can be left blank Individuals without Company Names can have their name used as the Company Name And since for a certain number of your plants you are the Source do not forget to create yourself as a Source in the validation list When adding a Source to the validation list you can also enter address and contact information Through the Reports List Reports command button you can print out your list of User s Guide and Reference
108. pdate Record TAB advances to the next field or object lt ENTER gt If one of the color fields is blank the record will be updated with a blank Return to Database Menu Clivia Access V1 3 User s Guide and Reference Page 74 Grower s Notebook The Grower s Notebook in Clivia Access is designed as a place to electronically file all of that information you would like to keep and later find about a wide range of growing subjects A single left click on the Notebook command button on the Database Menu will take you to the Grower s Notebook switchboard menu shown below From here you can create new entries find edit and print existing entries and delete previous entries You can also edit the Publication and Source Lists both validation lists used in the functioning of the Grower s Notebook functions Clivia Access Grower s Notebook Create Notebook Entry Edit Publication List Search Edit Entries Edit Source List Delete Notebook Entry Return to Database Menu lt ENTER gt Command Buttons Single left click on any of the command buttons to go to that particular function Pressing the ENTER key will also take you back to the Database Menu Each command button is further explored below Create Notebook Entry Form Purpose The purpose of the Grower s Notebook Create Entry form is to create a new entry in your grower s notebook To Begin Activity To open this form from the Grower
109. pdates Clivia Access Bulk Update Pigmented Base Plant No Species existing value info only Pigmented Base Proposed Value sos f Check for Pigmented Base Location existing value info only E Disposition existing value info only On bulk update forms only lt ENTER gt updates Update Record the record If you do not press lt ENTER gt or double lt ENTER gt left click on the Update Record command button the record will not be updated ketun to Passe ses Memi TAB advances to the next field or object Previous Updates Clivia Access V1 3 User s Guide and Reference Page 73 Flower Colors Bulk Update The Flower Colors Bulk Update form operates in a similar manner to the Locations Bulk Update form just described The only difference is that the Flower Colors Bulk Update form updates all four color categories at once Do not leave one data entry box blank unless a blank value is what you wish to enter Clivia Access Bulk Update Flower Colors Plant No Species existing value info only Interior Color Proposed Value Location existing value info only Exterior Color Proposed Value T Disposition existing value info only Throat Basal Color Proposed Value Edge Color Proposed Value Previous Updates lt CENTER gt updates the record If you do not press lt ENTER gt or single left click on the Update Record command button the record will not be updated U
110. pe No of Scapes Frut Color Leaf Coor Ste Leaf Length Leaf Yidi Category 1 Category Category 3 User s Guide and Reference Page 102 Miscellaneous User s Manual Command Button Purpose The purpose of this command button is to open the User s Manual To Begin Activity To open the User s Manual from the Database Menu single left click on the Miscellaneous command button If Adobe Reader or other PDF Reader software is installed on the computer the User s Manual will open in anew window If not an error message will appear After you are finished with the User s Manual simply Exit File gt Exit the Reader software or Close the Reader s window to return to Clivia Access You can also leave the User s Manual open and switch back and forth between the User s Manual and Clivia Access using the Windows Task Bar buttons at the bottom of your screen next to the button The highlighted button is the open window on top To switch windows single left click the window button you wish on top p Greenhouse Diary and Event Record Reports Copyrigtht 2010 Colorado Clivia Co All rights reserved Updated July 15 2010 Single left click to find stored pollen using various parent criteria Start Fa Clivia Access UsersManual If you do not have Adobe Reader version 7 0 or later installed on the computer you will need to download the program from www adobe com products reader in orde
111. permanent key is entered For a valid evaluation license key just use the Notes instructions and single left click on Access Once a valid permanent license key has been entered Clivia Access will skip this form and go directly to the Database Menu Note Although two different types of license keys are distributed only one version of the software is included With both types of license keys you receive a User s Guide and Reference Page 10 full featured version of Clivia Access And any data placed in an evaluation copy of Clivia Access will still be there when a permanent key is entered The restriction on an evaluation license is it will only be valid for a limited number of days Danger Colorado Clivia does not replace missing lost or stolen license keys It is very important you keep a copy of your permanent license key in a safe place Without it you cannot re install the software at a later time Getting Started Introduction Clivia Access is intended to replace previously used paper processes for tracking the history and breeding activities involving individual plants Bringing a current collection into the database can be a rather large task Following the steps listed below can simplify that effort Review the Manual Reviewing this manual should be the first step taken in the implementation of a Clivia Access system Of particular importance are the sections on Installing Clivia Access Getting Started and at least
112. pical uses Remember there are Remarks data entry boxes elsewhere for comments about the plant Only Remarks about the bloom need be placed here If you are not going to enter pollination information at this time press CTRL plus sign to go to the next record or click on the Save and Return to Database command button If you are going to enter pollination information at this time press TAB to advance to the next data entry box Pollen Parent No Pollination Pollen Parent No Father Place the Plant Number of the parent or father of the pollen used to pollinate this bloom here The Plant No of the Pollen Parent must already exist in Clivia Access This is a required field Press TAB to advance to the next data entry box 1 Pollinated Date Pollination 1 Pollinated Date Enter the date in short date format the bloom was first pollinated here Subsequent pollination of the same blossom is recorded on the Pollination Progress Form described elsewhere Press TAB to advance to the next data entry box Tag Pollination Tag Many growers use colored tags or other forms of identification to identify on the individual blossoms which pollen parent was used on that particular blossom That color or tag description can be entered here Use of this data entry box is optional You can use it never some of the time or always depending on your Clivia collection If the flowers have been pollinated by more than one Pollen Parent create additiona
113. port to the Windows default printer without any intervening steps You will not see the report on the screen first Data Entry Boxes Clivia Access V1 3 On all forms appear white yellow or blue boxes These boxes are Data Entry Boxes and are used to input or display data Blue Data Entry Boxes only display information and cannot be changed White Data Entry Boxes are available for entry of data by the user Only one Yellow Data Entry Box occurs on each on screen form And the yellow highlight moves from one white data entry box to the next A Yellow Data Entry Box indicates that a particular box is currently hooked to the keyboard mouse and can receive information When you move to the next Data Entry Box the yellow highlight will transfer to the new box making it ready for data input User s Guide and Reference Red Boxes Yellow Data Entry Boxes i where a date entry is Ending Date 2008 231 2008 p expected will also have a little calendar symbol next to Notes them Single left clicking on this calendar icon will show an actual calendar which can be used to select dates using the mouse 123456 7 8 910111213 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Parts of some on screen forms are enclosed in a red line This area of the form is a sub form Sub forms are used when multiple sub form items can be associated with one main form item For example one particular plant can have many bloom events many
114. r growers to suit their specific needs Sample generic validation lists are included as a starting point Many growers may wish to expand the generic validation lists or replace them with one of their own User s Guide and Reference Page 2 Installing Clivia Access Requirements Clivia Access includes a run time version of Microsoft s Access 2007 As shown in the end user licensing agreement EULA you see when installing the software you are authorized to install one copy without additional licensing required from Microsoft The minimum hardware requirements for Clivia Access are the same as for Microsoft Access 2007 They are Personal computer desktop or notebook with an Intel Pentium 500 megahertz or faster processor Pentium IJJ or later is recommended Similar AMD processors are also supported 256MB of RAM or greater 512MB to 1GB RAM is strongly recommended 165 MB or more depending on the amount of data of available hard disk space on the computer s C drive for the program installation files an electronic copy of this manual and data files If you include pictures in Clivia Access the amount of hard disk space will increase significantly During the installation process up to 1 5 Gbytes of hard disk space may be used temporarily 1024 x 768 or higher resolution monitor A data backup mechanism capable of storing 5 Mbytes or more of data plus additional storage if photos are used Windows XP
115. r later installed on the computer you will need to download the program from www adobe com products reader in order to view and print the Users Guide Follow the instructions on the web site to install this free software After installing Adobe Reader to open the Users Guide go to C Clivia UserManuallv3 pdf and double left click on the file name Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Page 6 To install Clivia Access from an Internet download l Clivia Access is transmitted over the Internet in a compressed ZIPped folder displaying the name ClivA1v3 or ClivAlv3 zip During the download you should opt to this folder to your hard drive remembering where you saved it Go to the saved folder and double left click Depending on the software on your computer you can then copy the files to a software installation folder on your C drive or will need to extract them first You should end up with files and folders in the following configuration Installation folder name your choice setup exe a file autorun inf a file files a folder AccessRuntime exe a file SaveAsPDFandXPS exe a file ClivAlv3 msi a file Setup a folder Setup ini a file If the computer has more than one login you must login with Administrator rights Shut down any application programs running including virus protection and spyware If you leave virus protection and spyware operating during and initially after the instal
116. r may ask you to enter the Clivia Access installation CD into the CD reader Do so Clivia Access its data its photos the user guide the C Clivia directory and the desktop icon may be removed from the computer None of these files will be placed in the Recycle Bin so there is virtually no recovery from this maneuver Note If you have a full featured registered version of Microsoft s Office 2007 and you wish to keep the Save As PDF functionality just leave that program on the computer It not only adds PDF publishing capabilities to Clivia Access but will also add PDF publishing capabilities to all Microsoft Office 2007 programs Sorry it does not work for earlier versions of Office User s Guide and Reference Page 9 Activating License Clivia Access V1 3 Clivia Access is a licensed software product and as such requires a valid License Key to operate Two types of License Keys are distributed permanent and evaluation A permanent license key is good until December 31 2099 An evaluation license key is good for 30 calendar days after installation or a specific date whichever comes first When you first open Clivia Access and every time thereafter until a valid permanent license key is entered you will see the following screen Clivia Access Check License License Key Notes Please enter a valid license key or click on Quit Clivia Access Instructions If you need to obtain a new permanent license key
117. r the second photo or B photo is the Entry User s Guide and Reference Clivia Access V1 3 Page 27 ID Number B And the file name for the third photo or C photo is the Entry ID Number C Using the Clivia Access photo file default type of jpg is required because then Clivia Access will automatically take care of photo management for you By using the Photo or second Image folder file naming scheme and default photo file type for photos means Clivia Access will enter the necessary data and find the photos when they become available You need not take any action For example by default Clivia Access expects the file name and path for the three photos for plant number 115 to be C Clivia Photo 115A jpg C Clivia Photo 115B jpg and C Clivia Photo 115C jpg If a particular photo needs to be rotated cropped or modified in any manner you will need to perform that function in the digital camera or using a separate stand alone photo manipulation or photo organization application program Many digital cameras and scanners already come with these application programs for your computer User s Guide and Reference Page 28 Database Menu The first screen you will always see when you open Clivia Access is the Database Menu screen All portions of the program are executed from here and you will always return to the Database Menu after completing a particular Clivia Access v1 3 Database Menu Create New Edit Existing Repor
118. r to view and print the User s Manual Follow the instructions on the web site to install this free software After installing Adobe Reader to open the User s Manual directly go to C Clivia UserManuallv3 pdf using My Computer or Windows Explorer and double left click on the file name Clivia Access V1 3 User s Guide and Reference Page 103 Export Data and Reports Command Button Purpose The purpose of this command button is to export much of the data in Clivia Access to Microsoft Excel spreadsheet files or various word processing file formats To Begin Activity To open the Export Data and Reports on screen form from the Database Menu single left click on the Miscellaneous Export Data and Reports command button The Export Data and Reports on screen form will open Clivia Access Export Data and Reports Please check the lists you wish to export Export to Excel Export to Word Processing eee Bloom Data Reports l Seed Inventory Report l Stored Pollen Report Validation List Reports l Acquired As List l Breeding Group List Division Data l Breeder s Name List l Repot Data l Color flower List l Event Data Disposition List C Pollination Seed Data C Flower Shape List l Seed Inventory Data All l Fragrance List Soil Mix Data l Inflorescence Height List l Stored Pollen Data l Leaf Color Style List l Source Data Address Book l Leaf Length List Notes 1 Word pr
119. report before printing If you are looking for one piece of information an on screen report may answer your question without having to waste any paper Likewise if the on screen report is not quite what you wanted there is no need to print it out With reports sent directly to the printer you will receive no opportunity to examine these reports first and change any report options You can tell which type of report you are going to receive by examining the Command Button creating the report Command Buttons that say Prepare Report mean prepare a report for on screen viewing While Print Report means prepare the report and send it to the printer without viewing on screen first Photos and Images Clivia Access V1 3 Because of the wide range of digital photo file formats the size of photo files the complexities of using photos in Access and Windows and the unique requirements of different users Clivia Access is setup for photos and images with some requirements strong recommendations recommendations and optional features They are Optional The use of photos in Clivia Access is totally optional You can use photos none of the time or only use photos in particular plant records or Grower s Notebook entries In either case you need not do anything Clivia Access automatically establishes a link file name and path to three photos or images when each plant record or Grower s Notebook entry is User s Guide and Re
120. riteria listed for the Find Pollen Report if no pollen is stored under the associated plant numbers then no data will be displayed To Begin Activity To open the Find Pollen Report setup screen for use from the Database Menu single left click on the Reports Find Pollen Report command button Clivia Access V1 3 User s Guide and Reference Page 99 The Find Pollen Report on screen form will open with the yellow highlight in the first Plant No data entry box Data Entry Boxes General Any Data Entry Box that is left blank will select all entries for that particular criteria Selection criteria can be entered in any some or all of the Data Entry Boxes The criterion entered into the various Data Entry Boxes is applied to the plant that produced the pollen Clivia Access Find Pollen Report Enter criteria in boxes below Leave blank to include all data in that field Criteria refers to source plant s criteria Criteria Plant No Co Soy s Throat C OoOo Mother Plant No Ext Color a Father Plant No Edge Color 0 FI Shape Umbel Diameter b No Tepals oo Blossom Size h No Scapes Sepal Size Fruit Color ee Petal Size i Figmented Base E Check for Yes Sale Price Value Leaf Style A Species Oooo Leaf Len O Inflor Ht oOo Leaf Width oOo Fragrance O User Def Source oOo reed Breed Grp Int Color i tc a Breeder Color and User Defined data entry boxes will accept the w
121. rm is designed to record bloom and initial pollination events at the same time Users are strongly encouraged to wait and record bloom information when the initial pollination information is also available While it is possible to record pollination information via other methods recording an initial pollination on this form is significantly faster and easier Users who like to record subsequent pollinations of the same bloom can do so using the Pollination Progress Form not this form Note Growers may have plants that they do not pollinate Clivia Access does not require pollination and seed harvest information for every bloom The Create New Bloom Form can be used to enter bloom events without pollination information To Begin Activity To open this form for use from the Database Menu single left click on the Create New Bloom Record command button The form will open and the yellow highlight will be in the Plant Number data entry box Data Entry Boxes Clivia Access V1 3 As you look at the Create New Bloom Form you may find that certain information about the plant s flowers is missing Much of the flower information such as color and shape is contained in the Plant Record not in the Bloom Record That is because color and shape of a flower is primarily controlled by the plant s genetics and does not change from bloom to bloom By placing the fixed information in the Plant Record there is significantly less data entry require
122. roup lists the general breeding group of the plant This data entry box was included because often times flower color or Species are very specific By grouping your plants into general categories searches often produce better results Breeding Group is a validation list controlled field Up to 30 characters of letters numbers spaces or some symbols can be used in the Breeding Group data entry box and must be unique This data entry box can be left blank Press TAB to advance to the next field Breeder Breeder The Breeder data entry box is for the breeder s name particularly if it is different from the source Breeder is a validation list controlled field Up to 30 characters of letters numbers spaces or some symbols can be used in the Breeder data entry box and must be unique This data entry box can be left blank Press TAB to advance to the next field User Defined Category User Defined Category The User Defined Category data entry box is a user defined field User Defined Category is NOT validation list controlled Up to 30 characters of letters numbers spaces or some symbols can be used in the User Defined Category data entry box This data entry box can be left blank Press TAB to advance to the next field Pigmented Base User s Guide and Reference Clivia Access V1 3 Page 33 Pigmented Base The Pigmented Base Check box is where you can indicate if the plant has a pigmented base Check for a pigmented base leave
123. rrow on the right of the box just like previously described And you can move about the form using the TAB or CNTL TAB keys or left clicking with the mouse Because of the forms length individual subject areas have been placed on separate Tabs You will need to left single click on the Tabs at the top of the page to go to the various subject areas Clivia Access V1 3 User s Guide and Reference Page 53 Plant No If needed the Plant No associated with this plant can be changed to a new number The new number cannot currently be duplicated in Clivia Access Do Clivia Access Edit View Existing Plant Form Main Division Pot Bloom Pollen Seed Event Pictures Plant No Species Source E a Solomone Yelow Colorado Clivia Company Acquired As Price Date First Planted Mother Plant No Father Plant No Bareroot Juvenile 0 00 3 15 2006 J Location Propagation Fruit Color Sale Price Value B Greenhouse Division of Offshoot CC 88 Yellow Disposition Pigmented Base Current Collection I Check for Yes User Defined Category Breeding Group Breeder s Name Yelow Gi Leaf Color Style Leaf Width Leaf Length No of Leaves Leaf Solid Green Narrow 1 2 inches Fragrance Flower Non e Trumpet Flower Interior Color Exterior Color Basal Throat Color Edge Color 1 Next Field TAB 2 Enterfleave Red Box CNTL TAB 3 To edit another plant click on Save and Edit View A
124. rs should use a Not Acquired value on this list for parent plants not owned Breeding Group and Breeder Lists Color List Clivia Access V1 3 Breeding Group and Breeder lists are defined by the user As shipped with the software these lists only contain an Unknown value The Color list is pre populated with colors from three standard color charts with a fourth list of general color names added e The first chart is the Royal Horticultural Society Mini Colour Chart The RHS colors are shown in a Page Number Color Number Color Name format A typical RHS entry would look like 12 51B Dk Pink Red e The second color chart listed in the same list is the Cape Clivia Club s 2003 Clivia Colour Chart The Cape Colour Chart colors are shown in a Color Number Color Name format A typical Cape Clivia entry would look like YG7 Lt Green e The third color chart listed in the same list is the Cape Clivia Club s Clivia Colour Chart The Chart II colors are shown in a CC plus Color Number plus General Color Name format A typical entry from Chart II would look like CC42 Pink e The fourth list of general color names include Orange Red Bronze Yellow Green Peach Apricot Pink White and Purple The format used for these four systems of color descriptions allows the lists to co exist in the same validation list Clivia Access will quickly sort and find a particular color when a user puts the first few digits into the Data Entry Box
125. rticular plant you will need to manually change the photo s file name in the Photo directory Changing the plant number changes the file name and path link on this tab automatically Command Buttons Clivia Access V1 3 At the bottom of all Tabs in the Edit View Existing Plant Form are four command buttons They can be used at any time by a single left click of the mouse Cancel And Edit View Cancel And Return to Save And Edit View Another Plant Database Menu Another Plant If after viewing the first plant using the Edit View Existing Plant Form you wish to view a second plant you will need to close this form and return to the Enter Plant Number Form to identify the new plant by its Plant Number To do this single left click on the Save and Edit View Another Plant or the Cancel and Edit View Another Plant command button If the Save option is selected any changed information on the current form will be saved If the Cancel option is selected any changed information on the current form will be returned to its original state Because of the complexity of this form using one of these command buttons may take some time for your computer to execute the command Please be aware of the delay User s Guide and Reference Page 61 Edit Lists Form Purpose The purpose of the Edit Lists Form is to view edit and print most validation lists used in Clivia Access Two validation lists are not included Soil Mixtures and
126. run time versions of Microsoft s 2007 Access All unique Non Microsoft portions of Clivia Access software and this User s Guide and Reference are copyrighted by Colorado Clivia Company with all rights reserved Microsoft Windows Windows XP Windows Vista Windows 7 Office 2007 and Access 2007 are either registered trademarks or trademarks of Microsoft Corporation in the United States and or other countries Other trade names are registered trademarks of their respective organizations Any references to company names or brand names are protected by their respective trademarks and are acknowledged Export of Clivia Access software is allowed without an export license to most countries under United States ECCN 5D992 b 1 and CCATS G060498 Export is not allowed to Cuba Iran North Korea Sudan or Syria Printed July 2010 Colorado Clivia Company 621 Saint Paul Street Denver Colorado 80206 United States Table of Contents Clivia Access Concepts ssccccccccsssssssees 1 General Philosophy cccccccssssseseeeeeeeeeeeaes l ODON SC eg a E l Plant Numbers ccecsececoscececsceccscecsecs 1 Validation Lists ccccscecescecescsceccscecesceceses 1 Installing Clivia ACCESS ccssssscccceeeees 2 REQUITCINIEINS sepen a Eai 2 etalat Onesie ARR 3 Getting Started ssssssisssscescescssssisscceescssces 10 Introduction ccccccscecescececcsceccscecescecescececes 10 Review the
127. s date This form edits an existing record You cannot add new records via this form For that reason the only method to access this data entry box is using the mouse Clivia Access Pollination Progress Form For Species Holmes Red Bloom Date 6 7 3 900 Pollen Parent Mo OO Tag M Remarks Pollen Date 2 Date 3 Date4 These fields are the dates of subsequent pollination of this particular bloom Enter the date in the short date format Use of all three of these data entry boxes is optional Pressing the TAB key will advance to the next Pollen Date or to Remarks Clivia Access V1 3 User s Guide and Reference Page 46 Remarks Use up to 250 characters of letters numbers some symbols and punctuation marks to add information about the pollination that you feel is important Remember there are Remarks data entry boxes elsewhere for comments about the plant and its blooms Only Remarks about the pollination need be placed here Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for their descriptions Division Record Form Purpose The purpose of the Create New Division Form is to record when and how many divisions are removed from a mother plant Like several other forms in Clivia Access the Create New Division Form is a bulk entry style form The entries from the last bloom entered into the software except for Plant Number will be shown as a default If th
128. s for the Grower s Notebook functions can be deleted if needed Caution Clivia Access will not allow deletion of individual list items in the Location Soil Mix and Source validation lists Individual items in each list may be changed for example if a company changes its name you can change the entry in the Source validation list On these three lists only any change made in the validation list will be reflected on all of the various data entry fields forms and reports that use that entry For growers who have a number of plants to enter into Clivia Access collection and organization of the data before beginning the data entry process can significantly speed the process Although Clivia Access will allow you to enter User s Guide and Reference Page 14 information about a particular plant over time it is always faster and easier to do it all at once Some users may find the sample forms in Appendix B an assist in collecting some or all of their data for entry into Clivia Access Organize Mothers and Fathers First In Clivia Access the genetic history of a plant is tracked from the child to the parents not the other way around Also Clivia Access has no ability to add parents to newly created plants on the fly These conditions allow Clivia Access to present a more complete genetic history in the Family Tree Report while maintaining the integrity of your data When initially loading Clivia Access with data on your current coll
129. scape or main stalk here Only whole numbers or integers are allowed This data entry box can be left blank Press TAB to advance to the next data entry box Sepal Size Sepal Size In Clivia individual blossoms are comprised of two rings of parts called tepals The outer ring has typically three sepals and the inner ring has three petals Sepal Size is the size or width of one sepal Sepal Size is measured in the units you have previously established and can have one decimal place Fractions are not allowed This data entry box can be left blank Press TAB to advance to the next data entry box No of Scapes Plant No of Scapes Plant Enter the number of umbels flower spheres scapes or flower stalks per plant here Only whole numbers or integers are allowed This data entry box can be left blank Press TAB to advance to the next data entry box Petal Size Petal Size Petal Size is the size of one petal see Sepal Size description above Petal Size is measured in the units you have previously established and can have one User s Guide and Reference Page 43 decimal place Fractions are not allowed This data entry box can be left blank Press TAB to advance to the next data entry box Remarks Remarks Use up to 250 characters of letters numbers some symbols and punctuation marks to add information about the bloom that you feel is important A brief description of the bloom or comments to yourself about the bloom are some ty
130. se previously described for the New Soil Mix Entry Form on page 37 Users are referenced there for additional information It should be noted once created Soil Mixes cannot be deleted Clivia Access Soil Mix Edit Form Sail Mix Name By changing the Soil Mix Name to that of another soil mix will NOT change that record Parts Material Save and Return to Database Menu Cancel and Return to Database Menu TAB Move to the next field ENTER Return to Database Menu DO Clivia Access V1 3 User s Guide and Reference Page 64 Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for the description Source Form Purpose The purpose of the Edit Existing Source Form is to edit the information for existing sources Once created sources cannot be deleted but they can be changed Any information changed by this process is used to update all other source references To Begin Activity To open the Edit Existing Source Form for use from the Database Menu single left click on the Edit Existing command button An intermediate form will open the Enter Source Name Form and the yellow highlight will be in the Source Company Name data entry box Place the Source Company Name of interest in the data entry box or use the arrow to select from the drop down list and press the TAB key the Edit Existing Source Form f
131. se features exist it is still strongly recommended that growers with alpha numeric labeling systems convert them to just numbers The reasons are When entering data for Bloom Division Pollination Re potting and General Events data entry is significantly faster and less prone to mistakes using numbers particularly for computer operators who are comfortable using the numeric key pad Numeric sorting of lists makes sense to most people alpha numeric sorting usually does not make sense Alpha numeric labels can often be easily converted to Plant Nos The large number of available numbers in Clivia Access is helpful in this conversion If you would like some suggestions on how to convert your existing labels to the Plant Numbering scheme please feel free to contact us Determine Units and Formats When it comes to cost value or price data Clivia Access uses the Windows Currency format for your particular computer Different personal computers may have been setup differently To see what your particular computer uses for Currency go to the Windows Control Panel and select Regional and Clivia Access V1 3 User s Guide and Reference Page 12 Language Options Select the Regional Options tab The Currency format will be shown and can be changed from this dialog box Date formats in all cases are defined by Clivia Access as the Windows Short Date format Different personal computers may have been setup differently To see w
132. sed to create the Find Pollen Report To Begin Activity To open the Stored Pollen Form for use from the Database Menu single left click on the Edit Existing command button The Stored Pollen Form will open with the yellow highlight in the Pollen Plant No data entry box Data Entry Boxes Pollen Plant No Enter the Plant No of the source of the pollen This Plant No must exist in Clivia Access s plant records or an error message will result When a Plant No is entered do so without commas separating thousands Clivia Access will automatically add them Press TAB to advance to the next data entry box Date Stored Clivia Access Stored Pollen Form Add delete and edit records as needed Cancel and Return to Save and Return to Database Menu Database Menu lt ENTER gt Pollen Date Stored Remarks Plant No Storage Method Clivia Access V1 3 User s Guide and Reference Page 66 Date Stored Using your computer s short date format enter the date the pollen was placed in storage in this data entry box Press TAB to advance to the next data entry box Storage Method Storage Method Up to 20 characters of letters numbers spaces and some symbols may be entered in the Storage Method data entry box to describe the storage method Press TAB to advance to the next data entry box Remarks Remarks Up to 250 characters of letters numbers spaces punctuation and some symbols may be entered in the Remarks data e
133. ss Command Buttons All of the command buttons on this form operate as described for typical Command Buttons Users are directed to the previous sections for a discussion of those command buttons Command Buttons can be used at any time Soil Mix Form Purpose The purpose of the New Soil Mix Entry Form is to create new soil mixes for Clivia Access validation list and to record the recipe for each mix Clivia Access V1 3 User s Guide and Reference Page 37 To Begin Activity To open this form for use from the Database Menu single left click on the Create New command button The form will open and the yellow highlight will be in the Soil Mix Name data entry box Data Entry Boxes Clivia Access V1 3 Soil Mix Name Soil Mix Name is the soil mix entry that appears on other forms in Clivia Access It is the validation list entry So pick a name that is easy to remember A Soil Mix Name can be up to 30 characters of letters numbers spaces and some symbols The entry must be unique no duplicate Soil Mix Names are allowed An entry 1s required Press TAB to advance to the first line of the soil mix recipe Parts Clivia Access New Soil Mix Entry Form Soil Mix Name Cancel and Return to Previous Screen TAB Move to the next field ENTER Save and Return to Database Menu Pd Pd Po Fd Pd Fd D Pd Pd Pd Pd Fd Pe Fd Pd Fd po Pd Pd Fd Pd Fd po Pd Pd Pd Pd Fd a E User s Guide and Reference
134. st Species List Clivia Access V1 3 Page A6 The Soil Mix list currently contains only one entry Unknown Users will need to add their soil mixes to this list Once a soil mix is added to the list it cannot be deleted Edits made to soil mixes in this list will change all Clivia Access soil mix entries as well The Source list currently contains only two entries Unknown and Colorado Clivia the developer of this software Users will need to add their sources and themselves to this list Once a source is added to the list it cannot be deleted Edits made to sources in this list will change all Clivia Access source entries as well The Species list currently contains only one entry Unknown Clivia Users will need to add their species to this list Clivia users who wish to use the Genus Species Cultivar Group Variety and Family names correctly are encouraged to review Harold Koopowitz s Clivias book for the specifics of how these name categories apply to Clivias A short cheat sheet follows If it is called Place in this field Clivia Genus miniata gardenii nobilis caulescens Species etc Cyrtanthiflora interspecifics Cultivar Group Amaryllidaceae Family Once a species is added to the list it cannot be deleted Edits made to species in this list will change all Clivia Access species entries as well User s Guide and Reference Page B1 Appendix B Sample Data Collection Forms Clivia Access V1
135. t Closes the current form or report in Clivia Access and usually returns you to the previous screen For example use this icon when viewing previewed reports to return to the previous screens Using this icon on any form is the same as the Cancel and Return to Previous Screen command button E Quit Clivia Access Closes the Clivia Access program This icon should be used only in emergency situations such as when Clivia Access has locked up If possible it is always better to use the Quit command button on the Database Menu screen The command button cleans up the database and does other maintenance before leaving Clivia Access The Quit Clivia Access icon does not Page Setup Sets the margins and other print page setups for the current form or report For 8 5 inch by 11 0 inch paper all forms and reports have been properly preset and no changes should be necessary Clivia Access V1 3 User s Guide and Reference Page 20 mE Zoom Increases or decreases the magnification of reports when previewed on the screen Not available for on screen forms Zoom 2 Pages A present zoom setting which displays two pages side by side on the user s display monitor This setting is particularly useful for some of the Family Tree reports m Quick Print Prints the current form or report using the Windows default printer There are no options with this print command m Print Dialog Displays the standard Windows Print Dialog box
136. t Color and Flower Edge Color all use the same Color validation list Press TAB to advance to the next flower color field or move on to Remarks Photo File Names and Paths The Photo File Names and Paths data entry boxes contain the file name and path of the various photos of this plant Clivia Access automatically fills in these data entry boxes with the default descriptions when the Plant No is created These fields cannot be changed Even if you are not going to use photos the entries shown will work In the future all you have to do to activate photos for User s Guide and Reference Page 35 this plant is to place the photos named using the default schemes in the default folder Clivia Access will manage the photos from there Remarks The Remarks data entry box is an all purpose place to record notes about the plant At Colorado Clivia we often use this data entry box for the breeder s comments A virtually unlimited number of letters numbers spaces and some symbols can be used here The data entry box can be left blank Press TAB to advance to the next new record Command Buttons All of the Command Buttons on this form are common to Clivia Access and their use has been previously described Command Buttons can be used at any time Plant Records in Bulk Form Purpose Like the Enter New Plant Form just described the purpose of the Enter New Plant Bulk Form is to create a new plant record However the Enter New Pl
137. t Existing Seed Harvest command button An intermediate form will open the Enter Plant No for Seeds Form and the yellow highlight will be in the Pod Parent Plant No data entry box Place the Pod Parent Plant No of interest in the data entry box and press the TAB key the Seed Harvest Form for that record will open The yellow highlight will now move to the first No of Seeds Produced Clivia Access Enter Plant No for Seeds Form Seed Harvest Pod Parrent Enter Pod Parent Plant No Mother and press TAB I Seed Harvest For Pollination Events Between Dates If the Pod Parent Plant No does not exist in Clivia Access or if pollination events have not been recorded within the listed date range you will receive an error message Data Entry Boxes Because an individual Clivia bloom can be pollinated by several different pollen parents fathers the Seed Harvest Form gives you a list of available pollinated blooms for this mother plant Using the information in the Blue Data Entry Boxes select single left click with the mouse the appropriate line of pollination and then enter the seed harvest information Remember Blue Data Entry Boxes cannot be changed Clivia Access V1 3 User s Guide and Reference Page 68 No of Seeds Produced Enter the number of seeds produced by this particular pollination event in this data entry box No decimals letters or fractions are allowed Press TAB to advance to the next data entry box
138. t Record function Once you have set the Location data entry box to the correct listing for several plants you can just enter the plant s numbers in the Plant No data entry box and then press ENTER enter the next plant s number then press ENTER etc Each time you press ENTER the listed plant s information will be updated When you need to change to another Location just press TAB as you did in the beginning User s Guide and Reference Page 71 Number of Leaves Bulk Update The Number of Leaves Bulk Update form operates in a similar manner to the Locations Bulk Update form just described No of Leaves should be entered without commas and no decimal places Clivia Access Bulk Update No of Leaves Plant No Species existing value info only No of Leaves Proposed Value Location existing value info only Disposition existing value info only On bulk update forms only lt ENTER gt updates Update Record the record If you do not press lt ENTER gt or double eels left click on the Update Record command button the record will not be updated Return to Database Menu TAB advances to the next field or object Previous Updates Disposition Bulk Update The Disposition Bulk Update form operates in a similar manner to the Locations Bulk Update form just described Clivia Access Bulk Update Disposition Plant No Species existing value info only Location existing value info o
139. t blank Press Tab to advance to the next field Headline Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Page 76 Headline Enter the subject matter Headline here using a maximum of 75 characters spaces or some symbols This data entry box can be left blank Press Tab to advance to the next field Source Source Source is the subject matter expert who created this entry Source is usually a person while the Paper Publication or Web Site is the item used to publish the expert s material For a book the Source would be the author and the Publication would be the book s title publisher copyright date etc For an online newsgroup the Source would be the person posting the material and the Web Site would be the newsgroup s Internet URL Enter the Source here using a maximum of 75 characters spaces or some symbols Source is a validation list controlled entry You can select previously used sources from the drop down list or enter a new one If a new source is entered you will be asked if you would like to add it to the validation list much like on other Clivia Access forms with validation lists As elsewhere be careful to correctly spell new entries and not duplicate existing entries The Source data entry box can also be left blank Press Tab to advance to the next field Paper Publication Paper Publication The Paper Publication box in Clivia Access is the same as a footnote in a scientific paper min
140. ta entry box To enter a carriage return hold down the CTRL key plus the ENTER key Press TAB to advance to the next Diary record Command Buttons Add Edit Delete Records To delete individual Diary records single left click in the blue box on the left of the record The record will be selected The press the Delete key on the keyboard Once deleted records are permanently gone there is no recycle bin function in Clivia Access To edit a portion of an existing record use the mouse to select the items to be changed and make the changes Go to New Record Go to Last Record Go to Next Record Go to Record Number Go to Previous Record Go to First Record Record 4 Lof267 H ES As your Greenhouse Diary becomes longer navigation among the individual entries or records will become more complicated Use the Record Navigation Bar along the bottom of the screen to assist in navigation A single left click to any of the icons will take you to the record indicated above Since the most recent entries will be last left clicking on the Go To Last Record icon Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Page 88 will take you to the most current additions To quickly add a new record left click on the Go to New Record icon Etc Prepare Reports Single left clicking on the Prepare Reports command button will take you to the Date Based Reports form where you can prepare Greenhouse Diary and Diary
141. ten times you may wish a more general selection For example by entering something like Red in one of the Color data entry boxes will return all colors with red in the entry not just one specific red color x Command Buttons Only typical Command Buttons previously described are used on this form See previous sections for the description Selecting the command button will determine if data exists for the report and if data does exist an intermediate on screen form will appear the Find Plant Report Format form Form Purpose The purpose of the Find Plant Report Format form is to select the format of the report you wish produced Only data meeting the Find Plant criteria will be included Detail Report The detailed report will present data on each plant with a count of the number of plants for each of the selected sort or group by field Summary Report The summary report will only present the count of the number of plants for each of the selected sort or group by field No individual plant data is included Clivia Access V1 3 User s Guide and Reference Page 93 Photo Report The photo report displays photos if available for each plant and most of the individual plant s characteristic information This is similar to a catalog cut sheet Clivia Access Find Plant Report Format Report Type Summary Photo Sort or Group By Report Report Plant Number Species Location User Defined Cat Breeding Group
142. the list or go back and change the entry to an existing one The two most common causes of a Not In List message are different spellings or different spelling orders For example minor differences in red type Grow Mix 1 is different from Grow Mix 1 and would not be accepted Mix 1 Grow is different from Grow Mix 1 and would not be accepted Growe Mix 1 is different from Grow Mix 1 and would not be accepted Even though we as humans would probably figure they are all the same thing When you add to validation lists be careful to spell entries correctly and always check for slightly different duplicates Caution Validation lists are also used in Clivia Access for finding information on reports Deleting items from some validation lists is possible but never recommended once you start entering plant data Deleting in such a case will prevent you from being able to find the record containing deleted validation list items Changing or deleting validation list entries does not change or delete all of the information on already created records except for Location Soil Mix and Source entries Many validation lists such as leaf length and leaf width use a range of values for a particular entry This grouping is done for three reasons First not all leaves will be the same length on a particular plant but all of the leaves of a plant can be characterized within a group Second finding a plant using this characteristic is easier if a g
143. tial pollination records and blooms cannot be created via the Pollination Progress Record form New bloom and initial pollination records can only be created via the New Bloom form previously described starting on page 40 To Begin Activity Clivia Access V1 3 To open the Pollination Progress Form for use from the Database Menu single left click on the Create New Pollination Progress Record command button An intermediate form the Selection Criteria for Pollen Progress Form will appear You can use any one of four selection criteria to view recent blooms Clivia Access Selection Criteria for Pollen Progress Form Blossom older than 12 6 2009 wil not be shown Use Species Common Name for Selection Criteria a Species As Criteria Speces gt OR Use Pod Parent Mother Plant No for Selection Criteria Mother Plant No A Mother Plant No Criteria OR Use Pollen Parent Father Plant No for Selection Criteria Father Plant No As Criteria Father Plant No OR Use Pollinated Plant Location for Selection Criteria Location As Criteria Location ki OR Note Only Species Mother Plant No Father Plant No or Locations in the Pollination database and associated with blooms less than 90 days old are Return to Database Menu available in the above drop down lists lt ENTER gt User s Guide and Reference Page 45 with initial pollination events They are Species Pod Parent or Mother
144. to just go ahead and enter the data as you normally would If you use one or more of the reserved characters in a processed field Clivia Access will simply disregard that entry of reserved characters If on the other hand you enter a reserved character in a field that is not processed Clivia Access will include it No action is needed on your part just an understanding on why certain fields will ignore certain characters you have tried to enter The reserved characters for Clivia Access are Character Name x Comma Period Semicolon f Colon Acute a Apostrophe single quote a a Quote double quote Question Solidus slash Greater than Less than Left square bracket Right square bracket Left curly brace Right curly brace Reverse solidus backslash A m CUA VON Vertical bar pip Tilde Exclamation Commercial at Number pound hash User s Guide and Reference Page 24 Character Name Dollar Percent S Carot amp Ampersand i Asterisk Left parenthesis Right parenthesis Equal Plus Error Messages Clivia Access V1 3 As you work with Clivia Access you will receive three different types of error messages The first type of error message will communicate in regular English and make sense to plant growers Calling these messages errors is often incorrect Error messages are often used to communicate to users what is about to happen Some examples
145. top of the on screen form Up to three pictures can be associated with any plant s record in Clivia Access There are no operable controls on this tab Clivia Access uses an automated process for pictures the file name and path for three pictures were automatically entered when the plant record was first created If those pictures do not exist in the default folder no pictures will be shown on this page and a note will appear in the blue data entry box below the location for each picture If the pictures do exist in the default folder Clivia Access will display them as shown Please note the flower pictures on the left are horizontal pictures Clivia Access has displayed the entire picture but in a smaller space than the one vertical picture on the right If you need to change a picture you will need to change the photos names in C Clivia Photo to the file names used here Changing the file name there will update the picture in this on screen form Clivia Access Edit View Existing Plant Form Pollen Seed Flower Picture Detail Picture File Name and Path File Name and Path File Name and Path Mote Photo 1 Note Photo Mote Photo 3 Caution Clivia Access only keeps track of the file location for the photo not the photo itself If you move the photo file to another location Clivia Access will not be able to find it Clivia Access V1 3 User s Guide and Reference Page 60 Caution Jf you need to change the Plant No for a pa
146. ts lt lt gt Plant Record Plant Record List Reports Plant Records in bulk Edit Lists Find Plant Report Soil Mix Soil Mix Source Source Soom nerd Stored poten Pollination Progress Seed Harvest Record Edit Pollination Record e Pot Record Grower s Notebook Stored Pollen Report Miscellaneous veni Recond Greenhouse Diary and Ikers Mamial Reports Adobe Reader Required jj Export Data and Reports Copyrigtht 2010 Colorado Clivia Co All rights reserved Updated July 15 2010 function To execute a particular function place your mouse cursor over the appropriate command button and single left click That function will begin Each function is described in the following pages Clivia Access V1 3 User s Guide and Reference Create New Plant Record Page 29 Form Purpose The purpose of the Enter New Plant Form is to create a new plant record To Begin Activity To open this form for use from the Database Menu single left click on the Create New Plant Record command button The form will open and the yellow highlight will be in the Plant No data entry box Data Entry Boxes Plant No A Plant No is required for all plants in Clivia Access A valid Plant No 1s or greater Less than 1 000 000 and mE Not currently used by another plant in the database After a valid Plant No is entered a plant record has been created When a Plant No is entered do so without commas se
147. u can also delete publications form the list Deleting an item from this list does not change entries in the Paper Publication data entry box on existing Grower s Notebook entries Clivia Access V1 3 User s Guide and Reference Page 82 To Begin Activity To begin activity on this form single left click on the Edit Publication List command button on the Grower s Notebook start form The form will open and the yellow highlight will be in the Paper Publication data entry box for the first record You can use your mouse to move up and down the list or you can use the record selectors at the bottom of the list to also go to a particular item as discussed below Data Entry Boxes Paper Publication The Paper Publication data entry box will accept up to a maximum of 255 characters spaces punctuation marks or symbols to describe the particular Paper Publication in question If the publication is a web site or email address place those items in the Web Site data entry box not here Press Tab to advance to the next record Clivia Access Grower s Notebook Publication List Print Report Publication Record H 1 of 7 Abe a Enter Publication footnote source here Clivia Access V1 3 User s Guide and Reference Page 83 Command Buttons All of the command buttons on this form operate as previously described Add Edit Delete Records To add a new record or stored item to the list add the new information to th
148. up your data and photos images by copying the ClivA_Datal accde file your data and validation lists the entire Photo sub directory your photos both contained in the C Clivia directory or folder the NBook_Data accde your Grower s Notebook data and validation lists and the entire Image sub directory your Grower s Notebook images both contained in the C Clivia NBook directory or folder to someplace else on your hard drive If you own a full featured copy of Access 2007 you can read the data file and can export the information to another database using your copy of Access Even if you do not own a full featured copy of Access you should still make a backup copy of the data file as you may in the future be able to borrow or obtain a copy to manipulate the data If you do not own a full featured copy of Access you should use the Export functions of Clivia Access to export as much data as possible Use the standard Windows uninstall process to uninstall Clivia Access You will need to uninstall three programs Clivia Access Microsoft Office Access 2007 Runtime and Microsoft Save As PDF or XPS Add in for 2007 Microsoft Office To do the three uninstalls from the Windows Desktop left click on the Start Button gt Settings gt Control Panel gt Add or Remove Programs gt Clivia Access or Microsoft Office Access 2007 Runtime or Microsoft Save As PDF or XPS Add in for 2007 Microsoft Office gt Remove At some point the compute
149. us the author s name Enter the Publication here using a maximum of 255 characters spaces or some symbols Because Paper Publication is a validation list controlled entry you cannot use any of the reserved characters Since most Web Site addresses include many reserved characters a separate data entry box is provided for them The Paper Publication data entry box is intended for traditional publishing mechanisms You can select previously used sources from the drop down list or enter a new one If a new publication is entered you will be asked if you would like to add it to the validation list much like on other Clivia Access forms with validation lists The Paper Publication data entry box can also be left blank Press Tab to advance to the next field Web Site Web Site The Web Site data entry box is where you can place the Internet URL address for items published electronically Placing an URL here creates a hyperlink Single left clicking on this hyperlink when shown on the screen will open your Internet browser and take you to the web site listed It 1s recommended you include the complete URL including the http This data entry box can be left blank Press Tab to advance to the next field Entry Entry The Entry data entry box is where the content of your entry 1s placed This data entry box is special because it will accept up to 65 000 characters spaces User s Guide and Reference Page 77 punctuation all symbols
150. w Pot Form Bulk Entry Date Pot Soil Mix Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Plant No Clivia Access V1 3 User s Guide and Reference Page B9 New Event Form Patno De E m SOOO Tow Up Date Patno De E m SSS Folow Up Dato PlantNo De Event Siow Up Date Patno De m SST Up Date Patno De E m OST Up Date Patno De m o Fop Date Patno Dbe am o
151. xcept Breeding Group Breeder s Name Location Pot Description Soil Mix Source and Species Many pre defined validation lists can be easily edited and if needed all of their entries deleted Using the processes in Clivia Access starting on page 61 examine populate and edit as needed the validation lists While validation lists can have items added while entering plant data on a form it is faster and easier to start with some commonly used lists already in place We have successfully used validation lists with up to 10 000 entries These long validation lists do not noticeably slow down computer processing Therefore you can be quite detailed and lengthy in your use of validation lists The secret to long validation lists is to establish strict organization and format requirements on the list and to religiously implement those standards without exceptions When adding a new item to the list carefully make sure it does not already exist under another spelling or wording Caution Once you start entering plant data into Clivia Access it is recommended you do not delete items from a validation list Except as noted in the next paragraph deleting a validation list item will not delete the same entry already in the database Problems will result because selection criteria in reports are also controlled by validation lists Because of the different search routines in the Grower s Notebook entries in the Publication and Source validation list
152. y if the plant was pollinated Pollination Pollen Parent No 1st Pollinated Date Tag Previously Entered gt Plant Numbers Clivia Access V1 3 User s Guide and Reference Clivia Access V1 3 Page 42 the next data entry box Bloom Date Bloom Date Enter the date the plant bloomed here Although Clivias bloom over a period of several days enter only one representative date here Bloom Dates are used to differentiate between different bloom events so for a plant that blooms only once or twice a year Bloom Dates do not need to be perfectly accurate Never the less you still need to enter a specific date month day and year in your computer s short date format Press TAB to advance to the next data entry box Umbel Diameter Umbel Diameter Umbel Diameter is the diameter of the flower sphere or umbel Umbel Diameter is measured in the units you have previously established and can have one decimal place Fractions are not allowed This data entry box can be left blank Press TAB to advance to the next data entry box Blossom Size Blossom Size Blossom Size is the size or width of the individual blossoms in an umbel Blossom Size is measured in the units you have previously established and can have one decimal place Fractions are not allowed This data entry box can be left blank Press TAB to advance to the next data entry box No of Blooms Scape No of Blooms Scape Enter the number of individual blooms or flowers per

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