Animal Registry - Adding Collections

Summary

OERCA's Animal Registry tool allows you to manage the addition of new individuals and collections to your Facility; and also maintain ongoing census transactions. The article below will show you how to add animal collections to the system

NOTE:  To learn more about the difference between Collections and Individuals in OERCA, check out our Knowledge Base article Collection vs Individual. 

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TO ADD ANIMAL COLLECTIONS FOLLOW THESE STEPS:

1. Click on the Registry button in the top navigation bar.
2. Click the plus [+] sign next to "COLLECTION".

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OVERVIEW OF THE ADD COLLECTION TOOL

The following is an overview of the key features in the "Add Collection" component of the Registry tool. For more information regarding the specifics of the data entry fields located in the left hand panel, scroll further down the page or click HERE.

1. Data Entry Fields: The data entry fields in the left panel are used to provide details about the collection. Only the fields with a red asterisks are required to create a collection in the system.
2. Area/Exhibit Assignment: Because a single collection can be distributed among numerous area/exhibits, multiple rows are available for quantity assignment.  Select the area/exhibit from the drop-down list and assign a numeric quantity to that area.  You can also select the Origin of the collection, as well as import ID numbers if members of the collection are tagged or have microchips. 
3. Add A Single Record: Clicking this plus icon will reset all data entry fields and allow you to begin adding information for a new collection.
4. Save: Clicking the green check-mark will save the record to a preview "card" and move it to the staging area on the right hand side.
   

   NOTE:  This step does NOT upload the data to the system, it only creates a preview card in the right panel.  Step #6 below uploads the data. 

5. Staging Area: The panel on the right serves as a staging area. Once data fields are filled out on the left and the green check-mark is clicked, a "card" will be created and display within this staging area. This will allow the User to create multiple collections quickly with an opportunity to review before submitting permanently to the system.

   TIP:  If a card is selected (clicked on) in the right panel, the data fields in the left panel will show that card's information and can be edited.

6. Upload: Click the upload button to permanently add all cards shown in the staging area to the system.

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FILLING OUT THE DATA FIELDS

The following bullet points briefly describe each field that can be associated with a collection. ONLY THE DATA FIELDS THAT HAVE A RED ASTERISKS ARE REQUIRED FIELDS. The rest are optional.

1. Facility/Store: Select the Facility or Store receiving the collection.
2. Genus & Species: Select the genus/species by clicking inside the data field which will trigger the "Select Species" popup modal. In this popup modal you can search for species by both scientific name and common name.
3. Origin:  Select where the specimen(s)were originally obtained.  Most Companies prefer to limit this choice to "Collected" or "Birth" (meaning they were bred in managed care and not the wild). 
4. Acquisition:  Select the means in which YOUR Facility acquired the specimen(s). 
5. Source: Select the source from which you acquired the collection. This drop-down is a customized list that can be configured at both the Company and Facility level.
6. Acquisition Date:  Using the date picker, select the date in which you acquired the specimens. 
7. Cost (ea): Enter the monetary value to acquire each specimen of the collection (cost/specimen). OERCA can use this information to create cost reports on animal inventory.
8. Transit Mortalities: The User has the option to enter any mortaliities that may have occurred when the collection arrived to your facility.  This data is used as part of the Source Evaluation feature for assessing your vendor/sources. 
9.  Comments: Add any comments that may be important to this collection group.
10. Area/Exhibit Assignment: Select an Area/Exhibit from the drop-down list and assign a quantity in the corresponding "Quantity" column.  If the collection has ID numbers via pit tags or microchips those can be imported or manually entered by clicking on the "Import IDs" button.
11. Save: When the information is complete, click the green check mark to save it, move it to the "staging area" and clear the entry form for a new addition (if required).

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ADDING GENUS SPECIES (SELECT SPECIES POPUP MODAL)

When you are filling out your Data Fields (as described above), the following information will assist you when assigning the genus/species.

NOTE:  The popup modal you see below is launched when the User clicks inside the data entry field for Genus & Species as described in Step #2 above.

1. Search for the species of the collection you are entering. You can search by both scientific name or common name; however, since common names can vary greatly we suggest searching by scientific name.  You do not need to type in the full name.  The search will bring up all results what is entered in the search field. 
2. You can reset the search field by clicking the reset icon
3. When you find the species you are looking for, click on the green check mark in the corresponding row to enter it into the data field.