Specimen Label Printing

Symbiota portals offer basic label printing capabilities in order to aid in the accessioning of new specimens. See the Accessioning New Specimens overview for a general introduction to the general philosophy and workflow. The text below describes the label printing process with the assumption that the specimen records have already been entered into the data portal. Visit the Specimen Data Entry page for specific details on that process.

The first step to label printing is to define the subset of specimen records that need to be printed. Once this is done, labels can be printed directly within the web browser using a generic label format. Another option is to export the data as a CSV file and print labels using an external label printing application or a mail merge template. More specific label printing instructions are listed below.

  1. Login
  2. Go to the profile display page for the observation or collection project where you have entered the specimen data, display control panel, and select the Print Labels option.
  3. Use the specimen record query form to display the records that are to be printed. Records can be filtered based on collector name, collector number, identifier (catalog number, accession number, barcode), entered by (login name), date modified (date entered), or a project name. Note that hovering over a field will display the search formats available for that field. For example, date modified can be entered as a range using the following format: 2011-08-01 – 2011-08-15.
  4. After records are displayed, click the “select all” checkbox to print labels for all matching records or select only the individual checkboxes to limit the output.
  5. The second column displays the number of labels to be printed for each specimen as defined within the database. Changing this value in the form will modify the output.
  6. Print labels: Use the Print Label form located below the specimen records to define a header and footer for the labels. One can limit the label output to 2, 4, or 6 labels per page. Note that printing within the browser is limited to a few generic label formats without the ability of modifying data or format before printing. Custom labels can be created by exporting the data as a CSV file and using an external label application or a Mail Merge template. Copy/pasting label output into a word processing document has had limited success for some collectors, but usually involves extensive reformatting.