The various options for filtering and for verifying multiple records offer many ways in which verification can be organised. It’s worth spending some time thinking about what works best for your purposes. If your scheme receives records at a relatively slow pace you may well be able to verify each one individually as they arrive. But schemes that have larger amounts of data arriving may need a different approach.
Here are a couple of approaches that I have found useful to work through records as quickly as possible (but every recording scheme is likely to have slightly different approaches to this).
Example workflow for records with photos
1. Set the “Photos” filter at the top of the page to “With”.
2. At the top of the Species column, click on the column-head arrows to sort the records in the grid by species name.
3. Work through the records individually, clicking on the thumbnail image to check that it is correctly identified, and using the Escape key to close the image; if an image needs a closer look, right-click on the thumbnail to open up a large image in a new tab.
4. Assign a verification status to each record individually as you work through them.
5. Or alternatively, use the tick box at the top of the grid to tick the whole page of records first, and then untick any that turn out to be incorrectly identified, so that when you reach the foot of the page only the correct records will still be ticked. You can then apply a verification status to accept all the ticked records. The accepted records will be removed from the grid, and the ones that you did not tick will now be at the top of the grid, where you can deal with any redeterminations, queries or rejections individually.
Another option for records with photos is to use the Photo verification page.
Example workflow for records without photos
1. Set the “Photos” filter at the top of the page to “Without”.
2. At the top of the Recorder column, click on the column-head arrows to sort the records in the grid by recorder name. If you have many records per recorder you may also wish to use the column-head filter box to select records from one recorder at a time.
3. In multiple selection mode, use the tick box at the top of the grid to tick all records on the page.
4. Scroll down the grid, checking the records, and unticking any that need to be queried or rejected.
5. When you reach the foot of the page only the correct records will still be ticked. You can then apply a verification status to accept all the ticked records. The accepted records will be removed from the grid, and the ones that you did not tick will now be at the top of the grid, where you deal with any queries or rejections individually.
An alternative to the above approach would be to go through all the records for a particular recorder and reject or query any records that can’t be accepted. The records remaining in the grid for that recorder could then be accepted in one go, either by use of the tick boxes, or by using the “all” option to verify every record in the filtered grid.