Finding records

To locate records that are in the Tracy database you may use the Find window.  The Find window is composed of the exact same panels that are present in the Edit window with the addition of a sixth panel that contains fields for the date the record was entered (or last edited) and the username of the person who entered (or last edited) the record. All of the fields that support drop down lists in the Edit window also support drop down list in the Find window. Using the Find  window can be very simple or rather complex.  This section outlines the simple features of the Find window.  More advanced users should refer to the Tips section of this web site, there they will find information about the use of the "+Find!" and "SQL" menu items as well as how to use wild cards and search for blank fields.

Basic operation

The typical find operation in Tracy is to locate all records that have a particular field set to a particular value. To accomplish this you simply enter the value you want to search for into the appropriate field and then click on the "Find!" menu item.  Tracy will then locate the matching records and return a list of them in the Results window. If you make a mistake entering the constraint values you can simply delete the value or you can click the "Clear!" menu item and the entire Find window will be cleared.

NOTE: When you enter just a family name, the program automatically enters BOANP codes for plants identified only to this level and no farther. If you leave the codes in, the Find routine will find only plants identified to this level. To find all plants in that family, remove the BONAP codes from the Find window--then the program will find all records for that family. Entering only a family and genus works the same way--the Find will return plants identified only to family and genus unless the BONAP codes are removed.

Options for setting the constraints

Rather than just typing the constraint values into the Find window by hand you can drag-and-drop information from the Edit window on a panel by panel basis. The Find window below shows the result of clicking on the Taxon panel of the Edit window and dragging the panel information across the screen and dropping it on the Taxon panel of the find window.
Edit Window Find Window
Here again, you can now just click the "Find!" menu item and all the records that match the above constraints will be found and displayed in the Results window.

The "Distinct Values" Option

If you want a list of results without duplications, you can use the "Distinct Values" Option. For example, you may wish to list the species from a particular county but not all of the records. On the "Find" window menu bar, select "Options" and then make sure "Distinct Values" is checked. Click on "Options" on the main Tracy window, then edit the Results Display window so that it will return the desired fields, in this case Family, Genus, and species, in that order. IMPROTANT: REMOVE the accession number and collection ID from the list of items to be returned. Now, set the desired constraints in the Find window--in our example, the name of the county. Press "Find!"--the result will be a sorted list of all the species in the county, with duplications eliminated. Other searches are formulated in the same way. Note that the results window will tell you that you are in "Distinct" Values" mode.

It is important to remember that in "Distinct Values" mode, the results do not represent individual records, which means you can not click on a result listing and bring up the corresponding record. Records can be accessed from the Results window only when you are NOT in "Distinct Values" mode.