Recorder 6.26

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Recorder 6.26

We are currently investigating and planning a major update of the Recorder 6 database to 6.26 (details below) for the end of March to co-incide with the current workplan. This update may cause some disruption in data entry, transfers and service provision. Please account for this when planning submission of records or information requests.

Get in touch if you have any concerns or queries.


New version release notes and details from the JNCC website: 

Recorder 6- Version 6.26.1 – Release Notes  


This version of Recorder 6 incorporates several major changes requested by users together with fixes for a number of bugs.  Please read these release notes carefully before upgrading.

*** Before running the upgarde make sure you have a  backup of the original database and also the Recorder 6 user files and program ***.    

Main Changes

  1. The provision of  a method of recording licences against a Survey
  2. Improvements in searching for and reporting on taxa.  The current system is based around preferred lists, but many groups are now spread across multiple lists, including the ‘List of Additional’ names. This makes searching for taxa an unnecessarily complicated process. The process for reporting by expanding a taxonomic group is also complicated in that finding the taxa to expand can be difficult as there is no certainty about which list to use as the start point, and also some confusion about what will be included. Similarly users have no way of viewing the current taxonomic sort order, which will in many cases differ from the sort order provided within taxonomic lists.  Mantis 611 and 640 address these issues and provide better methods of sorting and searching, including a ‘View’ of the Organism table, which is used for sorting and expanding down the taxonomic hierarchy. 
  3. The changes made in this release require a new version of the ‘Manage User Added Taxa ‘addin. Version 6.26 of the addin is available from the JNCC web site. 

After this upgrade the release will still be and the database version will be  000000AW.
Report  ‘Ver 1’ should be present in Reports\ Run\System Supplied\Version and when run should report  ‘6.26’.  

Please note

  • Upgrading to Windows 10 Anniversary edition may change file permissions to ‘Read Only’ on some required files in the ‘C:\Program Files (x86)\Recorder 6’  folder. If the installation reports  an error writing to this folder then right click on the folder, chooses properties then clear the ‘Read only’ box and click on apply. If you still experience problems please put a post on the Forum.            
  • Following this upgrade the four index tables must be rebuilt.
  • Users with external ODBC links to the R6 database will need to refresh the links to Taxon_List, Index_Taxon_Name, Organism and Reference tables.
  • Data from this release will not export to R6 systems before 6.26.  
  • Some of the changes will not be fully effective until the Dictionary is upgraded to 0000003T. If you are already on version 6.25 then it is  suggested that you upgrade to dictionary 0000003T  prior to the application upgrade. If you are on an earlier version of R6 then it is suggested you upgrade to V6.25 then upgrade the dictionary to 0000003T before running the 6.26.upgrade. This is not essential, but may speed up the dictionary upgrades.    


Changes – Fixes and Development

Mantis 97 - Address is now always displayed when searching for an individual. DOB and DOD are displayed if other information is the same.

Mantis 137 – Fixed issue with return of Location Feature key.

Mantis 213 – Automatically fixes issues where there no or more than one Taxon Occurrences identified as preferred.

Mantis 335 - Taxonomic Sort Order added as an option for sorting within Sample.

Mantis 387 – Restrictions which prevent the use of taxa on certain lists are lifted. Restriction now only applies to taxa where the Organism is considered ‘Redundant’.

Mantis 597 – Report P1 fixed.

Mantis 611 and 640 – Search methods and Organism Table Views  

The two new methods of searching for Taxa have been provided are – ‘Preferred Taxa’’ and ‘Recommended’.  These are in addition to the existing methods which remain unchanged.  

The new search method ‘Preferred Taxa’ will search over all lists, but will only return one entry for each species found. The search may still find multiple species with the same name, usually differing by attribute, authority or rank and these will be displayed so that the user can make the appropriate choice.    Also sub genus in taxa is ignored when searching (i.e. when searching for Monacha cantiana, Monacha (Monacha) cantiana will also is found).

The new search method ‘Recommended’ works in a similar way and looks at all taxa, but it just returns the Recommended key. This means the taxa selected may not have the same name as entered.  However, it will be the same species.  

Both methods are unrestricted apart from ignoring taxa which are marked as redundant in the Organism table, and both return just one recommended entry for each unique taxon, based on the most appropriate list on which the taxa appears.  A ‘Recommended’ search will always return the recommended taxon name and key irrespective of what has been searched for.  For example if searching for a common name or synonym the ‘Recommended’ search will find the recommended name and the key for this. A ‘Preferred Taxa’ search will find the name searched for and the best list which has this name.

A method has been added which allows the Organism table to be viewed as a Virtual list.  The list ‘ORGANISM View ‘will appear near the top of the dictionary lists. The virtual list can in most cases be treated as a normal list. It can be searched and filtered on. For searches it works best with the ‘Recommended’ search, when it will find all valid taxa, including synonyms. The list is the one to use when expanding down the taxonomic hierarchy as all entries are suitable for expanding. It can be used in the Report wizard, but does not support ‘All Taxa on List’. The order of the list represents the sort order which will be used in an R6 taxonomic sort.  The  list is not available in ‘Edit Taxon Details’, In addition  a view of the Coleoptera has been included as an example of what is possible.  Unlike the preferred list this includes beetles from all lists, including those from the ‘List of Additional’ names. The virtual lists have been designed so that it is relatively easy to add new lists.

At the foot of these notes are some suggestions on how the new search facilities could be used.

Mantis 614 - Resolves an issue where it is possible to lock out all Admin users.

Mantis 615 - Change backup location now displays a full file hierarchy.

Mantis 618 - Batch Updates can now use the Taxon_Occurrence_Ext_Ref table.

Mantis 619 - Batch Updates can now access the Import Wizard tables

Mantis 620 - Length of Forename changed to 30 characters

Mantis 621 – Name searches now return Title, Forename, Initials and Surname (also address).

Mantis 622 – Survey tag sort, now improved so that it can be set both in the enhanced terms list and also through the Observation hierarchy.

Mantis 623 - Taxon Determinations are now listed in Entry date order.

Mantis 624 – Added  ‘Private Comment’ to Survey. The field is on the Licence tab, but may be used for any purpose. Data in this field does not export.

Mantis 625 - Fixes bug in 6.25 which can cause some entries to displays twice in Observation hierarchy

Mantis 626 - New ‘Licence’ tab added to Survey. Also added to Term List.   

Mantis 627 - Upgrade kit changed to prevent deletion of User file folder (only happened in unusual circumstances).   

Mantis 628 - Checks maximum length of OSGB and OSNI during import

Mantis 629 - Stop IW from showing additional lines when importing records with blank grid refs.

Mantis 631 - Allows users to clear Address fields before export as this information is often considered confidential.  Note that if this facility is used care must be taken if the data is re-imported.

Mantis 633 - Prevent exporting of relationships (e.g.  Location Relations) causing problems on import.

Mantis 634 – Export parameter window now indicates the state of the ‘Export Confidential’ option.

Mantis 636 – The rebuild of the Taxon name Index now shows additional progress stages. 

Mantis 640 - See Mantis 611    

Mantis 649 – Allows filtering and reporting on Non-Native flag. The NHM have advised that this flag is now considered correct.  


Notes on the use of Preferred Taxa and Recommended taxa searches plus the use of the virtual Organism list.

  1. Searching for Taxa


In the Option menu/General tab change ‘Restrict Taxon Searches To’ either to ‘Recommended’ or ‘Preferred Taxa’ (scroll up to find this - it is not ‘Preferred Checklist’). If you normally want to find the actual name entered and use this then set the option to ‘Preferred Taxa’. If you normally wish find the ‘Recommended’ name irrespective of the name entered then set the option to ‘Recommended’. 

This setting will determine the search option which R6 will default to when a new session is opened. The exception to this is when a virtual table is selected, In this case the default will always be ‘Recommended’. It will also determines the search method used when a taxon name is keyed directly into an input box. 


It is suggested that ‘Preferred Taxa’ I used as the standard method of searching, replacing the use of ‘Preferred List’ and ‘Unrestricted’.  

Both the ‘Preferred Taxa’ and ‘Recommended’ search methods search all records. The difference between these searches and unrestricted is that they will only return a name once, whereas unrestricted returns multiple entries for the same name depending on how many dictionaries the taxon is used on.   

If ‘Recommended’ or ‘Preferred Taxa’ returns more than one entry this will be because there is some difference between the taxa – normally an attribute, authority or rank.

When searching the search method can be changed and this will be retained for the session.

Import Wizard Matching

The ORGANISM view list can be used to automatically match within the Import Wizard. Use this in preference to ‘Preferred List’.  It is important to note that if this list is used it will work in a similar way to the Preferred list. For synonyms it will return the recommended taxon and key.  

If one of the other views (currently only Coleoptera is available) is chosen then matching will still be against the Virtual Organism table.

Unmatched taxa can be found manually, using a search (see Searching above).

Input of Records

When a taxon name is keyed directly into the input field and the record saved, Recorder 6 will attempt to find the taxon using the search method set in ‘Options’. If only one entry is found then this will be accepted without any further display. If more than one is found then the options will be displayed. Setting the option to ‘Preferred Taxa’ or ‘Recommended’ will ensure that the correct species is chosen and that unnecessary displays of the options are avoided. This is a much more accurate method than using preferred list. 

As at present then care is needed with common names as slight spelling differences can mean that a wrong species is entered.