Categories
Fact Sheet Fusion v2

Glossary Reports

Glossary Terms Report

Glossary Term report menu option, via the Glossary manager
Glossary Term report menu option, via the Glossary manager

The Terms Report will report on all the terms for the selected Glossary Set. The report will cover the term properties such as ‘Review’, ‘Exclude’ and ‘Alias Of’ etc. It will also give a media attachment count for each term.

Glossary Terms report example
Glossary Terms report example

 

Categories
Fact Sheet Fusion v2

Entity Reports

Fact Sheet Fusion offers several Entity reports, which can be accessed via the Entities…Report menu.

Entity Report menu options

Entity Properties Report

Entity properties such as ‘Exclude’, ‘Review’ and ‘Exclude as Heading’ can be reported on for all entities within the current project. This report allows reviewing the entity properties faster than reviewing each entity properties in turn, via the interface.

Entity Properties example report

Tip

Copy and paste the report output to a spreadsheet application where the tab separated values will display in columns. You can then sort and query the report.

Entity Topics Report

This report will let you quickly assess which topics have text for each of the entities. It also indicates if the entity has any alternative names associated with it.

Entity Topic report example

Tip

Copy and paste the report output to a spreadsheet application where the tab separated values will display in columns. You can then sort and query the report.

Note

The value 'TRUE(EMPTY)' indicates that the topic for the entity has value which would cause its inclusion in the fact sheet sheet, however it would appear as empty (no topic text). For example, if the Topic text contain HTML code such as '<div>&nbsp;</div>'. The empty rendering check only looks for common tagging issues and will not catch all possible scenarios where empty topic text may be rendered to the fact sheet.

Entity Media Report

This report will list all media attached to the entities in the currently opened project. It will also indicate entities without media attachments. A separate report is available for just checking on Entities without media attachments. See next report below.

Entity Media report example
Entity Media report example (modified to condense report)

Entity No Media Report

Entity No Media Report menu option
Entity No Media Report menu option

Reports on entities that have no media attachments for the current project.

Entity No Media report example
Entity No Media Report example

Scientific Name Non-Matching Report

If you have a ‘Scientific Name’ topic, you can check if the entity label now differs from the scientific name topic text (if was automatically generated via the Advanced Entity Options…Create Scientific Name topic option. For example, you may have corrected a spelling mistake within the entity label, but forgot to amend the Scientific Name topic text.

Entity Scientific Name Non-Matching report example
Entity Scientific Name Non-Matching report example

Ad Hoc Entity Report

See report details here.

 

Categories
Fact Sheet Fusion v2

Ad hoc Entity Report

Ad hoc Entity Report dialog
Ad hoc Entity Report dialog

Often when dealing with large data sets it can be useful to search across the set based on a list of one or more Entities. When managing our own data sets we are asked “I have a list of species. Do you have any of these?”. Rather than manually searching through the list of entities you can now use the Ad hoc Entity Report.

To begin with one or more Entities need to be supplied to search. You can add these via the ‘Entities to Search for…‘ dialog as shown below:

Example usage of the add Search Entities dialog. A species list pasted from Excel.
Example usage of the add Search Entities dialog. A species list pasted from Excel.

Once one or more entities have be provided to the Ad hoc Entity report dialog, these are searched for across the current projects Entity list and their alternate names. Any matches will be listed in the ‘Matched Entities’ list box, while close matched (by distance) will be listed in the ‘Similar Entities‘ list box.

If you are only interested in exact matches then you can untick the ‘Include up to [x] similar Entities’ check box, before clicking the Report button. Otherwise you can select the top 1-20 similar species to be included in the report. The Report button will then ask for a location in which to save the report. Once saved, Fact Sheet Fusion will then automatically open the report in your preferred web browser.

The report uses the following layout:

Matched Entities
[Entity Name] (Synonym of: )
Associated Media
[Entity Media]
File:
Caption: …
Total Entities Matched:
—————————————————–
Remaining Entities with potential matches
Entity
Similar Entity names (by distance)
      Entity Name ()
      Associated Media
      [Entity Media]
      File:
      Caption: …
Total non-matched entities:

Example section of a report showing matched entities:

Example report showing matched entities
Example report showing matched entities

Example section of the end of matched Entities and the start of similar Entities:

Example report showing potential matches
Example report showing potential matches

Where a match distance is very close (3 or less) it is highlighted in green text to indicate closeness as outlined red in the example below.

Ad hoc report example with very close match
Ad hoc report example with very close match

The report uses a very simple self contained HTML template page located in ‘Reports’ folder of Fact Sheet Fusion’s installation folder. If you have permission, you may customize the styles defined in this file, however do not change the filename. Or customize the saved report. Below is the report templates content:


   
           



    {0}

Note

The reports content replaces the '{0}' token when generated to a file.

Tip 1

To have media displayed within the report relies on a previous export of the fact sheets as HTML. The export settings for the media are used as reference to the media in this report.

Tip 2

The report can be easily saved via your browser as a PDF document using a PDF print driver. E.g. 'Print as PDF'.

Categories
Fact Sheet Fusion v2

Advanced Options

Media Manager

Advanced Media Options
Advanced Media Options

Fact Sheet Fusion has several options for advanced users when dealing with media. Please read the help on any of these options prior to using as in most instances there is no undo action available.

Auto match and attach category media option

This option will automatically attach any media found in the media manager entity categories to the corresponding project entities. This is useful for example after performing a large media import and saves having to attach each entities media items ‘by hand’.

Auto match and attach confirmation dialog
Auto match and attach confirmation dialog

Confirmation warning prior to proceeding with the auto attach function.

Auto match and attach from media store to media manager

This option will search the currently opened Fusion database category sub folders found in the ‘Media’ folder location for any media files that have not yet been attached. Any unattached media found is then automatically added to the media manager under the corresponding category. No duplicate attachments will occur. This option does not attach the found images to the project entities. For this option use the ‘Auto match and attach category media’ option as described above.

Auto match and attach to a from the media store confirmation dialog
Auto match and attach to a from the media store confirmation dialog

Confirmation warning prior to proceeding with the auto attach media manager function.

Remove attached media, excluding derived, from the project

This option removes the entity media attachments for the project, excluding derived media attachments. This doesn’t delete media. It only removes the image links that have been associated with an entity in the current project. Derived images aren’t removed as this custom information associated with the image would be lost since it is stored on the basis of the link between the entity and the media item.

Remove attached media, including derived, from the project

This option removes the entity media attachments for the project, including derived media attachments. This doesn’t delete media. It only removes the image links that have been associated with an entity in the current project. Derived images are also removed. This will result in the loss of any custom associated information or setting options for that entity image.

Report Missing Media from Store

 

Missing Media Report
Missing Media Report

All media stored within the media manager will be checked for missing files where moving, renaming or deleting may have taken place outside the scope of Fact Sheet Fusion, breaking the link between the Fact Sheet Fusion database and the file system. E.g. Via the operating system file manager.

Broken media within the Media Manager will not show a thumbnail, but rather a small media icon.

Note

It is highly recommended that you do not move, edit or delete media files found in the FSF database Media folder using the Windows file manager.

Delete Missing Media from Store

Manual changes to the Fusion databases Media folder content is strongly discouraged, however some advanced users like to manually delete unwanted media from the media store. When this happens it does so outside the scope of Fact Sheet Fusion. When the media manager is loaded these deleted files will be shown as broken media. This option can be used to clean out these now defunct records from the media manager.

Export Media CSV

References to all media items will be exported to a CSV file. The format (columns of data) mirror that of the CSV media import file format.

After selecting to export a file browser dialog will allow you to choose a folder and filename in which to save the CSV. Once completed you will see a completion dialog.

 

CSV Export finished dialog
CSV Export finished dialog

Opening the CSV in Excel

If you wish to open the CSV file in Excel, use the Data menu ‘From Text/CSV’ option, rather than trying to open it via the File…Open menu. As shown in the screen shot below.

Loading CSV into Excel
Loading CSV into Excel
Categories
Fact Sheet Fusion v2

Media Usage Reports

Media Manager

The media usage report shows all usage of selected media throughout all projects. This is particular useful if you want to permanently delete a media item. Or to check associated derived captions.

To generate a report select one or more media items in the media manager. Then right click to view the media pop-up context menu or press Ctrl+R. A report will then be generated on the selected media and displayed in the Usage Report dialog.

Media Usage report
Media Usage report example
Categories
Fact Sheet Fusion v2

Entities

An entity is the object for which the fact sheet is being created. An entity can be anything such as an insect, fish or plant species, a medical disorder, or any other series of objects that are described according to specific topics. For more information see Components of a fact sheet.

Adding Entities

To add a new Entity to the Entity list, first give focus to the Entity list by clicking on it. You can tell when the Entity has focus as its background will change color. Adding a new Entity can be done in several ways:

Add Entity dialog
Add Entity dialog
  1. Via the Entities Menu…Add (Ctrl + E)
  2. Via the pop-up context menu accessible by right clicking within the Entity list.
  3. Via the Import (Ins) option (available via the Entities menu or the context menu).

You can also elect to add the entities to an existing or new Subset automatically. To do this either select an existing Subset from the dropdown menu or type in the name of a new Subset.

Tip

You can use this import process to automatically add entities to a subset, even if they already exist in the current project.

Import Entities dialog
Import Entities dialog
Tip

You can browse to load text into the import dialog from a file by using the folder button.

Note

When an entity is created a corresponding Media Category of the same name will also be created, if it doesn't exist.

Editing Entities

To edit an existing entity select the entity by clicking on it (or use the up or down arrow keys to navigate to it). Then you can select the edit option (via the Entities menu or context menu), or simply press Ctrl+E. Make the desired changes and click the update button to complete the task.

Update Entity dialog
Update Entity dialog
Note

When an entity is renamed, it's corresponding Media Category will also be renamed.

Delete buttonDeleting Entities

To delete an Entity, first select it by clicking on it (or use the up or down arrow keys to navigate to it). Then select the delete option from the Entities menu or context menu, or simply press the delete key. You will need to confirm that you wish to delete the Entity.

Delete Entity confirmation dialog
Delete Entity confirmation dialog

Deleting a Entity will also automatically remove all Topic text and media references (but will not delete the media files) from the Entity.

Note

There is no undo for this action.

Sort descending button Sort ascending buttonSorting Entities

By default Fact Sheet Fusion will list the Entities in the order you enter them. However you can sort Entities in two ways. You can either sort all the Entities automatically in to ascending or descending order via the Entities Sort sub menu or context menu. Or you can manually sort the Entities using Drag and Drop.

Entity Properties

Entity Properties panel
Entity Properties panel

When you give focus to an Entity its properties will be listed within the Properties section of the interface located top right. When you give focus to an Entity property you will get a small help topic listed at the bottom of the properties describing its function.

General

Entity Name – You can edit the Entity name in the properties panel or as described above.

Alternative Names – This property allows you to assign alternative names associated with the Entity. For example, common names, synonyms etc. See the Alternative Names help topic for further information.

Tip

You can access the Alternative Name dialog by using the shortcut key combination (Ctrl + Right Arrow) for the selected Entity.

Entity Order – The sort order of the entities is controlled by the Entity list. See the Sorting options for Entities above.

Entity Parent – You may select another entity as the parent of the selected entity. This can be used when grouping and listing entities, for example, within the index page.

Author – You may enter the author of the entity fact sheet here. The author information can be exported out into the fact sheet meta-data or wherever it is supported in the export template.

Tip

The author field allows for token replacement. E.g. [EntityName] and [Topic:].

Author Notes – These are private notes relating to the entity. They will not be included as a part of the export process.

Tip

The Author Notes field allows for token replacement. E.g. [EntityName] and [Topic:].

Review – Mark the entity as needing review. E.g. For further editing. Marking an Entity for review will give you the option of excluding the entity in the export process. See the Export Entity Options help topic for further information.

Description –  The description field is a short summary of the entity fact sheet. It can be used in the Fact Sheet meta-data or wherever it is supported in the export template.

Tip

The Description field allows for token replacement. E.g. [EntityName] and [Topic:].

Specialized
Unique Identifier – The unique identifier is a code (number, text or combination thereof) such as an LSID or database ID that can be used where supported in specialized export templates. For example, it could be used as a part of a query string to filter or to return additional information from an online system.

Exclusions
Exclude – If set to true the entity will be excluded from the export process and no fact sheet will be created, unless overridden by Export options.

Exclude as Heading – Normally most export templates place the entity name at the top of the fact sheet to identify its content. However, if needed, you can mark the entity name to be excluded as a heading, if the export template supports this.

Exclude Entities – This property allows you to exclude the cross-linking of other entities found within the entities topics.

Exclude Glossary – This property allows you to exclude the cross-linking of glossary terms found within the entities topics.

Overrides
Entity Heading Color – Normally the export template will define the color (and style) of the Entity headings within the fact sheet. However you can override this with your preferred color.

Entity Heading color picker
Entity Heading color picker

Custom Style – Normally the export template will define the style and formatting of the Entity heading. However you can completely override the export templates style sheet by defining your own in-line styles.
The styles defined should follow the same rules for applying a HTML in-line style. e.g. An in-line style on a heading tag:

<h1 style=”color:#333;text-transform:uppercase;border:none;”>My Entity</h1>

The Custom Style should only define the style definitions, not the tags. i.e. The highlighted section below from the example above:

<h1 style=”color:#333;text-transform:uppercase;border:none;“>My Entity</h1>

Exporting

Export Fact Sheets

Please see Exporting Fact Sheets for further information.

To file buttonEntity Names to File

This takes the currently listed entities and saves them to a text file. Once the file has been created you will be asked where to save it.

ClipboardEntity Names to Clipboard

This takes the current listed entities and saves them to the clipboard where you can for example paste them into another document etc.

Filtering Entities

When dealing with a large number of entities it’s often useful to temporarily filter the list. You can do this via the filter option found at the top of the entity list. To access the filter options click on the dropdown list.

Tip

If the entity list is selected use the following keyboard shortcut to access the filter option: Ctrl + spacebar.

Entity filter option
Entity filter option

Two filter options are available:

  • Text filter: Enter search criteria (text) you wish to match within the entity list and their alternative names, if present.
    Note: If a match is made on an alternative name the associated Entity will be listed, not the alternative name. This can give the appearance the entity listed didn’t match the criteria you entered in the filter.
  • Subset filter: Selected subset(s) will filter the entities list based on the entities contained within the subset(s).
Entity Filter option expand showing example filtering by entity labels contain'Acacia' and via the Entity Subset 'Environmental Weeds of Australia'
Entity Filter option expand showing example filtering by entity labels contain’Acacia’ and via the Entity Subset ‘Environmental Weeds of Australia’
Entity Filter option showing the results of the filter
Entity Filter option showing the results of the filter

If filter criteria and subsets have both selected they will work in conjunction with each other. That is the entities are restricted to the selected subset(s), which are in turn restricted by the filter text.

Once Filter criteria has been entered and/or subsets selected click on the filter button (or press return). This will apply the filter. If the filter dropdown is closed without selecting to filter (i.e. clicking the filter button), the filter options will not be applied.

To clear the filters remove filter criteria and un-select all subsets then click the filter button.