Adding Accessions

The first step to working with accessions is to add some to Terraware. Adding accessions can be done in one of the following ways. 

1. Bulk importing from existing inventory database: When you first start using Terraware, you may have an existing seed bank database in use. If you have been keeping track of your seed accessions outside of Terraware, you can easily import the list into Terraware using a .CSV file (which can be created, edited and deleted in any spreadsheet program of your choice, for example Excel, Google Sheets, or Numbers). 
   1. First, you will need to make sure your CSV file is formatted with the correct column names and values. You can find a blank template that you can fill out by navigating to the Seeds page in Terraware, clicking the three dots icon at the upper left of the screen, choosing import, selecting a seed bank, and then clicking the link to download the CSV file. You can then open it in your spreadsheet program of choice. The only required columns are the scientific name and the collection date. Note that spelling does matter for any column where we provide you with acceptable options. After you’ve filled the sheet out, make sure that you save it as a CSV.
      • Acceptable values for QTY: numbers only!
      • Acceptable values for QTY Units: Seeds, Grams, Kilograms, Milligrams, Pounds, Ounces 
      • Acceptable values for Status: Awaiting Processing, Processing, Drying, In Storage, Used Up
      • Acceptable values for Collection Date: YYYY-MM-DD
      • Acceptable values for Collection Source: Wild (In Situ), Reintroduced, Cultivated (Ex Situ), Other
      • The only required columns are the scientific name and the collection date. We do encourage you to be as thorough as possible, as this will help you easily sort your seed collection by things like conservation status, and easily reference seed storage behavior for different species later.
      • When your CSV is ready, go into Terraware and go to Seeds >> Accessions in the left navigation. 
      • Click on the three dots icon and select “Import”.
      • Select the seed bank you wish to import your data into.
      • Choose the file that you want to upload. Make sure you upload a .csv file with columns that have accepted values in them or you will get an error message.
      • Your CSV will be uploaded. If there are any issues with it that prevent it from being read, you’ll be asked to correct them and re-upload.
      • You will get a success message once your import has been completed and your data will appear in the accessions table.

2. Adding accessions manually: It’s easy to add accessions one at a time manually
   1. Click the “Add Accession” button on the top right of the screen
   2. Fill in all fields marked with an *. This includes the following:
      • Species - you can only have accessions with species that are recorded in your species list!
      • Collection date - this is the date that the seed was physically collected. 
      • Receiving date - this is the date that you received the seeds physically at your seed bank.
      • Processing status - this is the status of the seed accession. We default this to “awaiting check-in” for new accessions. 
      • Location - this is the seed bank where the seeds are received.
   3. Click the “Create” button at the bottom right of the screen. You will then be taken to the accession details page for the accession you just created.