This page explains what .csv files are, how you can work with them, why we use them, and other methods for getting your data into VegBank.

What .csv files are

.csv stands for "comma separated values."  csv files are text files that are viewable in any text editor (for example the very limited program that probably came with your computer, Notepad).  While we don't endorse a single text editor over another, you could go to www.textpad.com and get an excellent text editor there at a reasonable price.  You do not need to view your files in a text editor before they are imported into the Client.  csv files can also be opened with spreadsheet programs, which will be explained below.

Each line in the csv file represents a different record (equivalent to a row in a spreadsheet).  The fields (columns) are separated by commas.  Any value that has a comma embedded in it must be surrounded by quotes.

When viewed in a text editor, a csv file looks like this (here is a part of a sample Species List file that would be read into the Client):

plantCode,OriginalplantName,OriginalplantNameWithAuthor,OriginalReferenceForConcept
AB001,Abelia X grandiflora,Abelia X grandiflora (André) Rehd.,"Kartesz, 1999"
AB002,Abelia,,USDA2001
AB003,Abelmoschus esculentus,Abelmoschus esculentus (L.) Moench,"Kartesz, 1999"
AB004,Abelmoschus,,USDA2001
AN001,Anagallis arvensis ssp. arvensis,Anagallis arvensis L. ssp. arvensis,"Kartesz, 1999"
AN002,Anagallis arvensis,Anagallis arvensis L.,"Kartesz, 1999"

When opened as a spreadsheet in a program like MS Excel or Lotus 1-2-3, the same .csv file would look like this:

plantCode OriginalplantName OriginalplantNameWithAuthor OriginalReferenceForConcept
AB001 Abelia X grandiflora Abelia X grandiflora (André) Rehd. Kartesz, 1999
AB002 Abelia   USDA2001
AB003 Abelmoschus esculentus Abelmoschus esculentus (L.) Moench Kartesz, 1999
AB004 Abelmoschus   USDA2001
AN001 Anagallis arvensis ssp. arvensis Anagallis arvensis L. ssp. arvensis Kartesz, 1999
AN002 Anagallis arvensis Anagallis arvensis L. Kartesz, 1999

Notice the pair of red commas in the text example and the corresponding empty red cell in the table above.  Consecutive commas indicate empty cells (null values).  Also, the green text shows how the csv file deals with commas: the value with a comma is surrounded by quotes.

Tips to help you create and use csv files

The simplest method to create and use csv files is through a spreadsheet program.  When saving your spreadsheet, specify that it be saved as a "comma-delimited (*.csv)" file.  The spreadsheet program will probably protest that you may lose data when saved in csv format.  You will lose your formulas; only values are used in csv files.

If you are creating csv files for purposes of importing data into the VegBank Client, it may be easiest to create a template of the file.  This can be accomplished in the File Locations form, explained here.  Once the file is created, open it with a spreadsheet program.  Then, enter your data values in the appropriate cells.  Pasting from other spreadsheets or databases works well for this (just be sure to match records correctly).  If your data is in text format and space, tab, or fixed width delimited, you may want to paste the data into a spreadsheet and then convert text to columns.

Why we use csv files to import into VegBank in Access

Maybe there are folks out there who are grumbling that we are using csv format.  The reason this was chosen was that this is easy to import and export as a fairly standard format.  Also, we don't have to deal with issues of formatting data types in Excel (text cells and number cells don't import the same way into Access).  If you have a large set of complex data that you would like to submit to VegBank and this approach doesn't seem to be working, try an alternate method discussed below.

Alternate methods of getting your data into VegBank

You can get your data into the Client without using .csv files.  This requires some knowledge of MS Access.  You can append your data from another database directly into the loading tables.  Or, you could import your datatables into the Client, then append your data from these tables into the loading tables.  All you have to know is which tables to append the data to.  The loading tables are named as follows:

Loading Table Name in this document MS Access TableName
Party Information Z_USER_A_Party
Species List Z_USER_B_SppList
Plot Data Z_USER_C_plotData
Cover Data Z_USER_D_CoverData
Stem Data Z_USER_E_stemData
Soil Data Z_USER_F_SoilData
Disturbance Data Z_USER_G_Disturbance
Community Names Z_USER_H_CommNames
Plot Communities Z_USER_I_PlotComm
User Defined Metadata Z_USER_J_UD

Once your data have been appended to the appropriate loading tables, proceed with the loading process, skipping only the "Load Data" form.  Warning: changing names of tables or names of fields in the Client will cause the Client to stop functioning properly.  No further support for this alternate method is provided at this time.

Still want more options?  We have also developed Java plug-ins to read directly from certain databases into VegBank, bypassing the Client entirely.  If you are familiar with such things, you could also write your own plug-in.  This will obviously take a good understanding of the VegBank data structure.  For more information on this, see our VegBank homepage.