Records and review

Field messages

The same checks run whether you type a record, import it, or collect it in the field, so a message means the same thing everywhere. Each one names what to change.

“This field is required.” The field cannot be empty.
“Use at least N characters.” / “Use at most N characters.” The text is too short or too long.
“Must be at least N.” / “Must be at most N.” The number is outside the allowed range.
“Enter a whole number.” / “Too many decimal places.” The number must be an integer, or has more decimals than the field allows.
“Choose one of the listed options.” The value is not one of the field’s choices.
“Select at least N.” / “Select at most N.” A multiple-choice field needs more or fewer selections.
“Enter a valid date.” / “This date is too early.” / “This date is too late.” / “This is in the future.” The date is unreadable or outside the allowed window.
“Coordinates are out of range.” / “This is the wrong kind of geometry.” / “Coordinate uncertainty is required.” A location field has a point outside valid bounds, the wrong shape, or is missing the accuracy value it requires.
“No match was found.” / “That is the wrong taxonomic group.” A reference field’s value is not in its list, or a species is from the wrong group. Pick a value that exists in the list.
“Unknown unit.” / “This value is out of range.” / “This value is not valid.” A unit was not recognized, or a value could not be read as the field’s type.

Fix the named fields and save again. On an import, fix them in the file and re-import.

The review workflow

Records move through draft, in review, approved, with reject and reopen. A blocked action usually means the step does not fit the record’s current state.

A message that the action does not fit the record’s current state, for example trying to approve a record that is already approved. Check the record’s current state and take the step that fits.
“A reason is required when rejecting a record.” Add a short note saying why before you reject, so the record carries its history.
“This record has already changed. Reload and try again.” Someone else acted on the same record between when you opened it and when you submitted. Reload to see where it stands, then act if still needed.

Owners

“cannot demote the last owner” / “cannot remove the last owner”. An organization always keeps at least one owner. Promote someone else to owner first, then change or remove the original.

Publishing

“Publishing requires confirmation.” Publishing is a deliberate step. Confirm in the dialog to proceed.