The BugsCEP File Importer/Converter

The File Importer will start running through your species list and try to match your species names with those in BugsCEP immediately after openning.

When finished it will display information on the relative success of the automated conversion - similar to the image on the right.
In this case 8 taxa could not be matched, and two are probably matched, but there is some discrepency in the species name lengths.

The next stage is to manually (A) check the suspicious names (marked with '*') and (B) insert the correct taxa into the unmatched ones.



The File Converter is made up of three sections, as shown below:

Section (1) shows your original file.
Section (2) shows an intermediate form of the new, converted file (columns 3-6 will be dropped in the final version).
Section (3) contains buttons and a couple of tips.

In Section (2) your original species names are shown in the column labelled 'F1', and the BugsCEP equivalents are shown in column 'Species Name'.

  1. Species marked with '*' are usually simple to fix - in the case above Patrobus septentrionis (Dej.) has been matched with Patrobus septentrionis Dej. and the missing brackets have caused the File Converter to mark a difference in length.
    Delete the '*' and space preceeding the name if the name is correct, other wise proceed to B.

    Note that you must always accept the spelling and authority givene in BugsCEP.
    The File Converter is not perfect - so check all marked species.


  1. Unmatched taxa must be added manually as follows:
    1. Select the record in the New Countsheet (a black triandle to the left of the record shows that it is selected)
    2. Click the [Insert Species from full Bugs Species List] button to open the Species Selector.
    3. Find the correct species in the Species Selector.
      If you can't find it there then click the [Look for Synonyms] button and try to find it there. Once found click the [Show in 'Add to List'] button to move to the species in the Species Selector.
    4. Click the [Add to list] button to insert the newly found species into the New Countsheet.
    1. BugsCEP will ask you to confirm the action in a dialog box like the one above...
      If you check the [ ] Record replacement for use in future imports box then the species should be found automatically next time.
      Click [Yes] to confirm.

When all taxa are matched click the [Create New Excel File...] button, and then choose a save location and filename. The File Converter will inform you as to whether it had to change any sample names to conform to the database standards. It will also inform you if any mysterious Excel 'ghost columns were deleted.

Click [OK] to return to the File Importer.



  • You can access and edit the list of manual replacements from either the:
    [Show recorded replacements] button on the File Converter, or
    The [Edit Import Replacements] item under the [Tools] button on the main toolbar.
  • The manual replacements list is searched in order of creation - earlier replacements will be chosen before later ones, so it may need editing at times.
  • Under certain circumstances (and we are yet to figure out what they are), the File Converter will import rows in the wrong order - so that the first row does not include samples. If this happens then abort and try again - you may have to exit and restart BugsCEP. This seems to be an Excel problem...


Last edited: October 15, 2006