Directory Structure and Files

When PLabel for Windows is installed from PLWin.Zip the following directory structure is created:

   \data - Label data files may be stored in this directory.
           If you create a \PLWin-data directory at the same level as \PLWin the program
           first looks there for data files.  As a second choice the program looks in
           \PLWin\data for the data files.
           The structure of the data files is detailed below.
      PLFootingsIn.dbf (*.fpt)           - Inst. Footings data files
      PLFootingsPr.dbf (*.fpt)           - Project Footings data files
      PLHeadings.dbf   (*.fpt)           - Project Footings data files
      PLCountry.dbf    (*.cdx)           - Country data file and index
      PLPrtConfig.dbf                    - Print configuration data file
      PLFamily.dbf     (*.cdx)           - Family data file and index
      PLGenera.dbf     (*.cdx)           - Genera data files
      PLTaxa.dbf       (*.fpt)           - Taxa data files
      PLTitles.dbf     (*.fpt)           - Title data files
      PLMain.mem                         - Main program configuration memory
      PLPrint.mem                        - Print configuration memory
      TempLabels.dbf   (*.cdx, *.fpt)    - Add (temp.) label data files and index.
      PLWin3.exe                         - The PLabel for Windows program
      VFP7r.dll         VFP7renu.dll     - MS-Visual Foxpro runtime libraries
      resize.vct        resize.vcx       - Resize screen class libraries
      msvcr70.dll                        - Program runtime library
      foxuser.dbf       foxuser.fpt      - MS-Visual Foxpro program memory
      PLWinPrint.dbf    PLWinPrint.fpt   - Temporary print spool data files
      PLWinPrint-HP5P-4.frt / .frx       - 4 labels per page report layout
      PLWinPrint-HP5P-6.frt / .frx       - 6 labels per page report layout
      PLWinPrint-HP5P-8.frt / .frx       - 8 labels per page report layout
      PLWinPrint-HP5P-bryo.frt / .frx    - 1 label per page for bryophyte packey report layout
      Summary-sp-fam-coll.frt / .frx     - Summary list report layout
      Summary-sp-fam-coll-loc.frt / .frx - Summary list report layout
      TempRTF.rtf                        - RTF formating temporary file

Label Data Files

This program uses MS-Visual Foxpro tables as data files. These files may be exported as tab-delimited files and then imported into a number of other programs such as MS-Excel and MS-Access.

Labels are stored in user created files with the “.plw” extension (*.fpt files accompany these files to store memo field information). The default directory for these files is C:\plwin_data. When absent, then \plwin\data\ is next directory of choice. The current working label and the template label are stored in the file: \plwin\pdata\templabels.dbf (templabels.fpt accompanies this files to store memo field information). This temporary label file has only 2 entries (records). Entry one is the template and entry two is the current label being worked on. The current label is added to the active user created file when the add button is selected.

For more details and recommendations on the information stored in the data fields for specimen labels see:
Preparation of Plant Specimens for Deposit as Herbarium Vouchers

Structure of user created label files (*.plw) and templabels.dbf

Name Type Width Usuage
FAMMODIF Character 7 Uncertainty modifier for family. Generally ?, cf. or aff.
FAMCODE Character 4 Family code based on code in families table.
GNMODIF Character 7 Genus name modifier such as X, ?, cf., aff.
GENUS Character 22 Genus
SPMODIF Character 7 Species epithet modifier such as X, ?, cf., aff.
SPECIES Character 22 Specific epithet
AUTHORITY Character 200 Authority
RANK1 Character 7 Infraspecific rank 1 such as var., ssp.
INFRA1 Character 50 Infraspecific epithet 1
INFRA1AUTH Character 80 Authority for infraspecific epithet 1
RANK2 Character 7 Infraspecific rank 2 such as var., ssp.
INFRA2 Character 22 Infraspecific epithet 2
INFRA2AUTH Character 80 Authority for infraspecific epithet 2
DET Character 70 Determiner
DETDATE Character 20 Determination date
COMMON Character 150 Common names, if desired to be included, although not recommended as they will change when id’s change.
COUNTRY Character 30 Country, must be present in the countries file.
STATE Character 45 State, prov. or other division below country as defined in the countries file.
COUNTY Character 45 Second division below the country as defined in the countries file. E.g., county or parish in the United States.
LOCNAME Character 70 Standardized locality name such as Kanapaha Botanical Gardens. Note: this was used as a standardized field at the UF Herbarium and did not print on the label in versions of PLabel for Windows prior to 11 Oct. 2004. It now prints on the label after the “county” level geographic division.
UTMZONE Character 2 UTM zone.
UTMNS Character 1 UTM hemisphere designator, N or S.
UTMEAST Character 20 UTM easting coordinates.
UTMNORTH Character 20 UTM northing coordinates.
LATCOORD Character 14 Latitude coordinates. Format is flexible. Entering “o” will convert to a degree sign.
LATNS Character 1 Latitude N or S designation.
LONGCOORD Character 15 Longitude coordinates. Format is flexible. Entering “o” will convert to a degree sign.
LONGEW Character 1 Longitude E or W designation.
DATUM Character 10 Locality coordinates datum system. Lat./long. and UTM need this!
GEOUNCERT Numeric 4 Uncertainty of geographic coordinates in meters.
STR Character 30 Section, township, range.
ELEVSTR Character 18 Elevation in a flexible format. Certain rules will apply in the future. Recommended formats are: 1000 m., 1000-1500 m., 3000-3500 ft.
LOCALITY Memo *variable Verbal locality description.
ORIGIN Memo *variable Verbal description of original source of cultivated material, such where material in a botanical garden was originally obtained.
HABITAT Memo *variable Verbal habitat description including associated species.
PLTDESC Memo *variable Verbal plant description including height, flower and fruit color, fragrance.
REPROSTAT Character 3 Reproductive status: codes will be rigid in the future. Note: this does not print on the label. Currently the recommended list is:

  • FLW: flowering
  • FRT: fruiting
  • FF: flowering and fruiting
  • FLB: flower buds
  • FRI: fruit immature
  • FFI: flowering with immature fruit
  • FBF: flower buds and mature fruit
  • FBI: flower buds and immature fruit
  • CON: bearing cones (such as with conifers)
  • STM: male strobili
  • STF: female strobili
  • VEG: vegetative (no flowers or fruit)
  • FER: fertile specimens (e.g., fern with spores)
COLL_FIRST Character 25 First name and optional middle name or initial of primary collector.
COLL_LAST Character 150 Last name of primary collector.
COLLNO Character 12 Collection number of primary collector.
COLLWITH Character 200 Other collectors present.
DATECOLL Character 40 Date of collection. A format with the month spelled out or abbreviated and 4 digit year will prevent confusion. E.g., 3 May 2003, not 3/5/03 or 5/3/03
SHEETS Numeric 2 Number of labels to be printed. This does not correlate to sheet 1 of 2, because it is up to the mounters and collection managers, not the collectors, to determine how specimens will best fit on sheets.
NOTE Memo * variable Additional notes about the specimen or location. Notes: Anything after |DN| (but before another tag) will print as a determination note at the top of the label under the scientific name and before the determiner. Anything after |DC| (but before another tag) will print as a determination note at the top of the label under the scientific name and the determiner. |DN| may be used as a determination note and |DC| may be used for determination confirmed and other notes.
PROJECT Memo *variable Project title.
PROJECTNO Character 25 Specimen number in a project. Printed after project title with no prefix. Add # or no. in front if you want that printed.
PERMIT Memo *variable Permit information.
CULTCODE Logical 1 The plant is cultivated. This will toggle the alternate label title on in printing.
FIELDALC Logical 1 The specimen was field preserved with alcohol.
PHOTOS Logical 1 Photos of the specimen in the field were taken.
DNA Logical 1 Material for DNA analysis was collected.
SPIRIT Logical 1 Spirit collections were also prepared.
WOOD Logical 1 A wood sample was prepared.
LIVING Logical 1 Living material was collected for cultivation.
PROOFED Character 1 A flag field for the user to keep track of proof reading of labels. It can also be used to flag specific labels for printing.
SET Character 10 A field that may be used to keep track of specimen sets.