1. Each Template spreadsheet downloaded comes with a corresponding Legend.xls spreadsheet. This spreadsheet shows the field types and values (Selection) required for each field in the Template shapefile:

   

2. Use the rules in Table 4.2, along with the Legend.xls, when populating the Template shapefile attribtues:
   Table 4.2 Shapefile Data Validation Rules for Legend.xls

   File Type/ Validation	Format/ Data Entry Rule	Additional Information
   String (Text)	Text field up to 254 characters
   Date	yyyy/mm/dd	*
   Selection	Choose a value for the corresponding field name from Legend.xls	The value entered must match exactly the value given in Legend.xls (i.e. “Bollard” not “bollard”)
   Number	Integer or decimal
   Image	Imagename.jpg	Can take only one image for each record (can only be .jpg or .png files)
   File	Filename.zip or Filename.pdf	.zip can take multiple images or files when zipped together
   Mandatory fields	Must be completed, others can be left blank	Capture as much data as possible
   “ID” field (CRITICAL)	Must be populated. Must be a unique integer. Must be unique between templates of the same activity.	i.e. 1,2,3…

    

3. Note: – Once data is uploaded “Area” and “Length” fields for polygons and polylines are added and calculated automatically
4. *Note: – If using QGIS, the date formula will be YYYY-MM-DD
5. Note: – Field names for shapefiles will be truncated to 10 characters. If you are unsure of a field name when viewing shapefile attributes, see the corresponding field in the Legend.xls.

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