To prepare a complete and functional information system, Linnaeus modules have to be filled with information in a standardized way. The use of Linnaeus II and the required data format is specified in the user manual, but here are some further details.

The basic modules to start with are the Species and Higher Taxa. These form the core of the taxonomic database in Linnaeus II. The scientific list of taxa names filled in as the names of the pages in these modules form the core of the taxonomic database in Linnaeus II. Linked to these taxonomic databases are the Glossary and the Literature modules. These names are crucial since they are used throughout the software (not only to the Index, but also to the keys, MapIt, etc.).

When starting with Linnaeus II, the first step should be to create an up-to-date list of names and the hierarchical structure for the classification of all the taxa you want to enter. Of course you may add things later, but it is handy to organize things in advance. Note that if you change the name of a taxon in an almost finished project, you will have to adjust this in all the other modules! Every taxon page has a separate Taxonomy field in which the classification must be copied. This forms the essential part in the (automatic) construction of the Index module, where all the names can be viewed and via links accessed in the taxonomic database.

Recent versions of Linnaeus II (2.0 and later) use hotlinks throughout the software: a click on a name or reference in any part of the Index, taxonomic database or identification keys brings you to the taxon description in the Species or Higher Taxa modules, the reference in the Literature module, a term in the Glossary, or a topic in the Introduction. All these hotlinks will be generated by the software when your project is in its final stage (note: this will be done by ETI staff when your project is ready for publication). Hotlinks will only be generated to a name/term/reference that exactly matches a page name in the Species, Higher Taxa, Literature, Glossary or Introduction.

It will be clear that this makes a consequent use of names, authors, years, references and glossary terms very important. For example: hotlinks can only be made when the text follows the characteristics in the second column, shown below.

A page name in the Higher Taxa or Species should be entered without author and year of publication! Preferably this reference should be entered as the first line of the Description field, optionally with the vernacular name of the taxon on the second line:

In order to display vernacular names in the Index, these should be entered in the Synonyms field, directly followed by the language in [square brackets] (see Linnaeus II manual and the illustration below) However, you should not use a "/" (slash) in the name of the language, as this will confuse Linnaeus II.

Related note: from version 2.1 onwards, the option to display the synonyms in the Index has been added. To do so, you will have to add a "|" between the synonym and the reference, as illustrated below: