i think i got how it works now. im in Norma arm atm. it shows me a list of what other players have 'reported' there, and if another player or yourself has 'confirmed' that report by seeing the same thing or by landing there.
for example; i was in FSS and scanned an ice body which had water geysers. thats added to my codex as 'reported' - then i landed and went and scanned with the composition scanner in my scarab SRV. then it appears in codex as CONFIRMED underneath. MY reports in codex have NO name attached. and it only seems to dshow reports for the galaxy REGION you're in (Norma Arm etc rather than say FLoarps etc etc). so you can see what someone else in the region has reported - i assume after they sold their codex vouchers or whatever they are called - and confirm it by landing and going to see if they only reported it, or just sightseeing if they also confirmed it.
so its like a list of 'look what stuff i found' which others can access for POI i guess when you sell it at a station, and it rewards you for confirming others reports. idk if it adds things like stars and planets - strikes me that could get very confusing very fast but then again it does add geological biological features so... maybe its also a running total of the composition of places commanders have visited in each area.
'Confirmed' is for what you have personally found. Reported is the first example found by anyone in that Region.
So in the example you're giving there's several things.
The Icy Body:
- If this is the first one anyone has found in the Region, then it will show as Reported with your name and the location and date. This will be in everyone's Codex.
- If it's just the first you have found then you will see someone else's discovery for 'Reported' and the details of your find will be under 'Confirmed'. There won;t be a name against Confirmed, because it's always you.
- If it's not the first you've found, then it should only get added to the Codex if it's a personal record (record's being biggest, smallest, hottest, coldest, etc). This was bugged in Beta though, and I've not tested and confirmed whether its' working properly in 3.3 yet.
The Water Geysers:
- As above except the Records.
For any particular thing in the Codex there may also be multiple varieties. For terrestrial planets, there's usually two varieties - non-terraformable and terraformable. For Biological and Geological things there can be quite a few varieties. Each variety has can be Reported and Confirmed.
The Codex updates should happen at the time of scanning the thing in question.