Requesting Analysis. Sample Registration

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 Video

Consider watching the short Batched Sample registration video, it is meant for lab clerks registering Samples at reception, but the same principles apply

It moves along quite quickly - click on the screen to pause and restart it where necessary 

Creating a Batch

Most labs prefer Clients registering more than one Sample at the same time, to do so in a Batch. It'll also make it easier for you to monitor Samples, receive their results and get invoiced in Batch context

Navigate to your Batches from the left hand navigation column

On the Batch list, click [Add]

Capture your own ID for the Batch in the Client Batch ID field - often a production lot number or purchase order number here to identify their batches with

Add a meaningful title, and description if you want - this will make it easier for you to find a specific Batch

The Batch date will default to today's date

Press [Save]

You will land on the new Batch's Samples page. Set the number of Samples to be created and press [Add Samples]

Requesting Analyses. Sample Registration 

If you just created a Batch, you will be on its Samples page already, else navigate to an existing Batch and click its Samples tab. Set the number of Samples to be created and press [Add Samples]

Sample Attributes

Analysis Requester and COA recipients

The client user registering the Sample is automatically added as the Contact, and if any colleagues were set up to receive copies, they are added too. More can be added on the form. All will receive copies of the results Certificate of Analysis (COA)

Your own Sample ID

Capture your own ID for the Samples in the Client Sample ID field

Compulsory fields

Fields indicated by a red square are compulsory 

Sample Type. Date Sampled

These are compulsory fields. The Sample Type abbreviation is often used in default LIMS and lab Sample IDs to already know what type of sample it is from its ID. Ask the lab about ID conventions if you are unsure 

More Sample Attributes

Lab managers may add any number of additional attributes to be optionally captured. Often Sample Points where recurring sampling is done. You may configure your own Sample Points

Some fields like Sample Condition and Storage position are completed by lab clerks at reception

Analysis Specifications 

If you want, select an Analysis or Product Specification that must be applied to the Sample’s results. Out of range results will be highlighted in Sample views and results COAs

Sample Remarks. Attachments

If set up, add remarks to the Sample for the lab's attention and attachments of relevant information, images etc.

Analyses

You may select the Analyses you want carried out one by one on the Analyses table. Click the Analyse header to open the table of Analysis Services offered, ordered by Analysis Category if not set up in specific sort order by the LIMS managers

One click Analysis selection

The lab may have a number of Analysis Profiles configured, each consisting of a number of Analyses frequently ordered together. By selecting a Profile, the Analyses table on the form will automatically populate with those included in the Profile

You may configure your own Profiles of Analyses you often request together 

Price

The LIMS provides a price per Sample for the Analyses to be requested. You may still go back and modify the form

Submit Request

Press [Save] when everything's in order. I you missed a compulsory field the LIMS will not create the Samples but inform you of errors to fix before resubmitting the form

On a successful submission, the LIMS displays a message to that effect and returns the user to the Sample list where he/she started out from, and list the Samples in Sample-Due state

Take the Samples’ new LIMS IDs down and copy it to the Sample containers before shipping them off to the lab

You may also print bar coded stickers for the Samples if you have a label printer available. The lab then only have to scan your Sample ID in, making for quicker acquisition and eliminating errors