Preparing the CSV

Online example CSV

As Google sheet. Please make copies for your own use. A reference for examples, their formats and validation rules. In the example, date and time formatting is applied on ensure adherence to the format expected by the importer

The first sheet must be populated and exported as CSV

To speed up spreadsheet completion, maintain a second sheet with data from the LIMS for Clients, Contacts Sample Points and Sample Types, Profiles, Analysis Services etc. Then use them for validation lookups on the first sheet to ensure correct entries, literally like that on the DB, are captured

Preparing the CSV

Client and Batch information

Using the example, on the first sheet complete the Client information on Row 2, then that of the Batch on row 4

Sample Import spreadsheet header in Bika Open Source LIMS

To add Samples to existing Batches, its Client Batch ID must be provided. If the ID is not found, a new Batch with the information provided is created

Sample Information

Then proceed all the information per Sample in the table below the header, 1 row per Sample, Client Sample ID, Date and Time Sampled, Sampler, Sample Point, Sample Type, Container

You'll still be able to edit these on the import itself in the UI, but it is best to get it first time right in the CSV. If the Sample date is left empty, the system date is used, 'Today'

NB Column A on the Sample rows must be maintained

E.g. Sample 1, Sample 2, Sample 3... Also don't leave a Sample # in column A and the rest of te row empty

Samples in the Bika Open Source LIMS Bulk Sample Import spreadsheet

Analysis Profiles and Services requested

The last columns, complete the header row with the Analysis Profiles and individual Analyses that can be requested - be sure no to include any typos, it must literally be the same as in the LIMS

Check the cells corresponding to the Sample ID with a '1' to include the Analyses in the Samples' registration

Select Analyses for imported Samples in Bika Open Source LIMS

Save the file as CSV, and proceed to import it

Maintaining Lookup Tables

Maintain a second sheet form where you can do lookups for fields like Sample Points

These lists can be exported from The LIMS form time to time to update these tables

Bulk Sample Import CSV Lookup tables in Bika Open Source LIMS

The add validation rules for the fields on the import sheet

Sample Point lookup in Bika Open Source LIMS bulk sample import spreadsheet

Saving the CSV

Be sure you save the CSV encoded in Unicode (UTF-8) encoding. Google Sheets and LibreOffice do so by default. The former is recommended for staying in your browser, saving clicks and time

Light bulb icon 63Make copies per Client and save as bookmarks

In Google Sheets' File menu: Download as, Comma-Separated-File:

Export Bulk Sample Import CSV

The CSV will be saved to the folder configured for downloads in your browser and reported in its downloads bar