In some cases you may want to utilize MetaField Sample Tracking process without having a native form for the lab test built in the LIMS module. This is commonly done when you have an existing way of performing the test (often an Excel spreadsheet) but you would like to integrate the process into MetaField. Some benefits of this approach include:
- For Field staff, a consistent way to log all samples taken in the field regardless of how the lab test is performed
- Being able to take advantage of the chain of custody for all samples and track where they are via the Dashboard
- A single repository for all lab reports, including distribution of these reports, regardless of where they are generated
- For Lab staff, having a single place to track all lab work
For this example, we are going to set up a form for a Standard Test Method for Sieve Analysis of Fine and Coarse Aggregates (ASTM C136) but this could be used for any test. Note that this page assumes you are familiar with setting up custom tests, sample and specimen forms and reports. If you have questions on this, refer to DIY Form & Report Engine help.
Creating the Sample/Specimen Form
First, you need to create a Sample Tracking form for the sample and specimens. In Administration under LIMS / Samples → Sample Forms find or create a group for this sample to be in. Remember that these groups need to make sense to the Field staff when they are looking for the correct type of sample to log. For this example we will use the group "Bituminous Samples".
Within your chosen group, create a form and give it a descriptive name. Our form is called Bituminous Aggregate. Notice that a specimen called Bituminous Aggregate Specimen is automatically created as well.
At this point you have to decide what information you would like to gather in the field about your sample and/or specimens. If you add fields to the sample form, the user will be prompted for information once, about the sample. If you add fields to the specimen form, the user will be prompted for the information once for each specimen within the sample. Some sample types will only have one specimen but some will have multiple, so you will want to think about how you want these forms structured.
For our example, we will gather the sampling method, source, material type, and location on the sample form. We have not chosen to add any fields on the specimen form, but of course we could add fields there as well. For simplicity, we added these fields as text boxes but most likely you would want to utilize other field types such as pick lists with custom data sources.
Make sure your forms are in the appropriate status for testing and eventually for use.
Creating the Test Form
After the sample and specimen forms are created, you must also create a test form. In Administration under LIMS / Samples > Test Forms find or create a group for this test to be in. For this example we will use the group "Bituminous Tests". Customers often find that putting the standard name in the form name is helpful. We will call this test Standard Test Method for Sieve Analysis of Fine and Coarse Aggregates (ASTM C136).
You must also associate this test form with the Sample Form you created earlier. This is done by editing the properties of the form.
Finally, you must define your test form. Since the majority of the test is going to be done outside of MetaField, there is very little we need to do. You may add additional fields if you would like to, but minimally add a File Upload field. We will call ours "External Report".
Creating the Report
The final step in the process is to define the report for your new Test Form. You may decide to include data from the Sample, the Specimen, or the Test. In this example we included all three. What is especially important to include is the External Report file upload field as this is where your test data will be displayed.
Using the Sample Tracking Process
Now that the setup is complete, let's take a look at the user experience we have created.
Field
Your field user can select this new sample type the same way as a test form you have fully built in MetaField. There is no difference in the field between tests done manually in MetaField or externally. This means that field users can use the same chain of custody (pick-up and check-in process) as all other samples.
When logging the sample, they can also choose our test as a part of the lab instructions. This is not required , but it shows up just like a test performed in MetaField.
LIMS
Once the Field technician check the specimen into a lab, the specimen goes through the LIMS process just like any other specimen. The receiving process and the test assignment process are identical. Even though you are not performing this test within MetaField, the LIMS module still recognizes this as a test type. You can also schedule the test as usual as well as assign a lab technician.
The test will go through the Testable and To Test queues just like any other test. The main difference is when you go to enter the test results. You will now be able to attach the external report done in another system or in Excel instead of entering test results. You will still need to enter the completion date to move it out of To Test.
This is the external report we are attaching:
At this point, the test must be approved by the lab manager and then can be reported in the usual ways, either in QC or in LIMS. The report that is generated will have whatever information from MetaField you chose to include as well as your external report. Here is an example of a report generated using the above test.