Setting Up Sample Tracking with External Reports

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 the Sample 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.

Second, you need to associate your sample form with a Material and Specimen Size. The Material is what links Sample Forms and Test Forms together and defining the Specimen Size is a requirement when logging a Sample Form. This can be done by opening the Sample Form for editing (click on the name). With the Sample Form open, select Field Settings. From the Field Settings pop up, select the pencil icon to edit the Material (your sample form will default to "To Assign"). If you don't see the Material you would like to associate to your sample form, additional can be added in Administration by navigating to General > Material. Specimen Sizes can be added to your Sample Form by selecting the Add button. If you don't see the Specimen sizes you would like to associate to your sample form, you can add/associate more sizes to a material type in Administration by navigating to LIMS / Samples > Specimen Sizes.

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. Select Add Test Form. We will call this test Sample Tracking - Sieve Analysis (You may choose to name the test with your own common naming convention).

You must also associate this test form with the same Material associated with the Sample Form you created earlier. This is done by opening the form for editing and selecting Form Settings.

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.