LIMS - Sample Forms

Owned by Karl Burkum
Last updated: Oct 27, 2021 by Matt Cassem
Table of Contents

Purpose

The Sample Forms page is used set up forms used in the Sample Tracking process. Sample and Specimen forms are configurable and used in the field when gathering samples that will be tested in the lab.

MetaField DIY Library for Integrated Sample Forms

Several Integrated Sample Forms are available for use. They can be used "as is" or they can be customized to your business needs. Sample Forms are associated with a Material. Only one Material can be assigned to a Sample form. However, multiple Sample Forms can be assigned to the same Material.

Sample forms will have, at a minimum, the following (fixed) system fields on them:

FieldDescription
Sample Number
  • System-assigned unique number
Technician
  • Name of the technician gathering the sample
Sample Date
  • Date the sample was gathered
Lab Instructions
  • Grid to define the lab tests that should be performed
Specimens
  • Sub-form to add specimens to the overall sample
  • See the Specimen Forms section below

Specimen Forms

The Specimen Forms area is where configurable specimen forms are created and maintained. Specimen forms become sub-forms of the Sample form. When a Sample form is added in Administration, a related Specimen form is automatically created.

Specimen forms will have, at a minimum, the following (fixed) system fields on them:

FieldDescription
Specimen Number
  • System-assigned specimen number
  • Starts at 1 for each different sample
Specimen Size
  • Size of the specimen
  • Specimen sizes configured in Administration
Picked Up By
  • Who picked the specimen up to deliver it to the lab
Pickup Date
  • Date the specimen was picked up
Pickup Time
  • Time the specimen was picked up
Pickup Comment
  • General comments related to the pickup
Checked In By
  • Who checked the specimen into the lab
Check In Date
  • Date specimen was checked into the lab
Check In Time
  • Time specimen was checked into the lab
Check In Comment
  • General comments related to the check in
Lab
  • Lab the specimen was checked into
Received Date
  • Date the lab received the specimen into their workflow
Received Time
  • Time the lab received the specimen into their workflow
Received By
  • Who received the specimen into the lab workflow
Tests

The universal Form Designer is used to configure specimen forms. Information on the Form Designer can be found here - Form Designer.

Adding a New Form

To add a Form select the Add Form button. Enter the Form name, an optional description and choose Save.

When the form is added, the system fields noted above will default into your Form. These fields are required by the system and you will not be able to remove them. You may change the field label that will be presented to your users.

Assigning a Material to a Sample Form

A Material must be assigned to a Sample Form in order for the system to pair the appropriate tests in the Lab Instructions section. To assign a Material, first open the sample form in Form Designer by selecting the link in the Name column.

Once the sample form is opened, select Form Settings. The Sample Material value will default to "To Assign". Select the edit icon and update the value to the appropriate Material. The list of materials available to select is maintained in Administration within General > Material. See the General - Material help page for more information.

Optional Sample Form Settings

along with assigning a Material to a Sample form, the following are other option settings that can be applied:

Form SettingDescription
One Specimen SampleTells the system that the sample will only have one specimen (controls are removed that allow users to add additional specimens in Field & QC)
Specimen SizesControls the specimen size options in the Specimens section on the Sample Form. For more information, see LIMS - Specimen Sizes.
Turn Off Specimen RetrievalTurns off the scheduling & dispatch specimen retrieval message. Useful for samples that are collected and taken from the job site right away.


Creating a New Form from an Existing Form

You have the option of copying an existing Form to create a new Form. When copying a Form, Fields and Field attributes are copied; as well as the Report settings. 

To copy a form, follow the steps below.


Step

Description

Example

1.Find the Form you want to copy and choose the copy icon.

2.Copy Form dialogue will open. Enter the new form Name and optionally provide a Description. Select Save.