Manage Samples & Batch Pick Up / Check In

Table of Contents

Purpose

The Manage Samples section is used to access sample records that are in the Draft, Logged or Picked-Up status. Samples can be opened up so modifications can be made to them. In addition, specimens can be picked up or checked in.

Manage Samples Filters

There are two locations for "Manage Samples" in Field / Samples. One is located under Concrete / Grout / Mortar, and the other under Other Sample Types.

Under the Concrete / Grout / Mortar field module, choose the appropriate project. You can filter what samples are displayed by selecting values under Technician, Specimen Status and Date Sampled. This section will include all Sample forms created/added with the C/G/M form created by Agile Frameworks.

Under the Other Sample Types, choose the appropriate project. These filters are appear differently than the ones above located within the Concrete / Grout / Mortar field module, however they will achieve the same result based on what the user is searching for. This section will include all DIY Sample forms created/added by the company

View More / All Samples

The default display screen will show 30 samples. If you do not see your desired sample, select More Samples or All Samples to lengthen the display list.

Specimen Pick Up

MetaField allows you to track chain of custody for concrete specimens. Recording a specimen pickup is optional. To record a pickup go to the Manage Samples screen and select the Pick Up icon from the appropriate sample.

To perform a pickup, select the icon on the top right of the sample and complete the Pick Up screen. If you cast or mold specimens in the field that are never brought in for testing, you can also mark these specimens as Uncollected. Uncollected specimens will no longer display.

Performing a Pick Up is optional. You can optionally just perform a Check In (outlined in the next section). Use the Pick Up process if you want to track specimens that have been picked up, but have not yet been checked into the lab (i.e. in transit). In addition to being optional, your organization has the option to turn off the Pick Up functions all together in the application. To disable Pick Up as on option go to Administration → General → Settings, then toggle “Hide Specimen Pickup Controls“ = Yes, and then click Save.

Field

Description

Status

Defaults to Pick Up
This is a required field

Status	Description
Pick Up	Identifies that these species have been collected from the field but have NOT yet been checked-in to a lab
Uncollected	Identifies that these specimens will never be brought in from the field for testing

Changing Uncollected Specimens back to Logged

If you inadvertently mark a specimen as Uncollected under the C/G/M module, the specimen status can be changed back to Logged in the View Specimens page or Quality Control.

If you inadvertently mark a specimen as Uncollected under the Other Sample Types module, filter on "Uncollected" and select "Pick-Up" or "Check-In" to no longer have that specimen as "Uncollected."

Pick Up

Min Temperature
Max Temperature

Minimum and maximum field cure temperatures

Picked Up By

Who picked up the specimens
Should default to logged in user
Required field when performing a pickup
Optional field for when marking specimens uncollected

Pickup Date
Pickup Time

Use to record the date and time the pickup occurred
Required field when performing a pickup
Optional field for when marking specimens uncollected

Pickup Comment

Optional field where you may enter additional information
Pickup Comments will display in QC, but not on a client report

Specimens

List of all the specimens for this sample with status Logged
The specimens checked will be affected

Standard Cure

Standard Cure Location

Used to capture the location the specimens will be cured in the field until picked-up for lab curing

Initial Cure Environment

The initial curing environment used before being picked up
List values controlled in the Administration module

Initial Moisture Environment

The initial moisture environment used before being picked up
List values controlled in the Administration module

Final Cure Method

The final curing environment in the lab that will be used
List values controlled in the Administration module

Field Cure

Field Cure Location

Description of the location where specimens were cured in the field

Cure Protection

Description of the protection used for specimens cured in the field

Moisture Environment

Description of the moisture environment for specimens cured in the field

Mold Removed Date
Mold Removed Time

Date / time the specimen mold was removed

Field Costs

Only Displays On Check In If Costs Are Defined For "Specimen Retrieval" Work Items

Cost Type

Type of field cost being incurred (i.e. Specimen Retrieval)

Cost Unit

Type of unit the cost is based on (i.e. per trip, per set, etc.)

Unit Cost

Cost for each unit of work

Units

Number of units for the field cost transaction
Automatically calculated where it can (i.e. system counts the number of sets, specimens, etc.)

Total Cost

Calculated total cost (Unit Cost * Units)

Notes

Miscellaneous notes about the cost transaction

Specimen Check In

You will need to perform a concrete sample check in to hand off specimens to the lab for testing. From the Manage Samples screen, click the Check In button.

The fields outlined above in the Field Cure and Standard Cure sections are the same for the Check In process. Information provided in these two sections will ONLY be applied to specimen records that do NOT have Field Cure or Standard Cure data saved yet. The primary difference in the Check In process is the Check In section.

Field	Description
Check In
Minimum Temperature Maximum Temperature	Minimum and maximum field cure temperatures
Lab	The lab where the specimens will be tested Required
Container	Container the specimens were placed in Optional - some firms do not use categorized collection bins
Checked In By	The person performing the lab check in Required
Check In Date Check In Time	Date and time the check in occurred Defaults to current date / time Required
Check In Comments	Comments related to the check in Available in the QC module, but do not display on a report
Specimens	Lists all specimens for this sample with a status of Logged or Picked Up The specimens checked will be affected

If a Lab is configured in Administration for specimens to be "received" in the lab as part of the Check In process, users will see the following check box option appear below the selected lab. If the check box is marked, the system will Check In and Receive the specimen in the lab module in one action.

Batch Pick Up / Batch Check In

Specimens can also be picked up / checked in in batch using the Pick Up Specimens or Check-In Specimens buttons. This batch process is helpful when you have multiple sets curing under the same conditions and will share the same curing metadata (min/ max temperatures, etc.).

After selecting with the Pick-Up or Check-In options, you will select the sets you are picking up / checking in. If needed, you can filter to sets cast on a particular date.

After selecting the specific sets, you can manage the individual specimens. All standard cure specimens will be selected by default. Field cure specimens will need to be selected by the technician prior to being picked up or checked in. After the impacted specimens are selected, the curing data is supplied in the same manner as outlined above.