Sample Receiving - Cannabis
Sample Receiving Overview
Your LabLynx Cannabis Testing LIMS supports either single sample or order/multiple sample receiving and processing. In either case, samples may be entered into the LIMS either remotely, via the LabLynx portal (for non-users, i.e. clients) or by logging in online from anywhere; or onsite. For guidance on multiple sample (Order) receiving, see Order Management.
Samples can be created in the system either before they are submitted or once they are in the lab to be tested. If you process regular, repeat samples, they can be set up to auto-generate in the LIMS. In either case, the final step to make them available in the system for analysis is to show them as Received. First, the order is created. enables you to log in and receive single samples, as opposed to sample groups or orders/projects - although they also may easily be associated with a project or other group/category/entity etc. In the Sample Add/Edit screen users can enter and edit sample information. This can include specific information like collection data, sample point data, disposal data, comments, test assignments and applications.
For a demonstration of one type of lab's Sample Receiving in the LabLynx LIMS, see: Sample Receiving
To Add or Edit Samples
Navigate to the Sample Receiving menu item. This will usually be the top menu item if your lab primarily receives samples singly, or else it can be found in the master LabLynx Menu in the LIMS/Receiving folder.
The Samples List screen displays all samples in the system, with the filter defaulted to show only those samples not yet received.
Note: Samples are color-coded: Yellow = Test(s) Assigned, Green = Under Testing, Grey = Complete.
To log a sample as "Received", the user selects it and clicks the Receive button, whereupon it will drop from the pre-filtered list. See #To Receive Samples below for detailed instructions.
To view or edit an existing sample, you can filter for the criteria that will display it (i.e. a date range, received/not received, submitter, sample type, etc.). Once it is displayed, simply click the sample number, and LabLynx displays its Sample Detail screen.
Sample Detail Screen
The New Sample Detail screen displays.
You can enter all the information for that sample, or as much as you have/need to at this point. The page is designed to require only the bare minimum: Location/Department (auto-filled by the LIMS but still editable) Collection Date and Sample Type. The LIMS is user-configurable, so you can change which fields are mandatory, rename, etc. any time if desired. If you know ahead of time that you would like to, simply inform your LabLynx representative.
A unique sample number will be automatically generated upon saving. Required fields are in bold.
The following fields may or may not be present, depending on your lab's particular configuration. Some may have been renamed, and others may have been added, but these are the default fields in the COTS (Commercial-Off-The-Shelf) LabLynx LIMS for Cannabis Testing Labs.
- Sample Number - This is non-editable. A unique ID for the sample will be generated upon saving, according to a standard or user-defined format (e.g. Location Initials-yy-mm-dd-sample count).
- Sample Name - Enter the name of the sample, e.g. "Bob's Awesome Kush"
- Location/Department (Mandatory) - This defaults to the user's logged-in location, but may be changed initially by clicking it (Note: once saved, it is not editable!).
- Sample Collection Date (Mandatory) - Click the calendar icon to select date, or type it in (01/02/15 or 01/02/2015 format), and enter a time (09:00 format). If no time is entered, it will default to the present time.
- Sample Type (Mandatory) - This is a drop-down picklist, including choices like:
Users can simply begin typing in the space to the left and the selection will appear, or click in the picklist itself to choose. As with all picklists, these choices are editable by authorized users. NOTE: The Sample Type field may also be used to filter which tests are available for a sample by designating accordingly during test setup (see LabLynx rep).
- Lab Due Date - Click the calendar icon to enter any deadline for the sample.
- Status - This is an auto-populated field based on the current status of the sample:
- Logged - Initial, default status of a new sample before any tests have been assigned
- Assigned - At least one test has been assigned to the sample
- Under Testing - At least one test is in progress
- Complete - All tests have been completed and results entered
- OnHold - Select this checkbox if the sample is to be put on hold for any reason. It will not show as available for testing until the box is unchecked.
- Priority Service - Select a priority from the editable drop-down picklist.
- Process/grower licensee # - This is a free text field, enter appropriate information.
- Composite Sample Weight - Enter weight value
- Process Lot # - Enter if applicable
- Name of Sampler - Enter the person who collected the sample
- Batch # - Enter if applicable
- Received Date - Date the sample was received into the lab's LIMS for processing. Click the calendar icon to select date, or type it in (01/02/15 or 01/02/2015 format), and enter a time (09:00 format). If no time is entered, it will default to the present time. If the sample is received into the system on the Sample Receiving List Page this field will already be populated (but still editable).
- Sample Disposal Comments - Disposal instructions and/or confirmation that it has been disposed of.
- Actual Sample Disposal DT - Disposal date/time
- Comment - This is a free text field for any comments about the sample, e.g. condition upon receipt, unusual appearance, special instructions etc.
Once the required (bold) fields are filled in, the sample may be saved at any time by clicking Save . At this point a unique Sample Number is generated by the system, and additional detail frames are displayed. You may continue to edit. When done, click Save . Clicking Done collapses the additional detail frames; clicking Done again returns you to the Samples List.
Sample Relationships and Items
In the Sample Detail area users can enter additional details concerning the sample, including the defining of relationships between the sample and any other types of entities in the system. A sample can have one or more relationships associated with it.
For example, the user could choose the relationship type "The sample." This tells the system that the user is going to provide further information about the sample by choosing the entity to associate with the sample, e.g. its manufacturer.
Items (Optional Feature)
Items are particular sets of characteristics. They can include customer specs or limits, sets of tests, etc. When an Item is associated with a sample, its traits are automatically assigned to the sample. Items are set up in the Item Management menu item in the administrator menu (access is usually restricted to LIMS administrators). See Item Management
Item Detail Page
Note the Apply Spec Limits button, which allows for the assignment of pre-set limit sets or specifications. This is often used when a particular client or sample type, etc. requires a different set of limits than the assigned tests normally flag.
Another example of Item usage would be where the user chooses a relationship type of "Manufacturer." This would tell the system that the user is going to define another entity to associate with the sample besides the Submitter:
Assign Sample Test Run area
The Test Assignment area of the screen allows you to assign/unassign tests, using the unassigned/assigned frame. Any tests that have been automatically assigned will show up in the Assigned frame. Should it be necessary to add or remove test(s), click on the appropriate test(s) and click on the Assign or Assign All button to add them or the Unassign or Unassign All button to remove them:
Tests Assigned to Sample
In the Assigned frame, the system displays the test name as a hyperlink. This link takes the user to an edit screen to assign the sample/test to a subcontract laboratory, edit the detection limits for the test parameters for this sample, add a test run for this sample, or cancel the test run:
To Receive Samples
The system popup asks if you would like to print labels for the selected project(s).
Select "Yes" to print. The labels are displayed in order as .pdf files. You may print as many labels as needed.
Whether you print labels or not, once Samples have been received they are removed from the Sample receiving list screen.
The Associated Files area lists any files you want to associate with the sample. Any file type is supported. Edit an existing record simply by clicking the selected record to display the Add/Edit Associated Files screen. Add a new file by selecting the New button or the Batch Upload button in the Associated Files area, to display the Add/Edit Associated Files dialog:
Select a file and send to server