Sample Registration – Batch Reg Core LIMS Training: Sample Registration – Batch Reg (Non Chemical Structure) Note: See Compound Registration slides if you have sample types with chemical structures

Course Topics Batch Registration Batch Registration Via Spreadsheet Finding What You Just Registered CONFIDENTIAL

Batch Registration Via Spreadsheet If you have a large number of non-structural samples to register at one time, a spreadsheet can be used to upload the information. Just like the single registration process, sample- level and lot-specific information (and container info too) can be entered at the same time in the spreadsheet Batch Registration can be configured to be either an administrator function or end-users can also be allowed access CONFIDENTIAL

Step 1. Prepare the Spreadsheet The blank SAMPLE and LOT columns tell the LIMS which type of records to create When the spreadsheet is complete, save it as a .txt or .xls file Other column headers should be spelled the same as the attribute names in the Sample or Lot Type Details page You must include all mandatory attributes in the spreadsheet You can leave cells blank if you do not have values You do not need to include columns for optional attributes with no values in the spreadsheet You can enter as many rows as you need (delete any blank rows) A blank BARCODE column tells the LIMS to create new records (providing a barcode value would update existing records). The barcode field should also be the first column on the spreadsheet.

Common Headers for Sample Spreadsheets Notes Header Definition Examples "Primary" Headers for the Entity Type you are creating or updating ("LOT" is specific to 'Sample' Super Type) ENTITY TYPE Primary entity type you are creating or updating SMALL MOLECULE, CRYOVIAL, 9X9Box NAME Unique Name of Object SM1, CRY123, 9X9Box1 BARCODE Unique Barcode of Object SEQ Sequence # of Object 1, 123, 1 LOT Lot # of sample to update; leave blank to create new 1, blank Can be used alone as a unique Sample_Lot identifier either as a "Primary" object or associated to Containers being loaded LOT BARCODE Unique identifier for updating an existing lot SM1-3 Associations can be made to containers when uploading Sample and Lot information as the "Primary" Objects CONTAINER TYPE Type of container used when creating new container objects CRYOVIAL, 4DRAM CONTAINER BARCODE Leave blank to create new containers (use w/Container Type), or include to update existing container CRY123 Container associations can be used when containers are either your "Primary" objects being loaded, or your associated objects when loading Sample_Lot information AMOUNT Amount associated to container. Should not be 0 or null 10 AMOUNT UNIT   mg, uL CONCENTRATION Concentration associated to container. CONCENTRATION UNIT uM, mM LOCATION BARCODE Barcode # of location to place container FRZ1, BOX123 POSITION If location barcode references matrix box (10X10, 9X9, etc.), position indicates "cell number" where container will be placed 1,2,3-100; 1,2,3-81 DESTINATION CELL If you are updating wells in a plate, the cell number indicates where the sample will be placed 1,2,96 Additional Configured Attributes or Associations Date Received Color Vendor Tare CONFIDENTIAL

Step 2. Navigate to Registration Page (Users) Common Headers for Sample Spreadsheets Step 2. Navigate to Registration Page (Users) Your Java Menus will vary depending on your system configuration, but you will need to navigate to the Sample Registration application from either the Application menu in upper right corner OR the tile on the system home page Look for the Load from File sub-menu under the Sample Type you want to register CONFIDENTIAL

Step 2. Navigate to Registration Page (Admins) Common Headers for Sample Spreadsheets OR if you want to limit registration to admins, click on the Load Entities tool in the Main Admin Panel by the SAMPLE Entity Type (NOT Lot) CONFIDENTIAL

Step 2: Preview the File Common Headers for Sample Spreadsheets Click Choose File to locate the spreadsheet you created and click the Preview button Verify that the action is correct CONFIDENTIAL

Step 3: Upload the File Common Headers for Sample Spreadsheets Use your browser’s Back button to return to previous page Click on the Upload button to create the records The lot records that are created will be displayed in a Smart Table Click on a name or barcode hyperlink to view the record directly

Search for records registered by yourself with a date filter How do I Find The Records Just Registered? Search for records registered by yourself with a date filter Sample Query (Short) Will return Sample records that you created on that date If you registered a newer lot, it will be missed when searching for sample records created on a certain date Lot Query Will return Lot records created on that date My Samples List on the My Account page CONFIDENTIAL

Short Sample Query Select the date the compounds were registered Select the user who registered the compounds Hit the Perform Search button Review the samples returned in the Smart Table Tip: If multiple registrations match date criteria, you may need to add other filter criteria to narrow search

Lot Query Select the date the lots were registered Select the user who registered the lots Hit the Perform Search button Review the results returned in the Smart Table Tip: If multiple registrations match date criteria, you may need to add other filter criteria to narrow search CONFIDENTIAL

My Samples Report 1) Find your account page in the User Menu 2) Click on the My Samples link to see all the compounds that you have registered 3) Select the correct Sample Type 4) Look at the most recent compounds in the Sample List CONFIDENTIAL