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Table of Contents

Introduction

OpenSpecimen allows tracking of the specimen lifecycle with the help of events. An event always has a date-time and user fields to indicate when the event occurred and who did it. The events are displayed on the specimen page in reverse chronological order.

System events

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The system automatically creates some system events during specimen processing. These events are:

  • Transfer
  • Received
  • Collection
  • Reserved
  • Disposal
  • Container Transfer
  • Return
  • Distribution
  • Processing
  • Shipment
Note
titleNote:
  1. The form definition of these events is not editable.
  2. System Events can be edited to some extent (New in v8.0).

Steps to edit the system events (v8.0)

Expand

Transfer Event

You can edit the below-listed details from the UI and bulk import.

  1. User (Transferred By)

  2. Date and Time (Transfer Time)

  3. Comments


You can refer to the wiki page for information on bulk import.

Received Event

You can edit the below-listed details from the UI for individual specimens or multiple specimens.

  1. Quality

  2. User

  3. Date and Time

  4. Comments

Case 1: Edit 'Received Event' for the individual specimen


Case 2: Edit 'Received Event' for multiple specimens (v8.1)
At many centres, the specimens are collected and received at two different time points and places. Usually, specimen collection happens in the hospitals, and specimens are received by the labs for further processing and storage. Now, the technicians or lab users can receive multiple specimens (edit received event) without going to individual specimen pages and updating them.
  • Select multiple primary specimens for which you want to edit received event details.

  • Click on the 'Actions' button → Receive.

  • You can also scan in labels or barcodes, as shown below:

  • Click on 'Next' once done, edit the details and save.

Note
  • The 'Receive' option can be seen under the 'Actions' button on all specimen pages.
  • Receive specimens UI allows scanning of only primary, active, and collected specimen labels.

Collection Event

You can edit the below-listed details from the UI.

  1. Collection Procedure

  2. Collection Container

  3. User

  4. Date and Time

  5. Comments


Note
titleNote:

Collection Event cannot be updated via bulk import.

Reservation Event/Reservation Cancelled Event

You can edit the below-listed details.

  1. User

  2. Date and Time

  3. Comments

Note
titleNote:
  • Reservation Event/Reservation Cancelled Event cannot be edited via UI.
  • You will have to mention the correct Event ID in the csv file. You can refer to the wiki page for information on bulk import.

Disposal Event

To update this event, you need to download the “Disposal Events“ template. You can download the template by following the steps:

  1. Navigate to the Collection Protocols card and select a CP (if you want)

  2. From the CP-list-view page or participants-list-view page, click on “More” → Biospecimen Data.

  3. Select the records type as “Disposal Events“ and download the template file.

  4. Add details and upload the file. The mentioned details will be updated.

You can edit the below-listed details:

  1. User

  2. Date and Time

  3. Comments

  4. Reason

Note
titleNote:

You cannot edit disposal events via UI.

You can refer to the wiki page for information on bulk import.

Container Transfer Event

To update this event, you need to download the “Container Transfer Events“ template. You can download the template by following the steps:

  1. Navigate to the Collection Protocols card and select a CP (if you want)

  2. From the CP-list-view page or participants-list-view page, click on “More” → Biospecimen Data.

  3. Select the records type as “Container Transfer Events“ and download the template file.

  4. Add details and upload the file. The mentioned details will be updated.

You can edit the below-listed details:

  1. User

  2. Date and Time

  3. Reason

Note
titleNote:

You cannot edit Container Transfer Event via UI.

You can refer to the wiki page for information on bulk import.

Return Event

To update this event, you need to download the “Return Events“ template. You can download the template by following the steps:

  1. Navigate to the Collection Protocols card and select a CP (if you want)

  2. From the CP-list-view page or participants-list-view page, click on “More” → Biospecimen Data.

  3. Select the records type as “Return Events“ and download the template file.

  4. Add details and upload the file. The mentioned details will be updated.

You can edit the below-listed details:

  1. User

  2. Date and Time

  3. Comments

Note
titleNote:

Return Event cannot be edited via UI.

You can refer to the wiki page for information on bulk import.

Distributed Event

To edit this event, go to the order, click on “Edit. “ The changes you make in the order will be reflected on the specimen’s distributed event.


You can edit the below-listed details:

  1. Order Name

  2. Requestor

  3. Comments

  4. Distribution/Execution Date

Shipment Shipped Event/Shipment Received Events

To edit this event, you need to go to that particular shipment overview page → Click on “Edit“, and update.


You can edit the below-listed details:

  1. Name

  2. Shipped Date and Received Date

  3. Sender and Receiver Comments

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Expand
titleClick here to view the steps...
  1. Refer to Create/Edit Forms page and create a new form.
  2. Ensure that the form has a user and timestamp field named 'User' and 'Time.'
  3. Check the checkbox for the field 'Show in Grid' to see the user name, date, and time on the events list page.
Note
titleNote:

If the 'Show in Grid' checkbox is not selected, the User name, date, and time fields will not be visible on the events list page.


4. After the form is saved, click the 'Attach' icon beside the form in the forms list

5. Attach the form to the 'Event' level


6. This form will appear in the specimen events tab, and users can add, edit, query data under this.


...

Add/Edit event data from a query

You can query specimens using the query interface and add/edit events data from the results page.

Expand
titleClick here to view the steps...
  1. Go to the queries list page and click on 'Create.' 
  2. Create a query using any filters and click on 'View Records' to get the list of records.
  3. Select the specimen rows or click on 'Select All' from the results page and click on 'Specimens' → 'Add/Edit Event'.


4. On the 'Bulk event' screen, users can review the list of specimens selected in the previous step. And also, add new specimens to the list by entering specimen labels in the box provided. Click on 'Next' once done with the specimen list.


5. Select the desired action, event, mode, and click the 'Next' button.


6. Add or update the values for the fields. Click "Save" to save the event.

7. An event will be created for all the specimens selected in step 3, having details such as date, time, user, method, and comments.  

...