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Table of Contents

Once the researcher has requested the specimens, the request managers will be notified via email. The request managers can reject or approve the request in full or partial.

Info
  1. The request managers will be able to can see the 'Catalogs' card in the navigation menu.
  2. They can only see the catalogs on which they are request managers.

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  • Click on the 'View Request' button from the email sent by the system. 

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  • On clicking 'View Request', the system will navigate you to the request's overview page.

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Note
titleNote:

The "View Request" button appears in the following emails:

  • Emails were sent to the request managers.
  • Emails are sent to the requestor, who is also an OpenSpecimen user.


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You can create a query to get the specimen request details through the query interface. 

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Following The following request fields are available for each specimen under the specimen's query form:

  • Request ID
  • Request Date
  • Requestor
  • Requester Email ID
  • Request Screening Status
  • Request Screening Date
  • Request Processing date
  • Request Status.

Refer to the wiki page for more details on creating a query.

Specimens Query Form:

Request Query Results:

Catalog’s Request

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Clicking on the catalog 'View Request 'will navigate the catalog's requests list view.

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Requestors can edit their requests as long as they are Pending.

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The requestor can edit their request form but not add/edit the specimens tab. After a request is submitted, the specimen add/edit will have to be done by the Request managers.

Request email notification:

The requestor sends the email notification after successfully placing the request for specimens. This email contains Specimen request CSV with the list of specimens and request form content.

This csv can be configured by request managers via 'Specimen Query' in the catalog.

View Requested Specimens 

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If there is a 'Specimens' icon on the left-hand side of the request overview page, click on 'Download Report'.

Approve Request

Request managers can approve the specimen request. Once approved, the technician can distribute the requested specimens to the requester.

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  • Click on the 'Approve' button from the requests overview page to approve the request.

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  • Enter details in the Approve Request popup and click on 'Approve'.

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   On approval, the researcher and request manager gets an email as below.

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Note

The requester and request manager will be notified by email of approval or rejection of the request.


Reject Request

Based on the availability of the requested specimens, request managers can approve or reject the specimen request.

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  • Click on the 'Reject' button to reject the specimen request.

  • Enter details in the Reject Request 's popup and click on the 'Reject' button.

   On rejection, the researcher and request manager gets an email as below.

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Reset to Pending request

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  1. Due to human error, one can approve or reject a request by mistake. To undo it, the 'Reset to Pending' feature is useful. You can see the option to  'Reset to Pending' as shown in the below image, which will set the request as pending. From where you can again mark it as approved or rejected based on distribution.
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    The request can be marked as pending only if the distribution of specimens is not done after request approval. 
  2. On reset, the researcher and request manager gets an email as below.
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Adding Requested Specimens to the Cart

If there is a 'Cart' icon on the left-hand side of the request overview page, you need to must select specimens and add them to the cart to distribute the specimensthem.

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  1. Click on the 'Cart' tab that leads to the list of specimens that have been requested.

2. Now, select Select specimens by clicking on the row or the overview icon that leads to another screen with specimen details. Make sure Ensure the specimen 'identifier' is one column among all the other specimen details.

3. An 'Add' button appears at the top after selecting the specimen by clicking on the row. Click on the 'Add'.

4. If there is no Distribution Protocol selected in the request, a pop-up popup appears, allowing you to choose a distribution protocol.

5. After choosing the DP and clicking 'Done', another tab, 'Specimens', appears on the left-hand side of the request overview page.

6. You can now approve the request and distribute the specimens. You can also download the report.

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This error is caused if, in the catalog/specimens query, there is no column 'Specimen> Identifier' selected in the result view. To rectify the error:

  1. Go to the 'Specimens' query (Catalog > Overview > Specimens Query).
  2. Click on 'Columns' and select the 'Specimen > Identifier'.
  3. Save the query.
  4. Reload the request page and try adding the specimen again. 

Approve Request

Request managers can approve the specimen request. Once approved, the technician can distribute the requested specimens to the requester.

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  • Click on the 'Approve' button from the requests overview page to approve the request.

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  • Enter details in the Approve Request's popup and click on 'Approve'.

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Note

The requester and request manager will be notified by email of approval or rejection of the request.

Distribute Requested Specimens

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  • Click on the 'Distribute' button from the specimens list page of the approved request.

  • Select any desired distribution protocol from the list, enter all details and click on the 'Next' button.
  • Check the checkbox of specimens to be distributed, add a the cost of the specimens and click on the 'Next' button.
  • Enter invoice details, if any, and click on the 'Distribute' button.

  • You will be able to view the created order of requested specimens.

Note
  • On You can save any order as a draft by clicking the 'Save Draft' option, you can save any order as a draft.

  • If the IRB ID of any DP is added in the 'Confirm Request' form, the system defaults that DP to distribute the requested specimen.


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