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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.Image Removed

...

System Events

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

...

  • Received

  • Collection

  • Transfer

  • Reserved

  • Disposal

  • Container Transfer

  • Return

  • Distribution

  • Processing

  • Shipment

title
Note

Note:

  1. The form definition of these events

is

  1. are not editable.

  2. System Events can be edited to some extent (New in v8.0).

In addition to the automatically generated system events, OpenSpecimen is shipped with some additional specimen events:

  • Frozen Event

  • Thaw Event

  • Spun Event

  • Review Event

  • Procedure Event

Note: These events can be edited to suit your specific requirements.

Edit System Events

...

...

Received Event

...

You can edit the

...

received event fields from UI and bulk import.

  1. User (Transferred By)

  2. Date and Time (Transfer Time)

  3. Comments

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

Received Event

expand
Expandexpand
titleClick here to view details...

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

  1. Click on the edit icon for the received event

Screenshot 2024-08-19 at 6.52.33 PM.pngImage AddedImage Removed

  1. 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

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  1. Screenshot 2024-08-19 at 6.54.06 PM.pngImage Added

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. The technicians or lab users can now receive multiple specimens (edit received event) without going to individual specimen pages and updating them. When specimens are received at the lab, they also re-label the received specimens.
  • Select multiple primary specimens for which you want to edit received event details.

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  • Click on the 'Actions' button → Receive.

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

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

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Note
titleNote:
  • The 'Receive' option is available on the participants' list view page under 'More'.

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  • The 'Receive' option can be seen under the 'Actions' button on all specimen pages.

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  • Receive specimens UI allows scanning of only primary, active, and collected specimen labels.

Collection Event

Refer to the https://openspecimen.atlassian.net/wiki/spaces/CAT/pages/2290548858/Receive+Specimens#Using-Bulk-Import page for more details.

Collection Event

You can edit the collection event fields from the UI

Expand
titleClick here to view details...

Edit 'Collection Event' for the individual specimen

  1. Click on the edit icon for the collection event

    Screenshot 2024-08-19 at 7.03.07 PM.pngImage Added

  2. You can edit the below

-listed

  1. details from the UI.

    1. Collection Procedure

    2. Collection Container

    3. User

    4. Date and Time

    5. Comments

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Note
title

Note:

Collection

Event

Events cannot be updated via bulk import.

Reservation Event/Reservation Cancelled Event

...

You can edit

...

  1. User

  2. Date and Time

  3. Comments

...

the reserved event fields from the bulk import

Expand
titleClick here to view details...

Edit 'Reservation Event' for multiple specimens

  • Reservation Event/Reservation Cancelled Event cannot be edited via UI.

  • Only these fields User, Date and Time, and Comments can be updated via bulk import.

  • You will have to mention the correct Event ID in the

csv

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

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Disposal Event

Expand
titleClick here to view details...

To update this event, you need to download the “Disposal Events“ ‘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)

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

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

    1. list and click on ‘More’-> ‘Import Biospecimen Data (CSV’

    2. Select the record type ‘Disposal Events’ from the dropdown.

    3. 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
    title

    Note:

    You cannot edit disposal events via UI.

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

    Container Transfer Event

    Expand
    titleClick here to view details...

    To update this event, you need to download the “Container ‘Container Transfer Events“ 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)

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

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

    1. click on ‘More’-> ‘Import Biospecimen Data (CSV’

    2. Select the record type ‘Container Transfer Events’ from the dropdown.

    3. 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

    title
    Note

    Note:

    You cannot edit Container Transfer Event via UI.

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

    Return Event

    Expand
    titleClick here to view details...

    To update this event, you need to download the “Return Events“ ‘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)

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

    • Select the records type as “Return Events“

    1. click on ‘More’-> ‘Import Biospecimen Data (CSV’

    2. Select the record type ‘Return Events’ and download the template file.

    3. 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

    title
    Note

    Note:

    Return Event cannot be edited via UI.

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

    Distributed Event

    Expand
    titleClick here to view details...

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

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    Image RemovedScreenshot 2024-10-04 at 6.38.04 PM.pngImage Added

    You can edit the below-listed details:

    1. Order Name

    2. Requestor

    3. Comments

    4. Distribution/Execution Date

    Shipment Shipped Event/Shipment Received Events

    Expand
    titleClick here to view details...

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

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    Image RemovedScreenshot 2024-10-04 at 6.51.07 PM.pngImage AddedScreenshot 2024-10-04 at 6.51.50 PM.pngImage Added

    You can edit the below-listed details:

    1. Name

    2. Shipped Date and Received Date

    3. Sender and Receiver Comments

    ...

    OpenSpecimen is also shipped with a few other events like:

    • Frozen event

    • Thaw event

    • Spun event

    • Review events

    • Procedure event

    The form definition of these events is editable.

    ...

    Expand
    titleClick here to view the steps...

    1. Refer to the 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 'Show in Grid' option to see the user name, date, and time on the events list page.

    title
    Note

    Note:

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

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

    5. Attach the form to the 'Specimen Event' level.Image Removed

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

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    Difference between Form and Event

    1. The event should have a "User" and "Datetime"

    ...

    1. fields mandatorily. 

    2. All events are displayed on the specimen page in the right-hand side panel.

    Add/Edit Event Data from Query

    You can query specimens using the query interface and add/edit events event 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'.

    Image RemovedImage Added

    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.Image Removed

    Image Added

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

    Image Added

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

    Image Added

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

    Image Added

    Add/Edit Event Data from Other Pages

    OpenSpecimen allows you to add specimen event data in bulk. The "Action" button now available on all specimen pages allows you to add/edit the event data in bulk quickly via UI from the below-listed pages:

    1. CP specimen list

    2. Container specimen list

    3. Cart specimen list

    4. Participant specimen list

    5. Visit & specimen pages

    For example, Add a spun event to the specimens of a CP.

    Expand
    titleClick here to view the steps...

    1. Navigate to the specimen list page of a CP.

    2. Use filters on the right side to search for the specimens for which events are to be added.

    3. Select the specimens and click on 'Actions' -> 'Add/Edit Event'.

    Image RemovedImage Added

    4. Enter further details to add/edit event data and click on 'Save.'

    Add Multiple Events to Specimens

    ...

    Sometimes you need to add multiple events for a set of specimens. It would take many clicks in older versions since you need to go back and select the specimens again. "Save and Add More" allows you to create multiple events for the same set of specimens.

    Expand
    titleClick here to view the steps...

    1. Select the specimens (from the specimens page or using a query) to which multiple events are to be added

    2. Click 'Actions' -> 'Add/Edit Event'

    3. Enter event details and click "Save and add more."

    Image RemovedImage Added

    4. You will be redirected to the bulk events page. Select the new event, click Next, and enter the details. 

    5. Repeat steps 3 and 4 until you are done adding events. Click "Save" once you are done.

    6. Multiple events will

    get

    be created for all the selected specimens.