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Table of Contents

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Introduction

Specimens are sometimes taken out of a box, but you users may also want need to block reserve the position in the box to keep it back. The process of retrieving a specimen from a box for when the specimen is returned. This process is known as 'Specimen check-out' when retrieving the specimen and blocking the position is called “Specimen check-out”. Similarly, the process of , and 'Specimen check-in' when storing it back at in its original location is called “Specimen check-in”.Earlier, when . When a specimen was previously retrieved, the box position was vacated and someone could use that position for a different specimen.would become available for reuse with a different specimen. Now, with the 'Check-Out' feature, users can reserve the position, preventing its reassignment.

Introduced in v10.1

Video

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Check-out specimens

You can check out /in specimens from multiple places using the “Actions” 'Actions' button.

List pages

All specimen list pages have the “Action ‘Action → Retrieve” Retrieve' option. This now has an additional checkbox for check-out.

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titleClick here to view the list pages from where the specimens can be checked out

  1. Participant overview page -> Specimen tab -> Specimen list page

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  2. Specimen list page

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  3. Specimen cart list page

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  4. Container list page

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  5. Query Result page

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Overview pages

Below are the pages that support 'Specimen check-out' from list-view pages:

  1. Specimen list

  2. Carts

  3. Container Specimen list

  4. Query Result

Visit specimen tree view page

Image Removed2. Specimen overview page. (Not
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titleClick here to view overview pages the steps to check-out samples
the specimen

  1. Select specimen>> Click on ‘Action’>> Select 'Retrieve'

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  2. In the pop-up, there is a checkbox for ‘Checkout’

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Overview Page

A specimen can be directly checked out from the specimen overview page

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titleClick here to view the steps

From the Specimen overview page, click on ‘More' and select 'Checkout’

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Check out option is not visible if specimen is not stored in a box

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Check-out status

Specimens are labelled with a checked-out status

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to simplify identification.

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titleClick here to see the details

  1. When the samples are checked out, there is a transfer event added with the storage status as ‘CHECK-OUT’

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  1. .

    1. From the specimen overview page click on to the 'Transfer Event'

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    2. Details of check-out will be displayed

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  2. The container position is blocked with the specimen label

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  1. and cannot be used to store any other sample until the position is unblocked.

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3. Specimen status updated to ‘Checked Out’ on

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the overview page

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Check-in specimens

Once you are done testing the specimens, you can check in the specimens. While doing so the original location is populated automatically for these specimens

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titleClick here to view pages

  1. Participant overview page -> Specimen tab -> Specimen list page

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    2. Visit specimen tree view page

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    3. Specimen overview page

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Check-in specimens

  1. Specimen can be checked in from the overview page

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    2. Using the “Transfer” option specimens can be checked back in. The original location is populated automatically.

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Unblock checked-out specimens

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the steps to check-in specimens

  1. A specimen can be checked in from the specimen overview page.

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  2. A pop-up will be displayed to check-in the specimen, where you can also add details in the comments field

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  3. Using the 'Transfer' option multiple specimens can be checked in.

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Unblock checked-out specimen position

You can unblock the check-out specimen positions from the container in bulk. For example: If the specimens were distributed and not returned, the container positions that were blocked during distribution check-out need to be freed for utilization.

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titleClick here to view detailed steps

Option 1

  1. Navigate to the container list page->Actions->Unblock

    Unblock 1.pngImage Added

  2. You can either add labels or barcodes for which the positions are to be unblocked.

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  3. On adding the labels, the blocked positions will be displayed. These will be unblocked once you click on ‘Unblock’

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Option 2

  1. Navigate to the container locations tab of a container that has blocked positions and click on ‘Unblock All’ to vacate all the blocked positions.

    Unblock 4.pngImage Added

Distribution

You can check out specimens while distributing specimens from the user interface.

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titleClick here to view the steps

  1. Select the specimen, click on ‘Action' and select 'Distribute’

    Distributecheckout.pngImage Added

  2. Select ‘Yes’ for ‘Checkout Specimens’ option

    Checkout while distributing.pngImage Added

Return

Specimens listed in the order can be returned to their original locations from which they were checked out during distribution.

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titleClick here to view the steps

  1. From the distribution protocol page navigate to the orders by clicking on 'View Orders'

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  2. Click on ‘Return Specimens’

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  3. Add labels or barcodes of the specimens that were checked-out during distribution and are to be returned.

    Return sp 1.pngImage Added

  4. For the samples that were checked out, the container location will be auto-populated. Once you click on submit the specimen gets returned and stored in the location specified.

    Return sp 2.pngImage Added

Bulk Import

You can use the bulk import

<TBD>

Query module

<TBD>‘Update’ function to check out specimens in bulk. Please see the 'Specimen' CSV below to check out the samples. For more details, refer to the wiki page for specimen CSV.

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titleClick here to view the screenshot

  1. To check-in the specimens, you need to provide values in the ‘Location#Container’, ‘Location#Column' and ‘Location#Row' fields.

    CSV.pngImage Added

  2. Similarly, for distribution, you need to add yes/true in the ‘Checkout Specimens’ column to check-out specimens while distribution.

Here is the sample CSV file:

View file
nameCheckout CSV.csv

Query

You can query for the checked-out specimen using the reporting module, for more details refer to Query currently checked-out samples.