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Table of Contents

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Info
titleDifference between 'Distribution' & 'Shipping'

Refer to Difference between distribution and shipment

Create Shipment/ Shipment Request

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You can create shipments/ shipment requests from multiple pages. The "Action" button now available on all specimen pages allows you to create shipments/ shipment requests without having to add specimens to the cart.

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Pages where Action button is available

Gliffy
imageAttachmentIdatt287997987
baseUrlhttps://openspecimen.atlassian.net/wiki
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nameShipment
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containerId14811246
timestamp

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1697454682691



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titleExpand to view steps..

You can create a new shipment by going to the "Shipment" module and scanning or typing in the specimen labels. This works well when you already have the list of specimens to ship/ request.

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titleNote

From v7.1 onwards, users will be able to create shipments with past/future dates.

Go to the home page and click on the 'Shipments' card

Shipment request feature is introduced from v10.3

  • From Home page navigate to 'Shipments'.
  • Click on the 'Create' button and select the option 'Specimens'

  • On the 'Create Shipment' page, fill in the details and click on 'Next'.
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  • you'll see option to generate shipment request. Fill all the details

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titleNote

From v10.3 Unique shipment names will be auto-generated with the format 

  • Regular Shipments: Shipment_<date>_<time>

  • Request Shipments: Shipment_Request_<date>_<time>

  • Add specimen labels/barcodes and click on "Add".

                                                                                         

  • Selected specimens will appear on the next page. To confirm the shipment, click on 'Ship'.

  • Further, the users selected in 'Notify Users' will receive an email with a link to the shipment details.
  • A 'Shipment Shipped Event' is created under all shipped specimens.
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  1. If the shipment is requested, user can ship the requested specimens similar to creating regular shipment.
  2. Once the shipment is “Shipped“/ "Requested", you cannot edit the “Notify Users“ field
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  2. You can see the “Notify Users“ field on the overview page for the Shipped shipments but cannot see it on the edit screen.


Ship from query

You can query specimens using the query interface and ship from the results page.

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titleClick here to view the steps...
  • The user from receiving site logs in and selects 'Shipments' from the homepage to receive the specimens.
  • Select the shipment from the list and click on 'Receive'.

                                                                                                                                                                                      

  • Review the shipment details and click on 'Next' to confirm the receipt of samples.

  • In the next step, you can choose the
    1. Received sample quantity 
    2. Quality (e.g., acceptable, unacceptable, etc.).
    3. Storage location: where the receiving site is storing the specimen
  • On saving, the system will create a 'Shipment Received Event' for each specimen in the shipment.
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  • Once the shipment is ”Received”, you cannot edit the “Notify Users“ field.

  • You can see the “Notify Users“ field on the overview page for the Received shipments but cannot see it on the edit screen.



Note

The email notifications will be sent to the users of the sending and receiving site who have minimum of ‘Update’ privilege to the 'Shipping and Tracking' resource.

Edit the specimen details while receiving a shipment

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A system-level setting will allow you to relabel the shipped specimens while receiving the shipment. To enable/disable this setting, go to 'Settings' → 'Administrative' module → 'Relabel Shipment Specimens'  → Select option 'Enabled' and click on the 'Update' button.

Once enabled, you can edit the specimen labels and other details while receiving the shipment. From the shipped shipments overview page, click on the 'Receive' button → Next → Change the specimen labels or other details, and click on 'Receive'.

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titleClick here to view the steps...
  • Login as super admin and go to the homepage.
  • Click on the 'Settings' →  'Common' module.
  • Click on the property 'Shipment Report'.

  •  Specify the identifier of the saved query and update the property.

Delete

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  • The delete feature is supported to delete the shipments created by mistakes by users, or the shipments of which the record is not necessary.
  • Users can delete the shipments in all pending, shipped, and received statuses. 
    - Users with sending site access only can delete the shipment which is in ‘Shipped’ status.
    - Users with receiving site access only can delete the shipment which is in ‘Received’ status.
  • To delete the shipment navigate to the shipment → Delete → Yes. 
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  • When the ‘Shipped’ status shipments are deleted, the corresponding ‘Shipment Shipped Event’ from all the shipment specimens is deleted as well.

  • When ‘Received’ status shipments are deleted, the corresponding ‘Shipment Shipped Event’ and 'Shipment Received Event’ from all the shipment specimens is deleted as well.

  • The original location of the specimens that were part of the deleted shipment will not be restored.


Create in bulk

You can create specimens shipment in bulk through bulk operation; for more details, refer to 'Create/Update Specimens Shipment'.

Pre-print primary specimens upon Shipment Receive

To support the primary specimen printing on receive the toggle checkbox is introduced on the 'Receive Specimen' page.

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The setting is available at the CP level. Follow the below steps to enable:

  • Navigate to any 'Collection Protocol'.
  • Click on the 'Event' tab → Specimen Requirement → Set 'When to Print' as 'On Receive' as below.
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  • When you keep the above configuration the toggle print checkbox is auto-checked as below. 
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  • If you don't configure the above specimen requirement setup then the toggle checkbox appears as unchecked. You can manually select and print the specimens. 


Pre-print child specimens upon Shipment Receive

You can pre-print the child specimens when the parent specimens are shipped and received at the lab. Upon enabling this setting at the CP level, the child specimens will be created in a pending state and their labels are printed.

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titleEnable the pre-print setting...

The setting is available at the CP level. Follow the below steps to enable:

  • Navigate to any 'Collection Protocol'.
  • Click on the 'Settings' tab → Label Format and Print.

  • Under 'MISCELLANEOUS SETTINGS' → Create Pending Specimens → On Shipment Receive

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Refer
  • . Refer to the wiki
page
  •  page for more details.

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You can also choose for which 'Quality' you want to pre-print the child specimen labels by adding one or more values. This can be done by going to system-level 'Settings' → Biospecimen → Shipment Received Quality:

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The below table lists the example expressions which you can use:

ExpressionDescription
^Acceptable.*

Pre-prints child specimen labels for Shipment Received Quality = Acceptable, Acceptable - Clotted.

i.e., It will pre-print labels for all specimens where the

receive

received quality starts with 'Acceptable'.

Acceptable|Acceptable - Clotted|Acceptable - Insufficient QuantityPre-prints child specimen labels for three qualities: Acceptable, Acceptable - Clotted, and Acceptable - Insufficient Quantity
AcceptablePre-
prints
print child specimen labels for Shipment Received Quality = Acceptable.
^((?!Unacceptable).)*$Pre-prints child specimen labels for any Shipment Received Quality that does not include the word "Unacceptable"


Info
  1. By default, all shipment received quality values are considered as 'Acceptable', and it pre-prints child specimen labels for all values.
  2. The specimen labels should be auto-generated for the CP.
  3. Only Super Admins can change the system-level settings.

External ID: Name and Value Configuration

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Many biobanks use specimen external IDs while receiving the specimens. To support this the 'External ID: Name' and 'External ID: Value' fields are made configurable on the 'Receive Specimen' page.

Configuration- To add the External ID section user will need to enable the ‘Add External IDs’ setting in system settings.
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By configuring the above details below two fields will be displayed on the ‘Receive Specimen’ page.

  • External ID: Name

  • External ID: Value

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Both fields External ID: Name and External ID: Value fields are optional, but If the value in one field is provided then another field becomes mandatory. If the value is not provided system will throw the error 'One or more specimen external IDs do not have either name or value or both. (SPECIMEN_EXT_ID_NO_NAME_VALUE)'
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When both values are provided for the received specimen it's displayed below

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Set Default External ID: Name If the user sets the 'External ID" Name' as the Default name in system settings as below.

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Only one column - External ID: Value (optional) is displayed on the shipment receive page as below.

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The newly specified external IDs are added to the specimen’s existing external IDs list. This happens when you add the same specimen in two different shipments with a unique ‘External Id: Name’ value.

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If the ‘External ID: Name' matches with any of the existing IDs of that specimen, then the value of matched 'External ID: Value' is overwritten by the new value specified by the user during shipment received.