For example, consider below consents set at DP level:

Consents set at CP level:

Consent responses for the DP level statements should be ‘Yes’ for the participants whose specimens are being distributed. See below, the statements which are set at DP level have responses as ‘Yes’

If all the above requirements are met, the system allows distributing specimens.

If the consent statements from the DP and CP are not matching, or the responses are not ‘Yes,’ the below error is displayed:

You can validate the specimens before adding them to the order by clicking on the "Validate" button. This will check for errors like specimen does not exist, privileges, etc., and provide a popup with statistics. In case of errors, you can click on "Copy to Clipboard" button and paste the error report to a file (like notepad or text).

Indicates the quantity of specimen to be distributed. It can be less, equal to, or even more than the available quantity.

Using the 'Copy first to all' option copies the field's first value to all below rows, thus saving the users' efforts to enter values for each row manually.

You can choose whether the specimen being distributed should be closed or kept open after distribution by checking/unchecking the 'Close Specimen' checkbox. This allows you to edit the specimen, add more details.

As per the below screenshot, the first specimen will remain open, and the second one will be closed after distribution.

However, if there is a value for 'Holding Location' present, the specimen will always get closed. It will be transferred to the holding location completely and cannot be stored at two locations simultaneously.

In case the specimen is to be distributed partly and held in a temporary location, it should be aliquoted into two parts and distributed accordingly.

An order can be saved as a draft order if you are not yet ready with all the details.

Click on the 'Save Draft' button on the 'Invoice' page of the order

You can configure the maximum number of specimens added using UI, whose details can be edited at the time of distribution. Once configured, if the number of specimens to be distributed is less than the limit set, the 'Specimens' list will display all the specimens.

From this page, you can edit the specimen details like quantity, cost, etc. 'Copy first to all' option for 'Distribution Quantity' and 'Holding Location' can be used to copy the first value to all rows so that user need not input it for each row manually.

In case the number of specimens scanned is more than the UI limit, the system will display an informative message like this:

Steps

1. Log in as 'Super Administrator' role.
2. Go to the home page and click on 'Settings' card.
3. Click on the 'Administrative' module or search for the property 'Order Specimens UI Limit'
4. Click on the property 'Order Specimens UI Limit'
   
   
   
5. Specify the maximum number of specimens whose details can be edited at the time of distribution under the 'New Value' field and click on 'Update' button
   
   

When the specimen is held in a temporary storage location after distribution, an option to 'Retrieve' such specimens appears on the 'Specimens' tab of the 'Orders' page.

This option retrieves the specimen from the holding location, and a final transfer event is added to the specimen.

Before retrieve:

After retrieve:

After you click on the 'Distribute' option from the above 'Create Order' screen, the following events are added for each distributed specimen:

These events are useful for creating reports or audit purposes.

• Distribution event: To give details of when the specimen was distributed, which DP, etc.

• Transfer event: To indicate the specimen was moved out of the storage location.

• Disposal event: To indicate that the specimens are disposed of from the system. This event will be created in case the 'Close Specimen' checkbox is checked.

Distribution data can also be bulk uploaded for many orders at a time using CSV files. E.g., for legacy data migration.

For more details on how to use bulk upload, refer to 'Distribution bulk import manual.'

From v7.1 onwards, it is possible to edit an order in executed state. To edit an executed order, navigate to the overview page and click on 'Edit.' 

The following order details can be edited for any order:

1. Name
2. Receiving Institute
3. Receiving Site
4. Requestor
5. Execution Date
6. Courier tracking URL
7. Sender comments
8. Additional custom form data
9. Add/ remove services.

Following are NOT editable:

1. Distribution protocol.
2. Specimens and their cost or holding locations.