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Specimen Events
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Specimen Events

Owned by Divya Prabhu (Unlicensed)
Last updated: Oct 04, 2024 by Neha Nimgire
7 min read

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.

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System Events

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

  • Received

  • Collection

  • Transfer

  • Reserved

  • Disposal

  • Container Transfer

  • Return

  • Distribution

  • Processing

  • Shipment

Note:

  1. The form definition of these events 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.

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.png

  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

    Screenshot 2024-08-19 at 6.54.06 PM.png

Case 2: Edit 'Received Event' for multiple specimens

Refer to the Receive Specimens | Using Bulk Import page for more details.

Collection Event

You can edit the collection event fields from the UI

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.png

  2. You can edit the below details from the UI.

    1. Collection Procedure

    2. Collection Container

    3. User

    4. Date and Time

    5. Comments

    image-20240819-133640.png

Note: Collection Events cannot be updated via bulk import.

Reservation Event/Reservation Cancelled Event

You can edit the reserved event fields from the bulk import

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

    Screenshot 2024-10-04 at 6.10.56 PM.png

Disposal Event

To update this event, you need to download the ‘Disposal Events’ template. You can download the template by following the steps:

  1. Navigate to the Collection Protocols 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: You cannot edit disposal events via UI.

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

Container Transfer Event

To update this event, you need to download the ‘Container Transfer Events’ template. You can download the template by following the steps:

  1. Navigate to the Collection Protocols card and 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

Note: You cannot edit Container Transfer Event via UI.

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

Return Event

To update this event, you need to download the ‘Return Events’ template. You can download the template by following the steps:

  1. Navigate to the Collection Protocols card and 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

Note: Return Event cannot be edited via UI.

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

Distributed Event

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

Screenshot 2024-10-04 at 6.36.52 PM.png

 

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You can edit the below-listed details:

  1. Order Name

  2. Requestor

  3. Comments

  4. Distribution/Execution Date

Shipment Shipped Event/Shipment Received Events

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

Screenshot 2024-10-04 at 6.51.07 PM.png
Screenshot 2024-10-04 at 6.51.50 PM.png

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.

Create New Event

You can also create new custom events using the custom forms feature.

  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.

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.

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.

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

Difference between Form and Event

  1. The event should have a "User" and "Datetime" 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 event data from the results page.

  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'.

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.

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

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

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

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.

  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'.

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.

  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."

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 be created for all the selected specimens.

 

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Got feedback or spotted a mistake?

Leave a comment at the end of this page or email contact@krishagni.com