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.

System events

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There are some system events that are automatically created by the system during specimen processing. These events are:

Transfer
Received
Collection
Reserved
Disposal
Container Transfer
Return
Distribution
Processing
Shipment

Note:

The form definition of these events is not editable.
System Events can be edited to some extent (New in v8.0).

Steps to edit the system events (New in v8.0):

Transfer Event: You can edit the below-listed details from the UI and bulk import:

User (Transferred By)
Date and Time (Transfer Time)
Comments

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

Received Event: You can edit the below-listed details from the UI:

Quality
User
Date and Time
Comments

Note:

Received Event cannot be updated via bulk import.

Collection Event: You can edit the below-listed details from the UI:

Collection Procedure
Collection Container
User
Date and Time
Comments

Note:

Collection Event cannot be updated via bulk import.

Reservation Event/Reservation Cancelled Event: You can edit the below-listed details:

User
Date and Time
Comments

Note:

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

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

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.
Add details and upload the file. The mentioned details will be updated.

You can edit the below-listed details:

User
Date and Time
Comments
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:

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.
Add details and upload the file. The mentioned details will be updated.

You can edit the below-listed details:

User
Date and Time
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:

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“ and download the template file.
Add details and upload the file. The mentioned details will be updated.

You can edit the below-listed details:

User
Date and Time
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, click on “Edit. “ The changes you make in the order will be reflected on the specimen’s distributed event.

You can edit the below-listed details:

Order Name
Requestor
Comments
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.

You can edit the below-listed details:

Name
Shipped Date and Received Date
Sender and Receiver Comments

Default events

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.

Creating a new event

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

Click here to view the steps...

Refer to Forms(Before v8.0) page and create a new form.
Ensure that the form has a user and timestamp field with the name as 'User' and 'Time.'
Check the checkbox for the field 'Show in Grid' to see the user name, date, and time on the events list page.

Note:

If the 'Show in Grid' checkbox 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 'Event' level

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

Difference between a form and an event

The event should have a "User" and "Datetime" field mandatorily.
All events are displayed on the specimen page in the right-hand side panel.

Add/Edit event data from a query

You can query specimens using the query interface and can add/edit events data from the results page.

Click here to view the steps...

Go to the queries list page and click on 'Create.'
Create a query using any filters and click on 'View Records' to get the list of records.
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 that were 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 places

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:

CP specimen list
Container specimen list
Cart specimen list
Participant specimen list
Visit & specimen pages

E.g. Add spun event to the specimens of a CP

Click here to view the steps...

Navigate to the specimen list page of a CP.
Use filters on the right side to search for the specimens for which events are to be added.
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 a set of specimens

Introduced in v6.3. Sometimes you need to add multiple events for a set of specimens. It would take a lot of clicks in older versions since you need to go back and select the specimens again. From v6.3 onwards, the new button "Save and Add More" allows you to create multiple events for the same set of specimens.

Click here to view the steps...

Select the specimens (from the specimens page or using a query) to which multiple events are to be added
Click 'Actions' -> 'Add/Edit Event'
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 get created for all the selected specimens.

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