Difference between revisions of "Adding racks of specimens"

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When a rack is ready for storage, the rack, the specimens it holds, and its destination must be recorded in tube.tracker®. This is a critical but relatively simple process. As an example, we will add a 6x12 rack of specimens coming off of an analyzer ready for storage into a central refrigerator.
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When a rack of specimens is ready to be stored in a container; the rack, the specimens it contains, and the destination container must all be recorded in tube.tracker.  
  
# Click '''Add''' under the menu heading '''Racks'''. The Add New Rack Screen will appear.[[image:add_rack_menu.jpg|left|frame|'''Add rack menu''']]<br clear="all" />
 
# First, you must tell tube.tracker&#174; where the rack will be stored. Select a destination container from the Container box. If user defaults are enabled, the preferred container will already be selected (your tube.tracker&#174; administrator can change these settings.)[[image:add_rack_main.jpg|left|frame|'''Add rack main screen''']]<br clear="all" />
 
# Next, tube.tracker&#174; needs to know what kind of rack (i.e. 6x12 Standard Rack or 6x20 Long Rack) is going to be entered so it can correctly sort the number and position of the specimens. Select a rack type from the Rack Type drop down box. The system default rack type will be pre-selected.
 
# Enter the rack's unique ID in the Rack ID box. If the racks are bar-coded, the rack label can be scanned. Every rack must have its own unique ID. However, a rack only needs to be labeled once and can keep its label after old specimens it was holding have been discarded.<br>'''Note''': ''If you supply a Rack ID that has already been recorded in tube.tracker&#174;, the system will return an error and ask for another ID. If you are tying to add additional specimens to an existing rack, see '''[[Adding_specimens_to_an_existing_rack|Adding Specimens to an Existing Rack]]'''.''
 
# Once you have filled out the Add New Rack screen, you may begin recording the specimens the rack holds. There are two modes of specimen entry available, Add Specimens and Bulk Add Specimens, with a corresponding button for each on the Add New Rack screen:
 
## '''Bulk Add Specimens (default)''': This is the fastest and most efficient way of entering specimens into the tube.tracker&#174;. In Bulk Add mode, as the specimens are scanned, the data are not submitted until the user is finished or the rack is filled. Then, all the specimen data are sent to the central server in one exchange. This is best used when a filled rack is being added at once. '''Note:''' ''This feature requires Microsoft Internet Explorer 4.0+ or Netscape 6.0+''<br>''Pros'':  Can scan many tubes very quickly. Requires less network bandwidth.<br>''Cons'': Can potentially loose entered specimens if entry process is interrupted or computer crashes. Requires MS IE 4.0+
 
## '''Add Specimens (conventional)''': This is the most reliable mode of specimen entry. In this method, as each specimen is scanned, its information is transmitted immediately to the tube.tracker&#174; database. Depending on computer speed, system load, and network conditions, there may be a slight delay between when a tube is scanned and when the system is ready to read the next one. This is best used when tubes are being added to a rack a few at a time over a longer period.<br>''Pros'': Each tube is stored immediately as it is scanned. A crash while entering specimens will only require unscanned tubes to be entered. Available to any browser or platform.<br>''Cons'': Can be significantly slower than the Bulk Add method (depending on aforementioned conditions). Increased risk of misreading specimen labels if tube is scanned before page reloads.
 
# Pressing '''Enter''' or scanning a rack label will automatically select the preferred method for the browser (Typically, Bulk Add). Otherwise, click on the '''Add Specimens''' button for conventional mode or the '''Bulk Add Specimens''' button for Bulk mode.
 
# After selecting a specimen input method, you will be presented with the specimen input screen. The look and function of both input methods are very similar, differing in only a couple key ways.
 
  
== '''Bulk Add Method''' ==
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== Opening the Rack Adding Screen ==
[[image:bulk_add_main.jpg|left|frame|'''Bulk specimen entry screen''']]<br clear="all" />
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# The first item to note in the Bulk Add Specimens screen is the top lines confirming the current entry method, rack ID, and destination container. Users should confirm these details before scanning tubes[[image:bulk_add_top_lines.jpg|left|frame|'''Bulk specimen entry denote lines''']]<br clear="all" />
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# Click '''Add''' in the Navigation Menu under the heading '''Racks'''.[[image:add_rack_menu.jpg|none|frame|'''Navigation Menu<br/>Racks > Add''']]<br clear="all" />
# Next, let's examine the graphical representation of the rack located on the left side of the screen. If the correct rack type was specified in the previous screen, the picture should correspond to the rack being entered. In this case, we asked for a 6x12 rack, so the results we obtained match.<br>Notice that the rows and columns are labeled. With this, each position in the rack can be identified using two numbers. Position 2-3 refers to the second column, third row. Notice row numbers increase from bottom to top and column number increase from left to right.<br>Each square in this grid represents a specimen, or an open space where a specimen tube can be stored in the rack. Different colors represent the following:
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# The Rack Adding Screen will appear.[[image:add_rack_main.jpg|none|frame|'''Rack Adding Screen''']]<br clear="all" />
#* The <span style="color: #000080;">blue</span> square (1-1 in this figure) indicates the current position of specimen input. It will start in position 1-1 and will increment one space every time a specimen tube is scanned.
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#* <span style="color: #FF0000">Red</span> circles indicate previously scanned specimens.
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#* <span style="color: #008000">Green</span> circles represent specimens that have been added but not saved yet.
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== Adding a Rack ==
#* <span style="color: #FFFFFF;  background-color: #000000;">White</span> squares show unscanned or open positions on the rack. These are only found using Bulk Add.
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# Holding the mouse pointer over a specimen will reveal a popup window containing the specimen's ID. This is quick and easy method of verifying previously scanned specimens. Since this is a new rack, all of the spaces are empty.<gallery caption="Sample gallery" widths="200px" heights="280px" perrow="2">
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# Select a destination container from the '''Container Menu''' to designate where the rack will be stored. If administrators have specified a default container, it will be pre-selected.[[image:add_rack_main.jpg|none|frame|'''Rack Adding Screen''']]<br clear="all" />
Image:bulk_add_rack_graphic.jpg|'''2 dimensional Rack'''
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# Select the type of rack from the '''Rack Type Menu'''. If administrators have specified a default rack type, it will be pre-selected.
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# Enter or scan a Rack ID into the '''Rack ID Text Box'''. If the provided Rack ID is already in use, an error message will be displayed and a new, unique Rack ID will be requested. While every rack must have a unique Rack ID, this does not mean that racks cannot be emptied and reused.
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# Click on the '''Add Note Check Box''' to reveal a text box in which a note about this rack can be added.
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# To save the rack and proceed to adding specimens to it, click the button corresponding to one of the two entry methods listed below:
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## '''Bulk Specimen Entry''': Uses the '''Bulk Add Specimens Button'''. This method reduces the loading time when adding specimens by relying on the user to save the entered specimens when all of the specimens in the rack have been entered as opposed to automatically saving each specimen as it is entered.  Therefore, this method is best used when a rack of specimens will be entered over a short period of time. Using this method over a longer period of time increases the risk of the user's session timing out and the entered but unsaved specimen data being lost. Because of the risk of a session timing out, Bulk Specimen Entry is only available for racks with a capacity of 625 specimens or less. Racks with a capacity of greater than 625 specimens are restricted to Conventional Specimen Entry.
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##* '''Note:''' ''This feature requires Microsoft Internet Explorer 4.0+ or Netscape 6.0+''
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## '''Conventional Specimen Entry''': Uses the '''Add Specimens Button'''. This is the most reliable method for specimen entry. As each specimen is entered or scanned in, it is saved and the screen is reloaded before the next specimen can be entered. Therefore, this method is best used when a rack of specimens will be entered over a longer period of time. Using this method over a shorter period of time may unnecessarily increase the amount of time needed to enter a rack of specimens by saving each specimen as it is entered as opposed to saving the rack after all of the specimens have been entered.
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##* Pressing the '''Enter''' key on the keyboard after typing or scanning in the Rack ID will automatically select the preferred method for the browser (Typically this will be Bulk Specimen Entry).
 +
 
 +
 
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== Specimen Entry Screens ==
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 +
=== Overview ===
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The Bulk and Conventional Specimen Entry Screens contain many of the same characteristics including a Header, Graphical Rack Representation & Specimen Data Entry Section.
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<table><tr><td>[[image:Bulk_Specimen_Entry.jpg|none|frame|'''Bulk Specimen Entry Screen''']]</td><td>[[image:Conventional_Specimen_Entry.jpg|none|frame|'''Conventional Specimen Entry Screen''']]</td></tr></table><br/>
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 +
 
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=== Header ===
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At the top of both specimens entry screens are the current entry method in black text, followed by the Rack ID and destination Container Name on the line below in green text. <table><tr><td>[[image:Bulk_add_top_lines.jpg|none|frame|'''Bulk Specimen Entry Screen<br/>Header''']]</td><td>[[image:conventional_add_top_lines.jpg|none|frame|'''Conventional Specimen Entry Screen<br/>Header''']]</td></tr></table><br/>
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Ensure that the correct Rack ID and destination Container Name are displayed here. If either are incorrect:
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* In Bulk Specimen Entry Method click the '''Cancel Rack Button''' to return to the Rack Adding Screen. The rack has not yet been created and no corrective action is needed.
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* In Conventional Specimen Entry Method click the '''Close Rack Button''' to return to the Rack Adding Screen. The rack has been created. To modify the Rack ID, refer to the [[Editing_racks_and_specimens|Editing Racks and Specimens]] page. To modify the container in which the rack is stored, refer to the [[Transferring_racks_between_storage_containers|Transferring Racks Between Storage Containers]] page.
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 +
 
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=== Graphical Rack Representation ===
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Below the page header and on the left side of the screen is the graphical representation of the selected rack shown as either a blue grid for a two-dimensional rack or a list for a dimensionless rack. In the example shown below, a 6x12 rack is displayed on the left and a dimensionless rack is displayed on the right.
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<gallery caption="Graphical rack representations" widths="242px" heights="280px" perrow="2">
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Image:bulk_add_rack_graphic2.jpg|'''Two Dimensional Rack'''
 
Image:bulk_add_rack_dimensionless_graphic.jpg|'''Dimensionless Rack'''
 
Image:bulk_add_rack_dimensionless_graphic.jpg|'''Dimensionless Rack'''
</gallery>
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</gallery><br/>
# The specimen data portion of the screen shows the details of the scanning process.
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For two-dimensional racks, the columns and rows are labeled such that each position in the rack can be identified using two numbers or a letter and a number depending on the institution's settings. Position 2-3 (or B-3) refers to the second column from the left and the third row from the bottom. Column numbers (or letters) increase from left to right and row numbers increase from bottom to top.
#* '''Last ID Entered''': displays the most recently scanned Specimen ID. If no specimens have been scanned yet, this line will display N/A.
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Each square in this grid represents either a specimen or an open space where a specimen can be stored. The Graphical Rack Representation is color coded as such:
#* '''Current Position''': indicates the position in the rack where tube.tracker&#174; is expecting the next specimen to be scanned. This should correspond to the blue box in the graphical rack representation to the left.
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* The <span style="color: #000080;">'''Blue'''</span> square (1-7 in the two dimensional rack example below) indicates the position where the next specimen will be input. By default, it will start in position 1-1 (or A-1) and will increment one row every time a specimen tube is scanned.
#* '''Add Note''': Click this checkbox to show the text area in which you can attach a note to the current specimen.
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* <span style="color: #FFFFFF;  background-color: #000000;">'''White'''</span> squares denote open positions on the rack that can accept a new specimen or remain empty.
#* '''Specimen ID''': where the current specimen ID is entered or scanned.[[image:bulk_add_spec_info.jpg|left|frame|'''Specimen entry screen portion''']]<br clear="all" />
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* <span style="color: #FF0000">'''Red'''</span> circles indicate previously scanned specimens that have been saved successfully.  If the red circle surrounds a black N then there is a note for that specimen.
# To add a specimen:
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* <span style="color: #008000">'''Green'''</span> circles represent specimens that have been added but not saved. They appear only when using the Bulk Specimen Entry Method since the Conventional Specimen Entry Method saves the rack after each specimen is entered.
## Make sure the current position (represented by the blue square) matches the actual position of the specimen tube in the rack. When scanning specimens, tube.tracker&#174; automatically moves the current position forward to the next empty space.<br>If the current position is not correct, click on the correct position in the grid and tube.tracker&#174; will move the blue marker to the correct position.
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* Reveal the Specimen ID of a specimen by holding the mouse pointer over a specimen. This is quick and easy method of verifying previously scanned specimens.
## Add the Specimen ID in the box labeled '''Specimen ID'''. This action is typically performed by a barcode scanner reading the specimen label. However, keyboard input is accepted here too. When using keyboard entry, pressing Enter after inputting the Specimen ID will submit the Specimen ID and advance the current position.[[image:bulk_add_change_rack_pos.jpg|left|frame|'''Bulk entry change position screen''']]<br clear="all" />
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# To correct an entered specimen:
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## If, while entering tubes, you find you have placed an incorrect Specimen ID in one of the spots on the rack, you can change this by clicking on that position.
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=== Specimen Data Entry Section ===
## The blue square will appear over the rack position. Type in a correct Specimen ID for this specimen and press enter. The current ID will be replaced by whatever you type.<br>You can use this method to select any position on the rack for specimen entry.
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# '''IMPORTANT''': When using the Bulk Add method of specimen entry, the user must save the newly added specimens (shown in green) when finished scanning. This can be done in two ways:
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The specimen data entry section of the screen displays the details of the entry process and provides the ability to enter new Specimen IDs.[[image:bulk_add_spec_info.jpg|none|frame|'''Specimen Data Entry Section''']]<br clear="all" />
#* If the rack is filled by scanning a specimen into the last position, tube.tracker&#174; will automatically save the rack.
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* '''Last ID Entered''': Displays the most recently entered specimen's Specimen ID and Rack Position. If no specimens have been entered yet, this line will display N/A.
#* If the user wishes to save a rack without filling it to capacity, the user should click the '''Save Rack''' button. This will submit the specimen data and save the rack. After a rack is saved, the user will be presented with the Add New Rack page.
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* '''Current Position''': Displays the position in the rack where the next specimen will be entered. This corresponds to the blue box in the Graphical Rack Representation. The Current Position can be changed at any time by clicking on a new position in the grid.
# Add a note to the specimen if applicable. Click on the '''Add Note''' checkbox. This will display the note text area in which the note can be typed. One important workflow item to highlight is that if the Add Note checkbox is checked pressing '''Enter''' or scanning in a tube will automatically move the cursor into the note text area.  If the '''Add Note''' box is not checked, pressing '''Enter''' or scanning in a tube will add the specimen to the rack.
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* '''Add Note Check Box''': Marks the specimen as having a note and will then display the '''Add Note Text Box''' in which a note can be entered.
# Add the specimen to the rack.  You can do this one of two ways:
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* '''Specimen ID Text Box''': Provides the space to type or scan in the current Specimen ID.
## Press '''Enter''' (or scan a tube).
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## Use the shortcut key - '''Ctrl-Q'''.  When the note text area is displayed you will need to use this method or method three.
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## Click the '''Add Spec''' button.
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== Bulk Specimen Entry Method ==
# Clicking the '''Cancel''' button will cause a confirmation dialog box to appear.  Clicking '''OK''' will abort the operation and all specimens scanned will be discarded and not stored. Clicking '''Cancel''' will allow the user to continue to add specimens.
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 +
=== Adding a specimen ===
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 +
# Ensure that the Current Position (represented by the blue square) matches the position of the specimen tube being added in the rack. If the Current Position indicator is not on the correct grid square, click on the correct grid square. The indicator will move and the Current Position display will update accordingly.
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# Type or scan the Specimen ID into the '''Specimen ID Text Box'''.
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# If a note does not need to be added to the specimen:
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## Ensure that the '''Add Note Check Box''' is not selected.
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## Press the '''Enter Key''' on the keyboard or click the '''Add Spec Button''' to enter the specimen.
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# If a note needs to be added to the specimen:
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## Ensure that the '''Add Note Check Box''' is selected.
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## The '''Add Note Text Box''' will appear in which a note can now be entered.
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## Click the '''Add Spec Button''' to enter the specimen and its note.
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#* When entering several consecutive specimens that have notes, press the '''Enter Key''' on the keyboard after typing or scanning in the Specimen ID to move the cursor from the '''Specimen ID Text Box''' to the '''Add Note Text Box'''.
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# The Current Position indicator will automatically move to the next available grid square in the current column before proceeding to the next column.
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# Repeat steps 1-5 until all specimens and their notes have been entered.
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# Click the '''Save Rack Button''' to save the entered specimens to the database.
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:'''Entered specimens are not saved until the Save Rack button is clicked. Do not attempt to start another operation or close the browser window until specimens are saved or the entered specimens will be lost.'''
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:Clicking the '''Cancel Rack Button''' will cause a confirmation dialog box to appear.  In the dialog box, clicking the '''OK Button''' will cancel the specimen entry and all specimens scanned that had not been saved will be discarded. Clicking the '''Cancel Button''' will close the dialog box allowing more specimens to be added.
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=== Modifying an Entered Specimen ===
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:Any specimen that has been entered and not yet saved can be modified before saving the rack. These specimens are denoted by the green circle icons. To modify a specimen that has been saved (red circle icons), refer to the [[Editing_racks_and_specimens|Editing Racks and Specimens]] page.
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 +
# Click on the grid square of the specimen being modified. The blue square will appear over the rack position and the '''Specimen Operations Dialog Box''' will appear. This dialog box displays the different operations available.
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# If the specimen does not have a note associated with it:[[image:bulk_add_change_rack_pos_sans_note.jpg|none|frame|'''Specimen Operations Dialog Box:<br>Specimen Without a Note''']]
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#* ''Delete Button'': Deletes the currently selected specimen from the rack.
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#* ''Add Note Button'': Marks that there is now a note for this specimen and brings up the text box for a note to be entered.  Click the '''Update Button''' after adding a note to save and continue.
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#* ''Close Button'': Closes the '''Specimen Operations Dialog Box''' and selects the next open space for a specimen to be added.
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# If the specimen has a note associated with it:[[image:bulk_add_change_rack_pos_with_note.jpg|none|frame|'''Specimen Operations box:<br>Specimen With a Note''']]
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#* ''Delete Button'': Deletes the currently selected specimen from the rack.
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#* ''Clear Note Button'': Removes the note from the specimen and marks the specimen as having no note.
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#* Update a note by changing its text as desired and clicking the '''Update Button'''.
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== Conventional Add Method ==
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:Appearance and functionality of the Conventional Specimen Entry Method is very similar to the Bulk Specimen Entry Method listed above.
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 +
=== Adding a specimen ===
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 +
# Ensure that the Current Position (represented by the blue square) matches the position of the specimen tube being added in the rack. If the Current Position indicator is not on the correct grid square, click on the correct grid square. The indicator will move and the Current Position display will update accordingly.
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# Type or scan the Specimen ID into the '''Specimen ID Text Box'''.
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# If a note does not need to be added to the specimen:
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## Press the '''Enter Key''' on the keyboard or click the '''Add Spec Button''' to enter and save the specimen.
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# If a note needs to be added to the specimen:
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## Ensure that the '''Add Note Check Box''' is selected.
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## The '''Add Note Text Box''' will appear in which a note can now be entered.
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## Click the '''Add Spec Button''' to enter and save the specimen and its note.
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#* Unlike the Bulk Specimen Entry Method, pressing the '''Enter Key''' on the keyboard after typing or scanning in the Specimen ID ''will not'' move the cursor from the '''Specimen ID Text Box''' to the '''Add Note Text Box'''. Instead the specimen will be entered and saved without a note.
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# The Current Position indicator will automatically move to the next available grid square in the current column before proceeding to the next column.
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# Repeat steps 1-5 until all specimens and their notes have been entered.
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# Click the '''Close Rack Button''' to exit the Specimen Entry Screen.
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 +
 
 +
=== Modifying an Entered Specimen ===
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:Unlike the Bulk Specimen Entry Method, in the Conventional Specimen Entry Method specimens are saved as soon as they are entered.  Therefore, clicking on an entered specimen will not provide the option to edit the specimen. To modify specimens, refer to the [[Editing_racks_and_specimens|Editing Racks and Specimens]] page.
  
== '''Conventional Add Method''' ==
 
# Appearance and functionality of the Conventional Add Method is very similar to the Bulk Add Method listed above. Please read the above section for basic specimen input information. Differences will be highlighted below.
 
# Similar to the Bulk Add Method, the top lines of the page will display the current entry method, rack ID, and destination container. Users should confirm these details before scanning in specimens[[image:conventional_add_top_lines.jpg|left|frame|'''Conventional entry denote lines''']]<br clear="all" />
 
# The appearance and functionality of the Conventional Add Method is very similar to the Bulk Add Method described above.
 
# The graphical rack representation is identical in look and feel to the Bulk Entry Method. The '''red square''' indicates current position. '''Red circles''' represent scanned specimens. Holding the mouse pointer over a red circle will display a popup containing the Specimen ID. Rack positions are represented in X-Y format. Please refer to the Bulk Add section above for more information.[[image:conventional_add_main.jpg|left|frame|'''Conventional specimen entry screen''']]<br clear="all" />
 
# The entry process is identical to the Bulk Method except for a few minor differences:
 
## When the Add Note box is checked and the note text area is displayed, pressing Enter or scanning in a tube will NOT advance the cursor to the note text area, instead the specimen will be added to the rack.
 
## There is no shortcut key (Ctrl-Q) available in the conventional specimen entry method.
 
# The reasons for these differences can be attributed to older internet browser compatibility.
 
# Unlike the Bulk Add Method, specimens are stored immediately. Since the specimens are stored immediately, there may be a brief delay before the browser is ready to accept the next specimen.  The user must be observant of this behavior. A specimen may not get entered correctly if the previous specimen has not had a change to get entered into the rack.
 
# When a rack is filled, the user will be returned to the Add New Rack Screen. If the user is finished adding tubes to a rack before the rack fills, clicking Close Rack will end the adding process.
 
  
 
Back to [[Online Documentation]]
 
Back to [[Online Documentation]]

Latest revision as of 14:26, 18 June 2014

When a rack of specimens is ready to be stored in a container; the rack, the specimens it contains, and the destination container must all be recorded in tube.tracker.


Opening the Rack Adding Screen

  1. Click Add in the Navigation Menu under the heading Racks.
    Navigation Menu
    Racks > Add

  2. The Rack Adding Screen will appear.
    Rack Adding Screen


Adding a Rack

  1. Select a destination container from the Container Menu to designate where the rack will be stored. If administrators have specified a default container, it will be pre-selected.
    Rack Adding Screen

  2. Select the type of rack from the Rack Type Menu. If administrators have specified a default rack type, it will be pre-selected.
  3. Enter or scan a Rack ID into the Rack ID Text Box. If the provided Rack ID is already in use, an error message will be displayed and a new, unique Rack ID will be requested. While every rack must have a unique Rack ID, this does not mean that racks cannot be emptied and reused.
  4. Click on the Add Note Check Box to reveal a text box in which a note about this rack can be added.
  5. To save the rack and proceed to adding specimens to it, click the button corresponding to one of the two entry methods listed below:
    1. Bulk Specimen Entry: Uses the Bulk Add Specimens Button. This method reduces the loading time when adding specimens by relying on the user to save the entered specimens when all of the specimens in the rack have been entered as opposed to automatically saving each specimen as it is entered. Therefore, this method is best used when a rack of specimens will be entered over a short period of time. Using this method over a longer period of time increases the risk of the user's session timing out and the entered but unsaved specimen data being lost. Because of the risk of a session timing out, Bulk Specimen Entry is only available for racks with a capacity of 625 specimens or less. Racks with a capacity of greater than 625 specimens are restricted to Conventional Specimen Entry.
      • Note: This feature requires Microsoft Internet Explorer 4.0+ or Netscape 6.0+
    2. Conventional Specimen Entry: Uses the Add Specimens Button. This is the most reliable method for specimen entry. As each specimen is entered or scanned in, it is saved and the screen is reloaded before the next specimen can be entered. Therefore, this method is best used when a rack of specimens will be entered over a longer period of time. Using this method over a shorter period of time may unnecessarily increase the amount of time needed to enter a rack of specimens by saving each specimen as it is entered as opposed to saving the rack after all of the specimens have been entered.
      • Pressing the Enter key on the keyboard after typing or scanning in the Rack ID will automatically select the preferred method for the browser (Typically this will be Bulk Specimen Entry).


Specimen Entry Screens

Overview

The Bulk and Conventional Specimen Entry Screens contain many of the same characteristics including a Header, Graphical Rack Representation & Specimen Data Entry Section.

Bulk Specimen Entry Screen
Conventional Specimen Entry Screen


Header

At the top of both specimens entry screens are the current entry method in black text, followed by the Rack ID and destination Container Name on the line below in green text.
Bulk Specimen Entry Screen
Header
Conventional Specimen Entry Screen
Header

Ensure that the correct Rack ID and destination Container Name are displayed here. If either are incorrect:

  • In Bulk Specimen Entry Method click the Cancel Rack Button to return to the Rack Adding Screen. The rack has not yet been created and no corrective action is needed.
  • In Conventional Specimen Entry Method click the Close Rack Button to return to the Rack Adding Screen. The rack has been created. To modify the Rack ID, refer to the Editing Racks and Specimens page. To modify the container in which the rack is stored, refer to the Transferring Racks Between Storage Containers page.


Graphical Rack Representation

Below the page header and on the left side of the screen is the graphical representation of the selected rack shown as either a blue grid for a two-dimensional rack or a list for a dimensionless rack. In the example shown below, a 6x12 rack is displayed on the left and a dimensionless rack is displayed on the right.


For two-dimensional racks, the columns and rows are labeled such that each position in the rack can be identified using two numbers or a letter and a number depending on the institution's settings. Position 2-3 (or B-3) refers to the second column from the left and the third row from the bottom. Column numbers (or letters) increase from left to right and row numbers increase from bottom to top. Each square in this grid represents either a specimen or an open space where a specimen can be stored. The Graphical Rack Representation is color coded as such:

  • The Blue square (1-7 in the two dimensional rack example below) indicates the position where the next specimen will be input. By default, it will start in position 1-1 (or A-1) and will increment one row every time a specimen tube is scanned.
  • White squares denote open positions on the rack that can accept a new specimen or remain empty.
  • Red circles indicate previously scanned specimens that have been saved successfully. If the red circle surrounds a black N then there is a note for that specimen.
  • Green circles represent specimens that have been added but not saved. They appear only when using the Bulk Specimen Entry Method since the Conventional Specimen Entry Method saves the rack after each specimen is entered.
  • Reveal the Specimen ID of a specimen by holding the mouse pointer over a specimen. This is quick and easy method of verifying previously scanned specimens.


Specimen Data Entry Section

The specimen data entry section of the screen displays the details of the entry process and provides the ability to enter new Specimen IDs.
Specimen Data Entry Section

  • Last ID Entered: Displays the most recently entered specimen's Specimen ID and Rack Position. If no specimens have been entered yet, this line will display N/A.
  • Current Position: Displays the position in the rack where the next specimen will be entered. This corresponds to the blue box in the Graphical Rack Representation. The Current Position can be changed at any time by clicking on a new position in the grid.
  • Add Note Check Box: Marks the specimen as having a note and will then display the Add Note Text Box in which a note can be entered.
  • Specimen ID Text Box: Provides the space to type or scan in the current Specimen ID.


Bulk Specimen Entry Method

Adding a specimen

  1. Ensure that the Current Position (represented by the blue square) matches the position of the specimen tube being added in the rack. If the Current Position indicator is not on the correct grid square, click on the correct grid square. The indicator will move and the Current Position display will update accordingly.
  2. Type or scan the Specimen ID into the Specimen ID Text Box.
  3. If a note does not need to be added to the specimen:
    1. Ensure that the Add Note Check Box is not selected.
    2. Press the Enter Key on the keyboard or click the Add Spec Button to enter the specimen.
  4. If a note needs to be added to the specimen:
    1. Ensure that the Add Note Check Box is selected.
    2. The Add Note Text Box will appear in which a note can now be entered.
    3. Click the Add Spec Button to enter the specimen and its note.
    • When entering several consecutive specimens that have notes, press the Enter Key on the keyboard after typing or scanning in the Specimen ID to move the cursor from the Specimen ID Text Box to the Add Note Text Box.
  5. The Current Position indicator will automatically move to the next available grid square in the current column before proceeding to the next column.
  6. Repeat steps 1-5 until all specimens and their notes have been entered.
  7. Click the Save Rack Button to save the entered specimens to the database.
Entered specimens are not saved until the Save Rack button is clicked. Do not attempt to start another operation or close the browser window until specimens are saved or the entered specimens will be lost.
Clicking the Cancel Rack Button will cause a confirmation dialog box to appear. In the dialog box, clicking the OK Button will cancel the specimen entry and all specimens scanned that had not been saved will be discarded. Clicking the Cancel Button will close the dialog box allowing more specimens to be added.


Modifying an Entered Specimen

Any specimen that has been entered and not yet saved can be modified before saving the rack. These specimens are denoted by the green circle icons. To modify a specimen that has been saved (red circle icons), refer to the Editing Racks and Specimens page.
  1. Click on the grid square of the specimen being modified. The blue square will appear over the rack position and the Specimen Operations Dialog Box will appear. This dialog box displays the different operations available.
  2. If the specimen does not have a note associated with it:
    Specimen Operations Dialog Box:
    Specimen Without a Note
    • Delete Button: Deletes the currently selected specimen from the rack.
    • Add Note Button: Marks that there is now a note for this specimen and brings up the text box for a note to be entered. Click the Update Button after adding a note to save and continue.
    • Close Button: Closes the Specimen Operations Dialog Box and selects the next open space for a specimen to be added.
  3. If the specimen has a note associated with it:
    Specimen Operations box:
    Specimen With a Note
    • Delete Button: Deletes the currently selected specimen from the rack.
    • Clear Note Button: Removes the note from the specimen and marks the specimen as having no note.
    • Update a note by changing its text as desired and clicking the Update Button.


Conventional Add Method

Appearance and functionality of the Conventional Specimen Entry Method is very similar to the Bulk Specimen Entry Method listed above.

Adding a specimen

  1. Ensure that the Current Position (represented by the blue square) matches the position of the specimen tube being added in the rack. If the Current Position indicator is not on the correct grid square, click on the correct grid square. The indicator will move and the Current Position display will update accordingly.
  2. Type or scan the Specimen ID into the Specimen ID Text Box.
  3. If a note does not need to be added to the specimen:
    1. Press the Enter Key on the keyboard or click the Add Spec Button to enter and save the specimen.
  4. If a note needs to be added to the specimen:
    1. Ensure that the Add Note Check Box is selected.
    2. The Add Note Text Box will appear in which a note can now be entered.
    3. Click the Add Spec Button to enter and save the specimen and its note.
    • Unlike the Bulk Specimen Entry Method, pressing the Enter Key on the keyboard after typing or scanning in the Specimen ID will not move the cursor from the Specimen ID Text Box to the Add Note Text Box. Instead the specimen will be entered and saved without a note.
  5. The Current Position indicator will automatically move to the next available grid square in the current column before proceeding to the next column.
  6. Repeat steps 1-5 until all specimens and their notes have been entered.
  7. Click the Close Rack Button to exit the Specimen Entry Screen.


Modifying an Entered Specimen

Unlike the Bulk Specimen Entry Method, in the Conventional Specimen Entry Method specimens are saved as soon as they are entered. Therefore, clicking on an entered specimen will not provide the option to edit the specimen. To modify specimens, refer to the Editing Racks and Specimens page.


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