The Samples page manages the laboratory's samples from receipt onward: logging their details, chain of custody, preparation, status tracking, and — where needed — sub-contracting to an external laboratory. The analyses and measurements themselves are created on the Analyses page.
Found under: Daily Work → Samples.
| Button | Action |
|---|---|
| Add — Create a new record | |
| Columns — Show/hide table columns | |
| Filters — Open/close the filter panel. A red dot indicates active filters | |
| Export CSV — Download table data as a CSV file | |
| Orientation — Toggle between portrait and landscape printing | |
| Print — Generate a PDF of the current view | |
| Help — Open the help dialog | |
| Search — Quick search through table data |
Clicking the icon on each row shows:
| Field | Description |
|---|---|
| Sample Code | Unique sample code (up to 30 characters); left blank, it is numbered automatically |
| Receipt Date | Date the sample was received |
| Delivery Date | Results delivery deadline — shown in red if overdue |
| Contact | The contact/client who submitted the sample |
| Status | Current sample status (from Sample Statuses) |
| Method | Laboratory analysis method |
| Instrument | Analytical instrument |
| Preparation | Preparation status (drying/grinding/sieving) — ★★☆ |
| Notes | Additional remarks (hidden column) |
| Crop | Sample's crop type (hidden column) |
| Municipality | Sampling location municipality (hidden column) |
| City | Municipal district (hidden column) |
| Toponym | Location toponym (hidden column) |
The upper half of the dialog holds the sample's identity: code, receipt date, contact, order, status, method, instrument, delivery deadline and notes. Below it, the remaining sections are tabs in lifecycle order — where the sample came from, what was found on arrival, the photos taken at that moment, and last the two laboratory stages.
| Tab | What it holds |
|---|---|
| Sampling Location | Crop and geography (Municipality → City → Toponym), GPS position |
| Sample Receipt | Chain of custody §7.4, sampling §7.3, item identification §7.8.5, consultation §7.4.3 |
| Photos | The sample's photos; the count shows as a badge on the tab |
| Sample Preparation | Drying, grinding, sieving — existing sample only |
| Aliquots | The sample's portions — existing sample only |
A red dot on a tab means it hides a missing required field. Without it, Save would grey out with the reason off-screen: the consultation fields become required the moment the arrival condition stops being "OK", and they sit two tabs further down.
It splits into three blocks, the third of which appears conditionally.
| Field | Description |
|---|---|
| Customer Label | The code or label the sample carried when it arrived |
| Condition on Arrival | Required. Anything other than "OK" opens the consultation block |
| Condition Notes | Narrative description of the condition on receipt |
| Transport Temperature (°C) | Temperature on arrival |
| Seal Intact · Seal Notes | Whether the container's seal was untouched, and what was observed |
| Field | Description |
|---|---|
| Customer-supplied | The customer brought the sample — the laboratory did not sample it |
| Collected By · Collection Date & Time | Who collected it and when |
| Sampling Plan | The plan that was followed, see below |
| Sample Quantity | §7.3.3(c) — how much material was collected, free text (e.g. "~1 kg, 0-30 cm depth") |
| Field Conditions | §7.3.3(f) — the environmental conditions at the sampling moment |
| Sampling Equipment | The equipment used |
| Sampling Deviations | Any departure from the plan or the method |
| At the customer's request | Appears only once a deviation has been written. See below |
| Manufacturer · Model · Serial / Batch No. | Item identification — for materials and devices, not bulk samples |
| Composite sample — Cores · Core Positions | How many field cores were combined into one sample, and from where |
Appears only when the arrival condition is not "OK", and then its three fields become required: Consultation Time, Lab Consulter, Consultation Outcome. With the "proceed as-is" outcome the Authorisation to proceed as-is checkbox is required too. The whole flow, including the automatic status transitions, is described in Record customer consultation (§7.4.3).
A sampling deviation the customer asked for is not the same thing as a deviation of the laboratory's own, and the report has to tell them apart. The At the customer's request checkbox appears as soon as text is written into Sampling Deviations and disappears with it: with no deviation, "who asked for it" has no meaning.
The Sample Order field in the upper half is optional. Without an order the sample inherits the customer's standing terms — the customer agreement in force on its date — rather than being left with no contractual basis. See Sample Orders and the agreements tab on Contacts.
The plan reference prints on the report as the sampling method. That is why the server accepts only an approved plan that has not been superseded by a later version — a draft plan would put an uncontrolled document on an issued report. The check sits on the server rather than only on the picker, because the plan arrives from elsewhere too: from a link into Sample Collection, from the last plan that was kept, and from the offline sync queue.
The check runs only when the plan actually changes, so a sample already pointing at an old draft plan stays editable.
With rows selected the bulk action bar appears. Which ones you see depends on your permissions.
| Action | What it does |
|---|---|
| Advance status | Moves the selected samples to the next status |
| Assign to worklist | Links the samples to a worklist |
| Reassign handler | Hands the samples to another owner, with an optional reason |
| Reject | Bulk rejection with a reason code |
| Cancel | Bulk cancellation with a reason |
| Dispose | Physical disposal of the aliquots (§7.4.1) — see below |
| Bulk edit | Changes shared fields on many samples at once |
Dispose concerns the physical material, not the record. It is recorded per aliquot (date and reason, which is mandatory), and the sample's data is retained as §8.4.2 requires. The action is idempotent: running it again over already-disposed aliquots creates no duplicate entries.
Deleting a sample record is a different thing and is done from the row's action menu. Bulk Cancel is blocked while analyses exist on the aliquots — those are cancelled or rejected first.
Above the table there is a toggle between list view (table) and map view — the map view shows the samples at their geographic locations.
Photos attached to a sample (packaging, condition on receipt, initial appearance) are technical records under EN ISO/IEC 17025:2017 §7.5.1 and are retained for the same period as the parent sample. When the sample is disposed of (via Disposition Execution) or deleted, photos are automatically removed from both the database and the disk — no separate user action required, no orphan files.
Points at — this page does not stand without these:
Used by — a change here shows up in these: