This guide describes the step-by-step lifecycle of a sample — from reception and preparation, through linking to an analysis, result approval and report generation. The workflow follows ISO 17025 requirements for traceability, sample identification and chain of custody.
Before creating a new sample, make sure the following data exists:
| # | Prerequisite | Why it's needed | Page |
|---|---|---|---|
| 1 | Contacts | Every sample is linked to the customer who submitted it. | Contacts |
Recommended setup order: Contacts → Samples
Optional but useful:
Go to the Samples page from the main menu. A table with existing samples is displayed.
The table columns are:
| Column | Description |
|---|---|
| Sample Code | Unique identification code (e.g. SAM-YYYY-0001) |
| Receipt Date | Date the sample was received at the laboratory |
| Delivery Date | Results delivery deadline — shown in red if overdue |
| Customer | The customer who submitted the sample |
| Status | Current status in the workflow |
| Method | Laboratory method (optional) |
| Instrument | Analytical instrument (optional) |
| Preparation | Preparation status — drying / grinding / sieving (stars indicator) |
Click the "+" button in the toolbar to open the reception form.
Fill in the fields:
After saving, the sample is created in Received status and you can print a barcode label.
After creating the sample, you can print a barcode label (Code128 or QR) for physical identification. The label includes the sample code and can be scanned later for quick lookup.
Preparation is tracked through three steps, each with a checkbox and date:
| Step | Field | Date | Description |
|---|---|---|---|
| 1 | Drying | Drying Date | Drying the sample in an oven |
| 2 | Grinding | Grinding Date | Grinding/pulverizing the dried sample |
| 3 | Sieving | Sieving Date | Sieving to the desired particle size |
Preparation status is shown in the table with star indicators (e.g. stars for 2 out of 3 steps completed).
Once all three steps are complete, change the status from In Preparation to In Analysis to begin measurement.
Once the sample is ready for analysis, create an analysis record:
For the analysis workflow (entering measurements, review, approval), see the Analysis Workflow Guide.
The sample follows a workflow with six statuses:
| Status | Description |
|---|---|
| Received | Initial state — the sample has been received at the laboratory |
| In Preparation | Drying, grinding or sieving is in progress |
| In Analysis | Linked to an analysis, measurements are being entered |
| Analysed | Results have been entered, pending review |
| Approved | Final approval — report can be generated |
| Rejected | Sample rejected (final state) |
Received → In Preparation → In Analysis → Analysed → Approved
↘ Rejected
| Action | From | To | Note |
|---|---|---|---|
| Start Preparation | Received | In Preparation | Physical sample preparation begins |
| Start Analysis | In Preparation | In Analysis | Analytical process begins |
| Complete | In Analysis | Analysed | Measurements completed |
| Approve | Analysed | Approved | Final result approval |
| Reject | Any | Rejected | Sample does not meet requirements |
Type in the search field for quick filtering by sample code or customer.
Scan a sample's barcode label for instant lookup in the table.
Click the filter icon to open the filter panel:
| Filter | Type | Description |
|---|---|---|
| Date From | Date | Start of receipt date range |
| Date To | Date | End of receipt date range |
| Customer | Select | Filter by customer |
| Status | Select | Filter by workflow status |
| Action | Description |
|---|---|
| Print List | Print the samples table as PDF |
| Export CSV | Export data to a CSV file |
| Barcode Label | Print a barcode label (Code128 or QR) for an individual sample |
How does auto-numbering work?
If you leave the sample code blank when creating, the system automatically assigns a code in the format SAM-YYYY-NNNN, where YYYY is the current year and NNNN is a sequential number.
Can I change the sample code after creation?
Yes, the sample code can be modified during editing, as long as it remains unique.
What is the sample-analysis relationship?
Each analysis record is linked to one sample. The sample records the physical reception and preparation, while the analysis records the measurements, evaluations and report generation.
What do the stars in the Preparation column mean?
The stars indicate how many of the 3 preparation steps (drying, grinding, sieving) have been completed. For example, two filled stars out of three means 2 of 3 steps are complete.
Why is the delivery date shown in red?
If the results delivery deadline has passed, the date is displayed in red bold as a visual alert.
How do I scan a sample barcode?
Place the cursor in the search field and scan the barcode with your scanner. The system automatically searches for the sample with the corresponding code.