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 |
| Contact | The contact (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) |
| Notes | Free-text remarks |
| Crop | Sampling crop (optional) |
| Municipality / City / Toponym | Sampling location (optional) |
Click the "+" button in the toolbar to open the reception form.
Fill in the fields:
The same form also includes a chain-of-custody section (§7.4), where the Condition on Arrival field is required. If its value is not "OK", recording a customer consultation (time, officer, outcome) is also required before the sample can be saved — see the Guide: Record a Customer Consultation (§7.4.3).
After saving, the sample is created in Received status and you can print a barcode label.
Instead of entering samples one by one, the "Batch" button in the toolbar opens a batch-entry screen: paste from Excel (Ctrl+V), upload a CSV/TSV file, or scan barcodes, with row-by-row review/correction before the final save.
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.
The analysis is not linked directly to the sample — it is linked to an Aliquot derived from the sample. Once the sample has been saved once, an Aliquots section appears on its edit form, where you create one or more aliquots (kind, purpose, container, preservation, storage location, etc.).
Once at least one aliquot exists:
For the analysis workflow (entering measurements, review, approval), see the Analysis Workflow Guide.
The sample follows a workflow with nine statuses:
| Status | Description |
|---|---|
| In Collection | Registered in the field (via sampling) — has not yet reached the laboratory |
| Received | Initial state for samples arriving directly at the laboratory — or the sample was scanned at intake |
| In Preparation | Drying, grinding or sieving is in progress |
| In Analysis | Linked to an analysis (via an aliquot), measurements are being entered |
| Subcontracted | Measurements have been sent to an external laboratory |
| Analysed | Results have been entered, pending review |
| Approved | Final approval — report can be generated (final state) |
| Rejected | Sample rejected (final state) |
| Cancelled | Sample cancelled (final state) |
The In Collection status only arises from field sampling. Samples registered via the page's "+" button (Step 2) start directly at Received.
On the edit form, the Status field allows advancing or correcting by one step at a time (forward or backward), e.g. In Analysis ↔ In Preparation to fix a mistake:
In Collection → Received → In Preparation → In Analysis → (Subcontracted) → Analysed → ApprovedReject and Cancel are not done via the Status field — they are separate actions from the row's actions menu (⋮), with a mandatory reason, and are available from any status except the three final ones (Approved / Rejected / Cancelled):
| Action | From | Note |
|---|---|---|
| Reject | Any non-final | Requires a reason code; cascades to linked analyses |
| Cancel | Any non-final | Requires a reason (§8.4); blocked if the sample has aliquots with linked analyses — reject/cancel those first |
Type in the search field for quick filtering by sample code or customer.
Press the scan button in the toolbar to open the camera in fullscreen. Once a barcode or QR code is recognised, the system automatically looks up the matching sample and opens its edit form directly (not just a search/filter on 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 |
| Contact | Select | Filter by contact (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 aliquot, not directly to the sample. The sample records the physical reception and preparation, aliquots are derived from the sample, and the analysis — linked to one aliquot — 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?
Press the scan button in the toolbar (opens the camera in fullscreen) and aim at the barcode or QR code. The system automatically looks up the sample with the corresponding code and opens its form.