Customise Inventory Of Materials And Samples

Create Collections of Materials

Collections are folders used to organise Objects in the Materials Inventory. Such Objects can be different types of samples and materials (e.g. chemicals, antibodies, batteries, environmental samples).

Collections need to be created inside another folder, called Project, in the Materials inventory.

For example, if we want to create a collection of raw samples, we need to adopt the following steps:

  1. Create an Object type called Sample. This can only be done by an Instance admin, from the admin interface, as explained here: New Entity Type Registration

  2. Create a first folder called Samples inside the Materials folder (Project)

  3. Create a second folder called Raw Samples (Collection)

Create the Project folder

To create the Project folder:

  1. Click on the Materials folder

  2. Click the + New Project button in the form.

image info

  1. Provide a description, if wanted. This is not mandatory.

  2. Enter the Code. This will be the name of the folder, in this case SAMPLES. Codes only take alphanumeric characters and no spaces.

image info

Create the Collection folder

To register the Collection folder, inside the Project folder:

  1. Click on the Project folder, in this case Samples.

  2. Click the + New button in the main form and choose Collection from the dropdown.

image info

  1. Replace the automatically generated Code with something pertinent to the collection (e.g RAW_SAMPLES)

  2. Fill in the Name field (e.g. Raw Samples). Note that by default, the navigation menu on the left shows the name. If the name is not provided, the code is shown.

  3. Select the Default object type from the list of available types. This is the Object for which the Collection is used. In this case, Sample.

  4. Select the Default collection view (see Customise Collection View)

image info

Add the “+Object type” button in the Collection percentage

If you use a Collection for one Object type, you can display a button to add that type to the Collection, as shown below.

image info

For this you need to edit the Collection form and set the Default Object type, as shown below.

image info

image info

Delete Collections

To delete an existing Collection:

  1. Select Edit Collection under the More.. dropdown menu

image info

  1. Select Delete under the More.. drop down menu

image info

Enable Storage Widget on Sample Forms

When a new Object type is created by an Instance admin (see New Entity Type Registration), the storage widget is disabled by default.

If we want to track storage positions for this particular Object type as described in Allocate storage positions to samples, the Storage should be enabled in the Settings, under Utilities. This can be done by a group admin.

For this, follow the steps below:

  1. Go to Settings, under Utilities

  2. Click the Edit button

  3. Scroll to the last section of the Settings: Object Type definitions Extension

  4. Open the Object type for which you want to enable the storage, e.g. Sample

  5. Select Enable Storage

  6. Save

image info

Configure Lab Storage

Fridges and freezers can be configured in the Settings, under Utilities.

  1. Go to Settings

  2. Click Edit

  3. Scroll down to the Storages section

  4. Click the + New Storage button above the storage table, as shown below.

  5. Fill in the Storage Form as explained below

image info

How to fill in Storage Form:

  1. Code. It is advisable to provide a meaningful code for the storage, rather than using the default, because this information is needed when registering storage positions in Batch mode. For example MINUS80_ROOM_A1

  2. Name. The name is what is shown in most parts of the ELN. E.g. Minus 80°C in Room A1

  3. Number of rows. This is the number of shelves.

  4. Number of columns. This is the number of racks per shelf.

  5. Allowed number of boxes in a rack. This is the maximum number per rack. Enter a very high number if this is not important.

  6. Rack space warning. Enter space as percentage. E.g. 80, means that the system will give a warning when 80% of a rack is occupied.

  7. Box space warning. Enter space as percentage. E.g. 80, means that the system will give a warning when 80% of a box is occupied.

  8. Validation level. This is the minimum level of information required about the storage:

    1. Rack validation. The position in the shelf and rack needs to be specified.

    2. Box validation. In addition to a, a box name needs to be specified.

    3. Box position validation. In addition to a and b, the position in the box needs to be specified.

Add metadata to Storage Positions

Storage positions by default have the following metadata:

  1. Storage code

  2. Storage rack row

  3. Storage rack column

  4. Box name

  5. Box size

  6. Box position

  7. User id

It is possible to add additional information. This can be done by an Instance Admin by editing the Object Type STORAGE_POSITION in the admin interface (see New Entity Type Registration).