Import Samples into a Client Submittal from a Series

A client submittal is an alternative method for receiving samples through AssayNet LIMS. Essentially, a submittal is a compilation of samples that are pre-logged in the AssayNet LIMS by the lab clients. Clients can create these submittals either directly in the AssayNet LIMS using several methods, via the Excel Add-In, or by a utilizing third-party applications such as acQuire.

This guide focuses on creating a client submittal by importing the data from an existing series. For information on how to create a series, see Add a Sample Batch.

After the samples are logged via submittals, they can be retrieved as needed. For information on how to retrieve a client submittal, see Retrieve a Client Submittal. The status of the samples can be tracked through the Client Submittal screen, providing real-time tracking. Upon completion and approval of the batch, the results can be emailed to the submitter.

Activity Steps

On the Jobs ribbon tab, click Client Submittals.

The Submittals screen displays.
Click New.

The Add Submittal screen displays.
Complete the following fields as required:
- Submittal Name
- Submittal Date
- Client
- Project—AssayNet LIMS applies the project analysis package to all samples in the submittal.
- Submitted By
Click OK.

The submittal sample ID table becomes active and you can import samples.
To import samples from a series:
1. Click the Import from series icon.
  
  The Sample Series screen displays.
  
  Note: The client and project can only be modified in the Add Submittal screen.
2. Select the Series. The samples in the series display in the Selected Samples list.
3. Enter a Prefix if required. For example, B-.
4. Enter a Suffix if required.
  
  Note: The prefix and suffix are temporarily added to all the samples in the series and only added to the samples after the submittal is loaded.
5. Update the Sampled Date if required.
To modify samples in the Selected Sample list:
1. Select the sample.
2. Click the Edit Sample icon.
  The Edit Series Sample screen displays.
3. Complete the following fields as required:
  - Sample ID
  - Sample Date
  - Time
  - Sample Type—For example, Rock or Pulp. The product or products for the samples are derived from the sample type. Default: The sample type associated with the Project.
  - Prep Code—Default: The preparation code associated with the Project.
  - Sample Location
    Note: Sample Location is an export configuration option in the AssayNet LIMS. However, not all projects are configured to utilize this feature; hence, not all samples will have an associated sample location. For projects that are set up to export using the sample location, this information is loaded into the sample when a series is created.
  - Shift
  - N.C.S—Click the right arrow to add it.
  - Custom Field
    Note: Custom Fields are tailored to each client based on their specific requirements. Within the custom field group, there can be multiple fields; for example, Batch Number or Project Number.
4. Click OK.
To link multiple series together:

Note: Multiple series can occasionally be linked for analysis purposes. Even when all series are loaded at the sample batch level, they will still form distinct batches. This separation is beneficial for reporting purposes. Loading a series with different analysis codes simultaneously is generally discouraged, as it may lead to conflicts during the reporting phase. However, when using this option, all series and their corresponding analysis codes are kept separate to ensure clarity and prevent potential conflicts.
1. Select Series in the Sample Series screen.
2. Click the right arrow in the window below Series. The new series is entered below the original series.
3. Repeat this process to add multiple series.
4. Click OK.
Click OK to complete the client submittal.
To edit samples and print the client submittal, see Edit a Client Submittal.