Copying a Sample in a Job

Overview

Any sample in a job can be copied to create one or multiple registered samples, allowing the analytical profile on the copied sample to be applied to the copied samples.

Process

The CCREGN—Job application can copy samples to create one or multiple registered samples.

Samples can be maintained either within the context of a job using the CCREGN—Job application or without job context using the CCSAMP—Sample application.

Copying a Sample

This process presents the Copy Sample dialog box to allow samples to either be assigned to the last unfilled rack until that rack is full and then to a new rack, or assigned entirely to a new rack, and to specify the number of destination samples.

Upon copying a sample to create one or more destination samples:

  • The sample's Client Sample Name, header details, sample biofields, specifications, notes and tests are inherited from the source sample.

  • Copying the sample portions:

    • Sample portions on a source sample are copied to the destination sample:

      • Portion Code, Portion Type, Active status, Location Code within its Location Hierarchy, Single Capacity Container Type Code, Sample Handling Code, Multiple Capacity Container Type Code, (multiple capacity) Container Name and Notes are copied from the source sample portion to the destination sample portion.

      • Checked in On, Checked in By, Started Date and Started By defaults to current system date-time and user, respectively.

      • If the sample handling's Duration is defined, then Due Date defaults to the current system date-time + sample handling's Duration, otherwise Due Date defaults to empty.

      Notes:

      If all portions are deleted from a sample and that sample was created from another sample, then portions are recopied from the source sample to the destination sample again, instead of having the portions created from scratch using the sample's Number of Containers as the minimum portion count.

      Sample portion schemes, as shown in the Scheme Codes column of the grid displayed on the Portion tab of the CCSAMP—Update Sample screen, are not included in the copy (and will be addressed in the next release).

  • Copying composite links:

    • Where the source sample is flagged as a composite sample and has one or more linked samples, then each destination sample is flagged as a composite sample do not have any linked samples listed.

  • Copying priority, received, required, possible and agreed dates:

    • The destination samples' Priority, Received On, Required On, Possible On and Agreed On are inherited from the job.

  • The event is audited. Refer to Reviewing Operational Data Audits.

Copy a sample in a job

When a sample is created in a job, the sample is assigned certain attributes. Some of these attributes are inherited from the source sample.

Rack Assignment

Each sample is assigned to a rack for analysis by each job scheme. For registered jobs, the default rack size of a job scheme is determined by the scheme version's Default Rack Size, and if that is not defined, then 50.

For each job scheme, a newly added sample can either be assigned to the last unfilled rack until that rack is full and then to a new rack, or assigned entirely to a new rack, to set the sample scheme's Rack Number. If the job has a Workflow Status of Started, then the only option is to start a new rack.

Sample Identification

Samples have three primary identifiers: Code, Sample Name and Client Sample Name.

A Sample Code is generated by the syntax that is in scope and has a Syntax Type of Other and a Syntax Code of SAMPLE_CODE_SYNTAX. If this syntax is not found, an error is returned. The syntax must produce a Sample Code that is unique within the organisation and contain valid characters.

If the CODEVALIDATION_SAMPLECODE application preference is defined and contains a list of visible ASCII characters, then the Sample Code must only contain characters from this list. If this preference is not defined, then the Sample Code must only contain characters from ABCDEFGHIJKLMNOPQRSTUVWXYZ_0123456789. The Scope for this preference is usually set at laboratory level.

Each sample Code must be unique within the organisation for org-scope samples, and unique within the laboratory for lab-scope samples.

The Sample Name is generated by the syntax that is in scope and has a Syntax Type of Sample and a Syntax Code of SAMPLE_NAME_SYNTAX. If this syntax is not found, an error is returned. The syntax must produce a Sample Name that is unique within the job and contain valid characters.

If the CODEVALIDATION_SAMPLENAME application preference is defined and contains a list of visible ASCII characters, then the Sample Name must only contain characters from this list. If this preference is not defined, then the Sample Name must only contain characters from ABCDEFGHIJKLMNOPQRSTUVWXYZ_0123456789.

A common configuration is for the sample name to be generated by a concatenation of the Job Name + "." + a running sequence of numbers (001 onwards).

Using syntaxes to generate sample codes and names allows for automatic incrementing codification. Refer to Maintaining Sample Syntaxes.

Each Sample Name within a job should be unique, but this is not mandatory. The sample's Sample Name is generated using the destination job's sample count.

Client Sample Names do not have to be unique. The sample's Client Sample Name is inherited from the source sample.

This process is similar to that in Adding a Group of Samples to a Job, except for several additional conditions: