Overview	Top

The Request Management module provides the opportunity to create requests of the laboratory. Create Submission Requests, defining a Product from which you would like to obtain a Sample and define testing, as well as Requests that Pull and ship Biobanking Samples or pull to Dispose Biobanking Samples.

For each of these kinds of Requests you have the following capabilities:

Request Tramline

Use the LIMS menu to navigate Requests.

Request Flow

The following chart shows the flow of Requests.

The following table describes Request States:

Preparing to Use Requests	Top

When preparing to use Requests consider pre-defining the following:

User Roles

There are four User Roles associated with Requests, Request Submitter, Request Acceptor, Request User and Request Releaser. Be sure to include Request Roles for users who will be using, submitting, accepting and releasing Requests. See User Roles for details about Request Roles.

Reference Type

Edit the RequestType Reference Type to define Reference Values (types of Requests, R&D or Customer for example) that will default as options into Templates. Request Types are used when creating Submission Requests.

Templates

Templates are strongly recommended when defining Requests. Many essential details are defined at the Template level and cannot be added or changed at the Request level. Plan to define Templates if you intend to do any of the following:

Projects

Pre-define Projects with which you can associate Requests.

Sample Policy

For backward-compatibility, you can choose not to synchronize the Sample State chart with Requests. See Batch Sample Policy for more information. 

Defining Projects	Top

Projects allow you to group Requests into a defined Project. New Requests are included in the referenced Project.

The Project List Page displays.

Click the "Add" button to add a new Project. The Add Project page displays.

The following table describes the filed's on the Add Project page:

Click "Save" to Save the Project, the Requests Tab displays.

Once a Project is referenced on a Request, the Request will be listed here. You can view all Requests associated with a Project.

Clicking the Request Id opens a view of the Request. Clicking the Sample (number) opens the Sample List page where you can perform data entry.

Adding and Drafting Requests	Top

Adding a new Request is essentially drafting a request that will need to be Accepted to move forward.

Note: Before adding a Request it is important to define a Request Template. Many components are defined at the template level only, see Request Templates for details about defining a Request Template.

Drafting a Request is the process of determining the type of Request you intend to create, then specifying the kinds of Samples needed to fulfill the Request. Depending on the type of Request, different information must be provided. Chose to create one of the following types:

To Add (or draft) a Submission Request navigate to LIMS → Requests → Add Request.

The Add Request Page displays.

Select the Submission template. Information defined within the Submission Request Template will default to the new Request.

Note: If you do not choose a template the Sample Creation and Auto Release fields default to "OnSubmit" and "No" and are not editable.

Fields on the Request Tab define information about the Request.

Fields	Description
Request	Automatically generated Request ID.
Request Class	The Request Class defaults from the selected Request Template and is not editable. The Request Class (Submission, Pull or Dispose) determines the type of Request and therefore which detail tabs to display.
Type	Choose the Request Type. If you defined REquest Type Reference Types they will display here as options.
Priority	Identify the Priority of the Request. Choose Low, Medium or High.
Description	Describes the Request.
Sample Creation	Determines when Samples for this Request are Created. Defined in the Request Template and is not editable, or if a template is not defined, defaults to "OnSubmit". Sample Creation Value Description OnSubmit Samples are created when the Request is Sent for Acceptance OnAcceptance Samples are not created until the Request is Accepted. Choosing to defer Sample creation until the Request is Accepted ensures that no Samples are created in the event that the Request is denied. OnDemand When the "Create Samples" in the Request Items tab button is clicked. If not created manually Samples are created when the Request is sent for Acceptance.
Project	The Project with which this Request should be associated. Use the Lookup to find a pre-defined Project.
Request Date	Defaults to the current date or select a date using the calendar.
Due Date	Optionally enter a due date for the Request. When a Request has not been Released by the due date the Due Date Icon displays in the list pages. Roll over the icon to see the Due Date.
Auto Release	Determines whether or not the Request is automatically released when all associated Samples are Complete. Defaults from the Request Template and is not editable. If no template is selected, the default is "No". If "Yes", automatically Release the Request. If "No", the Request is sent for Approval before Release.
Purpose	Describe the purpose of the Request.
Site	Site associated with this Request (see Departments).

The History Tab displays historical date and User information about Requests. Received Date, Started Date and Completed Date refer to the life cycle of Samples associated with the Request.

Use the Notes tab to add notes about the Request.

"Save" the Request, the Request Id fills in and the detail tabs display.

The following detail Tabs become available.

Request Items specify details about Samples needed. Choose to "Add" new Request Items and/or "Remove" any that defaulted from the Request Template.

You can also perform the following operations by selecting the Request Item and clicking any of the following buttons.

Tests

Add and manage the Tests associated with this Request Item. Select the Request Item to which you want to add the tests and click "Tests". The manage Tests dialog displays. Using the lookup choose the Tests to add.

Create Samples

Create Samples On Demand. If, when adding the Request, you chose "On Demand" in the Create Samples field, the Create Samples button is available. Click "Create Sample(s)" to add the defined Samples immediately. A message displays indicating that the Samples were created successfully.

Supply More Info

Provide additional details about the Request Item including an External Id for associated Samples.

Acceptance Approvals defined at the template level will display here and cannot be changed. See Acceptance Approvals (Template) for more information.

Displays Samples associated with the Request.

Any Samples defined for Request Items are listed here. Depending on the Sample Creation field (defined in the Request Template) Samples are created as follows:

Once the Samples are created they will display in the Samples Tab.

Clicking the Sample Id allows you to view Sample information.

Event Plans perform functions when "Events" occur, define event plans for Requests to inform Approvers when a Request is on the pending Approval list for example.

Clicking "Add Event Plan" opens a window where you can select an Event Plan. See Event Plans for information about defining Event Plans.

Adds Attachments to the Request.

Clicking the "Manage" button opens the Attachment Manager Page where you can associate Attachments with the Request. See Attachments for detailed information about Attachments.

Attributes are selected at the Template level and default into the Request.

You can optionally Add or Remove Attributes. See Template Attributes for more details about adding Attributes to Requests.

Pull Requests are used to pull Samples from the bioreposiory for shipping (Pull) or disposal (Dispose). See Pull Requests for specific information about defining a Pull or Dispose Request. Pull Requests take the request a step further by providing methods for fulfilling a Request such as selecting the specific Samples you want to pull then defining pack and ship information.

Accepting Requests	Top

Once a Request has been added it will need to be Accepted. Whether you have defined Acceptance Approvals or not you need to send the Request for Acceptance. You can send a Request for Acceptance from the Edit Request List Page and the New Request List Page.

Click the "Send for Acceptance" button to either automatically Accept the Request when no Request Approvals are defined, or to place the Request on the Requests Pending Acceptance list page.

Note: Once the Request is sent for Acceptance and the status becomes Pending Acceptance, users with Request Submitter Role Access will not be able to Edit the Request. However, they can Cancel the Request. 

From the Edit Request Page

The Request will either:

From the New Request List Page

The New Request List Page displays Requests that are still in the Draft State. These Requests may have been drafted and Saved, but not yet sent for Acceptance. Requests that were denied during Acceptance Approval will also display here with a Status of "Denied". You can make any necessary adjustments to the Request and then send it for Acceptance.

Navigate to the New Requests List Page LIMS → Requests → New Requests.

Select the Request and click "Send For Acceptance". The Status changes (and moves to the appropriate list page) depending on whether or not Acceptance Approvals have been defined.

Accepting the Request From the Pending Acceptance Request List

When Acceptance Approvals have been defined the Request must be accepted from the Pending Acceptance Request List. Select the Request you want to Accept and click the "Edit & Accept" button.

Note: In order to Accept Requests you must have Request Acceptor Role Security.

The Accept Request Page displays.

If the Request Type is "Pull" or "Dispose" you can optionally Accept or Deny individual Request Items. Select the Request Item and click "Accept/Deny Item", you are prompted for your Esig information. The Status changes from "Pending" to "Denied".

To Accept the entire Request click the "Accept/Reject" button. The Approval window opens.

Choose a disposition (Pending, Accepted or Rejected), add any Comments and click "Save" to Accept or Reject the Request. You will be prompted to enter your Esig information. The "Close & Refresh" button closes the Approval for Request window and refreshes the Request, the Status changes to Accepted (or Denied) and the Request moves to the Active Requests List. Rejected Requests will have a Status of Denied and move back to the New Requests list page.

Active Requests	Top

Once a Request is in Progress it is shown on the Active Request List. At this point Active Requests can have several possible statuses.

Following is a description of the the Buttons available on the Active Request List page. Select a Request and click the button to:

Button	Description
Edit	Edit Request information.
View (List Control Menu)	View the Request.
Delete (List Control Menu)	Delete the Request. Note: Associated Samples will not be deleted.
Data Entry	Opens the Data Entry page where you can perform Data Entry on associated Samples. See Enhanced Data Entry Pages for information about entering data.
Print Pull Report (Dispose or Pull Requests only)	Prints a report detailing the samples to be pulled.
View Specifications	Opens a page to view SDI Conditions (see Specifications → Viewing SDI Conditions).
Clear Approval (Lifecycle Menu)	Clears the Acceptance Approval, returns the Status to Pending Acceptance and moves the Request back to the Requests Pending Acceptance list.
Hold (Lifecycle Menu)	Places the Request on Hold. The Request remains on the Active Request list but the Status changes to OnHold.
Release Hold (Lifecycle Menu)	Releases the Hold on the Request, the Status returns to its previous State.
Create Adhoc Samples (Lifecycle Menu, Submission Requests only)	Create Adhoc Samples for Submission Requests.
Cancel	Cancels the Request. Associated Samples are cancelled based on your Batch Sample Policy decision, Cancel Action Behavior decision. See Batch Sample Policy for more information. The Request moves to the Historical Requests list.

List Page Icons

The following Icons appear on Request Lists:

Icon	Description
	The Request has passed the defined Due Date and has not yet been Released. Rolling over the icon displays the Due Date.
	Indicates there has been a Specification Failure. Clicking the Icon opens the Sample List page where you can see Spec Failure Icons.

From the Active Requests list page select the Request and click "Edit". The Edit Active Request page displays.

Upon Sample creation, the OOS Spec Condition field is displayed. This indicates the OOS SDI Condition for the Sample (see Specifications for more information).

Once a Request is Active you can no longer add Request Items, only edit existing. See Pull Request for details about managing Active Pull and Dispose Requests.

Submission Request Data Entry

Click "Data Entry" to perform Data Entry on Samples associated with the Request Items.

Releasing Requests	Top

A Request can be Released in two ways:

Note: In order to release Requests you must have Request Releaser Role Security.

Releasing a Request with Approvals

Access the Pending Release Request list:

The Pending Release Request list displays.

You have the following options from this List.

Select the Request you want to Release and click the "Release" button. The Review Request page displays.

Verify the Request information, you can view Sample Data Entry, Attributes, Attachments, then click the "Release" button to display the Approval for Request window.

Choose a disposition (Accepted or Rejected), add any Comments and click "Save" to Accept or Reject the Request. You will be prompted to enter your Esig information. The "Close & Refresh" button closes the Approval for Request window and refreshes the Request.

If Approved the Request Status becomes Released and the Request moves to the Historical Requests list.

If Rejected the Request Status becomes Rejected and the Request moves to the Historical Requests list. See Historical Requests List for details about UnRejecting a Request.

Open Incidents

Whether or not you can Release Requests if associated Samples have Open Incidents depends on your decision in Batch Sample Policy, Release Requests with Open Incidents. See Batch Sample Policy for more information.

Canceling Requests	Top

Cancel a Request from any of the following List Pages:

Select the Request you want to cancel and click the "Cancel" button. The Request Status changes to Cancelled and moves to the Historical Request List page.

Whether or not associated Samples are cancelled is determined by your Cancel Action Behavior policy decision in Batch Sample Policy.

UnCancel

A Request can be un-cancelled if it was cancelled in error. Once the cancelled Request moves to the Historical Request List you have the option to un-cancel it. Select the Request and click the "UnCancel" button. The Request returns to the State it was when it was Cancelled.

Historical Requests	Top

Requests move to the Historical Requests list when they are Released, Cancelled or Rejected.

You have the following options from this List.

Fields displayed on the Historical Request List:

Associating Requests with Samples	Top

When adding or editing a Sample you can optionally associate the sample with a Request.

Clicking the lookup icon opens the Select Request window where you can choose a Request.

Using the Request Navigator	Top

Use the Request Navigator to easily view and manage Requests and associated Samples. Click "Request Navigator" in the Navigators Menu. See Navigator for details about using the Navigator.

The Request Navigator Displays. The Navigator displays the Request and any associated Samples. You can further expand to view the Samples and perform Data Entry.

Defining Request Templates	Top

Request Templates allow you to pre-define typical Request information including when to create Samples, define Approvals and associate Products. When the Template is referenced in a Request the information defined here will default to the Request. LabVantage supplies three pre-defined Templates for Submission Requests, Pull Requests, and Dispose Requests. You are strongly encouraged to use Templates as many options are only defined at the Template level and cannot be changed at the Request level.

Location

Add a Template

From the Request Template List page click the "Add" button, the Add Request Template page displays.

Saving the Template

You will be prompted to enter a Template ID when you click "Save". The Save As Template window displays. When associating a Request Template with a Request this is the value that will identify this template.

Once you click "OK" and the Template is saved additional tabs become available.

Typically Request Items are entered when drafting a Request however you do have the option to define them at the template level. See Request Items in Adding and Drafting Requests for more information. 

Define approvals for accepting the Request. Clicking the "Add Type" button opens the Select Approval Type window where you can select an Approval process. Select the Approval you want to use and click the "Select and Return" button. You will not have the option to add Acceptance Approvals at the Request level.

The Approval will appear in the Approvals tab. Assign a User to the Approval in the Assigned To field.

Note: You can not use the same Approval for both Acceptance Approvals and Release Approvals.

When no Acceptance Approvals are defined, when the the Requestor submits the Request for Acceptance, the Request moves to the Active Request list and the Request Status becomes Initial.

Define approvals for Releasing the Request. You will not have the option to add Release Approvals at the Request level.

Note: You cannot use the same Approval for both Acceptance Approvals and Release Approvals.

When no Release Approvals are defined the Request is automatically Released when Complete, the Request Status transitions to Released.

A Category allows you to group Requests into Categories you define. Defining a Category here will group any Request referencing this Request Template into the defined Category. See Categories for details about defining Categories. You will not have the option to add Categories at the Request level.

Attributes define additional information that can be included with a Request. Attributes are associated with the Request SDC at the System level and will display in the Template Attributes Tab. Select the Attributes you want to include with the Request and "Save".

Note: If Attributes are not allowed (OOB Attributes are allowed), the Attributes Tab will display the message "SDC Request does not allow attributes". See Attributes for detailed information about establishing and defining Attributes.

Event Plans perform functions when "Events" occur, define event plans for Requests to inform Approvers when a Request is on the pending Approval list for example.

See Event Plans for information about defining Event Plans.