Content

Overview

TrackItem List Page

Editing Trackable Items

 

Freeze-Thaw Tracking

Overview

Functionality

 

Overview

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Trackable Items are placed in Storage Units to provide real-time location tracking of your specimens, boxes, consumables and other trackable items. Trackable Items answer questions such as "what is our inventory?", "who has it?", "where has it been?" and "where is it now?".

Key points:

Except when used in Stability, every Trackable Item is linked to an SDI. Examples are Samples, Consumables, Kits, and others.
Trackable Items also can provide "Freeze-Thaw Tracking" to count the number of times a Trackable Item has undergone a freeze-thaw cycle.
By default, Trackable Items are automatically created for these SDCs:
ModuleSDC
ASL Sample - In Biobanking, this happens when a Study Id is assigned. In Core LIMS, when a location is assigned.
Box
Kit Lot
Plate
Consumables Consumable Lot

 

TrackItem List Page

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The TrackItem List page (LIMS > Storage > Trackable Items) shows all Trackable Items and provides the functionality described below.

Button Description
Edit Opens a Maintenance Form or Grid to allow editing the selected Trackable Items.
View Opens a read-only version of a Maintenance Form or Grid to allow viewing the selected Trackable Items.
Delete Deletes the selected Trackable Items from the database.
Check In Checks the selected Trackable Items into a Storage Location using the "File Trackitem" (LV_FileTrackItem) TISM page and performs Freeze-Thaw tracking on them.
Take Custody Checks the selected Trackable Items out of the current Storage Location using the Take Custody Page

 

Editing Trackable Items

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Field Description
Track Item Id Automatically generated identifier of the Storage Location.
Description Enter descriptive text.
SDC Id
Key Id1, Key Id2,
Key Id3
Choose the SDC and SDI you want to associate with the Trackable Item.
Current Location
and
Location Path
Choose a Storage Location if you want to associate one with this Trackable Item. Only Storage Locations that allow Trackable Items (see Trackable Items Allowed in Storage Locations) should be available for selection. The Location Path shows the corresponding path.
Quantity Specify a Quantity if the Trackable Item is associated with a quantity.
Units If you have specified a Quantity, choose the Units of measure.
Container Type Specify a Container Type if the Trackable Item is associated with a Container Type.
Orientation If you have specified a Container Type, choose the Orientation of the Trackable Item (Upright or Inverted).
COC Required Flag Choose whether or not the Trackable Item requires transfer within a Chain of Custody.
Control Substance Flag Choose whether or not the Trackable Item requires a Controlled Substance Witness.
Study, Plan, and Condition If the Trackable Item is associated with a Study, this shows the associated Study, Study Plan, and Study Plan Condition.
Custodial Dept, Custodian, and Date Custody Taken Information displayed if the Trackable Item is in a Custodial Department.
Freeze Thaw Enabled

Freeze Thaw Count

Freeze Thaw Limit

Freeze Thaw Warning Limit

Used for Freeze-Thaw Tracking.

 

Freeze-Thaw Tracking

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Overview

 

Freeze-Thaw Tracking counts the number of times a Trackable Item has undergone a freeze-thaw cycle.

Freeze-Thaw Tracking occurs each time a Trackable Item is checked into or checked out of a Storage Location.

Requirements for Freeze-Thaw Tracking:

The Environment associated with the Storage Location must be marked as a "Freeze Thaw Candidate".
The Trackable Item must be Freeze Thaw Enabled by setting these field in the Trackable Item:
FieldDescription
Freeze Thaw EnabledWhen checked, Freeze-Thaw Tracking is enabled. This can be pre-set by the Sample Type or Consumable Type.
Freeze Thaw CountNumber of freeze-thaw cycles that have occurred.
Freeze Thaw LimitNumber of freeze-thaw cycles before a warning is raised that the item has reached the max.
Freeze Thaw Warning LimitNumber of freeze-thaw cycles that can occur before a warning is issued to indicate that the "Freeze Thaw Limit" is approaching.

Functionality

 

Freeze-Thaw Tracking occurs each time a Trackable Item is checked into or checked out of a Storage Location.

Check In

On the TrackItem List page (LIMS Storage Trackable Items), selecting Trackable Items and clicking "Check In" opens a dialog that indicates the Freeze-Thaw status of the Trackable Item:

1. Lets you specify an initial count if the Trackable Item is being checked-in for the first time.

Choose to update the Freeze Thaw count on all Trackitems by entering a count in the Count field at the top of the list. The thaw count is only updated for a Trackitem if the Thawed checkbox is checked and the current thaw count is less than the updated count.

2. Lets you specify if the Trackable Item is thawed. If you remove the tick mark from this box, you must manually increment the thawed count for any Trackable Item that has been thawed.
Take Custody

Clicking "Take Custody" from the Track Item list page will not conduct a check to see if the Trackable Item has reached its freeze-thaw Warning Limit or exceeded the Freeze Thaw (max) Limit. This freeze-thaw limit check occurs only when you take custody of a Sample from a Sample List page. Before taking custody, you should examine the color codes for each item. Plesae see the example below. If you require a pop-up showing freeze-thaw warnings, a hidden button called "Check Out" can be made visible in the toolbar. The "Check Out" button could be used in place of the "Take Custody" button. LabVantage does not currently maintain support for this legacy Check Out button.

 

These color codes are your indicators for the freeze-thaw limits:

 

Icon Description: Track Item freeze-thaw cycle count is...
Green Light - below the warning limit (or there is no limit)
Yellow Light - at or above the warning limit
Orange Light - at the maximum limit
Red Light - above the maximum limit