How to Re-Approve a Sample

Re-approval occurs in the following sequence of scenarios:

  1. A sample is approved, report generated and emailed to the customer.
  2. A change needs to be made to the approved sample which could be a retest of results, a note to add to the customer report, or any other change. In order to make a change the sample has to be unapproved. Then when the change is made the sample is approved again, which causes a new report to be generated and emailed to the customer.

The goal of the system is to ensure that approval note is included for any sample that has been approved for more then 1 time, so that we communicate to the customer the reason for report revision.

Use tutorial "How to Search in LIMS" to find and drill down into the sample which requires changes.  When a sample is in "A" status it means that it has been approved and a customer report has been generated and emailed to the CC List for the sample.

  1. Expand the "Sample Descriptive" section
  2. Expand the "Audit Info" section and you will see a field called "Approval Counter" this will tell you how many times the sample has been approved.  This counter will auto-increment every time a user approves the same sample.

2. Unapprove Sample and Make Necessary Changes

  1. Click button to unapprove the same (Note not all users have this permission)
  2. Click "OK" to confirm
  3. Note Sample Status changed to "C" and now you can make a change to editable properties of this sample.
  4. After a change is made for this example I had put in "Tank Remarks", save your changes by pressing the save button or simply move off the field which will trigger auto synchronous saving.

3. Approving the Sample

Note the remarks field is used in this sample to communicate to the customer that we received sample late due to snow storm.  The remarks section on the Sample is shown on the Customer Report.  Do not put a reason report revision into this field (This was done in V7 but should not be done in V8)

  1. Click Approve button
  2. Type in a reason for re-approving the sample in field "Notes" This field is shown on the Customer Report and will communicate to the customer why they are getting a second report.  If a result was changed, be specific what result has been changed and why.
  3. Click "Save"
  4. Sample is approved and a Customer Report is generated showing both "Remarks" field corresponding to the note about the sample and a field "Customer Report Revision Reason" corresponding to the approval note you filled in at step 2 above.
  5. If you forget to include the reason for sample revision, you will not be able to approve and get an error
  6. Click OK follow steps 2 and 3 above, to include the reason for sample revision.

4. Example Customer Report

Field corresponding to Remarks Section.  Does not appear on the report when it's blank in LIMS

Field corresponding to "Notes" in the approval prompt, needs to contain reason for re-approval

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