How to Create a New Sample Type - Powders

When a LIMS site has an active "Items" interface from the ERP system, the item is created in LIMS automatically by the export/import process.  This process runs on a fixed 24 hour frequency, so after the item is created in the ERP system, the next day it will be in LIMS.  Other information about the item that is automatically uploaded into LIMS from ERP includes: Item Number, Name, Description and Shelf Life.  Thus when creating a new Sample Type in a site that has the interface active, user must search for the record created by the interface.  If the ERP interface has not been developed for Powders product line then follow steps 1 in the "How to Create a New Sample Type Manually" then follow steps 3 and on in this tutorial.

1. Search for the Existing Record

  1. Click on the Main Menu button
  2. Click on "Static Data"
  3. Click on "Sample Types"
  4. Click on "Sample Types QBE" (browse Sample Types can also be used)
  5. Type in the item number
  6. Click on binoculars to execute search
  7. Page should refresh to the matching record with general information about the item that was transferred from ERP.
  8. When an item is not found you will see this error.  This means item was not transferred via interface into LIMS, and you must report this to LIMS administrator.  LIMS team can investigate why the item interface did not create the record and resolve the issue for next time.  Refer to tutorial on how to create the item Manually: "How to Create a New Sample Type - Manually"

2. Review ERP Data Transfer

The information from ERP system contains:

  1. Bulk code of the item
  2. Class: only set for BK (bulk) or RM (raw material)
  3. Shelf Life
  4. Product Name
  5. Product Description

Review all the information and make sure it's correct.  When there is a discrepancy it needs to be corrected in the ERP system, which will then update LIMS fields.

Correcting discrepancy in LIMS, is not a good approach because when ERP system sends updates in the future, data in these LIMS fields is overwritten by data coming from ERP.

3. Review Auto-Save Feature

  1. Anytime a user types in data into a cell and navigates away from that cell, a green circle with a check mark inside indicates that data has been automatically saved.  This auto-save feature only works when user is updating a field, not when new record is being inserted
  2. When new record is being inserted user must press the save button in the specific section where new record was inserted.

4. Define Additional Item Fields

4.1. Define Categories: When Applicable

Use the Product Family and various Code fields to categorize the products.  Some sites have multiple product lines for which they enter data into LIMS and these fields allow them to run reports for those specific product lines.  Different sites might also have these fields labeled depending on their use and they will see the label instead of "Code X"

4.2. Define Report Template for Powders

  1. Click the "Report Template" button to open the dialog box to choose a report template.
  2. Press "Select" button next to powder report.  Because of the Pseudo samples which are used to summarize all the pail samples and analytical samples it's very important to pick "powder" coa template.

The names of available reports will vary site by site, however powder specific coa template will always have the word "powder"  to distinguish from other reports.

If the Report Template field is left blank no COA will be created for this item after sample is approved.  If the Report Template field is left as a standard CoA, then the report will not be created correctly and will be missing results.

4.3. Populate Comments Field

Use the comments section to record any applicable notes about the item.  Record new material MFD, or Tech transfer reference number if applicable.  This field is internal and is not shown on the CoA

4.4. Auto Approve

When this button is checked, a sample logged against this sample type will automatically approve by the system if it is within specification limits.  If it is outside of specification limits then user will have to approve it manually.

It is STRONGLY recommended that "Auto Approve" feature is only used when the item has specification limits for both high and low defined for each parameter.

5. Adding Methods

  1. Click arrow down to expand the "Sampletype Methods" section
  2. Click "add new" button
  3. Default search is by Method Name, if user needs to change this preference click the drop down to select which search criteria to use for searching, and click on new search criteria
  4. Type in Search Criteria (screen shots in this tutorial use search criteria "Method Name")
  5. As Method Name is being typed into the search text box the choices will decrease based on matching results
  6. When correct Method Name is identified, click the check box next to the name to select.
  7. You will see the test method append to the text box below
  8. When additional methods need to be added go back to step 1 and repeat to find the additional method name and select a check mark next to it.
  9. If any method was appended accidentally, click on the name of that method in the text box
  10. Click "Remove"
  11. When all the method to be added appear in the text box below click submit.
  12. Additional prompt might show asking: "Are you sure, you want to add these record(s)?" Click "OK" this dialog shows with some browsers, so don't be concerned if you don't see it.

5.1. Define Test Class

Test Class feature must be used to correctly import powder pail data

  1. Type in the test class for each method
  2. Press the save button to capture test class (this field does not auto-save)

6. Define Parameter Settings

  1. Press arrow down to expand "Sampletype Parameters and Limits" section
  2. Method Name
  3. Parameter Name: Parameter Name is visible to LIMS users, but does not appear on CoA
  4. Test Class: Show which test class each parameter is associated with.
  5. Pseudo Calc: This field is used to define what calculation should be carried out when creating a pseudo sample.  It should be set to AVG for powder sample types for all Pail test class parameters.
  6. Related Value: This field stores what cell is used to define related samples to summarize for the Pseudo sample.  It should be set to "LOT" for powder sample types for all Pail test class parameters.
  7. Optional:  If the parameter result is optional click on this check box.  LIMS will allow approval when the result is blank for a parameter which is marked optional.
  8. Lower Specification Limit: Also known as External Lower Specification limit which appears on the CoA
  9. Upper Specification Limit: Also known as External Upper Specification limit which appears on the CoA
  10. Internal Low Limit: When a site would like to have more narrow set of specs to control their products define internal limits.
  11. Internal High Limit: When a site would like to have more narrow set of specs to control their products define internal limits.
  12. Target - If Applicable
  13. Descriptive Spec - If Applicable:  This specification box is used for subjective parameter results such as appearance, color, and plating performance.  Whenever your result could be a text such as: Pass/Fail, Acceptable, or Green, populate the spec in this window.  If multiple words could be passing criteria separate the words by "~" character.
  14. Precision: number of units after the decimal points to keep for the result and to show on the CoA.
  15. Units: Drop down menu to select units for this parameter.  If not able to find units from the drop down list, create the unit following "How to create a new Unit" tutorial
  16. Print Flag Checkbox: indicates if a parameter is internal or external.  When the box is checked that means that parameter is external and is listed on the CoA, when the box is not checked that means that parameter is internal reference only and will not show on the CoA.
  17. Test Procedure Name: field will populate based on what is listed in the Parameter/Method set-up
  18. Test Procedure Link: field will populate based on what is listed in the Parameter/Method set-up
  19. Auto Validate: Check box is set to be checked by default, automatically validates the result against specification when it is saved.
  20. When fields for all parameters are populated click the "save" button because these fields do not save automatically.

When result is evaluated against external specification limits and is found out of spec, Sample status will populate "FAIL" and that sample will not be able to be approved without a Waiver ID.

When result is evaluated against internal specification limits and is found out of spec, sample status will populate "WARNING"

6.1. Set-Up SPC Monitoring Rules: Same Rules for all Parameters

  1. When the same rules are applicable to all parameters click on the graph+ icon next to the save button.
  2. Select checkbox next to the rule you would like to monitor and press save

6.2. Set-Up SPC Monitoring Rules: Different Rules for Parameters

  1. Click on the graph icon next to the Method Name/Parameter Name row
  2. Select checkbox next to the rule you would like to monitor and press save

7. SQC Fixed Section

If this is applicable refer to tutorial "How to Set-up Fixed SQC Limits in LIMS"

8. Sampletype Customer Specific Details

This section is only relevant when creation a customer specific specification sample type

9. Sampletype and Version Control

This section shows information regarding the management of this sample type record and can be a helpful reference for audit purposes.  Anytime the item is approved it will show when it was done and by whom.  Also when items are revised this will show what revision the item is on.

10. Sampletype Quality

Section is not utilized

11. Sampletype Marketing Synonym

This section will be populated based on information that came from ERP system for this specific item.  If this section is blank or populated incorrectly refer to tutorial "How to Set-Up Packaging Codes Manually"

12. Sampletype Mailing List


Refer to tutorial "How to Set-Up Mailing List for Sample Type"

13. Sampletype Associated Formulas

Section is not utilized

14. Approving Sample Type

  1. After all the set-up has been completed and item is ready to be used, click the thumbs up button to approve
  2. Status should automatically change to "A" after approval is completed

Only Sample Types with status "A" can have new samples logged against them.  

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