Creating a New Sample Type - Manual

This tutorial will go over the steps needed to be taken when setting up a new Sample Type in WinLIMS.  This is usually requested through an MFD, or internal HelpDesk system.  If the LIMS site has a live JDE Items Interface refer to tutorial: "Creating a New Sample Type with Item Interface."

1. Log-In Page

From Log-in page

  1. Enter your User Name
  2. Enter your Password
  3. Click "Log In"

2. Creating a new Sample Type

  1. Hold your cursor over "Administration" Menu, a drop down menu will appear
  2. Hold your cursor over "Sample Types" a side menu will appear
  3. Click on "new"

3. Sampletype Manager View

This is the SampleType Manager View.  All cells highlighted in yellow will require an input before saving the record.

  1. Bulk Code is a unique product identifier from JDE.  Please enter a bulk code.  Note: if a bulk code entered here is already assigned to another sample type you will get an error.
  2. Product Name should be copied directly from JDE
  3. Product Description should be copied directly from JDE, often identical as the product name.
  4. Class: depending on what type of a bulk code you are creating this will vary, click on blue text "Class" to see a pop-up of available options.   (Examples: BK-Finished good sample type, RM-Raw Material sample type, QA-Quality Assurance sample type logged in for data gathering purpose, EN-Engineering sample type created for data gathering for engineering projects, SL-Shelf Life sample type created for data gathering for shelf life studies)
  5. Status of the Sample Type.  (Automatically assigned by the system and means the following: N-New, H-Hold, A-Approved, O-Obsolete)
  6. Auto Approve if this check box is checked of, then a sample will automatically approve itself and create a CoA when all the results are within specification limits.  This should not be checked off for samples which do not have specification limits.
  7. Comments This field is used to keep notes on revision history.  Short description of why revision was made.
  8. Code Fields used for customized requests.  (Example: categorize products into business/market segment such as IS, ES, AES.  Categorize for importing JDE records into LIMS.  QC-Required = Yes, QC-Not Required = No.  When JDE records are sent they check this field and if it's set to "No" it will not import work order because QC testing is not required.  This feature is active in Germany and DenBosch
  9. Owner is set up based on the site you chose in "My Profile".  If site is set to all in "My Profile" this field will be empty, if site is set to a specific location, that locations 3-digit site Acronym will appear in this field automatically.  It's important to have a site set-up to make sure data is stored properly in the database.
  10. To access additional sections of the SampleType Manager View click on the double arrows (each section is reviewed in the below sub steps)

When entering classes other then BK and RM, the bulk code entered into sample type must have an appropriate extension.  For example:  Bulk code 205178 requires you to create a QA sampletype.  In the Bulk Code text box enter 205178QA and in the Class text box enter QA.  This is only applicable to sampletypes other then BK and RM those should only be a 6 digit JDE bulk code.

3.1. Customer Specific Details Section - Sampletype Manager view

  1. Click on the "COA" link
  2. From the list populated select the appropriate CoA template by clicking on Select
  3. You will see the selected CoA template on the Customer Specific Details section window

3.2. Saving Sample Type

Press "Save" button to create this record.

A record must be created by clicking save, before adding any methods and parameters.

3.3. Version Control Section - Sampletype Manager view

3.2  Version Control Section - SampletypeManager view

NOTE:  This section is for information only and gets populated automatically, no data will need to be added in this section.  

  1. Section will remain blank until the sample type is saved.  
  2. When the sample type is saved this section will contain information on whom entered the record and when it was entered.
  3. When the sample type is approved this section will contain information on whom approved it and when.
  4. When the sample is revised to a newer version, the ST_VERS text box will be updated automatically

3.4. Quality Management Module Section - Sampletype Manager view

3.3  Quality Management Module Section - SampletypeManager view

Fill out this section with any available information.

In the site where JDE/LIMS interface is set-up, the "Shelf Life" value will be automatically populated when the system synchronizes.

3.5. Market Synonyms Section - Sampletype Manager view

3.4  Market Synonyms Section - SampletypeManager view

This section is used when setting up child products/packaging codes of a specific bulk code.

  1. To add new "Market Synonym" click the new button
  2. Type in the bulk code for the child product and click "OK"
  3. Now you can enter the necessary information for the child product.  For example if the name is different enter name into "MS_DESCRIPTION".  You can also scroll right and enter any customer specific information, like customer specific spec, customer specific part number etc.

For sites with active Item Interface this information will be sent form JDE into LIMS, to make sure two systems are synchronized.

3.6. Clone Product Section - Sampletype Manger view

3.5  Clone Product Section - SampletypeManger view

This sections is not regularly used.

  1. Clone Products section is similar to "Market Synonyms"

3.7. Mailing List Section - Sampletype Manager view

3.6  Mailing List Section - SampletypeManager view

This sections is not regularly used, however can be used to have emails about the sample entered with this sample type to be emailed out to a necessary contact.  

  1. Auto email can be set up by clicking New
  2. To find appropriate contact either scroll through the list, or type in the user name in the search text box
  3. Click the find button (binoculars)
  4. Click on the check box to select the contact
  5. Click the select button
  6. The Mailing List will be updated with user name and email of the contact.

3.8. JDE Item Interface

When a site has a live JDE Item Interface, it automatically sends key data from JDE into LIMS for every new product.

Key data includes:

  1. Bulk Code
  2. Class
  3. Product Name
  4. Product Description
  5. Shelf Life

When data is received from JDE, the user should search for the item prior to creating a new record.  If a user tries to enter a new record with duplicate information of a JDE imported sample, LIMS will flag with an error.  Please refer to tutorial "Creating a New Sample Type with Item Interface."

4. Methods Section - Sampletype Manager view

This section will contain all the methods needed for data collection on the parameters for this sample type.

  1. To add new method click on the new button.
  2. Enter Method name
  3. Click on the search button (binoculars).
  4. Select appropriate method from the list by checking the check box on the left side.
  5. Click "Select" button to add method.
  6. The method will appear in the "Method" Section
  7. Save changes before moving on to the next step.
  8. Additional methods can be added by following steps 1-7 again.

Very often multiple methods will appear which differ slightly from each other.  To make sure you are selecting the correct method verify the parameters in that method by going into the Method Menu.  This process is described in a different tutorial titled: "Revising a Method"

5. Parameters and Limits Section - Sampletype Manager view

Parameters which are part of the methods will be added in this section.  

  1. Click on graph icon to select SPC rules which need to be monitored for this parameter. (this feature requires additional set-up, for detailed instructions and training discuss this with LIMS administrator)
  2. Click next to optional parameter
  3. Enter Customer Specs if available
  4. Enter Internal Specs if available
  5. Enter Control Specs if available
  6. Enter Target Value is available
  7. Enter number of values after the decimal point for result
  8. Enter number of values after the decimal point for results as shown on the CoA.  (Most sites use the "Decimals" column for this, because it's harder to manage two sets of data.)
  9. Enter C-Pro Method Control Number
  10. Enter units
  11. Enter "Print Flag" value.  For print flag value of "1" the parameter will appear on the CoA.  For print flag value of "0" the parameter will not appear on the CoA and will only be internal.
  12. Put in C-Pro document link, so that a link shows next to the parameter and user can quickly access the method.
  13. Enter Demand condition if the parameter is not quantitative.  This is a spec for quantitative condition.  The user will have to enter this exact verbiage in order to pass specification validation.
  14. Enter what needs to appear on the CoA for the quantitative condition.
  15. Default is set at "1" for every parameter, it's best to leave it as auto-validation to be on.

5.1. Associated Formulas Section - Sampletype Manager view

3.9  Associated Formulas Section - SampletypeManager view

This sections is not regularly used

6. Saving and Approving newly created Sample Type

  1. Save all the settings on this main section page by clicking the save button.  Note that the status is "N"
  2. Click on the "Approve" button (thumbs up) to approve the sample
  3. After the sample is approved you will see that the status is changed to "A"
  4. Instead of the "thumbs up" approve button you will see the "x" button which is used to take away the approval and put the sample on Hold.

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