Sample Type Revision

To make changes to specification, CoA template, methods or parameters, sample type has to be re-version. This tutorial will show steps to properly revise a sample type and maintain proper documentation of changes made.

1. Locate the Item

  1. Hover your curser over "Administration"
  2. Hover your curser over "Sample Type"
  3. Click on "Update"

2. Enter Search Criteria

  1. Enter Bulk Code
  2. Press Binoculars

You can also perform a search by defining Class, Product Name, Product Description, Owner, Code Fields, CoA Template. When using part of the product name use the % before and after the text such as: %CVF% would find any product that contained text CVF in the name.

When multiple results match search criteria, scroll through records by pressing left/right buttons on the tool bar

3. Sample Type Information

Your screen should look like above if a match is successfully found.

If no information is shown, or if there is an error message, that means that no information under that bulk code exists in the system. If this happens, check to make sure that you have entered the Bulk Code correctly. If you still cannot find what you are looking for, you will have to create a New Sample Type, which will be covered in a different tutorial.

4. Creating a New version of the Sample Type

  1. Hover Your Mouse over the "2-3" icon (new version icon)
  2. There are 3-different methods to revise a sampletype and these are explained below.  Click on the radio button next to the option you select
  3. Click "OK"

Include current methods/parameters: will attach the exact same number and version of method and parameters to the revised sampletype regardless of the status

Use approved methods/parameters: will attach the approved methods and parameters to the revised sampletype regardless of what's used in the current sampletype

Do not include method/parameters: will not attach any methods or parameters

How to determine which revision to select?  It depends on why you are working to revise this sampletype.  If trying to change shelf-life, or specification there is no need to change anything in methods or parameters, so choose 1st option.  If you had to revise a method to change parameter name or description, or add a new parameter, then use option 2.  When trying to completely change the parameters in a sampletype it's best to use option 3.

When JDE Item interface is active there is no need to revise a sampletype for Shelf Life change, because this occurs automatically when JDE is updated.  Shelf Life Change takes 24 hours to take into effect.

5. New Version Confirmation

  1. Notice that the Status has changed to "N"
  2. ST_VERS has updated to 2
  3. Notate the reason for change made, in the Comments section.

6. Perform Necessary Changed in Applicable Section

Important detail to  keep in mind: When making a change inside of a section, it's important to hit the "save" button in that section.  Hitting save button, in incorrect section will fail to save your changed.

7. Approving your Changes

  1. Click the Thumbs Up or Approve button at the top to Approve the sample for Data entry.
  2. A Dialog Box Will prompt you with the message: "Are You Sure?" Click yes to approve the Sample Type.
  3. Once you approve the sample type, the Status filed will be updated to an "A"

Now the sample type is ready to be used to enter data on that  bulk code. If there are any pending samples under this bulk code, they will need to be regraded to incorporate these changes in them.

Revised sample type is ready to be used to enter data under that revision after it's approved.  If there are any pending samples under this bulk code with old revision, they will need to be regraded to incorporate these changes in them.

Older version of this sample type is automatically updated to status "O" Obsolete