Functions and Features

User-friendly & versatile customization

Samples can be created easily and intuitively - individually or in large quantities. Duplicating existing samples is also possible with just a few clicks. The scheme for generating sample numbers is managed by the user administrators themselves and can be flexibly adapted to internal specifications. If necessary, individual sample numbers can be adjusted manually with the corresponding special authorization. Of course, external sample numbers can also be linked, e.g. via barcodes of pre-labeled sample containers.

Samples are differentiated using freely definable sample types. You decide which information is assigned to a sample and to what extent. Additional fields can be added to the sample view at any time - such as catalogs, date fields, file uploads or other parameterizable information.

Integrated label printing is available for labeling, both for individual samples and for several samples at the same time. The label design is completely defined by the user. Physical samples can be found quickly and clearly in the system by scanning the QR code on the label.

Configuration: Create flexible living SOPs

Instructions are stored in a simple editor and can be supplemented with text, images and videos for each work step. Limit values can be defined for parameter fields, as can the required decimal places for numerical entries. In addition, you can integrate calculations directly into the method so that results are automatically derived from measured values.

You can also define consumables in advance for each work step - including planned consumption. You can also configure device interactions and restrict them to certain function groups if required (e.g. weighing or pipetting).

Methods are explicitly versioned. Changes lead to new versions, while previous versions remain traceable. This makes it transparent at all times which version of the method was used - even in retrospect in the context of results, samples and audit trail.

Implementation: Assisted work with direct feedback

The instructions are displayed step by step during implementation. Employees only receive the information that is currently relevant to the respective work step. When entering measured values, immediate feedback is provided if limit values are violated and calculated values are output directly.

The device actually used can be selected from the approved devices. If you use device integration, it is also possible to control functions directly or automatically transfer measured values.

Planned quantities are displayed for consumables and the quantity actually used is optionally documented. In addition, the batch used can be selected to ensure complete traceability.

Storage capacities, occupancy and sample locations always in view

With warehouse management in SAMPLES, you can create storage locations easily and intuitively and structure them hierarchically - from storage areas and compartments to individual boxes. Each level can be flexibly enriched with additional information via user-defined fields, such as location, storage temperature, storage type, responsibilities or inventory date. You can sort the storage locations accordingly and display them clearly.

You can define preferred sample types and studies for each storage level. On this basis, it is possible to automatically assign samples to suitable, free storage locations. This supports a consistent and rule-based storage structure - even with large sample quantities.

Storage can be carried out directly in the warehouse view. You can store single or many samples efficiently via scan, and retrieval is also possible at any time from both the storage and sample view. The overview also shows transparently how many storage locations are currently still available. This allows you to maintain an overview of storage capacities, occupancy and sample locations at all times - in a structured, comprehensible and efficient manner.

Comprehensive information & easy integration of your laboratory devices

With device management in SAMPLES, you always have an overview, even with a diverse device landscape. Devices can be easily created and flexibly equipped with all relevant information via standard and user-defined fields - such as responsibilities, maintenance dates and protocols, user manuals, safety instructions or service and contact data.

The current device status is managed by the user and can be tracked at any time. Devices can be specifically linked for testing and analysis methods: either as a manual selection of available devices or - with appropriate integration - through to automated device control via various interfaces such as SiLA 2, LADS or Sartorius SBC.

User-friendly and comprehensive

All relevant actions and changes in the system are seamlessly logged in the audit trail. The audit trail is deliberately designed for you as a user: Changes are clearly presented and can be filtered and searched so that correlations can be quickly identified.

Full access to the audit trail is restricted to users with privileged access. Access to personal user or patient data also requires special authorization. This means that data protection requirements, in particular in accordance with the GDPR, are consistently implemented.

Reliable documentation without additional effort

In combination with clearly defined roles, differentiated access rights and versioned methods, SAMPLES creates a reliable basis for compliance, audits and inspections - without additional documentation effort in everyday laboratory work.

Flexible role models and customizable access rights

In SAMPLES, you can freely define any roles and assign them individual rights. This allows access and editing rights to be adapted precisely to internal organizational structures and responsibilities.

You can flexibly expand user profiles using user-defined fields and add any properties you like - from qualifications and responsibilities to organizational or health and safety-related information. If required, users can also be assigned several roles at the same time.

This creates a finely graduated authorization concept that reliably maps both simple and complex organizational structures and supports secure system operation.

Transparent inventories, documented consumption and complete traceability

Consumables are created centrally in the system and provided with all relevant information via standard and user-defined fields. For each consumable, both the total stock and the stock at batch level are clearly displayed.

Consumables can be assigned to test methods and individual work steps, including planned consumption. During implementation, the actual consumption is recorded in a binding manner. In addition, the batch used is selected to ensure complete traceability.

Stocks and consumption are therefore traceable at all times - both per batch and aggregated per consumable - and are directly linked to the respective method and sample.

Consistently structured - from order creation to the report

You can easily create examination orders or duplicate them from existing orders. Client data is managed centrally in a separate area and can be flexibly enriched with additional information via user-defined fields.

External order numbers, for example from the client or from connected systems, can be stored in the order and clearly linked. Associated samples are directly linked to the order and clearly displayed.

The status of an order is automatically updated based on the processing status of the linked samples and tests. This allows you to see at any time whether an order is being processed, partially completed or fully completed - without manual status maintenance.