Freezerworks Configuration Guide

Freezerworks Configuration Guide
Configuration Guide
Freezerworks Unlimited
Version 6.0
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Contents
Setting up Freezerworks Unlimited ............................................................................................................................ 1
1. Users ...................................................................................................................................................................... 2
User Configuration Worksheets .................................................................................................................................... 6
2. Groups ................................................................................................................................................................... 9
Group Configuration Worksheet ................................................................................................................................. 10
3. User Defined Fields (UDFs) ....................................................................................................................................11
Sample Type or Aliquot Type UDF .......................................................................................................................... 13
UDF WORKSHEET 1 ..................................................................................................................................................... 17
4. Samples Entry Forms ............................................................................................................................................23
Samples Entry Form Worksheet .................................................................................................................................. 25
Samples Entry Form – Aliquot Forms Worksheet ........................................................................................................ 27
5. Batch Entry Forms .................................................................................................................................................32
Batch Entry Form Worksheet ...................................................................................................................................... 34
6. Samples List Views ................................................................................................................................................36
List View Worksheet .................................................................................................................................................... 37
7. Aliquots List Views ................................................................................................................................................39
8. Transactions List Views .........................................................................................................................................39
9. Transaction Activities ............................................................................................................................................40
Transaction Activities Worksheet................................................................................................................................ 41
10. System Properties ...............................................................................................................................................42
General Properties.................................................................................................................................................. 43
Security ................................................................................................................................................................... 45
Audit Trail ............................................................................................................................................................... 46
Reasons & General Options .................................................................................................................................... 47
System Properties – Inventory Worksheet .................................................................................................................. 48
System Properties – Security Worksheet..................................................................................................................... 49
System Properties – Audit Trail Configuration Worksheet .......................................................................................... 50
11. Freezers ..............................................................................................................................................................51
Freezer Configuration ............................................................................................................................................. 52
Freezer Section Configuration ................................................................................................................................ 55
Freezer Configuration Worksheet ............................................................................................................................... 60
12. Freezer Contents Display ....................................................................................................................................65
Freezer Contents Display Configuration Worksheet ................................................................................................... 67
13. User-Defined Reports (UDR) ...............................................................................................................................69
UDR Configuration Worksheet .................................................................................................................................... 70
UDR Configuration Form ............................................................................................................................................. 72
Appendix: System Fields ...........................................................................................................................................73
Samples Fields ........................................................................................................................................................ 73
Aliquots Fields......................................................................................................................................................... 74
Transaction Fields ................................................................................................................................................... 75
Shipping Fields ........................................................................................................................................................ 75
General Fields for Reports ...................................................................................................................................... 76
Configuration Guide
Setting up Freezerworks Unlimited
Before you begin extensive use of the program, you will want to spend some time configuring it to meet
your particular needs. The following guide contains instructions and worksheets of areas to configure.
The main area that needs to be configured is System Administration.
Note: All figures in this document are derived from the Freezerworks Unlimited demo data file that can be
found on the installation CD. Consult your installation instructions to install and load the demo data file.
The System Admin menu contains options for defining the following:
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Users
Groups
Sample Types
Transaction activities
User defined fields
Entry and list view formats
System properties
Freezers
Freezer contents display formats
See “Set Up Freezerworks to Suit Your Site” in Freezerworks Help—on the Manuals menu—for detailed
instructions, examples, and feature overviews.
In addition, the Reports menu contains the option to configure user-defined reports; see “About
Configuring User-Defined Reports” in Freezerworks Help for more details.
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Freezerworks
1. Users
Step one is to define who will use the program, give every user a password, and set permissions. Although
much of this information does not have to be known and entered completely at this time, it is a good idea
to discuss these issues and start with a general idea of who will use Freezerworks and how much access
each user will have.
To access the three screens used for entering this information, on the System Admin menu, click Users,
and then click Add New.
First Screen: User Permissions
Use this screen to set up the tasks each user will be allowed to perform in Freezerworks. For example, will
the user be entering data? Will he be allowed to delete data? Will she only view the data? Should he be
able to view Aliquot locations, or only general Sample information?
Default User’s permissions
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Configuration Guide
Second Screen: User Preferences
This screen consists of information regarding printing labels, verification reports (paper backups) for
deleting records, and default list views and entry screen. This information may not be known at this stage,
but can be filled in later. Since we have not developed entry screens or list views yet, it will not be possible
to assign these to users at this time. But it is a good idea to think about it, and to be aware of the need to
return to this step at a later time.
Default User’s preferences
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Freezerworks
Third Screen: Access Levels
If user A has the ability to enter Samples, it is possible to restrict other users’ access to the Samples created
by user A. The system administrator can set the Default Access Level for each user, as well as assign
Additional Permissions for specific groups.
It will be necessary to create user groups before assigning the access here. Keep this screen in mind for
additional configuration at a later time.
Default User’s access levels
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Configuration Guide
The following worksheet is designed to assist you with the user configuration process. See “Add and
Configure New Users” in Freezerworks Help for more details.
User Name: Enter a login name for this user. Alpha and numeric characters are allowed.
Password: Enter a password for this user. Alpha and numeric characters are allowed.
Inventory page: Set permissions by selecting the check box next to every task you want the user to be able
to perform.
Preferences page: Set preferences by entering values or selecting options.
Access Level page: Set the default access level for Samples created by this user. Groups may be given
different access levels in the Additional Permissions section.
Copy the following three worksheets for each Freezerworks user.
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Freezerworks
User Configuration Worksheets
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Configuration Guide
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Freezerworks
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Configuration Guide
2. Groups
In addition to individual users, Freezerworks offers the ability to define user groups. These groups may be
used to limit or extend access to Samples, Aliquots, and various entry and list view formats. A group may
be people working on specific studies, or in a certain department or laboratory, etc.
To access the screen used for entering this information, on the System Admin menu, click Groups, and
then click Add New.
Default Group’s configuration
The following worksheet is designed to assist you with the group configuration process. Fields in bold
correspond to the actual field names in Freezerworks. See “Add and Configure New Groups” in
Freezerworks Help for more details.
Group Name: Give the group a name (e.g., Chemistry).
Group Members: Select current user names to include in the group.
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Freezerworks
Group Configuration Worksheet
Group Name:
Group Name:
Group Members (user names):
Group Members (user names):
Group Name:
Group Name:
Group Members (user names):
Group Members (user names):
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Configuration Guide
3. User Defined Fields (UDFs)
Freezerworks includes a variety of system fields, including the freezer positions, Current Amount, Checkout
Status, Shipped To, and so on. For a list of system fields and information about the data they contain, see
Appendix: System Fields.
In addition, you can configure up to 2,000 user defined fields to store any information you need to track
and manage. Use the User Defined Fields option to configure these fields.
For each field, you will need to determine:
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What kind of data to accept (alphanumeric, numeric, date, time, text, Boolean).
How many characters it can contain (field length).
Should this field or data:
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Be associated with Sample records or with Aliquot records?
Be indexed?
Generate an auto-incrementing number?
Have a list of acceptable entries for any fields, or a range of acceptable entries (e.g., >1,000,
<20,000, > 10/12/2000, etc.)?
Be unique throughout the database?
Default to a specific value, or be dependent upon the value entered in another field?
Restrict values based on data in another field?
Display a count of Aliquots that match certain criteria?
Be calculated from other fields or values?
Require the value to be entered twice?
Be available for batch updates?
Require the user to enter data in the field in order to leave or save the record?
Create user defined fields through System Admin - User Defined Fields.
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Freezerworks
A list of user defined fields
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Configuration Guide
User defined field configuration
Sample Type or Aliquot Type UDF
One of the first UDFs you will want to create is your Sample/Aliquot type. Now that you have determined
WHO is going to use Freezerworks to store Samples, the next step is to decide WHAT you will store, and
how much of it you will store. Freezerworks uses the term “Sample Type” to define the contents of the
Sample (serum, DNA, cells, urine, culture swabs, and so on).
Decide whether to associate your sample types by
Sample ____
Or
Aliquot ____
(Check one)
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Freezerworks
By Sample:
If Sample Type is associated with the Sample, then all Aliquots for the Sample will be of the same Sample
Type. For example, if your lab is receiving patient samples of type serum and plasma, then each patient
sample would consist of two Sample records: a Sample record with Aliquots of serum, and a Sample record
with Aliquots of plasma.
By Aliquot:
You might, however, want to track the patient sample as one Sample record, linked to serum and plasma
Aliquots. If this is preferable, you can ignore the Sample Type option and instead create a user defined field
at the Aliquot level (perhaps called “Aliquot Type”) and associate it with Aliquots.
IMPORTANT: Even though there is a Sample Types system-maintained field in Freezerworks (System
Administration - Sample Types) this is a “legacy” field from earlier versions of Freezerworks. We strongly
recommend that you set up your Sample Type or Aliquot Type as a user defined field. This will give you
the full range of UDF features (color coding, default fields, count fields, etc.). The Sample Type systemmaintained field will become a user defined field in future versions of Freezerworks.
The following worksheets are designed to assist you with the user defined field configuration process.
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UDF Worksheet 1: For the first worksheet, copy and develop a sheet for each group, listing all the
fields each group will want to include in its entry and viewing screens.
UDF Worksheet 2: (optional) Copy and develop a worksheet for each UDF, listing the UDF
Properties. See example for Test Result.
UDF Worksheet 3: (optional) Copy and develop a worksheet for each UDF having Default Values.
See example for Aliquot Type.
UDF Worksheet 4: (optional) Copy and develop a worksheet for each UDF having Restricted Drop
Down Lists. See example for Protocol.
Fields in bold correspond to the actual field names in Freezerworks. See “Create User Defined Fields” in
Freezerworks Help for more details.
Display Field Name: Give your field a distinctive name. Alpha and numeric characters are allowed. This
name will be used on screens and options within the program.
SQL Field Name: A modified version of the Display Field Name that complies with SQL naming conventions.
Field Type: Select a Type for the data that will be entered.
Field Length: Enter a length for alphanumeric fields only, 80 characters maximum.
Associate with: Indicate if the field should be associated with Aliquot or Sample records.
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Configuration Guide
Index: Select this check box if you want to index this field. Select Many distinct values if this field will
contain many different entries or Many duplicate values if the same values will occur frequently in the
database.
Auto Incrementing Number: For Numeric fields only. Select this check box if you want this field to be a
unique number Freezerworks automatically assigns to each Sample or Aliquot.
Auto Incrementing Number w/Prefix: For Alphanumeric fields only. You can add a prefix to the number to
distinguish between groups.
Define Valid Ranges: For Numeric or Date fields only. Select this check box if you want to limit date entries
within a range of dates, or numeric entries to a range of numbers. Enter the Minimum and/or Maximum
limit within the space indicated.
Define Drop Down List: For Alphanumeric fields only. Select this check box if you want to define a set list
of items allowed in this field. Enter the list items within the space indicated.
List Modifiable by User: Select this check box if you want to allow people entering data to update the list
of acceptable entries for this field as they enter data. If you want to strictly control entries in this field, do
not select this check box, but rather enter all the allowable entries on this screen, under Dropdown List
Configuration.
Unique: Select this check box if this UDF cannot match an entry in the same UDF in another record.
Define Default Values: Select this check box if you want Freezerworks to display default values for this
field when entering Sample records.
Count Field: Select this check box if you want Freezerworks to display a count of Aliquots that match
certain criteria.
Calculated Field: Select this check box if you want the data in this field to be calculated from other fields
and/or values.
Double Data Entry: Select this check box if you want to require users to enter the data twice to ensure that
it's correct. The user will not be able to continue unless the two entries match.
Available for Batch Update: Select this check box if you want to allow users to enter or modify data in this
field via Batch Update.
Required Field: Select this check box if this field must be entered before the record can be saved.
Active: Default is Yes. Clear this check box if this is a field you no longer want to use but do not want to
remove it from the database (e.g., in case you want to keep the existing data, but do not want users
entering new data in the field).
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Freezerworks
For more information about the many options for UDFs, see the “User Defined Fields” section of
Freezerworks Help.
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Configuration Guide
UDF WORKSHEET 1: Copy and develop for each UDF
UDF
Field
Name
Field
Type
Field
Length
Associate
With
Index
Auto #
Range
Drop
Down
List
User
Mod
List
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Unique
Default
Values
Count
Calc
Double
Entry
Batch
Required
Active
Freezerworks
UDF WORKSHEET 2: Copy and develop for each field (optional)
Field Name:
Field Length:
Field Type (choose one):
Alphanumeric
Date
Numeric
Boolean
Text
Time
Associate With (choose one):
Samples Data
Aliquots Data
Index
Y
If yes:
N
Many Distinct Values
Auto Incrementing Number?
Y
N
Define Valid Ranges?
Y
N
or
Many Duplicate Values
(Numeric or Date only)
Minimum Value:
Maximum Value:
Define Drop Down List?
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Y
List Modifiable by
Users?
N
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Configuration Guide
List Values (Alphanumeric only):
Unique?
Y
N
Define Default Values?
Y
N
Count Field?
Y
N
Calculated Field?
Y
N
Double Data Entry?
Y
N
Available for Batch Update?
Y
N
Required Field?
Y
N
Active?
Y
N
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Freezerworks
UDF WORKSHEET 3: Copy and develop for Default Values (optional)
Field Name: _______________________
Default Value for this field: ____________________
Set Default Value based on the Value of Another Field: ____________________
UDF Value
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Default Value
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Configuration Guide
UDF WORKSHEET 4: Copy and develop for Restricted Drop-Downs (optional)
Field Name: ____________
Restrict Drop-Down Lists based on the value of selected UDF: _______________
UDF Value:
UDF Value:
Restricted DropDown List
UDF Value:
UDF Value:
Restricted DropDown List
UDF Value:
Restricted DropDown List
Restricted DropDown List
UDF Value:
Restricted DropDown List
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Restricted DropDown List
Freezerworks
UDF Value:
UDF Value:
Restricted DropDown List
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UDF Value:
Restricted DropDown List
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Restricted DropDown List
Configuration Guide
4. Samples Entry Forms
For Freezerworks Unlimited 6.0, entry screen configuration has had a major update. The palette that
contains the fields and options you’ll need is new, and there are many new options throughout the
process. Therefore we suggest that both new and experienced Freezerworks users read “About Configuring
Samples Entry Forms” in Freezerworks Help before beginning.
When using the Groups feature, each group has the option of configuring their own data entry screens, to
display the fields each wants to see, and limit access to their screens. Groups may have numerous entry
screens displaying different fields.
For each entry page, you will decide which UDF and system fields will be displayed, and in which order. You
can add multiple pages (“tabs”) to each screen.
You also need to decide which Samples entry pages will contain Aliquot forms. Aliquots entry pages are
configured in the same way as Samples entry pages. You can add multiple pages (“tabs”) to each Aliquot
form as well.
To create Samples entry forms, on the System Admin menu, under Configure Layouts, click Samples Entry
Forms, and then click Add New.
A blank entry form configuration screen and the new palette
On the following pages are worksheets for designing Samples entry forms. Copy and complete as many
of the blank worksheets as you need.
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Freezerworks
Pictures of blank Samples and Aliquots entry pages are provided for additional help. You can use these
to design your screens visually by indicating which fields to place on each screen.
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Samples Entry Form Worksheet
Samples Entry Form Name:
Page (Tab) Name:
Configuration Guide
Groups Allowed Access:
Page Name:
Page Name:
Display Aliq Data?
Hide any system tabs
(Transactions, Audit
Trail, Attachments, or
Tests)?
Fields on page
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Page Name:
Page Name:
Page Name:
Freezerworks
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Samples Entry Form – Aliquot Forms Worksheet
Samples Entry Form Name:
Configuration Guide
Samples Page Name:
Aliq. Page Name:
Aliq. Page Name: Aliq. Page Name:
Aliquot
Fields
on Page
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Aliq. Page Name:
Aliq. Page Name:
Aliq. Page Name:
Freezerworks
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Configuration Guide
Configure Samples Entry Forms
Note During configuration you can resize your entry screen, perhaps making it larger to contain more fields, or smaller to fit on a small monitor.
You can also reduce the number of buttons in the Aliquots section to enlarge the Samples section. For this reason you may have more or less space
to work with than appears in the following empty pages.
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Freezerworks
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Configuration Guide
Configure Aliquots Entry Screens
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Freezerworks
5. Batch Entry Forms
Batch entry gives you the ability to enter a large number of Samples into Freezerworks in a single batch
process, assigning data field entries as well as freezer locations. Judicious use of batch entry can make
tedious Sample entry tasks both fast and efficient.
Samples Fields Page
There are three ways to quickly create Samples: using Batch Entry and scanning or entering a key field;
using an auto-generating number; or using an import file.
Scanning Key Field: If the Samples to be entered have already been assigned a unique identifier, choose
Scanning Key Field. This will allow you to either manually enter or scan a pre-existing bar code assigned
outside of Freezerworks as the identifier.
Auto-Generating Number: If the Samples have not been pre-labeled (e.g., you are entering 100 Reagents
created in-house and want each to have a unique identifier assigned by Freezerworks), you can have
Freezerworks auto-generate the identifying (or Key Field) number. For example, you can use the
Freezerworks ID for the identifier, or any user defined field you have created for this purpose. Each sample
will have a Freezerworks number assigned regardless, but you can ignore this number if your process does
not need it.
Select the key identifier field you want to use for scanning or auto-generating using the pull down list at
the Using Field entry.
Import: If the Samples to be entered have already been assigned an identifier and that identifier exists in a
spreadsheet (e.g., you received a patient list from your clinic), then select Import File. The drop-down list
will display all unique, non-auto-incrementing Samples UDFs/Fields. Select the field that matches the
identifier in your spreadsheet. An Import IDs button will allow the user to navigate to the import file
containing the Key Field (identifier) to be used in creating Samples. Upon selection of the import file, the
program will verify that the import file can be opened and read. Each value will be checked to determine
that it meets all edit requirements for the selected identifier. Any errors will be noted in a summary error
dialog, and details will be printed on an error report.
Note: The import file must be in the text, tab-delimited (*.txt) format, not contain header data in Row 1,
and only contain one column.
Other Fields: You can select an unlimited number of Samples fields to be assigned during your batch
process. For example, if all your Sample records will have the same Sample Date, choose Sample Date. Or,
perhaps all Samples will have the same Sample Type, or any other user defined field. As fields are selected,
the option to include a default entry for each field will display.
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Configuration Guide
Aliquots Fields Tab
If you would like to automatically create Aliquots, assign them to specific freezers, and enter Aliquotspecific data to each, click the Aliquots Fields tab. You can select up to 40 Aliquots fields to be assigned
during your batch process. The Aliquots can be assigned freezer positions based on the current Next
Assignable Position (NAP) for the selected freezer.
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Freezerworks
Batch Entry Form Worksheet
Format Name:
Description:
Samples
Create Samples Records By:
(select one)
Scanning Key Field _____
OR
Using Auto-Generating Number ______
Using Field: ___________________________
Other Fields:
(select up to ten fields to Batch Enter data)
Field Name
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Default Value (optional)
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Configuration Guide
Date and Time fields may have Default Values such as Current Date/Time, or
Current Plus/Minus a specific value.
Aliquots
Select Aliquots Fields to Configure:
___________________________
___________________________
___________________________
___________________________
Indicate Number of Aliquots to Assign, to which Freezer and Freezer Section, and Default Values
Fields:
# Aliquots
Freezer &
Section
Field
Field
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Field
Field
Freezerworks
6. Samples List Views
After searching or selecting Sample records in Freezerworks, records are usually listed in spreadsheet style,
line-by-line. This is called the Samples list view.
When the Editable by User property is enabled, users may enter data directly into a record via the Samples
list view.
When using the Groups feature, each group has the option of configuring their own list view screens, to
display the fields each wants to see listed. Groups may have numerous list views, for scanning lists of
records while displaying different fields. To configure Samples list views, select the option System Admin –
Configure Layouts - Samples List Views.
Below are two examples of list views:
A list view displaying Freezerworks ID, Patient ID, Sex, and so on
Another list view – same data with different columns
For details, see “Design Samples List Views” in Freezerworks Help.
Use the following worksheet to develop your list views. If you are using groups, copy and develop a
worksheet for each group. Remember that groups can be given access to multiple list views, and that a
default list view can be assigned for each user. A user must belong to a group to have access to a group’s
list views.
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Configuration Guide
List View Worksheet
Format Name:
Format Name:
Format Name:
Format Name:
Groups
Allowed
Access
Editable?
Fields
Displayed
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Format Name:
Format Name:
Freezerworks
Sort Field 1
Sort Field 2
Sort Field 3
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Configuration Guide
7. Aliquots List Views
This feature is identical to the Samples list view, except that it is used to display the results of searches for
Aliquots. Aliquots list views can contain Samples fields as well as Aliquots fields. The user can double-click
any row of the view to see the complete record for an Aliquot—both Sample and Aliquot information.
When the Editable by User property is enabled, users may enter data directly into an Aliquot record via
the Aliquots list view.
Aliquots list views may include Samples fields. These views may be developed for groups, and assigned to
specific groups. Remember that groups can own multiple list views and that you can assign a default list
view for each user. A user must belong to a group to have access to a group’s list views. For details, see
“Design Aliquots List Views” in Freezerworks Help.
Use the List View Worksheet from the previous section to develop your list views. If you are using groups,
copy and develop a worksheet for each group.
To configure Aliquots list views, select the option System Admin – Configure Layouts - Aliquots List Views.
8. Transactions List Views
This feature works identically to the Samples and Aliquots list views, except that it is used to display the
results of searches for transactions. The user can double-click any row to see all the data for any record—
Sample, Aliquot, and transaction information.
When the Editable by User property is enabled, users may enter data directly into a transaction via the
transactions list view.
Transaction list views can include Samples and Aliquots fields as well. These views may be developed for
groups, and assigned to specific groups. Remember that groups can own multiple list views and that you
can assign a default list view for each user. A user must belong to a group to have access to a group’s list
views.
Use the List View Worksheet from the Samples list view section to develop your list views. If you are using
groups, copy and develop a worksheet for each group.
To configure transaction list views, select the option System Admin- Configure Layouts - Transaction List
Views.
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Freezerworks
9. Transaction Activities
If users will be entering transaction activities when working with Aliquots, you can define the contents of
the activity drop-down list in the Add Transactions dialog box. To configure transaction activities, select
the option System Admin – Configure Transaction Activities.
For details, see “Define Transaction Activities” in Freezerworks Help.
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Configuration Guide
Transaction Activities Worksheet
Transaction Activities
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Freezerworks
10. System Properties
In this section you will make decisions about how you will organize the data, how you will manage it, and
how it will be viewed.
General Properties screen
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Configuration Guide
General Properties
Check for Duplicates in Samples: This is a legacy feature that will be removed from Freezerworks in
coming versions. We strongly suggest you leave this empty, and use unique UDFs and/or the systemmaintained Freezerworks ID and Globally Unique ID fields to determine Sample record uniqueness.
Automatically Launch Quick Search on Startup: If you are using the Quick Search window, select this
option to have the window loaded automatically when Freezerworks starts.
Select Field for Quick Search: Select the field you want used for the Quick Search window.
Scheduled Search Keep Read Records (minutes): After the user views the results of a scheduled search,
the results will be saved for the amount of time indicated here. This allows the user to view the results
again before the search results are permanently cleared. It is important to understand that Sample or
Aliquot records will not be deleted, but only the search results (the views) that are listed in View Inventory
– Scheduled Search Results.
Allow Entry of Symbols in User Defined Fields: Select this check box if you want to enter symbols such as µ
or ß in user defined fields. All data entered in all user defined fields will be displayed in the Verdana font.
(See http://www.asciitable.com/ for a table of commonly used symbols and entry instructions.)
Require “Sample Type” Entry: Select this check box if you are using the system defined Sample Types field
and want to make it a required field, so that a sample record can’t be saved without a Sample Type entry.
Prevent Editing of Transaction Activity List: Select this check box to make the Transaction Activity list noneditable (users will be limited to the choices in the drop-down list).
Do Not Filter Available Label Printers By Name: By default, label printing is limited to printers whose name
contains the name of a supported label printer manufacturer. (Currently Freezerworks supports label
printers from the following manufacturers: Brady, cab, TSC, and Zebra.) If your label printer's name does
not contain one of these words, perhaps because printers are renamed at your site, select the Do Not
Filter Available Label Printers By Name check box
Disable Backup Reminder: Select this check box to end the backup message that appears when you start
Freezerworks.
Time Format
If you are using the field type Time for any user defined fields (e.g., Time SampleArrived), select one of the
following options:
•
•
•
HH MM - hour and minute _____
HH MM AM PM - hour, minute, AM or PM ____
HH MM SS - hour, minute and second _____
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Freezerworks
Determine the starting Freezerworks ID number: Freezerworks defaults the Freezerworks ID number to
begin at 100000. You have the option to set it to begin elsewhere. Remember that use of this number is
optional. You may create and use your own user defined field as a bar coded ID number.
Field to Display in Samples Window Title: When viewing an individual Sample record, this field appears at
the top of the window:
Log Off All Users at Specified Time: Select this check box if you have a Client/Server version and you want
all client seats to be logged off at a certain time of day so that a backup can be performed.
Enter Time to Log Off All Users: If you are logging off all users at a specified time, enter the time here in
24-hour clock format (HH MM SS – hours, minutes, seconds).
Freezerworks ID Number: Use Default?: ____ or Begin numbering at : _____________
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Configuration Guide
Security
Security screen
Security:
For a full discussion of Freezerworks security options, see “About Security in Freezerworks” in
Freezerworks Help.
Be sure to select these check boxes to activate any security features you develop for User Level and
Freezer Level Security:
•
Enable User Level Security
•
Enable Freezer Level Security
Default Freezer Security Level: Select a default freezer security level. It will be automatically assigned to
any new freezers you create.
Login:
Track Login Attempts: Select this check box if you want to track each time a user logs into the system
successfully and each time a login attempt fails.
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Freezerworks
Automatically Lock Out Users After Unsuccessful Login Attempts: Select this check box if you want to limit
the number of login attempts per user. This is useful if you are concerned that unauthorized users may try
to gain entry.
Number of Login Attempts Allowed: Determine how many times a user can try to login. When a user
exceeds this number, that user’s account becomes inactive. The Administrator can re-activate that account
at System Admin-Users.
Passwords:
Expire Initial Password: Select this check box to expire the password initially assigned by the Freezerworks
Administrator.
Expire Passwords: Select this check box if your operations require that passwords expire after a time and
be re-created. Users must then change their password after using the current password for the specified
Life in Days.
Password Life in Days: If you selected the Expire Passwords check box, indicate the number of days a
password can remain in operation before it expires. The maximum number of days allowed is 999.
Password Life in Days ______
Control Password Recycling: Select this check box to limit the frequency with which users utilize the same
password. If this is selected, then enter the amount of days that must pass before an old password is
reused in the Recycle Password Frequency in Days field.
Case Sensitive Password: Select this check box if you want user passwords to be case sensitive (e.g., if a
user enters an uppercase K in a password, then that K must be entered in uppercase during login).
Password of Number and Letters: Select this check box if you require that passwords contain a
combination of alpha and numeric.
Mixed Case Password: Select this check box if you want to require users to include at least one uppercase
and at least one lowercase alpha character in the password.
Enter Minimum Length of Passwords: If you want to require a minimum number of characters for
passwords, enter that amount here. Minimum Length of Passwords _____
Audit Trail
Place a check beside each item that you want tracked in the Audit Trail. For example, if you select Track?
for Users, then every time you add a user to the system, delete a user, or update a user’s profile, the audit
trail will include an entry for what was done.
If you want to require users to give a reason for any changes they make on these items, then select the
Reason? check box for that item as well. For example, to require that users who change fields in Samples
records enter a reason for the change, select the Track? and Reason? check boxes for Samples.
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Configuration Guide
For additional information, see “About the Audit Trail” in Freezerworks Help.
Reasons & General Options
If users must enter a reason for any changes, you can create a list of reasons on this page. You can either
force users to choose from the list entered here, or give them the option to enter their own reason.
Allow users to change or enter free text: Select this check box to allow users to enter a reason that does
not exist in this list.
The following worksheets are designed to assist you with the System Properties configuration process. You
may transfer your Properties entries above to the worksheets for handy reference.
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Freezerworks
System Properties – Inventory Worksheet
Other Options
Allow Entry of Symbols in User Defined Fields
Require "Sample Type" Entry
Prevent Editing of Transaction Activity List:
Y
Y
Y
N
N
N
Do Not Filter Available Label Printers By Name
Disable Backup Reminder
Y
Y
N
N
Time Format:
(choose one)
HH MM
HH MM AM PM
HH MM SS
Freezerworks ID
Reset Starting Number
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Configuration Guide
System Properties – Security Worksheet
Default Freezer Level Security:
(choose one)
No
Access
View
Only
Modify
Login:
Track Login Attempts
Y
N
Automatically Lock Out Users
After Unsuccessful Attempts
Y
N
Expire Initial Password
Y
N
Expire Passwords
Y
N
Password Life in Days
Control Password Recycling
Y
N
Recycle Password
Frequency in Days
Case Sensitive Password
Y
N
Password of Numbers and Letters
Y
N
Mixed Case Password
Y
N
Number of Login Attempts Allowed
Passwords:
49
Minimum Length
of Passwords
Modify &
Delete
Freezerworks
System Properties – Audit Trail Configuration Worksheet
Track?
Reason?
Track?
Samples
Aliquots
Transactions
Saved Searches
Import Formats
Export Formats
Bar Code Label Configurations
Contact Entry
Users
Groups
System Properties
User Defined Fields
Sample Types
Registration Info
Freezer Configurations
Samples Entry Form Configurations
Samples List View Configurations
Aliquots List View Configurations
Transactions List View Configurations
Batch Entry Configurations
Freezer Contents Formats
SOAP Search Services
SOAP Update Services
Billing Module
Catalog
Invoices
Payments
Testing Module
Configure Tests
Test Screens Configurations
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Reason?
Configuration Guide
11. Freezers
In this section, you will name, define and configure your freezers. See “About Freezers” in Freezerworks
Help for detailed explanations and examples.
Things to think about include:
•
•
•
•
•
•
The subdivisions in the freezer (e.g., racks, shelves, boxes, canes) and whether these subdivisions’
dimensions will change anywhere in the freezer (e.g., one shelf has fifty 81-vial boxes, another
holds thirty-five 100-vial boxes).
If the exceptions in the freezer become too complicated, do you want to define individual shelves
or racks as freezer sections?
What do you call the Aliquots stored in the freezer? (Vial, tube, cassette, bag, etc.).
Will certain subdivisions be given aliases? For example, perhaps Shelf 1 will hold samples for Study
123, and thus can be given an alias of that name.
Which groups will have access to which freezers? Which groups will be restricted from freezers,
and how restrictive will the access be?
How should an Aliquot container be displayed visually?
Freezers are created and configured through System Admin – Configure Freezers.
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Freezerworks
Freezer Configuration
First Screen: Freezer Sections
Use this screen to define the freezer’s name and its sections. The description, type, location, and additional
information fields are optional.
The freezer sections configuration screen
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Configuration Guide
Second Screen – Freezer Security
Use this screen to define access to Aliquots in this freezer. Each freezer has a default access level (security).
Additional permissions can be assigned for specific groups.
The define freezer security screen
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Freezerworks
Third Screen – Freezer Location Defaults
Use this screen to define colors for the visual representation of Aliquots in boxes. The default color for
filled positions is yellow. Colors can also be defined based upon the value of a user defined field.
The define location defaults screen
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Configuration Guide
Freezer Section Configuration
A freezer can have more than one section. Each section can contain different subdivisions, exceptions,
graphical representations, security settings, and location defaults.
Fourth Screen – Freezer Section Subdivisions and Defaults
The define freezer section screen
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Freezerworks
Fifth Screen – Freezer Section Exceptions
Use this screen to define subdivision dimensions that differ from the section’s default values.
The define freezer section exceptions screen
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Configuration Guide
Sixth Screen – Freezer Section Picture
Explore Freezers and Move Samples will display a freezer section’s contents in a picture. Use this screen to
indicate how the container will be filled and how its positions are defined. It’s also possible to preview
each container by selecting its location.
The Configuration Picture screen
The following worksheet is designed to assist you with the freezer configuration process. Fields in bold
correspond to the actual field names in Freezerworks. All definitions refer to freezer sections unless
specified otherwise.
Freezer Sections Screen
Freezer Name: Enter a name for this freezer. Alpha and numeric characters are allowed. Dashes and
parentheses are not allowed.
All freezers must contain one freezer section. If your freezer contains various container types, such as bags
of vials in one area and racks of boxes in another, or if different areas require different security levels or
color coding, your freezer configuration will have multiple freezer sections. When you click Add New you’ll
see the screen for defining the freezer section.
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Freezerworks
Define Freezer (Section) Screen
Subdivisions: Enter a name for at least one subdivision. A maximum of five subdivisions may be defined.
Alpha and numeric characters are allowed. Dashes and parentheses are not allowed.
Display As: Indicate if your subdivisions will be labeled numerically or alphabetically. The choices are
Numeric (1-999), 1 Alpha (A-Z), or 2 Alpha (AA-ZZ).
Quantity: Enter the total number the freezer holds for this subdivision, in relation to the subdivision above
it. For example, if the first subdivision is “Shelf”, enter the number of shelves in the freezer. If the second
subdivision is “Rack” enter the number of racks in a single shelf. If the third subdivision is “Box”, enter the
number of boxes are in each single rack. If the fourth subdivision is “Row”, enter the number of rows in
each box, and if the fifth subdivision is “Column”, enter the number of columns in each row.
First Position: Enter the number or alpha character that designates the starting position for each
subdivision.
How are your aliquot positions defined? Indicate whether your specific Aliquot location in the Aliquot
container is defined by the last subdivision (for example, “position”), or by the coordinates of the last two
subdivisions (for example, “Row” and “Column”).
Label for “Aliquot”: What are you storing your samples in? The default is “vial”, but you may be using
something else: perhaps a “bag” or “straw” or “goblet”, a “tube” or “cassette”.
Position Assignment: Select this check box if the vial location is in a unique position within the last
subdivision.
Next Assignable Position: Indicate where to begin assigning Aliquot locations when you use one of the
auto-assign options.
Save as Template: If you will be creating additional freezer sections that look similar to this one, select this
check box.
Define Exceptions Screen
Define alternate configurations that exist in this freezer. For example, perhaps certain racks hold fewer or
more boxes than the norm. List these exceptions here. Consult “Configure Freezers (Define Exceptions)” in
Freezerworks Help for information on setting up your freezer to handle these exceptions.
Configuration Picture Screen
Create a visual representation of an Aliquot container, the last subdivision that holds the actual Aliquot.
View Configuration Screen
View a hierarchical representation of the section. Click the “+” directly to the left of the container. Aliases
can be defined on this tab.
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Configuration Guide
Security Screen
Default Access Level (Freezer and Sections): Select the access level for a typical user of Freezerworks.
Additional Permissions (Freezer and Sections): Assign permissions to groups if they differ from the Default
Access Level.
Location Defaults Screen (Freezer and Sections)
Color-code Aliquots to see filled positions, and optionally color-code based on the value of a user defined
field.
For more information about
See the following in Freezerworks Help
The View Configuration screen
“Configure Freezers (Standard)”
The Security screen
“Set Access Levels to Individual Freezers”
The Location Defaults screen
“Color-Code Aliquots for Individual Freezers”
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Freezerworks
Freezer Configuration Worksheet
Freezer Name:
Freezer Security
Default Access Level:
No Access
(choose one)
View Only
Modify
Modify and Delete
Additional Permissions:
Group
Access Level
Freezer Location Defaults
Filled Location Color:
Field Name for Dependent Colors:
Value
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Color
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Configuration Guide
Fill Adjacent Position During Auto Assign?
Yes
No
Display Field for Explore Freezers:
Freezer Sections
Freezer Name:
Freezer Section Name:
Subdivision. Name
Display As*
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Quantity
First
Position
Freezerworks
* Choose Numeric (1-999), 1 Alpha (A-Z), or 2 Alpha (AA-ZZ)
How are your aliquot positions defined?
Label for Aliquot:
Assign each aliquot to a unique position?
Yes
No
Save This Section as a Template?
Yes
No
Section
Exceptions
Except In
Subdiv1
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There Are
Subdiv2
Subdiv3
Subdiv4
62
Quantity
Subdiv
1st Pos
Configuration Guide
Freezer Section Security
Default Access Level:
No Access
(choose one)
View Only
Modify
Modify and Delete
Additional Permissions:
Group
Access Level
Freezer Section Location Defaults
Filled Positions color:
Field Name for Dependent Colors:
Value
Color
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Freezerworks
Fill Adjacent Position During Auto Assign?
Yes
Display Field for Explore Freezers:
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No
Configuration Guide
12. Freezer Contents Display
When viewing Aliquots in Explore Freezers, highlighting an Aliquot will display additional data in a freezer
contents display. Freezer contents display formats control the data that is displayed. To configure a format,
select the option System Admin – Configure Layouts - Freezer Contents Display. Each display can be
assigned to one or more groups.
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Freezerworks
The configuration screen for the freezer contents format displayed in the previous image
Use the following worksheet to develop your freezer contents displays. If you are using groups, copy and
develop a worksheet for each group.
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Configuration Guide
Freezer Contents Display Configuration Worksheet
Format Name:
_______________________
Sample Fields:
_______________________
_______________________
_______________________
_______________________
_______________________
_______________________
_______________________
Aliquot Fields:
_______________________
_______________________
_______________________
_______________________
_______________________
_______________________
_______________________
_______________________
Groups:
_______________________
_______________________
_______________________
_______________________
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Freezerworks
_______________________
_______________________
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Configuration Guide
13. User-Defined Reports (UDR)
In this section, you will create report formats using Freezerwork’s new report designer. For each userdefined report, you will decide which fields will be displayed, if you want field labels printed, if you want to
add general data such as the Report Date and Page numbers, how you want the report to be sorted, and if
you want to include subtotals and a total. For more information about report formats and the new design
tool, as well as sample reports, see “About User-Defined Reports” in Freezerworks Help.
Use the following worksheet and/or the configuration screen to help design your reports. You may have to
change the section titles on the configuration screen, for example if you’re using the Test Results section
instead of the Transactions section.
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Freezerworks
UDR Configuration Worksheet
Format Name:
Report Header
Page Header
Fields
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Fields on Report
Printed Field Label
70
Section
Configuration Guide
Page Footer
Report Footer
Sort Fields and
Subtotals
71
Freezerworks
UDR Configuration Form
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Configuration Guide
Appendix: System Fields
A system field is a field provided by the program. Some system fields automatically compile data for each
entered record, whether or not the field is included on a Samples entry form. Examples of these include
Globally Unique Aliquot ID, Creation Date, and Owned By. Others won't contain data unless you decide to
use them, such as Number of Thaws and Freezer Alias.
The following list contains system fields that are available to Freezerworks users and whether
Freezerworks or the user supplies the field data. System fields that pertain to the Testing and Billing
modules are not included in this list.
Except where noted, all of these fields are available for inclusion in Samples Entry Forms, List Views,
reports, and Advanced Searches, where appropriate. For example, Transaction fields are available in
Transaction list views but not in Samples list views. Also, Samples and Aliquots fields are available for labels
and freezer contents display formats.
Samples Fields
Attachment Alias—The user can supply an alias for an attachment to make it easier to locate. The field is
available for Advanced Searches and list views.
Created By Name—Freezerworks supplies the user name, based on who entered the Sample into the
system.
Freezerworks ID (previously called the Internal Bar Code ID)—A number assigned by Freezerworks to
differentiate each Sample record from all other Samples in your database.
Globally Unique Sample ID—Freezerworks generates this ID using your system's unique serial number so
that no other Freezerworks site will have the same numbers. This allows you to share Samples and Sample
data with other Freezerworks users and be assured that every Sample is uniquely identified, even outside
of your system.
Number of Aliquots Total—Freezerworks generates this sum based on the number of Aliquots entered for
a particular Sample.
Number of Aliquots with Positions—Freezerworks generates this sum for each Sample based on the
number of its Aliquots that are assigned freezer positions.
Owner Name—Freezerworks supplies this user name, based on who entered the Sample into the system. A
user with administrative permissions can change Sample ownership.
Sample Creation Date—Freezerworks supplies this date, based on the date that the Sample is entered in
the system.
Sample Creation Time—Freezerworks supplies this time, based on the time that the Sample is entered in
the system.
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Freezerworks
Sample Type—The user has the option of employing this field to define the kinds of Samples they work
with (see “About Sample Types” in Freezerworks Help). However, this Samples field will be removed in
future versions of the program and we recommend creating a user defined field for this purpose.
Total Current Amount—Freezerworks generates this sum by adding the Amounts entered for each Aliquot
of a particular Sample.
Notes—The user can enter any Sample-related information in this field.
Aliquots Fields
Aliquot Creation Date—Freezerworks supplies this date, based on the date that the Aliquot is entered in
the system.
Aliquot Number—Freezerworks supplies this number for each Aliquot in a Sample, based on the order in
which the Aliquots are added to the Sample.
Check-In Date—Freezerworks supplies this date, based on when an Aliquot is checked back into the
system.
Check-In Time—Freezerworks supplies this time, based on when an Aliquot is checked back into the
system.
Checked In By—Freezerworks supplies this user name, based on who checked the Aliquot back into the
system.
Checked Out By—Freezerworks supplies this user name, based on who checked the Aliquot out of the
system.
Checked Out Locked—Freezerworks supplies this information (true or false), based on whether the Aliquot
was locked when it was checked out.
Checkout Date—Freezerworks supplies this date, based on when the Aliquot is checked out of the system.
Checkout Duration—Freezerworks supplies this information, based on the amount of time the Aliquot
remains checked out.
Checkout Status—Freezerworks supplies this information (Checked Out, Checked Out Locked, or Checked
In), based on whether a user has checked the Aliquot out, locked it, or checked it back in.
Checkout Time—Freezerworks supplies this time, based on when the Aliquot is checked out of the system.
Current Amount—The user can enter an Amount for each Aliquot added to the data file.
Freezer Alias—The user can supply an alias for a freezer or a portion of a freezer to make it easier to
locate.
Freezer Name—Supplied by the user during freezer configuration.
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Configuration Guide
Freezer Section Name—Supplied by the user during freezer configuration.
Globally Unique Aliquot ID—Freezerworks generates this ID using your system's unique serial number so
that no other Freezerworks site will have the same numbers. This allows you to share Samples and Sample
data with other Freezerworks users and be assured that every Sample is uniquely identified, even outside
of your system.
Initial Amount—The user can specify an Initial Amount for each Aliquot.
Number of Thaws—The user can increase the Number of Thaws figure as necessary.
Parent Aliquot ID—Freezerworks supplies this information to link Aliquots to their sub-Aliquots.
Shipment Status—Freezerworks supplies this information ("Shipped" or the field remains empty) based on
user entries in the Shipping module.
Subdivision 1-5 Position—Freezerworks supplies this information based on an Aliquot's freezer location.
The system administrator determines the names of freezer subdivisions when configuring freezers.
Unique Aliquot ID—Assigned by Freezerworks to differentiate each Aliquot record from all other Aliquots
in your database.
Transaction Fields
Transaction Activity—The system administrator can define a list of Transaction activities and require users
to select one for each Transaction they enter. The field is available for Advanced Searches and Transaction
list views.
Transaction Creation Date—Freezerworks supplies this information based on the day that the Transaction
is entered.
Transaction Notes—The user can enter any Transaction-related information in this field.
Transaction Time—Freezerworks supplies this time, based on the time that the Transaction is entered.
Transaction User Name—Freezerworks supplies this user name, based on who enters the Transaction.
Shipping Fields
Confirmation Status—Freezerworks supplies this information (Pending, Confirmed, or Failed Confirmation),
based on whether a user confirmed all the Aliquots listed in the shipment.
Contact ID—Freezerworks supplies this numerical ID for each shipping contact entered in the system.
Contact Name—The user enters the names of shipping contacts.
Date Shipped—Freezerworks supplies this date, based on when a user processes the shipment.
Notes—The user can enter any shipment-related information in this field.
75
Freezerworks
Shipment Name—The user can assign a name to each shipment.
Shipment Processed—Freezerworks supplies this information (true or false), based on whether a user has
processed the shipment.
Shipping ID—Freezerworks automatically supplies a numerical ID for each shipment.
Tracking Number—This field was designed to contain the tracking ID supplied by the shipping company. It
can be used to create a hyperlink to tracking info on the shipping company's website. The user enters this
ID.
General Fields for Reports
These fields are available when configuring user-defined reports. The “Number of” fields are used for totals
and subtotals; see “About Sorts and Subtotals in User-Defined Reports” in Freezerworks Help for more
information.
Current User—Freezerworks supplies this user name, based on who is printing the report.
Number of Aliquots—Freezerworks supplies this sum by counting the Aliquots in a report or in a portion of
the report (as determined by the user who created the report).
Number of Samples—Freezerworks supplies this sum by counting the Samples in a report or in a portion of
the report (as determined by the user who created the report).
Number of Tests—Freezerworks supplies this sum by counting the tests in a report or in a portion of the
report (as determined by the user who created the report).
Number of Transactions—Freezerworks supplies this sum by counting the Transactions in a report or in a
portion of the report (as determined by the user who created the report).
Report Date—Supplied by Freezerworks, based on the date that the report is printed.
Report Time—Supplied by Freezerworks, based on the time that the report is printed.
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76
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