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LabVantage
UnderstandingSampleStatusesandTheSampleFamily,
SearchingandViewingData,&CreatingReports
Disclaimer:Printedcopiesarenottheofficialdocument.PleaseseetheonlinePDFfileforthemostup-to-dateversion.http://htrc.uchicago.edu 12/4/15
NavigatingtheDatabase
BringsyoubacktothispageLogoff
Changepassword
Clickonanyofthetramstops toaccess
thatpage
ThePI/RADashboardprovidesyouwithanoverviewofyourIRB
protocols2
UnderstandingSampleStatuses• Thestatusofasampleexplainswhere thesampleisinthesample lifecycle• Thebelowchartwillhelpyouunderstand ifthesample isstoredinthe
HTRC,hasbeenpickedupandisnolonger intheHTRC’sstorage,orifasamplewasnotbankedduetoadverse conditions.
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Status Disposition CustodialDomain MeaningInCirculation n/a HTRC Storedinbiobank
InCirculation n/a Transit Samplewaspreviouslywithdrawnfromthebiobank
3rd PartyTransfer n/a HTRC Samplewaspickedupsameday(ie.Freshtissuepickedupsameday)
InPrep n/a HTRC Sampleisbeingprocessedandisnotreadytobedispersed/stored
Disposed Rejected HTRC Thisisasamplethatwascreatedautomaticallybythesoftwareandtherewasnotenoughbiospecimentofullfill it
Disposed SpecificReason HTRC Thesearesamplesthatwerenotbankedforspecificreasons,like"entirelysubmittedfordiagnostics”
Disposed Consumed HTRC Thisisaparentsamplethatwasconsumedinordertocreatechildsamples
UnderstandingTheSampleFamily• Specimens andsamples areorganizedwithinLabVantage asaSampleFamily.
Asamplefamilyconsists ofaparentsample (this isthespecimen, i.e.wholebloodortonsil)anditschildsamples (these arethesamples thatcamefromtheparent,i.e.plasmaorOCTTumor)
• Youcantellwhichsamples areparentsbylookingforthebeaker icon:
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ParentSample
ChildSamples
UnderstandingTheSampleFamily• IfyouwouldliketoviewfurtherinformationontheSampleFamily,clickonthe
boxnexttothesampleandselect SampleNavigator
• FromhereyouviewtheSampleDetailReportorexpandthefamilytree
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AccessingData- Dashboard• Nowthatyouunderstandwhatthe
variousstatusesmeanandtheconceptofTheSampleFamily,it istimetolearnhowtoviewdataandcreatereports
• TherearemanywaystoviewyourdatawithinLabVantage.TheeasiestwaytoseeaoverviewofyourdataistoutilizethePI/RADashboard
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• Youcanclickontheslice ofthepiegraphyou’reinterested intoviewallofthedataassociatedwiththatprotocol
• Youcanalsoclickonthebargraphstoseespecific dataonsampletypes
SearchingandViewingData• Alternately, ifyouarelookingfor
specific dataormorecomplexsearchingability,gototheSamplesTramstop
• Fromthispage,youcaneither doaquicksearchbyusingtheSearchByQueryoptions
• OryoucandoamorecomplexsearchbyusingtheNewAdhoc Queryfeature
• TheSearchByQueryoptionworkswellforquickandsimple searches,like lookingforallsamples foraspecificMRNorlookingforallsamples bankedunderaspecific IRB#
• TheAdhoc Queryoptionworkswellformorecomplicated searches, likesearchingforallDNAsamplescollected foraspecificprotocolthatwerepreviouslywithdrawn
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SearchingandViewingDataUsingSearchByQueryOption• Let’ssayyouwanttoviewall
samplescollectedforaspecificpatient:– “JoeTest”– MRN=45689996
• SelecttheSearchByQueryOptionforMRN
• Type45689996intothesearchfieldandclickoktoviewthesearch results
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SearchingandViewingData• Herearethesearchresults:
• TrytochangetheGroupByoptiontoNone.Thiswillchangetheorderinwhichyoursamples aredisplayed.Now,youshouldbeabletoviewaparentsamplewithitschildrentogether
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SearchingandViewingData• Oursearchresults showthattherewere2parentsamples bankedforJoeTest:
• Thefirstparentsample isawholebloodsample thathas3children,2plasmasamples and1PBMCsample
• Thesecondparentsample isatissue sample thatwasnotbanked,withthereasonbeing“Other.”Inthiscase,youwillneedtoviewthesample detailstoseethenotes inthecommentstab.Todothis,clickontheboxnexttothesample, selectview,andthenclickonthecomments tab
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SearchingandViewingData• Youcanexportthe informationdisplayedfromthesearchbyclickingeitherView
asPDForViewasExcel
• Youcanclickonthehyperlinkstoviewadditional information
• **Remember thatparentsampleswillhavethebeaker iconandchildsamples willnot,this istheeasiestwaytodifferentiatebetween thetwodifferentsample types
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SearchingandViewingData• Ifyouclickonthesample numberhyperlink,itwillopenupthesampledetails• Herearethedetails foraparentspecimen, S091500009• YoucanclickontheSampleDetailReport, forevenmoredetails
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SearchingandViewingData
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UsingAdHoc QueryOption• Let’ssayyouwanttoviewallsamples thatwerecollected forthe IRBprotocol
“Test123”betweenthedatesof4/1/2015-9/21/2015• SelectNewAdHoc Queryandselect thesearchcriteriafromtheleftside
ofthescreenbyclickingontheicon• Important!Usethemagnifyingglass icontolookupdataelements insteadof
typingintothefield• Forthissearch,youwouldcreateanadhoc querylikethis:
Sinceyouwanttolookforsamplesthatareintheprotocol“Test123”andwerereceivedbetween4/1/2015-9-21-2015,youshouldselectMeetALLoftheCriteria
Youwouldincludeprotocolandreceiveddate(usethereceiveddatefromthe
samplefamilynode)inthecriteriagroup
SearchingandViewingData• Onceyou’vecreatedyourAdHoc query,hitsearch toviewresults• Selectspecific samplesorallandexport thispageasaPDFortoExcel
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SearchingandViewingData
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UsingAdHoc QueryOptionwithmoredetails• Let’ssayyouwanttoviewallDNAandPBMCsamples thatwerecollected forthe
IRBprotocol“Test123”betweenthedatesof4/1/2015-9/21/2015• SelectNewAdHoc Queryandselect thesearchcriteriafromthe leftside
ofthescreenbyclickingontheicon• Forthissearch,youwouldcreateanadhoc querylikethis:
Youwillneed2CriteriaGroupsforthissearch.UsetheNewCriteriaGroupbuttontoadd
CriteriaGroups
YourfirstCriteriaGroupwilllookforPMBCsamplesORDNAsamples.UseMeetANY
oftheCriteriaforthisCriteriaGroup
YoursecondCriteriaGroupwilllookfortheprotocol“Test123”ANDthedate
range.UseMeetALLoftheCriteriaforthisCriteriaGroup
Lastly,selectMeetALLoftheCriteriaGroups– thismeansthatALLofthecriteriafromtheCriteriaGroupsmustbemet
SearchingandViewingData• Onceyou’vecreatedyourAdHoc query,hitsearch toviewresults• Selectspecific samplesorallandexport thispageasaPDFortoExcel
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CreatingReports• YounowhavetheskillstouseanAdhoc Query tosearch fordatawithin
LabVantage• Next,youwilllearnhowtoutilizetheAdhoc Querytocreatecustomized
reports
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CreatingReportsUsingAdHoc Querytocreateareport
• GototheAdhoc QueryBiobanking LIMSpage
• Important!YoumustperformtheAdhoc Queryfromthistramstop inordertocreateareport.Accessing theAdhoc QueryfromotherpagesusingtheNewAdHoc Searchbuttonwillnotallowyoutoutilizethereportingfeatures.
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CreatingReports• Let’ssayyouwanttoviewALL DNAandPBMCsamples thatwere
collected fortheIRBprotocol“Test123”between thedatesof4/1/2015-9/21/2015andyouwantyourreport toincludethefollowingelements:firstname,lastname,MRN,externalpatient ID,IRBprotocol,samplenumber, sample type,anddatereceived
• First,setupyourAdhoc Queryasthoughyouweredoingasimplesearch
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CreatingReports• Now,addtheelements thatyouwanttoappear inthereportbyclickingonthe
ViewColumns icon
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CreatingReports• Nowaddtheelement thatyouwouldlikethereport sortedbyusingthe
AddtoSortByColumnicon
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CreatingReports• Now,clickeitherSearchNow(andthenExporttoExcelorExporttoPDF)orSearch
andExportAll
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CreatingReportsUsingAdHoc Querytocreateareport• Let’ssayyouwanttoviewDNAandPBMCsamples thatwerecollected fortheIRB
protocol“Test123”betweenthedatesof4/1/2015-9/21/2015.YouareONLYlookingforsamples thatarecurrentlyintheHTRC’scustody(thiswouldexcludesamples thatwerepreviouslywithdrawn,parentsamples thatwereconsumed/notbanked)andyouwantyourreporttoinclude thefollowingelements: firstname,lastname,MRN,externalpatient ID,IRBprotocol,sample number,sampletype,anddatereceived
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TosearchforsamplesthatarecurrentlyintheHTRC’scustody,refertothechartonpage3andentertheStorageStatusandCustodialDomain
CreatingReports• Now,addtheelements thatyouwanttoappear inthereportbyclickingonthe
ViewColumns icon
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CreatingReports• Nowaddtheelement thatyouwouldlikethereportsortedbyusingtheAddto
SortByColumnicon
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CreatingReports• Now,clickeitherSearchNow(and thenExporttoExcelorExporttoPDF)
orSearchandExportAll
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