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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