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Every laboratory has their own workflow variations with respect to how to initiate the creation of sample records. The key is to ensure accurate sample identification and ensure proper test and specification assignment in a fast and accurate manner. WinLIMS™ can be configured to accommodate your workflow by providing a variety of different sample login (registration) options.


The sample login process is the first step of the sample life cycle/workflow within WinLIMS™. A sample, or a group of samples, is created in the database and is assigned with a unique identification. Multiple sample login pages can be configured or customized specifically to accommodate your requirements using the configuration tools provided by WinLIMS™.


WinLIMS™ provides different login modes such as single sample login, batch sample login and automated sample login. At login, the sample is either automatically or manually linked to tests or a sampling protocol that has been defined in the sample type. Tests can be manually altered by adding or removing them to accommodate the current needs.


Once a sample is logged in, its status and any of its tests can be reviewed. The sample, test, and results stati are automatically incremented after completion of any major step throughout the sample life in order to properly track its workflow. The sample login time, date, and logger identification are also recorded automatically by the system. During the sample login and management process, additional information such as customer, project number, lot number, etc, or any type of information needed by the laboratory may be entered, along with information from another database or system. In addition, free text fields are provided to note down special remarks and general observations.


WinLIMS™ can automatically print a label or bar code with any relevant information that could be directly affixed to the sample to ensure proper identification. User defined reports and worksheets can be generated and emailed.


In addition to providing a number of different sample login mechanisms, WinLIMS™ allows you to configure login pages to handle the different types of samples that are encountered by your lab to ensure conformance to your organization's workflow process. For example; raw materials, finished products, in-process samples, complaint samples may use vastly different fields and different nomenclature. By allowing you to configure different pages for different situations, WinLIMS™ ensures proper identification and simplifies the process for end users.


Single Sample Login (manual process)

Single Sample Login (a.k.a. Single Sample Management pages are used to allow you to create samples one-at-a-time and then edit its information and test assignments and results within a single web page that is logically arranged by your to facilitate efficient processing. These pages are configured to use the nomenclature and layout that you desire and each individual's security role(s) determines their level of interaction with each sample. Although you are free to create your own roles, some of the basic roles provided by WinLIMS.

Single Sample Management


  • Sample Creation
  • Sample Query (Favorites) & Folder Management
  • Test Method Assignment & Deletion
  • Results Entry
  • Results Modification
  • Sample Description Modification
  • Results validation (verification/review)
  • Sample approval (disposition)
  • Creating & accessing file attachments & documents
  • Report Generation
  • Use of interactive statistical (SQC) charts
  • and more...


Samples can be fully processed from this one powerful web page which is elegant in its simplicity.


Batch Sample Login (manual process)

Batch/Group Sample Login
The Batch/Group Sample Login page is configured to simplify the process of logging in multiple sample that are associated with each other in some way. This class of organizational scheme is used for submitting requests to analytical service and/or research laboratories or for relating samples that are associated with the same production lot (or batch) or any other similar organizational scheme. Once you've identified the general information one or more samples can be assigned. Existing request information, sample, test and result information can be modified in a fast and efficient manner.


  • Batch/Group Creation
  • Batch/Group Query (Favorites) & Folder Management
  • Test Method Assignment & Deletion
  • Results Entry
  • Results Modification
  • Sample Description Modification
  • Results validation (verification/review)
  • Sample approval (disposition)
  • Batch/Group approval (disposition)
  • Creating & accessing file attachments & documents
  • Report Generation
  • Use of interactive statistical (SQC) charts
  • and more...


Drill Down

From the Batch (Group) Sample Login page you can drill-down to see the details of each sample in the sample set or you can review the entire sample set. When you drill down authorized users will be permitted to interact with each individual sample in the group. While doing so you'll see which sample you’re currently viewing within the sample set and you'll have the same interactions available within the Single Sample Management page.


Automated Sample Login on a Time Schedule

Sample Scheduler
To ensure adherence to sampling plans, regulatory requirements or simply to provide better integration with other applications, many laboratories need to schedule the automatic login of samples. The WinLIMS™ Auto Sample Scheduler allows you to easily create sampling schedules for the short or long term to eliminate errors and conserve your staff's valuable time.


You simply define records that contain the scheduling information such as the frequency of testing (minutes, hours, days, weeks, months, etc.) and identify the sampling point. When the next scheduled time arrives, a fully identified sample is automatically logged into WinLIMS™ and all of the appropriate tests are assigned. Labels, worksheets and/or pickup schedules (with bar codes) can be automatically printed in the lab or in the plant to simplify the collection and identification process. The receipt of the sample can be recorded within WinLIMS™ to automate chain-of-custody information and to enable you to quickly identify when physical samples were missed.

Automated Sample Login via Protocol (e.g. stability, bioassay, mfg process)

Testing Protocols are pre-defined sampling sets that are always scheduled and/or run together. Once a protocol is defined, multiple samples can be logged in quickly, easily and in an error-free manner. There are two situations where protocol testing is desired:


  1. When a product (or sampling point) changes over time
  2. When the production of a product dictates taking samples at multiple sample points


Product Changes Over Time

The most frequently encountered case of time-based protocol testing is for shelf-life stability. Shelf Life Stability testing is performed within pharmaceutical and food laboratories to ensure the efficacy of their products over time. Typically the protocol is a template that defines the various storage conditions, pull times, test regimens and samples that are required in order to fulfill the testing requirements. Once the protocol is defined it can be applied to a production or research lot of product. Samples will be automatically scheduled for testing based on a 'time zero' sample which is used to identify the start time for scheduling the associated samples.


Similarly; bioassay (or drug metabolism) testing is another time-based protocol that is used to determine how a drug is metabolized by testing subjects (animal or human). In this case the initiation of the protocol and associated sampling begins when the product is introduced into the specimen. At per-determined (nominal) times, samples are taken and tested to determine how it interacts with each subject. Additional informational tables are included that allow the maintenance of subject information (e.g. Id, Species, Sex, Age, etc.) to allow you to generate a series of cross-referential reports.


Pre-Defined Sampling During Production

Protocol Testing Sequence
During the production or release of a product, multiple samples are taken using a predefined protocol in order to ensure the proper manufacture or consistency of the packaged product. In order to expedite the sample login and testing process, the WinLIMS.NET™ Protocol Management system can be used to automatically log in the samples in the right testing sequence and assign the appropriate tests. The automatic assignment provides a great convenience while ensuring that all samples are taken and testing is performed to provide complete information.


Automated Sample Login via Interface to 3rd Party Software

Samples can be logged in from virtually any 3rd party software including ERP/MRP systems, process control systems, user-created web pages, desktop software (e.g. MS Access, Excel, etc.) and more using the WinLIMS.NET™ Bridge option. In fact, in some situations it is possible for samples to be logged in as part of an instrument interface in order to avoid the entire sample login process.


Mobile Applications (phone, tablet, laptop)

Mobile Results Entry App (iPhone)
WinLIMS™ Mobile Apps expand Lab Informatics outside the walls of the laboratory. Several frequently used applications are included as a standard part of the WinLIMS software and can be used right out-of-the box. The apps that are included provide the ability to:


  • Create New Samples
  • Enter Results from the field or plant floor
  • Retrieve information interactively or via report
  • Automatically assign the sample's GPS coordinates


The apps can also integrate miniature barcode readers to minimize keyboard interaction and add reliability. This means that the acquisition and dissemination of information is accurate and immediate to improve the productivity and effectiveness of your laboratory.