Scan Dialog

The Scan Specimens option is used to scan one or more columns as they appear in the editor to update or verify some vial data. The Scan Wizard is used to set the options for the scan.

Example: Professor Lemon is researching several naturally occurring bio-chemical reactions in the human body. She prefers to label her specimens with three barcodes, one for the material type, one for the subject the specimen is from and another representing the unique ID. When requisitioning specimens for research, she can set the barcode scanner in BSI to scan 3 separate barcodes, specifying the fields which they correspond to, ensuring that she pulls the correct ones from her freezers. 

The scanning wizard, or a simplified version of it, is available in several places in BSI.  The options available depend upon the dialog initiating the scan. The following types of simplified scanning can be done in BSI:

  • Scan to add existing vials to a requisition or Data Entry batch, or to ship a kit – For this type of scanning, a dialog will open where you can scan multiple vials or kits by their ID or label. Once scanned, the ID or label associated with the item will be listed in the dialog as well as the status of the scan. Specimens will be added to the editor in the order they were scanned in. Once completed, select OK to complete scanning. Scan Statuses include:
    • Scanned – The vial or kit has been successfully scanned.
    • Duplicate – The vial or kit has already been scanned in this dialog.
    • Not Found – No vial or kit matching the scanned value existing in the database.
  • Scan to move locations – For this type of scanning, after selecting the Scan Specimens into Locations right mouse button option, scan the BSI ID or Current Label of the vial. It will be placed in the first available space in the current box. If the value was not matched to an existing vial you will receive a "No Match Found" error.

Choose one of the buttons below to learn more about scanning in different editors within BSI:

Data Entry

     Scan to assign locations in Data Entry:
Barcode and Translation Settings Scan Options Location Assignment Scan Vials

Receive Shipment Vial

     Scan to receive a shipment vial:
Barcode and Translation Settings Scan Options Location Assignment Scan Vials

Verify Specimen Order in a task

     Scan to verify specimen order in a requisition task:
Barcode and Translation Settings Scan Options Scan Vials

Complete non-Ship task

     Scan to complete a task (except the Ship task)
Scan to Complete Task Barcode and Translation Settings Scan Options Location Assignment Scan Vials

Complete Ship task

     Scan to complete a Ship task
Scan to Complete Task Barcode and Translation Settings Location Assignment Scan Vials

Barcode Settings

The Scan Specimens option is used to scan one or more columns as they appear in the editor.

If you select to scan without translations, the Barcode Settings panel will open first in the Scan wizard. This panel is used to set the number of barcodes to be scanned for one specimen.  For a specimen to be successfully scanned, all fields selected for matching must match. Specimens can be "scanned" by using a barcode scanner or by keying values into the barcode dialog.

Two user preferences are available: the Default Number of Barcodes, which allows you to set the number of barcodes which will be automatically added when scanning and the Default Scanning Field which sets the fields barcodes will be set to scan against by default.

Some scanning dialogs allow for fields to be replaced during scanning.  Select the Replace option to replace the selected field for the matching specimen with the data scanned for that field.Barcode Settings

  1. Enter the number of barcodes to be scanned for each specimen in the Number of Barcodes field.
  2. Set the field to be scanned for each barcode in the BSI Field column.  Left-click in the field to open a menu of available fields to be scanned.  If no barcodes are set to Match, the selected field will be replaced beginning with the first row on the dialog being scanned.
  3. Change the Match option in the Action column if necessary.  Left-click in the field to select the desired option.
    • Match - compares the scanned information to the field selected.
    • Replace - replaces the field selected with the scanned information on the matched row.  The Replace option is not available on all scan dialogs.
    • Time Stamp - For a date and/or time field, the date and/or time of the scan will automatically be entered into that field.
  4. Select Next to proceed to the Options panel.

Translation Selection

The Scan Specimens with Translations option is used to select translation schemas to manipulate data into a form that conforms to BSI standards. Using translations reduces the amount of editing required before submitting specimen data to the BSI databases. Translation schemas can be created by users with permission to access the Translations manager whom have knowledge of XML, or by the staff at IMS after receiving a request from the repository. IMS staff then works with the repository to create an efficient translation of the data received for the study.

If you select to scan with translations, the Translation Selection panel will open first in the Scan wizard. This panel allows users to set and modify, if necessary, a predefined translation to be used for the scan.

To set the translation schema:

  1. Click on the Select button. The Translation Schema Selection dialog will open. This dialog contains a table displaying the available translations. Translation Schema Selection
  2. Highlight the translation schema to be used by clicking anywhere in the row of the schema and click on the Select button. The Translation Schema Selection dialog will close and the translation name will be displayed in the Translation section. The settings for the translation are displayed in the Translation Settings section.
  3. If any changes need to be made to the translation settings, press the Edit Settings button and make the necessary changes. Changing translation settings is not recommended.
  4. Select Next to proceed to the Options panel.


This panel is used to set the following scanning options. scan wizard optionsThese options are not required for scanning. Only one of these options can be selected at a time.

  • Match All Rows - Select this option to select all records that match the barcodes to be scanned. Every matching row in the table will be updated after each scan.  In Incoming Shipments, generic, and ship tasks, all the matching rows will be marked as Received or Scanned.
  • Append Unmatched Rows - Select this option to add a new line if there is no match on the dialog being scanned.  The new line will be populated with the data scanned.
    • This option is available in Data Entry and Shipment batches
  • Enforce Sequential Scan - Select this option to scan specimens in the order listed on the dialog being scanned.  The Starting Row can be entered when this option is selected.
    • If a specimen is scanned out of order, an error message will appear.  Press Retry to re-scan on that specimen or OK to skip to the next row.

Once the desired options have been set, if any, press Next to continue to the Location Assignment panel.

When scanning to verify task order or current labels, the Location Assignment panel will not be available.  Press Scan to begin scanning specimens.

Scan to Assign Locations

Some dialogs allow for freezer locations to be scan wizard location assignmentassigned during scanning. New Data Entry or Shipment batches must be saved before scanning to assign locations for their vials. When enabled, at least one location must be selected before scanning can begin. Users can also choose to begin assigning locations from the last known location by checking the "Assign Locations Starting with Last Location" option under Assign Locations.

Locations are selected for scanning by selecting the Add Split button.  To assign vials in a batch to only one set of locations, select all locations to be used when adding the first split.  When a box is full, you will be prompted to select the next box from the list of locations you added to the split.

Specimens can be split up into different containers during scanning.  Selecting Add Split more than once, and adding additional groups of containers to the Reserve Locations table, will split the specimens between the locations during scanning.  The location assigned will alternate between Splits for each specimen scanned.  A Splits dialog, displayed during scanning, will highlight the next location to be assigned.

To assign locations when scanning:

  1. Check the “Assign Locations or the “Assign Locations Starting with Last Location” check box.
    • The "Assign Locations Starting with Last Location" checkbox is only available if previous location reservations have been made within the same Data Entry or Shipment batch.
  2. If the “Assign Locations” checkbox was selected, press Add Split to open the Reserving Locations wizard.
  3. Use the Reserving Locations wizard to search for specimen, select locations, and set location assignment options.  
  4. If the specimens scanned are to be split between containers during scanning, press Add Split on the Location Assignment dialog and repeat step 3 until the desired number of splits have been added.
  5. Select Scan to begin scanning.

For databases without Locations:

  1. Check the Assign Locations check box.
  2. Set the starting location by assigning fields such as Freezer, Rack, Box, Row and Column.  The Row and Column values will automatically update as specimens are scanned.
  3. Set the box size by entering the number of Rows and Columns of specimens stored in the box in the Box Size section.  If a box is filled during scanning, a Box Full dialog will prompt for a new box.
  4. Set the Location Assignment Pattern to determine how the locations are assigned while scanning.
  5. Select Scan to start scanning.location assignment pattern

When scanning to complete a Ship task, the Location Assignment pane of the scan wizard includes the following different assignment options:

  • Assign Ship Box Locations – when selected, the “Ship Box Layout” field becomes required.
  • Ship Box Layout – Allows you to select the type of box being used to ship vials.
  • Ship Box Label – The label of the box.
    • Ship Box Label Increment – The amount to increment the label by when multiple boxes are required.
  • Ship Box Row – Starting row value for scanning.
    • Row Format – Alpha or numeric
  • Ship Box Column - Starting column value for scanning
    • Column Format – Alpha or numeric
  • Assignment Pattern Options – See the chart of fill patterns above.

After selecting Scan to scan vials, the Barcodes dialog will open normally. Instead of the Split dialog, a dialog will open displaying the box label, row and column values for the shipping box. You will have the options to change containers or skip to the next row/col space in the current box.