Data Entry

Topics:

Data Entry

The Data Entry tab includes a manager and an editor to add specimens or modify existing specimen data in the BSI specimen inventory. All additions and changes to specimen data are done through data entry "batches." Users can save and edit batches as needed. Once a batch is complete, and free of errors, users can commit it. Committing a batch will add data to or modify data in the database. Users must have permission to access this module.

There are four types of batches, corresponding to the four actions that can be performed on specimen data:

  • Add Batches
  • Modify Batches
  • Change ID Batches
  • Delete Batches

Each row on the specimen information table represents one specimen. Each column represents a type of specimen information. Each field, the intersection of a row and column, contains specimen specific data. Fields containing warnings are shaded blue. Fields containing errors are shaded red. Warnings and errors descriptions are displayed at the bottom of the editor. Fields shaded in dark grey cannot be edited.

The Data Entry Manager includes a batch information table that allows users to organize batch information and view the Batch ID as well as a Filter button, below the table, that opens the Standard Search dialog to allow users to filter batch information.

Data Entry Manager

The Data Entry Manager consists of:

  • a batch information table that allows users to organize batch information and view the batch ID.

  • a Filter button, below the table, that opens the Standard Search dialog to allow users to filter batch information.

  • buttons, to the right of the table, that allow users with the appropriate permissions to:

    • Create a new batch
    • View a batch
    • Edit a batch
    • Use a Double Keyed Batch
    • Delete a batch
    • Commit a batch
    • Use Direct Distribution
    • Assign To a user

Data Entry Editor

Open the Data Entry Editor to view a batch, enter specimen data in a new batch or edit data in an existing batch. The Data Entry Editor contains a menu bar, a tool bar with buttons for commonly used operations, a specimen data table, and a warnings and errors table.

Each row on the specimen information table represents one specimen. Each column represents a type of specimen information. Each field, the intersection of a row and column, contains specimen specific data. Fields containing warnings are shaded blue. Fields containing errors are shaded red. Warnings and errors descriptions are displayed at the bottom of the editor. Fields shaded in dark grey cannot be edited.

Batch Information & Batch Properties

The Data Entry Manager contains a table with batch information. Like on all BSI tables, users can organize batch information by rearranging and resizing columns or sorting batch information. The display fields can be Hidden/Displayed. Each row of the table contains the information below for one batch.

Batch properties are specified when a Data Entry batch is created. Batch properties vary depending on the database. If a batch has an editable status, users can edit batch properties. See the list below.

Batch Information Table

  • Status - The current batch status.
  • Batch ID - number assigned to the batch when it is first saved.
  • Num Warnings - number of warnings that the batch contains.  Users can view warning descriptions from the Data Entry Editor.
  • Owner - user who created the batch.
  • Type - The type of batch.
    • Add Batch
    • Modify Batch
    • Delete Batch
    • Change Id Batch
    • Vial Status Change Batch or Transfer Vial Batch - created via the Requisition tab
  • Num Specimens - number of specimens in the batch.
  • Num Errors - number of errors the batch contains.  Users can view error descriptions from the Data Entry Editor.
  • Repos ID - repository to which the specimens in the batch belong.
  • Description - a brief description entered by the batch owner when batch properties were specified.
  • Template Path - template used to create the batch. The template is selected when batch properties are specified.
  • Access Level - either Anyone in repository or Batch owner only, depending on who has permission to edit the batch.  The access type is specified when setting batch properties.
  • Req Verification - contains a Yes if the batch is a double-keyed batch.
  • Date Created - date the batch was created. The time will be listed in the form "00:00".
  • Date Modified - date the batch was last modified. The time will be listed in the form "00:00".
  • Date Committed - date the batch was committed. The time will be listed in the form "00:00".
  • Committed By - the user who committed the batch.
  • Verify Batch ID - if the batch was double-keyed, contains the Batch ID of the batch used to verify the original batch.
  • Requisition ID - displays the Requisition ID of the requisition that created the data entry batch.  Data Entry batches created from requisitions cannot be viewed.
  • Shipment Label - a list of Shipment Labels that have had specimen transferred to the batch.

Batch Properties

  • Access Level - This option determines who has permission to edit a particular batch. Select either Owner or Anyone at my repository.
  • Req Verification - Select the Require verification checkbox to require that this batch be a part of a Double-keyed Batch pair for verification of the data entered.  This box may be checked by default and uneditable for some users.
  • Template Path - A system template will already be selected as the default.  Use the Browse button to select a new template for the Data Entry Editor.  Users can also select templates in the Data Entry Editor by selecting Select Template... from the Template menu and then browsing for a new template.
  • Study ID - The study associated with the specimens in this Data Entry Batch.
  • Assign To - The user who is assigned to work on the batch. The user must have permission to work on the specimens in the batch. The Assigned To user can be specified from the look up list of active users. The assigned to user will be notified via email. Users must have permission to assign a batch.
  • Attachment - Any documentation associated with the batch can be uploaded here.
  • Description - Enter a brief description of the batch contents.
  • Batch type (Not listed)- Before the properties dialog opens, the user must select the type of batch to be created. If a user does not have permission to create a particular batch type, it will be unavailable for selection.
    • ADD specimens to the database - Select to add new specimen data to the database.
    • MODIFY specimens in the database - Select to modify existing specimen data.
    • DELETE specimens in the database- Select todelete specimen datathat was entered accidentally.  Delete batches should not be used to delete specimen data for existing specimens.  A Delete batch removes all of a specimen's data from the database.  If a specimen is lost, broken, destroyed or empty, its data must still remain in the database.  In this case, create a requisition to change the specimen's status. 
    • CHANGE the BSI IDs of specimens in the database - Select to change a specimen's BSI ID. Note: that BSI IDs must be unique and that once a BSI ID is used as a specimen label it cannot be re-used.

Creating batches

To create a new batch:

  1. On the Data Entry Manager, press the New button.  The New Entry Batch Specification dialog will open.

  2. Specify the batch properties and press OK to continue.

  3. In the Data Entry Editor, add specimen data to the batch.  If the batch is a Modify, Change ID or Delete batch, a Standard Search dialog will open allowing users to select specimens to add.

  4. Save the batch.  The batch can be saved and re-opened for editing.  Once saved, the batch is assigned a batch ID.


View a Batch

All users, regardless of permissions, can view batches.  In View mode, specimen data cannot be added or edited.

To view a batch:

  1. On the Data Entry Manager, locate the desired batch information.

  2. Click anywhere in a batch row to highlight it.

  3. Press the View button.  The Data Entry Editor will open in View mode containing the selected batch.


Edit a Batch

Depending on batch properties, which are set when a batch is created, a batch can be edited by the batch owner (the user who created the batch) only or by anyone at the batch owner's repository.  Only batches that have not been committed or deleted can be edited.

To edit a batch:

  1. In the Data Entry Manager, locate the desired batch information.

  2. Click anywhere in a batch row to highlight it.

  3. Press the Edit button.  The Data Entry Editor will open in Edit mode containing the selected batch.

Batch properties, which are set when users create a new batch, can be edited from  the Data Entry Editor.  Users can only edit properties for batches that have not been committed or deleted.

To edit batch properties:

  1. Open the desired batch in Edit mode.  The Data Entry Editor will open containing the selected batch.

  2. Select Batch Properties from the File menu.  A Modify Batch Properties dialog will open.

  3. Make changes and press OK to accept the changes and close the dialog.  Press Cancel to close the dialog without accepting changes.


Delete a Batch

Depending on batch properties, a batch can be deleted by the batch owner only or by anyone at the batch owner's repository.  Only batches that have not been committed can be deleted.

To delete a batch:

  1. In the Data Entry Manager, locate the desired batch information.

  2. Click anywhere in a batch row to highlight it.  Select multiple batches to delete by holding down the Ctrl key while clicking on batch rows.

  3. Press the Delete button.  An alert will appear asking to confirm that the user would like to delete the selected batches.

  4. Press Yes to delete the batches or No to cancel.

Once a batch is deleted, its information can still be viewed on the Data Entry Manager.  However, the batch will now have a status of Deleted and cannot be edited or committed.