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Registering samples
Sample registration creates the lab record that downstream receiving, preparation, analysis, review, and reporting steps rely on. Enter enough information for the lab to identify the customer request, assign the correct work, preserve traceability, and avoid rework later.
Available fields depend on your lab's Clearline LIMS configuration. Common fields include client, contact, project, sample point, sample type or matrix, date sampled, date received, container, preservation, requested analyses, priority, due date, purchase order, and customer comments.
Before you start#
Confirm that the following setup exists or has been provided by a lab administrator:
- client and contact records;
- sample points or project records, if your lab uses them;
- analysis services or profiles for the requested work;
- specifications, limits, or regulatory programs when they are required for reporting;
- container, preservation, and sample type options;
- any required chain-of-custody or benchsheet workflow for your tenant.
If those options are missing, do not create a workaround record with placeholder client or analysis values. Ask your lab administrator to confirm setup, or open a Clearline Support ticket.
Register one sample#
- Open the sample queue or intake area.
- Select Add Samples, Register Sample, or the equivalent action in your tenant.
- Select the client, contact, project, and sample point when applicable.
- Enter sample identifiers exactly as supplied by the customer or receiving team.
- Enter collection and receipt dates according to your SOP.
- Select the sample type, matrix, container, preservation, and requested analyses.
- Add priority, due date, and comments if needed.
- Review the record before saving. Pay special attention to client, sample ID, matrix, analyses, limits/specification, and due date.
- Save the sample and confirm that it appears in the expected queue.
Register multiple samples#
For repeat work, your tenant may allow sample templates, profiles, copy actions, or CSV import. Use Bulk sample registration by CSV import when the lab has approved an import format.
When copying or importing records, review each row for customer-specific identifiers, collection dates, containers, preservatives, and requested analyses. Many downstream reporting issues start as copied intake data.
After saving#
A registered sample is not automatically ready for every downstream step. Depending on your lab's configuration, it may still need receiving, label printing, chain-of-custody review, partitioning, worksheet assignment, or supervisor approval before analysis starts.
Support escalation#
Open a Clearline Support ticket if required options are missing, save fails, a sample appears in the wrong queue, required fields are unclear, or a duplicate/incorrect sample was created. Include only sanitized internal references, the page URL, affected role or account type, current workflow status, what you tried, and exact error text. Redact sensitive values from screenshots. Do not attach regulated data, customer records, reports, credentials, or production exports; Clearline Support will provide a controlled transfer path if additional information is required.