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Registering Samples

Sample registration is how new work enters Clearline LIMS. This page covers the registration form, required fields, batch registration, and what happens after you save.

All samples are registered under a Client. To register a sample:

  1. Go to Clients in the left sidebar.
  2. Click on the client you're registering the sample for.
  3. Click the Samples tab on the client page.
  4. Click the Add button.

The sample registration form opens.

Can't find your client?

Use Spotlight Search (Ctrl+Space) and type the client name to jump directly to their page.

Registering Multiple Samples at Once​

The count selector next to the Add button lets you register multiple samples in a single form submission. Each column in the form represents one sample.

Important: Set the count before clicking Add. Changing the count after the form is open will reload the form and clear any entered values.

For example, to register 5 water samples in one step:

  1. Set the count selector to 5.
  2. Click Add.
  3. Fill in each column — shared fields can be set in the first column and copied across.
  4. Click Save.

All 5 samples are created simultaneously with sequential IDs.

Required Fields​

FieldDescription
ContactThe client contact person for this sample. Must be a contact already associated with the client.
Date SampledWhen the sample was collected. Use the date picker; click now to auto-fill the current date and time.
Sample TypeThe classification of the sample (e.g., Water, Soil, Blood). Determines the sample ID prefix.
Lab AnalysesThe individual tests to be performed on this sample. Select one or more from the available list.

All four fields must be filled before you can save.

Customizing the Registration Form​

The registration form shows a default set of fields. You can show, hide, and reorder fields to match your lab's workflow:

  1. Click Manage Form Fields in the upper-left corner of the registration form.
  2. Toggle fields on or off, or drag to reorder.
  3. Your preferences are saved for future registrations.

Common optional fields include: Priority, Client Sample ID (your internal reference number), Sampling Point, Date Received, and Notes.

Understanding the Sample ID​

Clearline LIMS generates a unique Sample ID automatically when you save. The format is:

[Sample Type Prefix]-[Sequential Number]

For example, a Water sample might get the ID H2O-0001. The next water sample would be H2O-0002.

The prefix is set per sample type and is configured by the CTM team. Contact support@clearlinelims.com if you need a new sample type or want to update a prefix.

After Registration: Sample Due Status​

Newly registered samples appear in the listing with status Sample Due. This means:

  • The sample record exists in the system.
  • The physical sample has not yet been received and confirmed in the lab.
  • No analysis work can begin until the sample is received.

This status is useful for labs that pre-register and label samples before collection — the paperwork is done in advance.

When the physical sample arrives, see Sample Workflow — Receive the Sample for next steps.

Tips for Efficient Registration​

  • Use Analysis Profiles — Instead of selecting analyses one by one, use a pre-built profile that loads a standard test set in one click. See Analysis Profiles & Templates.
  • Use Analysis Templates — Templates pre-fill the sample type and profile together, making registration for common sample types a few clicks.
  • Copy an existing sample — From the Samples listing, select a published or existing sample and click Copy to New. The new sample pre-fills with the same sample type, analyses, and contact — useful for recurring samples from the same client.
  • Batch by sample type — When registering a large batch, group samples by type so you can fill shared fields once.