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Sample Workflow

Every sample in Clearline LIMS moves through a defined sequence of states. This page covers the complete lifecycle — what each state means, who acts on it, and how to move a sample forward.

Workflow Overview​

flowchart LR
    A([Sample Due]) --> B([Received])
    B --> C([To be Verified])
    C --> D([Verified])
    D --> E([Published])

    A -->|Cancelled| F([Cancelled])
    B -->|Rejected| G([Rejected])
    B -->|Cancelled| F
    C -->|Retract| B

    style E fill:#22c55e,color:#fff
    style F fill:#6b7280,color:#fff
    style G fill:#ef4444,color:#fff
StatusMeaning
Sample DueSample registered; physical sample not yet received
ReceivedPhysical sample confirmed and accepted in the lab
To be VerifiedAll results submitted; awaiting quality review
VerifiedResults reviewed and approved by a Lab Manager
PublishedResult report generated and released
CancelledSample cancelled before or after receipt
RejectedSample rejected on receipt (unsuitable condition)

Step 1: Register the Sample​

Before a sample enters the workflow, it must be registered. See Registering Samples for the full process.

Once saved, the sample appears in the listing with status Sample Due. This means the physical sample has been pre-registered but has not yet arrived in the lab.

tip

Sample Due is useful for labs that label and register samples before collection. The sample record exists in the system before the physical sample is in hand.

Step 2: Receive the Sample​

Who does this: Lab Clerk (or any user with receive permissions)

When the physical sample arrives and is confirmed suitable for analysis:

  1. Navigate to the Samples listing.
  2. Select the sample by checking its checkbox.
  3. Click Receive at the bottom of the page.

The sample transitions to Received status.

Auto-Receive

If your lab collects and analyzes its own samples, you can skip the manual receive step entirely. Contact support@clearlinelims.com to enable Auto-Receive for your lab — new samples will automatically move to Received on registration.

Rejecting a Sample on Receipt​

If the physical sample is unsuitable (wrong container, compromised integrity, insufficient volume), select it and click Reject instead. The sample moves to Rejected status and is removed from the active workflow. A rejection reason can be logged for audit purposes.

Step 3: Submit Results​

Who does this: Lab Analyst

  1. Open the received sample by clicking its Sample ID in the listing.
  2. The sample detail page shows a table of all assigned analyses.
  3. Enter result values for each analysis.
  4. Click Submit.

The sample transitions to To be Verified status.

Save vs Submit

Clicking Save stores your result entries without advancing the workflow. The system performs server-side recalculations and out-of-range checks on save, so you can review warnings before submitting. Use Save to preserve work in progress; use Submit when results are ready for review.

If a result falls outside the configured specification range, it will be flagged with a warning indicator. See Result Specifications for details.

Step 4: Verify Results​

Who does this: Lab Manager or any user with the Verifier role

Verification is the final quality check before results are released to the client.

  1. Open the sample (status: To be Verified).
  2. Review the submitted results.
  3. Click Verify.

The sample transitions to Verified status.

Verification is final

Once an analysis is verified, it cannot be edited or reversed without invalidating the entire sample. If an error is found after verification, contact your lab supervisor — the sample may need to be invalidated and reanalyzed.

Retracting to Received​

If results need to be corrected before verification, a Lab Manager can retract the sample back to Received status using the Retract action. This allows analysts to re-enter results.

Step 5: Publish Results​

Who does this: Lab Manager or any user with publish permissions

  1. From the Samples listing, select the verified sample.
  2. Click Publish.
  3. The Clearline LIMS report preview opens, showing the result report in your lab's configured template.
  4. Review the report. To generate the PDF and mark the sample published, click Publish in the report toolbar.
  5. To send the report by email to the client contact, click Email instead — this generates the PDF and opens the email composition form in one step.

The sample transitions to Published status — the final state in the standard workflow.

Report Templates

Report templates are configured by the CTM team to match your lab's branding and format requirements. To request changes or a new template, contact support@clearlinelims.com.

Cancelling a Sample​

A sample can be cancelled at any point before publication using the Cancel action from the Samples listing. Cancelled samples are retained in the system for audit purposes but are excluded from active work queues.

Next Steps​