Support FAQs

Below you’ll find a list of the most common questions we hear from our clients, and their solutions. Click a category and select your question from the sub-categories.

Configuring Freezerworks

(Freezerworks Unlimited versions 5.0.08 and later)

The Field Type option for a user-defined field cannot be changed after the field has been saved. It is important to know ahead of time what kind of data you would like to enter into a field. In order to change the Field Type you must delete the field and create a new one. There are two ways to go about this:

If you have NOT used the field to enter any data- You can simply highlight the field and select the Delete button. If you have any questions about whether or not a field has data stored in it, contact our Support department for assistance.

  1. If you have entered data into the field- You will more than likely want to move that data into another field before deleting it (otherwise all of the data will be lost). You can accomplish this by using the import and export functions within Freezerworks. Export the information out of the original field along with a unique identifier and import it back into the newly created field (using the unique identifier to match up the data with the correct records).

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Connectivity/Integration

Server software is much more robust than standalone software. There are protections built into the underlying engine that allow simultaneous access to the data file, ensuring that all data changes are written correctly. More importantly, the server software gracefully responds to disconnections from the client. This ensures that if a workstation temporarily loses its connection to the server, the data file remains open and is saved without corruption when the server software properly shuts down.

When running the standalone software over a network, a temporary loss of that connection will close the software without properly saving data. This can result in corruption of the data file.

Freezerworks offers the following tools for integration with other programs/databases. For more information, see http://www.freezerworks.com/index.php/web-services-integration

Integration Reference Chart

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Customizing Freezerworks

Yes. Customization of Freezerworks can be an affordable alternative to a totally custom built application.

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Importing Data

There are a few different reasons this error message would be given. Make sure:

  • The fields in your import format are correct, and that they are in the correct order.
  • The number of characters you are trying to import into a field is not more than the maximum number of characters allowed in that field.
  • You have the proper Record and Field delimiters selected in your Import Format.

The following are the most common delimiter settings. You may need to adjust the settings based on the source of your data file.

Mac OS: Field delimiter=Tab, Record delimiter=Return.

Windows OS: Field delimiter=Comma (except when there are commas in the data, then use Tab), Record delimiter=ReturnNew Line.

For best importing results, save the file in the operating system running Freezerworks. For example, if you create an import file using Excel in Macintosh, and want to import it into Freezerworks running in Windows, open and save it in your copy of Excel in Windows. Save it as a text file (with a CSV or TXT extension).

To save Excel spreadsheets as Tab delimited while using Mac OS select “Windows Formatted Text (.txt)” not “Tab Delimited Text (.txt)”. The import may not work properly if the file is saved as “Tab Delimited Text (.txt)”.

Freezerworks will require a unique identifier to be included in the import in order to select which aliquots are to be updated. Freezerworks will accept:

  • The Unique Aliquot ID (system generated unique number for each aliquot)
  • A unique User Defined Field (must have the unique property selected)
  • Aliquot Number combined with a unique sample level field.

Select the appropriate Modify option at the Import Type page (e.g., “Aliquots”, “Samples with Aliquots”). At the Fields page, indicate your unique aliquot identifier field at the Select the field(s) used to uniquely identify each aliquot box.

Verify that you have configured a default printer. Freezerworks will close if it cannot locate a default printer for printing error reports.

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Networking

In most cases, this error indicates that Freezerworks Server is not running. Check the server to see if Freezerworks Server application or service is running.

If the client is being used for the first time you may need to specify the IP Address and port number for the Freezerworks Server.

Close the client application.
Double-click the client icon and hold the ALT key.
Switch to the Custom tab on the resulting window.

-Database Name-Anything can be entered here. This is simply a label for the connection.

-Network Address-Enter the IP Address of the server followed by a colon and the port number for Freezerworks. The default port number is 19813 (xxx.xxx.xxx:19813).

Freezerworks 2017 server must be installed on Windows, but Freezerworks clients can be installed on either Windows or Macintosh. A client workstation just needs to be able to “see” the server using a network protocol.

Yes, a desktop computer can be used as a server. However, it must be used strictly as a server, and not as a workstation, as that will very likely slow down program access unacceptably.

Freezerworks Basic and Freezerworks Unlimited Server broadcast from Port 19813. This port must be open in firewalls so that users may connect via the Freezerworks Client software.

Freezerworks Unlimited Version 5.0.01 and later also uses ports 19812 and 19814.

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Quality Assurance

Freezerworks and Freezerworks Unlimited have the following features that will ensure compliance when used properly:

  1. A login and password system that forces users to enter a name and valid password to continue.
  2. An audit trail that is read only and cannot be accessed, entered, or manipulated by any user. For every data entry field that is modified a record is created that stores the name of the user making the change, the field, the previous field entry, the new field entry, and the time and date the entry was changed. Any tampering of the data, accidental or deliberate, is monitored by the system’s automatic and fully secured audit trail, indicating who made a change and when.

Freezerworks is written and tested in according to FDA regulations and guidance documents, including GMP Quality System Regulation (21 CFR Part 820), Electronic Records – Scope and Application (21 CFR Part 11), and General Principles of Software Validation (FDA Final Guidance for Industry). Click here for ore information.

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Reports

Freezerworks Unlimited and Freezerworks Basic both include several pre-defined reports as well as the option to create User Defined Reports. The User Defined Reports can be configured to your specific needs and can include any of the data you have stored in Freezerworks. For more information consult the User’s Manual, watch our training videos on reports, or contact our support staff.

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Release Notes

You can read our release notes on our Release Notes page.

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Scanners

It beeps as if it will, but does not enter anything into

Turn off the computer. Reattach the scanner and try again. If the scanner is still not working, consult the Quick Start Guide that shipped with the scanner. There will be a barcode that can be scanned to reset default settings.

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Tech Tip Archive

Perform small, practice imports before importing hundreds of records.

When you are perfecting an import file using Excel to work with an import format, be sure you save the file. If you change an Excel file, but don’t save it, the unsaved file will be the one that is imported.

When testing an import file, copy a small portion of it (a few rows) to a new file. The test file will import faster, and you will be able to locate problems faster than if you import the entire file.

As you are testing a format, don’t use “Add to List” for importing fields with drop down lists until you are certain the import format is importing that field properly. Otherwise, you may end up with a lot of bad entries in your library for that field that you will have to delete, one at a time.

The import file must be in a text format (comma or tab delimited); it cannot be an application-specific file. For example, do not import files in the traditional Excel “.xls” format. Select File-Save As, and choose “.csv” (comma delimited) or “.txt” (tab delimited) from the “Save as type” dropdown prior to importing. Choose “.txt” when importing data that already contains commas, such as a notes field containing text or a field such as “Last Name, First Name”.

All fields in the import file must also exist in Freezerworks prior to import.

Field lengths in the import file must be less than or equal to the destination field in Freezerworks.

Field types must match the destination field (alphanumeric (e.g., a b c & @ # + ) data will not import into a numeric field).

Numbers imported into the Internal Bar Code ID field must be unique.

Date and time formats must be taken into account. Your import file may contain dates and times that are formatted differently from the computer’s system date and time. Indicate these formats on the Properties tab of the Import format. Freezerworks will convert the dates and/or times into the system format.

Note: The import file cannot contain multiple date and/or time formats. Convert all dates and times to one format before importing.

When scanning barcodes to enter data in Freezerworks, have you ever noticed strange or extraneous characters such as “=”, “|”, or “¨”?  Do you ever have difficulties searching for data that was scanned into Freezerworks?  These issues may be related to barcode formats such as ISBT or Codabar that contain control or start/stop characters, or may result from the scanner itself inserting a or other character after the scanned barcode.

To search for scanned data:

In any search dialog, use the “contains” comparison rather than “is equal to”.

For example, if a Codabar barcode such as D1234567 was scanned into Freezerworks but you were not aware that the “D” existed, then searching for “Barcode is equal to 1234567” would not produce any results.  Instead, use “Barcode contains 1234567” to locate the record.

Similarly, a or other character may not even be visible after scanning a barcode.  If you scanned such a barcode into Notepad, you might notice 12345¨, but you would never see the “¨” in Freezerworks.  Again, search the field using “contains 12345” to locate this record.

To parse scanned data in Freezerworks Unlimited:

Create a Calculated Field that will parse out the unwanted characters.

Create a User Defined Field to accept the scanned barcode (i.e., ISBT Barcode scans in as =W123456789012).
Create another User Defined Field and enable the “Calculated Field” property (i.e., ISBT Parsed should display 123456789012).
In the User Defined Field for ISBT Parsed, switch to the Calculated Fields tab to define how the data should be parsed.

  1. Double-click “Parse” in the Operators column.
  2. Select “ISBT Barcode” from the Field list.
  3. Enter Starting Position as “3” and Number of   Characters as “12”. This will remove the first two characters from the scanned ISBT Barcode.
  4. Place both the ISBT Barcode and ISBT Parsed fields onto your Samples Entry format.
  5. Scan the ISBT Barcode into the ISBT Barcode field, and when you leave the field, ISBT Parsed removes the first two characters.

To parse data while scanning:

Some scanners can be programmed to remove unwanted characters when scanning a barcode.  This involves locating a Programmer’s Guide for the specific scanner model, and programming a rule.  The rule will parse the unwanted characters during the scan, and then only the wanted characters would appear in Freezerworks.  Dataworks has some experience doing this with the Symbol scanners.  Be sure your institution’s QA procedures allow for adjusting your scanner in this manner.

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