You can update your default field for searching, default list view, default entry form, default label format, default printer, default field in Explore Freezers, and more by going to My Settings > My Preferences > Preferences and setting your User Preferences. Our User Preferences video is a helpful resource for streamlining your day-to-day work in Freezerworks.

The Homepage is the center of Freezerworks and what you see first after you log in. You can add tiles to immediately begin a host of standard inventory-related tasks, such as adding Samples, searching for records, and importing data, without needing to navigate the Freezerworks menu system.

System Administrators can create and assign a template homepage through Configuration > Configure Homepages. End users can have private Homepages as well, which can be customized by clicking the gear in the top right corner of your screen and choosing ‘Create Private Homepage.’

Please consult the User’s Manual, watch our Homepages training video, or contact our support staff if you need more information.

The Field Type option for a user-defined field cannot be changed after the field has been created. It is important to know ahead of time what kind of data you would like to enter into a field. To change the Field Type, you must inactivate the field and create a new one.

1. Open the field and uncheck the Active checkbox
2. Change the display field name to indicate this field is no longer used, and click save.
3. Add your new field with the correct Field Type. Note the SQL field name cannot be the same as the old field.

Before creating fields, please take a moment to review our video on The Freezerworks Hierarchy.

Samples are a sort of umbrella record that will link together one or more Aliquots, while Aliquots are your actual physical items, often taking the form of vials, slides, tubes, wells, blocks, cassettes, etc. In Freezerworks, an aliquot is always the thing that holds a position in the Freezer.

Samples can take many forms depending on how you want to track your inventory. For example, a Sample with multiple Whole Blood aliquots could represent a single draw at one visit. Samples can also represent the visit itself and could have multiple different aliquot types (blood, urine, saliva) all under the same Sample record.

Keep in mind that all information tracked on the Sample level will be true for the Aliquots below it. Any information tracked on the Aliquot level is true for that Aliquot and can vary between aliquots.

Common Patient Level Fields: Patient ID, DOB, Sex, Ancestry, Name

Common Sample Level Fields: Collection Date, Collection Site, Study, Timepoint

Common Aliquot Level Fields: Barcode, Aliquot Type, Storage Date, Number of Thaws, Current Amount

Please discuss your workflow with a support representative to determine which hierarchy structure is best for you.

Before choosing a field type, ensure you have selected the correct table per the instructions under the FAQ “Should I choose Patients, Samples, or Aliquots for my fields?”

Text fields are best when typing in data that vary from record to record, such as a Patient’s MRN, a Patient’s Name, or a Sample’s Collection ID.

Choice List fields are best when choosing data from a pre-determined list, like a Sample Type, Aliquot Type, Study, Collection Site, etc. Most choice lists are going to be Single-Select. Multi-Select is for fields such as Diagnosis or Abnormalities; a patient may be diagnosed with Cancer AND Diabetes, so a single-select dropdown would not work.

Numeric fields are for tracking numeric values such as Current Amount or Number of Thaws. These values open up mathematic automation options, such as ‘Remove 0.5 from the Current Amount of these ten vials.’

Time fields are for tracking times, and by default, track hour, minute, and second. You can change the time format from HH:MM:SS to HH:MM or HH:MM AM/PM in your System Properties.

More complex fields such as Summary Data, Calculated Fields, and Auto-Incrementing Fields are available for Ascent, Summit, and Pinnacle customers. Please contact support for more information on the use of these field types.

Every group is different, so it is best to consult with a support technician on the best implementation path for your group. New purchases of Freezerworks come with one year of the Customer Care Program, which includes implementation assistance.

If you have inherited Freezerworks, check with support via Request Support to see if your Customer Care Program is current.

Yes, Freezerworks includes several pre-defined reports as well as the option to create User Defined Reports. Configure User Defined Reports to display any data you have stored in Freezerworks.

Please consult the User’s Manual, watch our Reports video series, or contact our support staff for more information.