Enter and Search for Barcodes

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 <TAB> 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 <TAB> 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.

Import Tips

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.

Can we create our own 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.

Does Freezerworks meet GMP standards?

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.

Is Freezerworks FDA Title 21 CFR Part 11 Compliant?

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.

What Port Number does Freezerworks use?

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.