Learn how to modify samples during an import and what to do if your import has errors.
Introduction – 00:00
Hi there, welcome to the Freezerworks 2018 learning series, your visual guide to our sample management software. This is the third and final installment of our import series. In the last video, we imported samples and aliquots with freezer box locations and use interactive auto-assign. This time around we are to imagine that we’ve just been sent a spreadsheet with updates for samples in our repository.
Import File – 00:45
Here it is … Looks like we’ll be modifying 10 existing samples in our database, and by the look of the IDs, these are the samples we imported in the last video. Take note of one other thing, there is a time field we’ll need to prep the import file for. It’s in the 24-hour format HH MM SS, so we just need to remember that and set the dropdown properly later. To start though, let’s save the file in the proper type again. File – Save As, and select either .txt or .csv as the file type.
Import Preparation – 01:15
All alright, it saved, let’s return to Freezerworks. Open Inventory Mgmt and select Import Inventory Data. Click Add New. Let’s name this import, Import C. Check on the header record as it’s in the import file. Set the field delimiter to comma or tab, depending on what type you saved the import file as. Alright, remember, we have dates and times in our import file so we need to make sure these dropdowns are set properly. They both appear to match our import file so we can move on to mapping. Click Open File, find your file, and open it. This time around, our import file was spot-on and every field mapped automatically. Aren’t we lucky? Let’s move on to the Import Settings page.
Remember that we’re working with a spreadsheet of existing samples in our database, so we should select Modify. We can ignore most of the options on the right for this specific import, but during modify imports you should always ensure that “What data should be overwritten?” is set appropriately, in case your spreadsheet only includes changes. For the most part, leave it on “Overwrite existing data with new data only”. Now, let’s check our unique fields, and Sample ID is indeed the correct unique field for samples. Well, we don’t have to worry about patients or aliquots since we’re only importing sample data.
Run Import – 02:50
Alright, now we can click Import. Find our file and open it. What’s this? Errors? No need to panic. If you import enough times you’re bound to come across an error or two, and most of the time it’s a very easy fix and you’ll be back to work quickly. You could continue with the errors if the Prevent Import with non-fatal errors box isn’t checked on, but this isn’t really good practice. Instead of that, let’s click View Error Report and see what went wrong. Well, it appears that four samples in my import file were not found in my database. These samples probably just got missed during our last update, as it appears that they do exist. Had we gone through with the import, these rows would have just been skipped, but we can fix the import format so that everything gets imported. Click Close, and then Cancel. Reopen the import format and go to the Import Settings page. Seeing as how some of the samples aren’t in my database yet, I can’t modify them, but I can add them at the same time as modifying the existing ones with the Modify and Add Import Type. As you can see, according to the import details, if the record is not found, it will add a new record. This is exactly what I need, so let’s click Import again. Now, find the file and open it again. Voila, no errors and a completed import.
View Results – 04:28
According to the import report, we created four samples and modified six others. Not stated here, we also cleaned up our database by bringing it up to date with the real world. Click View Records and the samples appear in the list view.
View Previous Imports – 04:42
Quickly now, before we end, open the Reports menu and select View Previous Imports. Every import ever attempted by Freezerworks Users will be recorded here. We can see our two most recent attempts right at the top, the one with errors that we didn’t fall through with and the one that went through without a hitch. As you can see, the one with errors has no date or time completed, indicating that it was canceled. While the other’s record includes the number of samples created and modified. I can even click Show Samples and see which samples were modified and which samples were created, then I can click Load Samples and see them in the list view again.
Conclusion – 05:24
That about does it for our series on the Import tool in Freezerworks. If you have any more questions consult our help guide or contact our dedicated support staff. Thanks as always for watching, and see you next time.