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This video guide is an example of how to create and use the Batch Update feature in Freezerworks Unlimited.
Batch Update Introduction – 00:00
Hello, and welcome to our class on Batch Update Freezerworks Unlimited. In this lesson, we will learn how to update existing records using batch processes. If you have batches of samples and aliquots that need updating, Freezerworks Unlimited gives you the tools to quickly search these records and make the changes and corrections. We're going to learn how to Batch Update sample header data. Those are the fields that belong to the sample record. As well as updating the fields that belong to the aliquot records. We’ll also learn how you can assign positions to existing aliquots using Batch Update. You may have a lot of samples with aliquots that have been entered into Freezerworks but have not been given freezer locations yet. You can use Batch Update to do this. I'll also show you how you can batch enter or update transaction records from these aliquots. We're also going to show you how you can add aliquots to existing sample records using Batch Update, and even how to move those aliquots. If you have aliquots with freezer locations and you're moving them to a new location, learn how to use Batch Update to move those aliquots to new locations.
Batch Update Samples – 01:17
So, let's get it started with example one. In example one we're going to batch samples. We have a batch of samples from Protocol 2500. These Patient IDs we have enrolled into the wrong clinic. They are supposed to be in St. Luke’s, but they're enrolled into the Mayo Clinic. Let's update these records using Batch Update. So, here at Freezerworks Unlimited, let's go ahead and select those samples and make the Batch Update. We’ll first locate those samples by going to Simple Search and let's look for all the samples that have the Protocol of 2500. Select protocol equal to 2500, select OK, now we have 30 samples come up that are that have the protocol 2500. What we want to do is select those samples that meet our criteria (that we want to fix). Let's go ahead and replace the sort for Patient ID. We have all the Patient IDs here that we want to fix. Those are these six here, then this one, and this one. So, let's select those. What we can do is we can select a group of these six here by selecting the first one, hold down the shift key, and then click and we click this group and this group has been selected. Now, we also want to cherry-pick 1003, so we hit <Ctrl> and then click. That keeps our selection and it allows us to add to it. So, 1003 – <Ctrl> click, 1005 – <Ctrl> click, and 1008 – <Ctrl> click. The other thing we can do is we can click on these boxes to get those eight, but here's our eight that we want to update (change the hospital to). Now, it's important that before we select Batch Update, we need to create a subset of the group that we want because it's every record here (all 30 records) are going to get updated. Not just the ones that we select. So, we need to select Subset first, and that selects the nine samples that we want to update. From here, we go to Sample Management – Batch Update. We're going to update the sample records. Now, a warning here, as we said earlier, that all samples in your selection will be updated, including those not highlighted or checked. So it doesn't matter, for example, if I check these three and think okay, I just want to update these three, a simple mistake that's made is that we think that if we go to Batch Update Samples, that only those three will be updated. But no, it's all the samples in our selection will be updated, including those not highlighted or checked. So, it still says here that we're going to update nine sample records. Be sure that you know this when you do Batch Update. Again, it doesn't matter it’s these three that you selected; all nine are going to be updated. Let's Continue, and let's make our change. When we Continue we come to this screen, and this is the Entry Screen that we are using, our Default Entry Screen. We find the field we want to enter and that would be, in this situation, Hospital. So, let's go ahead and select Hospital. Currently, the Hospital says St. Luke's. We want to change it to Mayo Clinic. Let's go ahead and select Mayo Clinic. We're going to Batch Update these nine sample records and make the hospital Mayo Clinic. Okay, another thing we'll do, as long as we're here, is let's change the Storage Time. Let's give it an entry of 13:30 for our Storage Time. Let's select Update and we're going to see here that we're going to update Storage Time and Hospital. We select OK. Batch Update takes place and now we can see that for all nine of our records we should have a Hospital as Mayo Clinic and Storage Time of 13:30.
Batch Update Notes – 06:08
Now, another feature in Batch Update is the ability to Batch Update notes. To do that, we'll go ahead and update the notes as well for these nine records. So, with these nine records selected, let's go back to Batch Update – Update Samples. Update our nine sample records. Let's go to the Notes field here, and we can do one of two things. We can Append to Existing Notes or Replace Existing Notes all together. Let's go ahead and we'll append. There's nothing here so it doesn't matter which one we select. Let's say that these samples came from the Mayo Clinic and not St. Luke's, so that we have a note here informing people that’s why we made this change. We can also time, date, and put our login name here as well. I'll be selecting date and name. Update these records (we’re updating notes), and now we're back in here. Now, if we double-click, we can go to the notes and see that the notes are here now. So, if we make future changes, we can append changes to those notes or replace those notes all together.
Generating new values for Auto-generated numbers – 07:40
Now, another option that we have is the ability to generate new values for any numbers that are auto-generated by Freezerworks, for example, the Sample ID. We have some Sample ID numbers here. Let's say that we wanted to create new numbers for these. What we would do with these selected is go to Batch Update – Update Samples. Again, our nine sample records are selected. If any field here is an auto-generated number like Sample ID is in this data file, then the Gen New Valves (generate new values) will be displayed here. That means do we want to generate new values for sample ID, and if we do we select this and then we can overwrite those current values with new values. Let me show you how that is done. Let's update these. Before we do, let's go back and see that we have 05-10023, 05-10029, this one doesn't have a value yet. Let's go ahead and update these. Turn on Gen New Values and update, and again, this is an auto-generated number in User Defined Fields in Freezerworks. So now we see that every record has been generated a new number. We now have new numbers here. It's important also to note that in the Audit Trail, all these fields that are changed and updated are tracked as well. You can always go back and see who did these changes, at what time, what date, what the old value was and what do new value is. This is very important as well.
Clearing Values using Batch Update – 09:40
Now, let's say that we actually made another mistake and Mayo Clinic is not the hospital that these samples came from. We're not sure at this point where they came from, we know they came in, but we know they're not from the Mayo Clinic. Let's do another Batch Update in which we clear the Hospital field for these nine records. Back to Sample Management – Update Samples, nine sample records, Continue. What we do if we want to clear the Hospital field is go to Clear Fields and select the field we want to clear. We hit Append or double-click and the fields that we select that are listed here, are the fields that will be cleared when we update. Select Update. We see that we're going to clear Hospital, select OK, and now if we go to the Hospital, we see that these values have been cleared. No longer is there a hospital record. Again, if we go into the Audit Trail, we can see that Hospital was deleted at this time and date by this user using Batch Update.
Appending and Deleting Notes – 10:53
Now, in this situation, we may also want to go back to Update Samples, again with these samples selected, and maybe append to the existing notes that the samples did not come from Mayo Clinic after all. Let's time and Date this and we’ll append those to the existing notes. So we're updating our Notes, and if we go into these records, let's select one here in the middle here this time. If we go to our notes, we’ll see that we have an appended note, “Samples came from Mayo Clinic and not St. Luke's”, wait the “Samples did not come from Mayo Clinic after all”. So, notes have been appended. Suppose these samples came from Children's clinic, let's go ahead with these nine selected again, go to Batch Update, and let's change Hospital to Children. So now we definitely know they came from Children's now. So maybe we want to replace those notes. Those notes make no sense now. Let’s replace those notes with “Samples came from Children's, date, and name” and Update. Update notes, replacing existing notes. The update is complete, and now if we go into these records we will see that the notes have been cleared out and the new one is here. Again, the audit trail will track these changes as well.
Updating Aliquots – 12:55
In our next example let's update some aliquots. So, for example, let's suppose that the samples from Children's Hospital need to have aliquot information updated. The aliquots in these samples are currently set at 2.0 for plasma and serum aliquots, but since these are from Children's Hospital and they come from small children (they were miss entered), the samples are smaller so we only have 1.0 milliliter of each. Let's go ahead and make this change using Update Aliquots. Back at Freezerworks Unlimited, let's find those samples. First thing I want to do is look for all the Aliquots that have a Hospital equal to children's, I have to shorten it put chil@ (the wild card key), and this will give us a search of all aliquots in which hospital is equal to children. I have a list format here called aliquot locations that gives me a lot of information here. We can see here that a number of these have type of no Aliquot Type, I don't know what they are, but what I want to do is I want to switch the Plasma and Serums to an Initial Amount of 1.0 instead of 2.0. We have some pruning we need to do on this one. Let's go ahead and go and narrow the search. We’ll go to View Inventory and let's make a new view of this. Let's narrow this search by going to the Simple Search and let's narrow it by giving us, of these 45 give me all of the Aliquots in which the Aliquot Type is equal to plasma and that is 9, 9 Children's Plasma. So let's go ahead and update these. Let’s go to Sample Management – Update Aliquots. Since these are aliquot records and these are aliquot fields, we will Update Aliquots. We're going to update 9 aliquots. Let's go ahead and change the amount to 1.0 in both cases. The other thing we could do is we could have reduced the amount by 1.0, but let's go ahead and change it here to 1.0. So, we see that the amounts are 1.0. Those were our Plasmas; we also need to do our Serums. Let's close this search, go back to our original search, and let's narrow this search. Actually, let's do a New View again. Keep our original search, and let's narrow this search and select those Aliquots that have an Aliquot Type equal to Serum. OK. So, we select Serum, and here are our 9 aliquots. The amounts are equal to 2.0. We need to make those 1.0, so let's go back to Batch Update – Update Aliquots. Okay, we're about to update 9 aliquots. It says they're here, it should say 9 (not sure why that is but it's a miss enter here that will need to have fixed, maybe in a later update). We're going to update 9 aliquots. Let's continue and again, let's go ahead and change these to 1.0. Now we see that the Serums for these children are also modified to be 1.0. Now, as you can see in this situation, I had a very useful list view for my aliquots. You can create as many list views as you need. Make sure that when you do a Batch Update, it's always good to have a list view that has information you need. If I've used the System Default list view, I would not see the Serums and the Plasmas, so I yet created another list view called aliquot location which gave me a lot more information. I can see the fields I need to see. In Batch Update, it's important to see the fields that you need to see before you do the Batch Update so you know you have the right samples or aliquots selected.
Depleting Amounts in Batch Update – 18:20
Let's say that these three samples here we ran tests on. The current amount is depleted by .3. Let's go ahead and subset this, and we have these three. What we want to do is make an update of these three records. We wish to reduce the amount of the Current Amount by, let's say, 0.3. Update. Now we see that the current amount is 0.7 now. Very useful if you grabbed a bunch of aliquots and you want to make a batch depletion of an amount.