Freezerworks Unlimited 5.1 introduction – 00:00
Hello, this is Rick Michels from Dataworks Development and you’re watching a demonstration of Freezerworks Unlimited 5.1, our very latest version of Freezerworks. The version I’m showing you is the version that has been installed on your Computype laptop. It’s a pre-beta version of Freezerworks 5.1. It’s a demonstration version with a 100 sample records limit, so that’s the only restriction. All the features are available to you to demonstrate to potential clients. This demonstration is to help you get familiar with this demo so you can show this demonstration file, how to log in, and what to look for.
Launching Freezerworks Unlimited 5.1 – 00:50
Let’s go ahead and get started. Now, your version has been installed on your laptop it will be in a folder called FreezerworksUL51, so look for this folder. Then, look for the FreezerworksUL51.exe file, right here. Double-click this file to enter the program. You may also want to go ahead and (if it hasn’t been done for you yet) create a shortcut so you just double-click on this on your laptop desktop. To do that, we would just create a shortcut and then the shortcut can be then moved to your desktop. Just drag it to your desktop. Let’s go ahead and go into the program. We’ll double click here. If you get this message, just hit Run. Double-click on the 51.exe. Now, the first screen you’ll see is a screen to enter your serial number, go ahead and hit cancel at this point. This will turn the program into a demo with the hundred record limit. For username, type admin, password, type admin. Hit OK and you’ll be in.
System Configuration and Setup Guide – 02:15
The first thing you’ll see is a System Configuration and Setup guide. This is a workspace that you can use to see how much of the program has been set up. You can see here that there are modules, freezers, and users set up already. When the user purchases or gets the program, a lot of this will be empty, but we’ve gone ahead and groomed the data file so you can give a good demonstration of some of the power and abilities of Freezerworks. Let’s go ahead and hit Done here, and what I want to show you is the Sample Entry Screen.
Sample Entry Screen – 03:04
Let’s go to View Inventory and I’m going to show you the View All screen. It’s a good place to start on your demonstration. You’ll see here that we have 54 of 54 records displayed, all of our sample records in this database, 54 of them, which means we have 46 more sample records that we can create. I can scroll up and down to see these sample records that I have created. To view a sample record, what I would do is double-click on it, like so. I can go into the entry screen, like so. Here’s a sample record that has been put together. We can take a look at this here. What you’ll see is a number of fields, now these are all fields that are defined by the user, so they may want these fields, they may not want these fields (it’s been designed for a certain user). This screen has been designed to give you an example of the User Defined Fields that you can set up in Freezerworks and the power that they have. Let’s go ahead and close this and add a new sample.
Adding a Sample and User Defined Fields – 04:25
To add a sample at this screen, we can select Add New here, or we can go to Sample Management – Add New Samples here. Let’s go ahead and select Add New and here’s that entry screen. Here, we can enter a brand new sample. Now Freezerworks gives every new sample a unique number, Freezerworks ID, in the database. This is a hard-coded field that the customer may or may not want to use. Also, we’ll have a Globally Unique Sample ID and this is a unique number that will be unique among all versions of Freezerworks out there. It’s an algorithm based on the serial number that the customer enters, so it’s your Globally Unique Number. There won’t be two numbers exactly the same unless two customers have the same serial number. So, we have two hard-coded fields here that can be used for identification.
Now, on top of that, the customer can create his own unique numbers as well, and here’s a couple here that have been created, Participant ID and Participant ID2, just two examples of how Freezerworks can auto increment a number. So, here, we can see that it’s an auto incrementing number, if I hit Save and go to another screen, it’ll be 1000571, so 1000572, 1000573, and so forth. Here, this example, we can see that there’s a prefix so if the user likes to put, for example, a three-character prefix in front of an auto incrementing number, then he can do that as well. I’ll show you how this is done in System Admin – User Defined Fields later. Now the HospID, here’s an example, like in hand-enter or scan in a hospital ID, for example. Facility has a list of facilities that have been entered in as acceptable entries into here. Let’s go ahead and select Children’s Hospital.
Here, we have Investigator and this is in an example of a “Restricted Drop Down based on value selected in the Facilities field”. So, for example, if I select Children’s Hospital, there are three doctors here that I can select from, but if I select the Cancer Center I have two investigators, and so forth. South Clinic, here are the investigators that are part of South Clinic. So what we see here is the ability in Freezerworks to link User Defined Fields together so that you can make data entry both easier and improve quality assurance by making sure that you don’t put an investigator (in this example here) that doesn’t belong to a facility. This can be done in all sorts of ways in Freezerworks. So, let’s go ahead and create an investigator.
Now, we see here a UnitCode, this is in a calculated field. This is put together by taking the first three characters of the Facility, then the first three characters of the Investigator’s name, and then the Participants ID characters 6-9, which is 321 here. So, here is an example how in Freezerworks you can set up a calculated field that will take parts of different fields and create a new field. This is good for creating unique numbers that have some important information integrated into it, as opposed to simply, for example, an ID number that is just a license plate up here. We also can see this over here, this is a Barcode Parse. What I can do here is, let’s say, I’ve barcoded a long number here, when I hit enter, what I can have is this number parsed out. So we can see, the Site Code is the first four characters, Study ID is the next four characters, Subject ID our four characters after that. So if the user has a large barcode that has information embedded in it, based on this, it can be parsed out by Freezerworks as well.
Now, up here, we have an example of a calculated field where we’re going to take a Collection Date and a Storage Date and calculate a Process Days. So, for example, let’s say that the Collection Date is February 14th (this is when we collected the sample). Let’s say that we’ve stored the date on the 22nd. We see that the Process Days is a calculated field that’s based on the Storage Date minus the Collection Date, 9 days. Let’s say that the sample has a Keep days of 62 months. So if this is the case, then when I hit enter, I’ll have a calculated field here called Expiration Date which is the collection date plus 60 days after that. So, I can run a report every day of when this sample needs to be deleted and when it has expired. Now, over here, I have Test Results. Here, I reckon I can say a valid range is between 1.8 and 4.5. So if I put 1.7, I get an error. “Oops”, I made a mistake here. Again, this is done in Freezerworks. Let’s go ahead put 1.8 here. Test Result 2, we can see here that we have we have a calculated field as well. The qualitative result will be based on what we put in here, so if it’s less than 5.9 it’s negative, and if it’s 6 or more it’s going to be positive. So, if I put in a value of 7.5 and hit Tab, the Qaul Result is created as positive. If I make it, say, for example, 3.5, then the Qual Result, a calculated field, becomes negative.
Down here I have Cell Bank. I have two examples here, a Master cell or a Working cell. I can also color-coordinate these so that with “Working” I get a visual clue here. If it’s green it’s a Working cell, if it’s a Master, it’s red. That kind of warns me that I don’t want to delete this aliquot, I want to save this sample because it’s a Master sample and I want to create more cells with it (that kind of thing).
Adding Aliquots – 12:00
Up here we’ve got a lot of data for our samples. Let’s go ahead now and add aliquots to this sample. Hit Add Aliquots here, and up here we can put the number of aliquots, let’s say we’re going to put 4 aliquots. We will select the freezer, let’s put these in Freezer D, and this tells me that I last entered samples at Shelf 1 – Rack 1 – Box 2 – Position 20. Here they are highlighted, so this is where the four aliquots will go, but I can see here that I may want to move it over here because apparently, I’ve deleted 19 aliquots here earlier. So, I can go ahead and backfill. Let’s go ahead and change it over here. Let’s change it to 1. What I’m going to do is change this to Box 2 – Position 1, and let’s update the display. We can see now, I can put the four aliquots here. Let’s go ahead and do that. Let’s also give these aliquots a type. What I’m going to do is create four Plasma aliquots. Plasma is red. I can put a Current Amount, maybe a 3. Time Point is another User Defined Field, that I may or may not want to enter. Let’s go ahead and leave it blank. Let’s save these four aliquots in Freezer D Shelf 1 – Rack 1 – Box 2 – Position 1 here. And my four aliquots are now created. If I hit Cancel, here, I can see my four aliquots. Let’s add four more aliquots to this sample. Let’s say we’ve got some Serum aliquots, so here I’m going to Add New. I stopped at Box 2 – Position 5 before, so we can see our former aliquots. The next four positions are here, so I can go ahead and enter here and keep going this way. If I wanted, I can move these into another Box, maybe I want my Serums in a different box, I can do that as well. Let’s go ahead and put them here though and let’s call these Serum. Let’s give a Current Amount, let’s say these are 2, and save four Serums in Freezer D as well. Let’s say that I’ve got one more sample that I want to put in here, and this might be a DNA sample (we don’t have DNA samples). Let’s go ahead and call this a Cells or a Buffy Coat. Let’s go ahead and do Cells here, and just one aliquot of Cells. Let’s make the Current Amount 1. Let me refresh this screen so that the colors come in the right way. So, we can see here that for this sample, I have stored four Plasma aliquots, four Serum aliquots, and one Cells aliquot. I put them all in Freezer D1a. The first nine positions of my box have been filled. Now, let’s go ahead and save this record.
Audit Trail – 15:22
Another thing we can see here is that as I save and do things, the Audit Trail is working in the background tracking everything I do. It gives me a time and date stamp for samples and for aliquots. That’s very important for regulatory reasons. If I change something here, if for example, change this Test Result to 2.1 and save it. Now, the important thing here is that if someone comes and looks at this they can see that the Test Result was modified by me at this time and date from 1.8 to 2.1, so if there’s a question as to why I did that we know who did it, when I did it, and someone can come to me and say “Hey, I see that you’ve changed this Test Result, why did you do that”. The Audit Trails work in the background keeping track of every change that I make. Let’s go ahead now and close this sample.
Different Sample Entry Screens – 16:45
Now here, I’ve got fifty-five examples here. Now, this was an entry format that I used called UDF Examples, but we have some more in your demo data file. We have other examples of potential ways that a customer might want to create entry screens so that you’d have other examples than the one we looked at. Let’s look at Cell Lines. Now, let’s look at a record using the Cell Line screen. We can see a totally different look here. Different fields on this screen. The locations are on a separate tab. That’s another example of, perhaps, of a cell bank of cell lines. Here’s one of Clinical Data. The first screen looks a lot like the first we had before, but I also have clinical data that maybe I’m importing from my other database or maybe I’ll enter this epidemiological data on the patient (his gender, birth, country, and so forth). Again, any information that I want to create, I can do this in Freezerworks. So there’s a different number of examples that you may want to show your customer of how they can use the program.
Creating User Defined Fields – 18:15
How are these User Defined fields created? Well, they’re done over here in System Admin – User Defined Fields. Here they are and we can see these. Let’s go into ParticipantID2. This was that unique number that’s auto assigned by Freezerworks when I create a sample. It had that prefix of PRE and we started the value is at 321, so it’s going forward one at a time as I create new samples. Another example we saw was the Collection Date. This was a date field. Let’s take a look at a calculated field and that would be Process Days. Remember that Process Days was a calculated field. I created Process Days and I made it a calculated field. I set it up so the Storage Date minus the Collection Date equals the Process Date. It’s just a matter of selecting fields and then selecting the operators, are we adding or subtracting, are we creating parts of it, for example, we had a Barcode Parse. Let me find that one. That was a field that we could scan in and then when we scanned it in, fields like Site Code were calculated fields where we parsed the first character to the fourth character of that number. We knew that the first four characters would be the Site Code, the next four characters maybe was the Study ID, and so forth. Another field I didn’t show, but we’ll go back and look at, is our count fields. Let’s take a look at the count fields that we have here. I’m going to go to Count and I can see we have a couple of these here. One was called CT Serum and CT Plasma. I selected these as Count Fields. As you remember, I created four serum tubes. I may have a lot of serum and may have a lot of plasma, and I might want a field up in the top screen telling me how many I have. So the formatting here of the count field is Aliquot Type is equal to Serum. I’m going to count the number of serums I have and put that in this field. With Plasma, same idea, the Aliquot Type equal to Plasma. I’m going to count the number of plasmas. So as we go back to that entry screen of that sample we’ve created, we can see here we had four plasmas and four serums. Up here, the # of Plasma Tubes is being automatically generated here as well as Serum Tubes. So, if I have lots and lots of aliquots, this is a quick way of counting certain aliquots based on a User Defined Field I select, in this case, Aliquot Type, and adding it up like so. That’s an example of a count field.
Explore Freezers – 21:50
Let’s look at that same information from a freezer viewpoint by going to View Inventory – Explore Freezers. We put it in the Freezer D, section FreezerD1A. We’ll open it up and we can see Box 2 will have the aliquots that we stored. I can double-click and go into that record from here, and I just did. The highlighted aliquot is the one I double-clicked on. So, I have different ways of going and accessing my data. I can also add new aliquots here as well by selecting, for example, three aliquots. Right-click and select New Sample and here are my three aliquots with my entry screen right here. Anytime I want to change the entry screen, I can select an entry format here so that if I go in now I’ve got a different view of entry format. Entry formats are important. Different groups may have different screens and different fields. You can have multiple groups using multiple screens.