Part 3: Create Users/Create User Defined Fields – 00:00

Next step, create users.  Admin is the superuser and cannot be deleted. He can, however, be renamed. 

User Screen – 00:25

There are three tabs in the Users screen:

1. User
2. Preferences
3. Access Level

Adding a New User – 00:35

Let's add a new user, Joe.  Select the options Joe needs access to.  Joe won't be allowed to delete records.  Let's save Joe and then Cancel.  As you create users, you can place them into Groups who will share their own screens, views, freezers, and formats.  Joe is automatically placed into the Default Group.  Joe will share access to the same screens, views, freezers, and formats as other members of this group.  

Creating User Defined Fields – 02:05

Next step, we’ll create User Defined fields (UDFs).  First, we'll show you how to create a customized auto-generated sample identifier for your lab.  We'll call it Sample ID.  Sample ID will be a 9 digit number with an “H-” prefix.  Since this is a sample level field, we’ll associate it with samples.  Or, your lab can use the automated system generated numbers, Freezerworks ID and Freezerworks Globally Unique ID.  Freezerworks assigns each sample these numbers automatically, we'll talk more about these IDs later.  For our Sample ID, we select Auto Incrementing Number w/Prefix, and place an “H-” for our prefix.  As a 9 character field, the first number assigned to a sample will be H-0000000, then h-0000001, and etc.  Now, let's save this field and add a Sample Date.  Select Date for the Field Type and save.  Next, our Protocol field will include a list of acceptable protocol identifiers.  Let's create a list of protocols our lab is studying, we do this at Define Drop Down List.  Oops, forgot to add a field length, make it eight.  Here are two protocols, 1002 and 9999.  UDFs can have default values.  At the Default Values tab, let's make protocol 1002 our default protocol.  Now, let's add a patient identifier, which we’ll make a six character field, and Clinic, another field with a drop-down list of acceptable entries.  Default values can be based on other UDFs.  Our default Clinic is North, unless protocol is 9999, then make the Clinic Central.  UDFs can belong to sample or aliquot records.  Let's store our types at the aliquot level.  We’ll create an aliquot field called Aliquot Type.  Our types will include plasma, serum, urine, and DNA, and we'll make it a required field.  Tool Tips give the user important data regarding a field when the user hovers over it with the cursor.  With formatting, we can give each UDF value a color; let's do this for each of our aliquot types.