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Sample-level Inventory

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Charlie Weatherall

Sample-level Inventory is fully integrated into your CDD Vault. To activate it, contact support@collaborativedrug.com. Your Vault Administrator will need to configure your Vault to add fields at both the Sample-level and the Inventory Event level.

Building on our Parent Entity to Batch hierarchy, you can now track Samples, including full inventory and location details.

HierarchyScheme.png

Once the Vault Administrator configures the Sample-level Inventory fields, a new tab is available for viewing/editing/creating Samples and Sample Events such as debit, credit or change in location.

 

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Available actions here include:

  • Creating a new Sample
  • Depleting a Sample
  • Editing a Sample
  • Creating a new Sample Event

Expanding an existing Sample panel will show the Events that have been posted for the Sample. 

SampleEvents.PNG

 

In addition to manually creating new Samples and new Events using this new Samples tab, Samples and Events can be created in bulk via the Import Data tab.

 

This new Sample:

ANewSampleBulkImported.PNG

 

… was created by importing this file:

ExampleBulkImportFile.PNG

A single sample can also be created when we register a new entity by selecting the box "Create a New Sample" at the bottom of the page.

 

Bulk Import of Samples - Two-Step Process

The bulk import of samples involves a structured two-step process to ensure that new entities are properly registered before their associated sample records are updated. Here’s how it works:

Step 1: Registering New Entities & Batches

  • To introduce new entities (e.g., Small Molecules or Macro Molecules) and their corresponding batches into the system.
  • Process:
    1. Upload Entity Data – Import a dataset containing new molecules or other entities.
    2. Assign Unique Identifiers – Each molecule and batch would be assigned a Molecule-Batch ID by CDD Vault. Or if you have other external unique identifier, please add it to the import file at this stage.
    3. System Validation & Registration – The system verifies and registers these new entries in the database.

Step 2: Updating Registered Entities with Sample Records

  • To link sample-specific data (e.g., Sample ID, Amount, Units, Expiry Date, Storage conditions etc) to already registered entities.
  • Process:
    1. Reference Unique Identifiers – Each sample record must reference either to CDD's unique Molecule-Batch ID (or external unique identifier which you used earlier).
    2. Bulk Import of Sample Data – The system matches sample records to their corresponding registered entities based on these unique identifiers.
    3. Validation & Error Handling – CDD will check for inconsistencies, such as missing identifiers or unregistered molecules, before finalizing the update.

Key Consideration

  • Unique Identifiers Are Essential – The Molecule-Batch ID serves as the primary key to ensure accurate mapping of sample records to registered entities.

Sample IDs at CDD Vault

The Sample ID plays a crucial role in identifying and managing sample records. The Sample ID can be assigned in two ways:

1. User-Provided Sample ID

  • Users have the flexibility to provide their own custom Sample IDs, which can be:
    • Alphanumeric values (e.g., vial1, vial2).
    • Barcodes (for integration with inventory tracking systems).

2. CDD-Generated Sample ID

  • If users do not provide a Sample ID, the Vault Administrator can set up the system to automatically generate a unique identifier.
  • The autogenerated Sample identifier may follow a structured format, such as:
    • Auto000001, Auto000002 (sequential numbering) resulting into Entity identifier to be Molecule0000123-BATCH001-SAMPLE000001

Key Considerations:

The same Sample ID can be assigned to different molecules if required. Or, Sample ID can marked as unique for each sample, avoiding conflicts. If it is marked as unique then system will handle duplicate Sample IDs across different molecules while maintaining distinct entity records.

Sample inventory summary information

A summary of sample inventory information can be shown in a search report table on the Explore Data tab to quickly see a snapshot of the remaining samples and total amounts. Summaries are available at the molecule and batch levels. To display the field, click “Customize your report” and select “Inventory Summary” from the list of Molecule and Batch Fields. The count displays as a link to the Inventory tab where the specific list of samples are displayed. 

Image shows a inventory link within the search table