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NOTE: the purpose of building a query is to obtain an exportable list of your container names, which will then have to be pasted into the container shipment in step (3)

Video guide:

Steps:

1. Access “queries” from your left-hand menu.

2. Click to ‘create’ new query.

   1. Select needed the collection protocol in which the specimens are stored that will be shipped to CTRC.

   2. Select specimen Specimen section > type in ‘container name’ > select the '‘container name' under ‘container details’. (Note that there are multiple subsections where you can find Container Name, so ensure you select the one under 'Container Details’.)

      1. Click operator ‘ALL’.

      2. Select to ‘parameterize’.

   3. Click ‘Add’.

      

3. Add any other filters that will help you to limit the number of boxes that you might want to display, such as ‘Specimen Type’.

4. Click ‘View Records’

   

   Filter / select the desired box names from the left hand filer menu

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5. Click ‘Actions’ > ‘Columns’

   

   1. De-select any unwanted fieldsSelect . At a minimum, include ‘Specimen Labels’ and ‘Container Details’ > ‘Container Name’

      We also suggest including ‘Freezer’

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   2. In the ‘Aggregates’ step, click ‘Count’ under Aggregate Functions, Choose to count ‘Specimen Labels’ by clicking on the ‘0' to the right (it will become a '1’).

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   3. Click ‘Done'

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6. This will display all containers that meet any criteria that you described.

7. Save Query by clicking ‘Actions’ > ‘Save’ > title your query accordingly

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8. Copy your ‘container names’ from the filer menu, to be used in step (3) below when noted!

   1. Paste values for safekeeping if needed

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1. .

2. View Records will display all of your Containers with the count of the number of specimens in each box.

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3. Select the boxes to be shipped using the Container Name filter and then choose ‘Export’ from the Actions button to produce a .csv file of the container names.

4. Proceed to Step 3 below to create your shipment!

1. Navigate to ‘Shipments’ using the hamburger menu on the OpenSpecimen homepage.

2. Choose ‘Containers’ from the ‘Create’ button.

   

3. Complete the required fields:

   1. Name, will auto populate

   2. Sending Site = (Site name for the applicable freezer)

      1. If you’re unsure of the freezer’s name, navigate to your container menu to verify

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      2. You will find the Site name associated with the freezers where your samples are stored. This is the ‘Sending Site’.

   3. Receiving Institute = ‘University of Utah Health’

   4. Receiving Site = 'Cellular Translational Research Core'

   5. Notify Users = your CTRC contact

      1. NOTE: while this field is not marked as ‘required’, if you do not input the appropriate notifying user, the CTRC will be unaware of your shipment!

         

4. Click ‘Next’

   1. Paste/Input container names copied/exported from step 2 Click ‘Add’ and click ‘Add’.

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   2. After clicking ‘Add’ the confirmation of shipments will appear for review. Confirm accuracy!

   3. Click ‘Ship’ to finalize shipment

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5. The shipment record is created! Proceed with sending the samples to the new location. The individuals specified in ‘Notify Users’ will receive an email with this information and they can then access and receive your containers when they arrive at the new location.

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