Initial Considerations:
When creating a ‘CONTAINER’ shipment, all specimens hosted within said container(s) will be shipped.
When containers are shipped, all specimens within the container remain active in your protocol, however they can be transferred to other freezers at a different location, such as the CTRC Biorepository.
Instructions:
(1) CTRC must be added as a ‘site’ within your specific collection protocol
The ‘Administrator’ user role can perform this in your CP, otherwise request this action be performed by submitting a https://utahctsi.atlassian.net/servicedesk/customer/portal/4/group/39/create/74
(2) Create a query identifying the container names to be shipped to CTRC, view below:
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:
Access “queries” from your left-hand menu
Click to ‘create’ new query
Select needed collection protocol
Select specimen > type in ‘container name’ > select the 'container name' under ‘container details’
Click operator ‘ALL’
Select to ‘parameterize’
Click ‘Add’
Click ‘View Records’
Filter / select the desired box names from the left hand filer menu
Click ‘Actions’ > ‘Columns’
De-select any unwanted fields
Select ‘Container Details’ > ‘Container Name’
We also suggest including ‘Freezer’
Click ‘Done'
Save Query by clicking ‘Actions’ > ‘Save’ > title your query accordingly
Copy your ‘container names’ from the filer menu, to be used in step (3) below when noted!
Paste values for safekeeping if needed
Proceed to Step 3 below to create your shipment!
(3) Create your shipment, view below:
Navigate to ‘Shipments’ using the hamburger menu on the OpenSpecimen homepage.
Choose ‘Containers’ from the ‘Create’ button.
Complete the required fields:
Name, will auto populate
Sending Site = (Site name for the applicable freezer)
If you’re unsure of the freezer’s name, navigate to your container menu to verify
Receiving Institute = ‘University of Utah Health’
Receiving Site = 'Cellular Translational Research Core'
Notify Users = your CTRC contact
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!
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Click ‘Next’
Paste/Input container names copied/exported from step 2
Click ‘Add’
After clicking ‘Add’ the confirmation of shipments will appear for review. Confirm accuracy!
Click ‘Ship’ to finalize shipment
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.
