Shipping Containers (Boxes) to CTRC

Initial Considerations:

If specimens are shipped, they remain active in your protocol, but 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 box names to be shipped to CTRC, view below:

How to query your container box names

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:

query for container name.mp4

Steps:

Access “queries” from your left-hand menu
Click to ‘create’ new query
1. Select needed collection protocol
2. Select specimen > type in ‘container name’ > select the 'container name' under ‘container details’
  1. Click operator ‘ALL’
  2. Select to ‘parameterize’
3. Click ‘Add’
Click ‘View Records’
Filter / select the desired box names from the left hand filer menu
Click ‘Actions’ > ‘Columns’
1. De-select any unwanted fields
2. Select ‘Container Details’ > ‘Container Name’
  1. We also suggest including ‘Freezer’
3. 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!
1. Paste values for safekeeping if needed

Screen Shot 2024-03-05 at 12.18.02 PM.png

Proceed to Step 3 below to create your shipment!

(3) Create your shipment, view below:

How to create a shipment, click here to view!

Navigate to ‘Shipments’ using the hamburger menu on the OpenSpecimen homepage.
Choose ‘Containers’ from the ‘Create’ button.
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
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!
Click ‘Next’
1. Paste/Input box container names copied/exported from step 2
2. Click ‘Add’
3. After clicking ‘Add’ the confirmation of shipments will appear for review. Confirm accuracy!
4. 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.