Leave Demo Help jane_smithClinic Laboratory
Help Content








Create Account

1) Open LabLots login page

2) Click ‘Create Account’ button

3) Click 'Update Facility Name' button

4) Type the new facility name under the 'Facility Name' column and click 'Save'.





Find Lot Storage Location

1) From the landing page under the 'Status Report' section, click ‘Reagent Lot Status Analysis’.

2) Drop-down filters for Department, Instrument, Reagent and Reagent Lot are available to allow you to filter down the list below of available reagent names by the filter criteria in the drop-downs. Click ‘Filter’ after selecting desired filter criteria.

3) On the row of the desire Reagent Name, click 'Click for Lots!' option.

4) Filters for the reagent lot status will allow the user to see only active lots, inactive lots, or both plus filter by reagent name.

5) Scroll to find the reagent lot number under the 'Reagent Lot' column to review the reagent lot location.





Record and Review Reagent Lot Issue

1) From the navigation page under the 'System Admin' section, click ‘Fix Reagent Lot Entries’.

2) Drop-down filters for Department, Instrument, Reagent and Reagent Lot are available to allow you to filter down the list below of available reagent names by the filter criteria in the drop-downs. Click ‘Filter’ after selecting desired filter criteria.

3) On the row of the desire Reagent Name, click 'Click to Fix Lots!' option.

4) Filters for the reagent lot status will allow the user to see only active lots, inactive lots, or both plus filter by reagent name.

5) Find the row for the Reagent Lot number, on the right side of the table enter the reagent lot issue in the 'Lot Issue' column.

6) Click 'Save' for that row to save the lot issue documented.

7) From the landing page under the 'Status Report' section, click ‘Reagent Lot Issues Report’.

8) A filter for the Reagent Name is available to focus the report on a particular reagent.

9) Only Reagent Lots with recorded values in the 'Lot Issue' column will populate.

10) The 'Export Table' button is available to export the report to Excel.





Create Account

1) Open LabLots login page

2) Click ‘Create Account’ button

3) Enter your full name under ‘Person Name’, create your ‘Username’, enter your email, enter your password that must be at least 10 characters with at least 1 number and 1 special character, re-enter to confirm password, enter your facility name which must be unique, keep ‘ADMIN’ for user role as the first account creator must be the administrator, click ‘Terms of Service’ for review, Click the ‘X’ to exit Terms of Service, and click ‘Register’.

4) User account landing page will display.





Forgot Password

1) From login page, click ‘Forgot Password’ button.

2) In next page, enter your email under the ‘Account Email:’ field.

3) Click ‘Send Email’.

4) Check your email for an email from ‘Lab Lots Admin’

5) Click into the email and click the link provided to verify your email.

6) A page to reset and confirm your new password will display.

7) Enter your new password and click ‘Save Password’.

8) Login with your new password.





Update Password

1) When logged into your account and on the landing page, click the ‘Account’ option in the top-right bar.

2) Click ‘Update Password’.

3) Enter your new password and confirm the new password.

4) Click ‘Save Password’.





Emailing for Support

1) From the landing page, click the ‘Support’ option on the top-right of the bar.

2) Click ‘Email us for support!’.

3) An email will generate with your preferred email system.

4) Please replace the text in the email with your name on the account, the facility name, and a description of the support needed.

5) Send the email and one of our support staff will assist you.





Adding User to Account

1) From the landing page, click ‘Account’ option on the top-right bar.

2) Click ‘Add New User for Your Account’.

3) Enter the new user's name, username, email, password, and user role.

a. ADMIN - Full account control as the account creator.

b. USER - Limited to workflow without the ability to create or inactivate departments, instruments, new users, and change subscription in additional to other administrator capabilities.

4) Click ‘Create User’.

5) Send account information to user and request they log into their account so they can change their password.





Manage Departments

1) From the left navigation pane, click ‘Manage Departments’.

2) A display of current departments will be on the page.

3) Click ‘Add Department’.

4) Enter the department name.

5) Click ‘Add’ and the new department will display.





Change Department Name

1) From the left navigation pane, click ‘Manage Departments’.

2) A display of current departments will be on the page.

3) Click ‘Change Department Name’.

4) Under the 'Select Department:' drop-down, select the department to rename.

5) Enter the new department name in the 'New Department Name:' text field.

6) Click 'Save New Department Name'.

7) The page will direct back to 'Manage Departments' page with the updated name shown in the 'Departments' table.





Manage Instruments

1) From the left navigation pane, click ‘Manage Instruments’.

2) At the bottom of the page you will see a list of instruments with corresponding departments.

a. The ‘Select a Department’ drop-down will allow you to narrow the list of instruments to a specific department.

b. Select the department from the drop-down and click ‘Filter’.

3) To add a new instrument, click ‘Add Instrument’. The ‘Add Instrument:’ field will display and the ‘Select Department:’ drop-down will display.

4) Please pay close attention to the department to ensure you are adding the instrument to the correct department. Select the department from the drop-down that you want to add the instrument under.

5) Enter the new instrument name in the ‘Add Instrument’ field.

6) Click ‘Add’.

7) The instrument will display with the department under the ‘Departments and Instruments’ list at the bottom of the page.

*If you happen to add a new instrument but selected the wrong department. Click 'Change an Instrument's Associated Department.

Select the correct department from the 'Select Department:' drop-down and the correct instrument from the 'Select Instrument: drop-down.

Click 'Update Instrument Department' to save the corrected assocation.





Fix Instrument Name

1) From the left navigation pane, click ‘Manage Instruments’.

2) A display of current instruments with associated departments will be on the page.

3) Click ‘Change Instrument Name’.

4) Under the 'Select Instrument:' drop-down, select the instrument to rename.

5) Enter the new instrument name in the 'New Instrument Name:' text field.

6) Click 'Save New Instrument Name'.

7) The page will direct back to 'Manage Instruments' page with the updated name shown in the 'Departments and Instruments' table.





Change Instrument's Department

1) From the left navigation pane, click ‘Manage Instruments’.

2) A display of current instruments with associated departments will be on the page.

3) Click ‘Change an Instrument's Associated Department’.

4) Under the 'Select Department:' drop-down, select the desired department.

5) Under the 'Select Instrument:' drop-down, select the desired instrument to associate to the selected department.

6) Click 'Update Instrument Department'.

7) The page will direct back to 'Manage Instruments' page with the updated department association shown in the 'Departments and Instruments' table.





Manage Reagent Types

1) From the the left navigation pane, click ‘Manage Reagents’.

2) At the bottom of the page you will see a list of reagent types with the corresponding instrument including the number of reagents per box.

a. The ‘Select an Instrument’ drop-down will allow you to narrow the list of reagent names to a specific instrument.

b. Select the instrument from the drop-down and click ‘Filter’.

3) To add a new reagent type, add the name of the type of reagent under the ‘Reagent Name:’ field, select the reagent instrument or bench under the ‘Reagent Instrument:’ drop-down, and enter the ‘Reagents per Box’.

4) Click ‘Submit Reagents’.

5) The page will refresh to display the newly entered reagent type.

*If you happen to add a new reagent name but selected the wrong instrument. Click 'Change a Reagent Associated Instrument.

Select the correct instrument from the 'Select Instrument:' drop-down and the correct reagent name from the 'Select Reagent Type:' drop-down.

Click 'Update Reagent Instrument' to save the corrected assocation.





Fix Reagent Name

1) From the left navigation pane, click ‘Manage Reagents’.

2) A display of current reagents with associated instruments will be on the page.

3) Click ‘Change Reagent Name’.

4) Under the 'Select Reagent:' drop-down, select the reagent to rename.

5) Enter the new reagent name in the 'New Reagent Name:' text field.

6) Click 'Save New Reagent Name'.

7) The page will direct back to 'Manage Reagents' page with the updated name shown in the 'Active Instruments and Reagent Types' table.





Change Reagent's Instrument

1) From the left navigation pane, click ‘Manage Reagents’.

2) A display of current reagents with associated instruments will be on the page.

3) Click ‘Change a Reagent's Associated Instrument’.

4) Under the 'Select Instrument:' drop-down, select the desired instrument.

5) Under the 'Select Reagent Type:' drop-down, select the desired reagent type to associate to the selected instrument.

6) Click 'Update Reagent Instrument'.

7) The page will direct back to 'Manage Reagents' page with the updated instrument association shown in the 'Active Instruments and Reagent Types:' table.





Inactivate Instruments

1) From the left navigation pane, click ‘Inactivate Instruments’.

2) Under the ‘Select a Department:’ drop-down, select the associated department for the instrument to be inactivated.

3) Click ‘Filter’.

4) A list will display of the Instruments and the associated department. On the row of the instrument to be inactivated, click ‘Click to Inactivate’.

5) At bottom of the page, a message ‘Instrument was successfully inactivated!’ displays as the page quickly refreshes.





Inactivate Reagent Types

1) From the left navigation pane, click ‘Inactivate Reagent Types’.

2) Under the ‘Select Instrument:’ drop-down, select the associated instrument for the Reagent Type to be inactivated.

3) Click ‘Filter’.

4) A list will display of the Reagent Name of the type and the associated instrument. On the row of the Reagent Name to be inactivated, click ‘Click to Inactivate’.

5) At bottom of the page, a message ‘Reagent inactivated successfully!’ displays as the page quickly refreshes.





Fix Reagent Lot Entries

1) From the left navigation pane, click ‘Fix Reagent Lot Entries’.

2) Drop-down filters for Department, Instrument, and Reagent are available to allow you to filter down the list below of available reagent names by the filter criteria in the drop-downs. Click ‘Filter’ after selecting desired filter criteria.

3) In the displayed list, click the ‘Click to Fix Lots!’ option for the reagent name that you will be fixing data entries for.

4) You are able to change the ‘Reagent Expiration’ date field if entered incorrectly previously, the 'Received Date' for the date the reagent lot was received, the number of boxes received under ‘Received Boxes’, the QC status, change the QC date (don't leave blank), the 'Discard Type' as to whether this lot is discarded by the box or by individual container, or the Active status.

5) Click ‘Save Fix’.

6) You will see the message ‘Changes saved successfully!’.





Fix Reagent Lot Number

1) From the left navigation pane, click ‘Fix Reagent Lot Number’.

2) Drop-down filters for Department, Instrument, and Reagent are available to allow you to filter down the list below of available reagent names by the filter criteria in the drop-downs. Click ‘Filter’ after selecting desired filter criteria.

3) In the displayed list, click the ‘Click to Fix Lots!’ option for the reagent name that you will be fixing data entries for.

4) At the top of the page, the 'Fix Lot Number' can be clicked if the reagent lot number was incorrectly entered previously.

5) Reference the Reagent Name and Current Reagent Lot to find the lot number that is to be changed.

6) Scan or enter the correct reagent lot number in the 'New Reagent Lot' field in the row for the 'Current Reagent Lot' to be changed.

7) Click ‘Save Fix’.

8) You will see the 'Current Reagent Lot' update to the new reagent lot number.





Receive New Reagent Lot

1) From the left navigation pane, click ‘Add Reagent Lots’.

2) Drop-down filters for Department, Instrument, and Reagent are available to allow you to filter down the list below of available reagent names by the filter criteria in the drop-downs. Click ‘Filter’ after selecting desired filter criteria.

3) In the displayed list, click the ‘Click for Lots!’ option for the reagent name that you will be adding a new reagent lot for.

4) The ‘Reagent Name:’ field will automatically populate. Scan or enter the reagent lot number into the ‘Reagent Lot:’ field.

5) Enter the expiration under ‘Reagent Expiration:’.

6) Enter the number of reagents boxes for this lot that you have received under the ‘# of Reagent Boxes Received:’ field.

7) Click ‘Save Reagent Lot’.

8) The page will return to the previous where you will now see the new lot details.





Discard Reagent - Use to discard a box or single container of reagent

1) From the left navigation pane, click ‘Discard’.

2) Scan or enter the reagent lot number in the ‘Lot Number:’ field that is to have a box or single container discarded.

3) Click ‘Submit’.

4) If there are duplicate Lot Numbers for reagents, you will be prompted to enter the lot number and select the reagent from the drop-down.

5) If discarding a box, you will see reagent name, lot number and the number of discards. Below you will see the remaining number of lot boxes. Click ‘Discard’.

6) If discarding a single container, you will see reagent name, lot number and the number of single reagent discards. Below you will see the remaining individual reagents and remaining number of lot boxes. Click ‘Discard’.

7) You will receive the message ‘Box discarded successfully!’ as the page directs back to the homepage.





Discard Station

1) From the left navigation pane, click ‘Discard’.

2) Click ‘Discard Station’ button.

3) Scan the reagent lot number in the ‘Lot Number:’ field that is to have a box or single container discarded.

4) If there are duplicate Lot Numbers for reagents, you will be prompted to enter the lot number and select the reagent from the drop-down.

5) You will receive a green message box with reagent lot details for discards and then Discard Station will be ready for the next reagent lot to discard.





Fix Reagent Lot Box Discards

1) From the left navigation pane, click ‘BOX: Fix Reagent Lot Box Discards’.

2) Drop-down filters for Department, Instrument, and Reagent are available to allow you to filter down the list below of available reagent names by the filter criteria in the drop-downs. Click ‘Filter’ after selecting desired filter criteria.

3) In the displayed list, a table with department, instrument, reagent name, reagent lot and number of box discards will display.

4) On the row of reagent lot to be updated, click the 'Click to Fix Lot Discards!' text.

5) The next page will display the reagent name, reagent lot and the number of box discards that is able to be updated to a new number.

*This will change the number of boxes that have been discarded to the new number. Be cautious and certain when making this update to fix.

6) Click 'Save Fix'





Fix Individual Reagent Discards

1) From the left navigation pane, click ‘SINGLE: Fix Individual Reagent Discards’.

2) Drop-down filters for Department, Instrument, and Reagent are available to allow you to filter down the list below of available reagent names by the filter criteria in the drop-downs. Click ‘Filter’ after selecting desired filter criteria.

3) In the displayed list, a table with department, instrument, reagent name, reagent lot and number of container discards will display.

4) On the row of reagent lot to be updated, click the 'Click to Fix Single Reagent Discards!' text.

5) The next page will display the reagent name, reagent lot and the number of container discards that is able to be updated to a new number.

*This will change the number of boxes that have been discarded to the new number. Be cautious and certain when making this update to fix.

6) Click 'Save Fix'





Deactivate Lot

Option #1

1) From the left navigation pane under workflows, click 'Deactivate Lot'.

2) Scan or enter the reagent lot number in the 'Scan/Enter Lot Number:' field.

3) Click 'Submit' and the lot will be deactivated

*If in the unlikely scenario where there are duplicate reagent lot numbers, you will be prompted to also select the reagent name from the drop-down to ensure the correct reagent lot is deactivated.

Option #2

1) From the Status Reports section, click ‘Reagent Lot Status Analysis’.

2) Drop-down filters for Department, Instrument, and Reagent are available to allow you to filter down the list below of available reagent names by the filter criteria in the drop-downs. Click ‘Filter’ after selecting desired filter criteria.

3) In the displayed list, click the ‘Click for Lots!’ option for the reagent name that you will be adding a new reagent lot for.

4) Find the lot number listed that is to be deactivated and click ‘Deactivate’ on that row.

5) You see the value under the ‘Active’ column automatically switch to ‘NO’. The lot is no longer active.

Deactivate All Expired Lots

1) From the left navigation pane under workflows, click 'Deactivate Lot'.

2) Click the 'Deactivate All Expired Lots'

3) The page will then redirect to the landing page after successfully deactivating expired lots.





Set Lot as QC'd

1) From the left navigation pane, click ‘Set Lot QC’.

2) Scan or enter the lot number in the ‘Lot Number:’ field.

3) Click ‘Submit’.

4) If there are duplicate Lot Numbers for reagents, you will be prompted to enter the lot number and select the reagent from the drop-down.

5) The ‘Reagent Lot’, ‘Reagent Name’ and QC status will display confirming the reagent name with the associated lot number are found.

6) Click ‘QC Done!’ if the QC status is ‘NO’.

7) You will see the message ‘QC status updated successfully.’ as the page then directs back to the homepage.





Analysis Reports

On the landing page, the 'Analysis Reports' section will contain the Lab Ordering Analysis, Reagent Ordering Analysis and Reagent Waste Analysis Reports

Lab Ordering Analysis Report: Review the cumulative average reagent ordering volume for all reagents in the laboratory for each calendar month. The total reagent ordering volume for all reagents for the last 12 months. The percent difference between each month for the last 12 months compared to the historical, cumulative average for that calendar month.

Reagent Ordering Analysis Report: Review the cumulative average reagent ordering volume for a specific reagent in the laboratory for each calendar month. The total reagent ordering volume for a specific reagent for the last 12 months. The percent difference between each month for the last 12 months compared to the historical, cumulative average for that calendar month.

Reagent Waste Analysis: A report that can be filtered to show the volume of reagent boxes that were not used prior to expiration. A total volume of wasted reagent boxes can be seen for a specific reagent name to highlighted reagents with the most wasted product.





Review Lot Reports

1) From the landing page, you will see a section called ‘Lot Reports’ with a drop-down list of available reports to review.

2) Under the ‘Select an option:’ drop-down, select the report you would like to review.

3) Click ‘Execute’.

4) The report will display and has the option to click ‘Export Table’ to download this report as a csv file that can be converted into an excel file for your records.

5) You may select another report from the drop-down and click ‘Execute’ or you may click the LabLots logo in the top-left corner to reset the page.

Report Descriptions

Active Reagents that Expired: This report will list all of the current reagent lots that have expired but have not been deactivated.

Active Lots Expiring in 14 Days: This report will list all of the active reagent lots that will be expiring in the next 14 days.

Active Lots Expiring in 30 Days: This report will list all of the active reagent lots that will be expiring in the next 30 days.

Active Lots with Only 5 Boxes Left: This report will list all of the active reagent lots that only have 5 or less available boxes.

Active Lots with Only 10 Boxes Left: This report will list all of the active reagent lots that only have 10 or less available boxes.

Lots Not QC’d Last 7 Days: This report will list all of the reagent lots that have not passed quality control in the last 7 days.





Reagents to Reorder

1) From the landing page, click ‘Reagents to Reorder!’.

2) Review the report to see which reagents that have gone below the threshold of boxes to reorder.

3) Click 'Export Table' to download a csv that can be saved as an excel file for reference.





Check Remaining Boxes for Lot

1) From the landing page, click ‘Check Remaining Boxes for Lot’.

2) Drop-down filters for Department, Instrument, Reagent and Reagent Lot are available to allow you to filter down the list below of available reagent names by the filter criteria in the drop-downs. Click ‘Filter’ after selecting desired filter criteria.

3) The filtered list will display the information to review the remaining number boxes for specific reagent lots.

4) To export the table into a csv file to save as an excel file, click 'Export Table'.





Review Activity Logs

1) From the landing page, click ‘Review Activity Logs’.

2) Displayed will be 3 options: Review User Discard Logs, Review User QC Logs, Review User Lot Deactivation Logs

3) Clicking any button will display the reports specific data with each displaying a filter option for users and date range to allow the user to limit the data available to the last 30 days.

a) Review User Discard Logs: Review of users date/time stamps for reagent lot discard events.

b) Review User QC Logs: Review of users date/time stamps for reagent lot qc events.

c) Review User Lot Deactivation Logs: Review of users date/time stamps for reagent lot deactivation events.





Download Excel File of All Lot Data

1) From the landing page, click ‘Download Excel File of All Lot Data’.

2) All data will initially appear in the table. The 'Start Date:' and 'End Date:' fields are available to select data in a specific date range. Click 'Apply Filter' after selecting a start and end date, if desired.

3) The exportable data will include: department, instrument, reagent name, reagent lot, lot received date, active status, reagents per box, received boxes, total reagents, date and time QC'd, and lot received by username

4) Click 'Export Table'.

5) The browser will download the file and be accessible via downloads to save as a csv or excel file.