Creating a Sample Record

A sample record contains information about a material that was sampled, tested on location, reviewed for appearance, or otherwise assessed.

To create a new sample record, select Add from the Actions menu on the Sample Record Overview component header, or select Add New from the Actions menu on the Sample Record Summary component header. The system takes you to the Add Sample Record component with the General tab displayed.

To save a new sample record, a value is required in the Sample ID field. When you add a new sample record, the system either generates a new Sample ID or displays the field blank.

• Note: When you add a sample record, you might not be able to enter a value in the Sample ID field depending on agency option settings. If your agency has the Sample ID Auto Generation agency option set to True, the system automatically generates a value in the Sample ID field when you create a new sample record. You cannot change a system-generated sample ID unless your agency also has the Sample ID Auto Generated ID Override agency option set to True. If both options are set to True, then you have the ability to reject the system-generated sample ID and create a new ID manually. See Setting Agency Options and Sample Record Tag Generation for more information.

It is not required, but you can enter or view information in the remaining fields on the General tab as needed:

• Material Code - Name

• Administrative Office

• Lab Control Number

• Lab Reference Number

• Control Number

• Control Type

• Seal Number

• Sample Size

• Sample Size Units

• Represented Quantity

• Represented Quantity Units

The following fields go in the right column:

• Sample Date

• Sample Status

• Sample Type

• Acceptance Method

• Authorized By

• Authorized Date

• Revising Sample ID

• Revised By

• Link To

• Link From

 

In the Remarks section:

• Type

• Remark

Click in a field to add, change, or delete information as needed.

It is not required, but you can enter values on the Sample Location tab as needed. For more information, see Maintaining Sample Location Information.

It is not required, but you can enter values on the Additional Information tab as needed. For more information, see Maintaining Additional Information for a Sample Record.

If you enter a value for the Material Code - Name field on the General tab, and the material specified requires a source or facility, then you must also select a primary source on the Sources/Facilities tab in order to save the new sample record. Likewise, if the material requires a brand name, you must specify a source and the Brand of the material. For more information, see Maintaining Sources and Facilities for a Sample Record.

When you are finished entering information, click the Save button. The system displays the new sample record on the Sample Record Summary. For more information, see Maintaining a Sample Record.

Related topics:

Maintaining a Sample Record

Managing Sample Records