USER MANUAL

(Sample Accept & Forward)

Laboratory Information Management System
Bureau of Indian Standards
START HERE
1. Ensure that all User Accounts/Roles are setup under Manpower module. Labs MUST generate User Logins
for all the users belonging to the Testing Sections available in the Lab as well as for Sample Cell before
starting Sample Handling in LIMS.
2. In case you had already generated logins for personnels, then it is highly advised to re-generate/change
password for such users by clicking Edit Login button available in front of their listing in Manpower Module.
3. Manpower Module is accessible only to Lab Head. Lab Head is the default user who has all lab related
administrative permissions. This is the same account that you used for registering your lab on LIMS.
4. Any one OIC Testing, or Testing Person (LO/TA) can have access to only one Department/Section. Kindly
create separate user logins for accessing each additional testing section.
Sample Handling Process Summary
1. User with Receive Sample Cell role can see all New Test Requests. This user should Receive the
sample in LIMS once the Sample has physically arrived at the Lab. Once received the sample will
move to Sample Cell (OIC Sample Cell role)
2. User with Sample Cell role (OIC Sample Cell) can then either Accept & Forward the sample to
Testing Section or can take other actions such as Discard (after appropriate permissions from Lab
Head role) as available in the LIMS. This user can also raise clarifications to BO.
3. User with OIC Testing role (section wise, such as Chemical, Mechanical) will receive the Sample
as forwarded by OIC Sample Cell, can assign Clauses/Tests to testing persons (LO/TA), verify the
Test Results submitted by Testing Person and send the Partial/Full Test Report to Sample Cell for
further processing.
4. User with LO/TA role (testing person for each section) will receive samples as assigned by OIC
Testing and submit the Test Results.
 RECEIVE SAMPLE
Step 1 : Receive Sample • USE ROLE: Receive Sample Cell
User Role: Receive Sample Cell • All new Test Requests will appear under this
Responsibility: To Receive Samples Only user role.
• The sample should be received when the
Sample has physically arrived at the Lab.
• First click Verify and fill the checklist. This will
enable Receive button.
• Click Receive to move the Sample to OIC
Sample Cell where OIC Sample Cell can further
decide actions on this sample and can also
raise clarifications to BO.

Notes:
• This user role can only Receive the samples
 ACCEPT SAMPLE
Step 2 : Accept & Forward •
•
OIC Sample Cell will receive samples in Accept menu.
Click on Verify Button to fill the checklist.
User Role: Sample Cell (OIC Sample Cell)
• In the checklist enter the Quantity & Unit for the sample.
Key Features: To Accept & Forward, Communicate with BO, Issue Final For example, if the sample contains 1 carton of 1L bottles
Report and 1 carton of 2L bottles, each carton containing 12
bottles. In this case the Quantity can be filled as
Quantity = 24
Unit = 12 1L and 12 2L Bottles
Values provided here will be used in further processing of
samples in LIMS. Note that Quantity can only have numbers
and Unit can have any alpha numeric value.
• The Action button shown in the image will be Activated
only after the Checklist is properly filled in. If any of the
answers is NO then Accept & Forward option won’t be
available. Therefore, it is advised to Raise clarifications first
before submitting the checklist in case of queries/doubts
regarding Test Request/Sample

Notes:
• Test Request, Raise Clarifications option can be seen by
clicking the respective icons as shown in the image below.
• Only OIC Sample Cell has permission to raise clarifications
to BOs.
• Any clarification sent to BO is required to be approved by
the Lab Head first via Lab Head login in LIMS. (You can find
it in “Clarifications Received” menu visible to Lab Head
role)
Action button Enabled

Action button Disabled

Test Request & Clarification
Understanding Accept & Forward Pop Up Screen
Splitable Quantity checkbox controls the flow of sample in
LIMS. Refer to next slides for more details on this feature.

Select Testing Section to which sample is required to be

forwarded. This List of sections will auto populate according
to the availability of Departments as per Users Setup in
Manpower Module. Therefore, it is important to create OIC
Testing, LO/TA accounts for each testing section before
forwarding the Samples.

System will auto generate unique Encoded Sample Codes for

each Testing Section . Further tracking of sample in lab would
be through this code only . The first 2 letters designates Year
and the 3rd letter designates the Department. For e.g. C is for
chemical, M for Mech, E for Elec etc.

System will auto populate the list of Clauses/Tests as per the

Approved Scope AND as per pre-defined mapping of these
clauses with the fields of testing. For e.g. if Chemical is
selected then all those clauses will appear which are in the
Lab’s scope AND are mapped with Chemical Field of testing in
LIMS.

If you do not find any clause in this list then kindly try
changing the department as that clause might be mapped
with some other field of testing. Please note that in LIMS
each clause is mapped with only one field of testing.

Click Add More to Split or Forward Sample to multiple testing

sections
 ACCEPT & FORWARD
Step 2 : Accept & Forward Splitable Quantity: This field controls the flow of
Samples in Testing Section so please use this
User Role: Sample Cell (OIC Sample Cell) carefully.
Key Features: To Accept & Forward, Communicate with BO, Issue Final If Checkbox is Selected: LIMS will forward the
Report Sample to all Chosen Departments simultaneously
and they all can receive and start testing at same
time. It is like Parallel Testing. You will also notice
Quantity field where in the Quantity of the sample
being forward to respective sections should be
provided (Only Numbers are allowed)
If Checkbox is NOT Selected: Then LIMS will
SELECTED forward sample to selected sections in a Sequence.
For e.g. if you have selected Chemical, clicked Add
More and then selected Mechanical. In this case
the Sample will first appear to Chemical Section
NOT SELECTED only. It won’t appear in OIC Testing Mechanical
receive window until Chemical Section has
completed the testing. In this case no quantity is
required to be provided.

Note:
The logic behind this feature is assumption that if
Quantity field the Sample or its Quantity is dividable then it can
be tested in multiple sections at same time.
Balance Quantity
If it cant be divided then it must go through testing
from one section to the other.
Step 3 : Receive Sample in Testing OIC TESTING – SAMPLE RECEIVE
• Samples forwarded by the OIC Sample Cell will

Section appear in this Receive section of the respective

OIC Testing along with the Encoded Sample
Code.
User Role: OIC Testing
Key Feature: Allot Samples, Approve Results, Issue Test Report • OIC Testing must verify the checklist to receive
the sample. After which the Action button will
enable with option to Prescribe Testing Person
or return the Sample (for exceptional cases)
• Click Prescribe Testing Person > to assign
Action button enabled after
Clauses/Tests to Testing Persons (LO/TA User
submitting Checklist Role).
Note:
• OIC can Raise clarification anytime, before or
after receiving the Sample in testing section.
• The Test Request can be viewed by clicking Job
Card icon as shown in the image below.

Test Request & Clarification

 PRESCRIBE TESTING PERSON
Step 4 : Prescribe Testing Person • In this section OIC will be able assign the
Sample to the Testing Persons.
User Role: OIC Testing
Key Feature: Allot Samples, Approve Results, Issue Test Report • Sample Cell Instructions: Click this to view any
instructions shared by the OIC Sample Cell
• Clause Selection: Select all or split tests
between multiple testing persons by selecting
the checkbox.
• Select Manpower: Select the Testing Person
from the List. And then Prescribe Testing
Person
Sample Cell Instructions
Note:
Select Testing Person
In case Testing Persons are not visible then kindly
recheck whether there are Personnel with same
Department and have the Logins Generated with
Clause Selection
LO/TA role in manpower module.
In case personnel is already setup but still not
appearing in the suggestion then go to Manpower
Module (Lab Head) click Edit Login button in front
of Personnel name, reselect LO/TA role from pop
List of Clauses/Tests assigned by Sample Cell up and Submit.
Step 5 : Receive Sample by Testing LO/TA – SAMPLE RECEIVE
• This section is where the LA/TO would see the

Person Samples assigned by the OIC Testing of same

section.
User Role: LO/TA • Testing Person can view the Job Card or Raise
Key Feature: Submit Test Results Clarification using the highlighted icons in the
image below.
• To receive the Sample, Testing Person must
click on Verify, and then fill the checklist. This
will activate the Action Button.
• In Action button Click on “Submit Tentative
Date”
• A pop up will open where the Tentative Start
Date of the testing should be provided. In Days
Required field the estimated number of days
required for completion of whole testing
should be provided by the testing person.
Note:
Days Required field might not be editable in certain
cases where the optimum number of days is
already defined in LIMS .
 PENDING SAMPLES
•
Step 6 : Begin Testing
After the Sample is received in previous step, it
will move to Pending Samples menu.
• All the samples that are pending with LO/Ta
User Role: LO/TA will remain in this menu until the testing is
completed.
• Before starting any Test, the Testing Person
must visit this section and start the test.
• To START the test, click on Generate Button as
shown in the image below

Note:
Once all the tests are completed then the Sample
will move to Issued Rest Report menu as visible in
the image on the left.
 ALLOTED CLAUSES

Step 6 : Start Tests • In this section the LA/TO would be able to

see all the Clauses for which he has been
assigned the Sample and start the Testing
User Role: LO/TA for each Clause one by one.
• Instructions: By clicking on Instructions the
LO/TA would be able to see any specific
instructions from Sample Cell or OIC Testing
regarding the Sample.
PROCESS
1. Click Start when you are ready to Start a Test
(Select Not Applicable if a test is not
applicable. This will disable the Start button so
use wisely)
2. The Start button will change to Submit. After
the Test is completed then click on Submit
button to add the Test Results. (See next page
for more details)
3. Once a Test Result is submitted, it is sent to
OIC Testing for approval. Result once
submitted can not be modified until OIC
Testing Refers it back for editing to the testing
person.
Understanding Test Result Submission by LO/TA
Clause/Test Details will appear on top. These can not be modified

BIS Labs will have to provide Man Hours and other costs associated with
this Particular Test as shown here.
Recognized Labs will not see these options. The Charges for these tests will
be automatically pulled from the Testing Charges as provided by the lab in
the Approved Scope.

In cases where the Requirements for this Test is pre-recorded in LIMS these
options might not be changeable by the Testing Person. If you can’t change
these then kindly proceed by adding your results.

Otherwise, select Qualitative if the Test Result will be of Descriptive type.

Select Quantitative if the result will be a Number. Then Select Minimum,
Maximum or Range to define the Requirements as per the IS. For e.g. If
requirement should be Minimum 5 Deg Celsius then select Minimum radio
button. In Range Minimum add 5 and in unit enter Deg Celsius. Values
entered here will be visible in the Final Test Report.

Enter result in this box

Select whether the result Conforms or Not. (These values will not be
visible in final test report. This is only for internal purposes)

You can attach any PDF which is required as a supporting document. This
PDF will be merged at the end of the Final test report.
Witness Testing

Selecting NOT CONFORMS will enable option for Requesting

Witness Testing.

Click Request Witness Testing button to request Witness Testing

from OIC Testing.

However, to submit this as a Final Result click on Submit button.

 Verify Test Results
Step 7 : Verify Test Results • Go to Verify Test Results Menu
User Role: OIC Testing • Here you can see Test Results added by LO/TA
Key Feature: Allot Samples, Approve Results, Issue Test Report that are awaiting OIC Approval.
• From the Action menu take actions as per the
following:
• View Full Sample: This will open a page
containing details of whole sample and testing
status of each clause. OIC can also
view/download previously issued Partial Test
Reports from this page.
• View Test Report: This will open a pop up
containing the Test Result added by LO/TA .
• Approve: Select this to Approve the Test
Result. Once approved the Result can not be
edited.
• Refer Back for Editing: If any corrections are
required then select this option. This will
enable EDIT button at the end of LO/TA for
resubmitting the correct Results.
• Approve Witness Testing: This option will
appear only when LO/TA has requested for
Witness Testing. Once approved, LO/TA can
Start Testing from beginning.
Step 7 : Submit Test Report To Reports Pending
• Go to Reports Pending Menu
Sample Cell • As and when OIC approves Test Results and
User Role: OIC Testing there are Tests/Clauses for which report is yet
Key Feature: Allot Samples, Approve Results, Issue Test Report to be issued, in such cases the sample will start
appearing in this menu.
• OIC can either wait until all tests are completed
or issue a partial report from this page. LIMS
will automatically inform the BO whether the
report is Partial or Full.
• To issue a report, simply click on Action menu
and select TEST REPORT. A pop up will open
where you can see all such Clauses for which
report has not been issued.
• Select Next to continue sending the Report to
Sample Cell. Check next page for more details
on this.

Note:
• Please note that Conformity column and the
Colours used here will not appear in report.
• Previously issued reports can be seen by
clicking View Status from the action menu.
Submit Test Report To Sample Cell by OIC Testing – Part 2
OIC Testing should furnish the details required for Part B and
Part D of the Test Report. Part C containing the Test Results will
be Auto generated by LIMS

Any document uploaded here, or Remarks added in the boxes

will appear in the Final Test Report.

Clicking SEND REPORT will automatically generate the PDF and

notify the OIC Sample Cell. OIC Testing can view this PDF from
the Detail View of the Allotted Sample (View Status Page
available under Action menus).

Once the Report is issued for all the Clauses then LIMS will
automatically move the Sample to Testing Completed menu of
the OIC Testing.

NOTE:

Kindly login from LAB HEAD account > Click on Profile Photo on
top right > Select Profile

There you will get option to upload NABL logo as well as set
Default Footer Text which will be visible on the Part A (signed by
Sample Cell) of the Test Report.
 OIC Sample Cell – Pending Test Report
Step 7 : Issue Report to End User • Once a Test Report is submitted by OIC Testing,
the Sample will start appearing under Pending
User Role: Sample Cell (OIC Sample Cell) Test Report menu of the OIC Sample Cell.
Key Features: To Accept & Forward, Communicate with BO, Issue Final Report
• Click on Reports button. This will list down all
Partial Reports issued by OIC Testing Section
which are not yet issued to BO or end user. For
e.g. refer the image on the left. Multiple Partial
Reports were issued by Mechanical
Department which are yet to be Issued by
Sample Cell.
• Once the Sample Cell decides to issue the
report, LIMS will automatically merge all these
reports together.
• Now click on Send to Manak button on top
right. This will open a pop up window. Please
refer next page for more details.
Note:
• Sample Cell can not see the Part B, C & D of the
test reports submitted by the testing sections.
• Lab head can see the full test report by visiting
Final Test Reports menu.
Issue Report to BO by OIC Sample Cell –Part 2
OIC Sample Cell must fill in the details in this form.

Doc No. -

ULR No. -

Invoice No. It will be used for generating Invoice. LIMS will

automatically generate the invoice as per the Charges defined
in the Approved Scope of the Lab or as per the Man Hours in
case of BIS Lab.

Remarks: Sample Cell remarks will be visible on Part A of the

Test Report

Click SEND TO MANAK to send the Final Report to BO. That’s all.

NOTE:

In case there is any technical problem, the report will not be

issued and the Sample will remain in same menu (Pending Test
Report). In such cases please try Sending Report again after
some time. If it still does not work then kindly contact LIMS
support quoting the QR code of the sample.
Things To Remember
1. While accepting sample as OIC Sample Cell, if any of the Checklist Questions is answered as “No” then the
system will disable Accept & Forward action. In this case only Withdraw, Discard etc options will be
available to the user. Also note that once the checklist is submitted then it will not be available for editing.
Therefore, in case of any doubts/queries regarding the New Test Requests, it is advised that the Sample Cell
should first “Raise Clarification” and fill the checklist accordingly.
2. Users from Testing Section (Officer, Testing Person) can view/receive only those Samples that are forwarded
to their own testing section. Also note that one Testing Section user can have access to only one
Department/Section at a time. Therefore, Department should be correctly mapped under User Profile in
Manpower Module.
3. Lab Head can see Full Test Report, OIC Sample cell can see only Part A of the Test Report and OIC Testing
Section can see only Part B, C & D of the Test Report of the respective Section/Department.
4. Any clarification going out of Lab must be approved by Lab Head.
5. Only OIC Sample Cell can raise clarification to BO by selecting “Manak or Manakonline” from the suggested
contacts list. This clarification will first go to Lab Head for approval who can further forward it to
BO/Manak. Any reply or direct message coming from BO will not require any approval and it will appear in
in Clarifications Received menu of the OIC Sample Cell.
6. Invoices will be automatically generated in the LIMS based on Man Hours details added by testing person
(for BIS Labs) or based on Clause Wise Testing Charges Approved for Labs (Recognized Labs)
 SUPPORT

For any queries that are not already covered in this User Manual or for Reporting any Technical
issues please email us on:
[email protected]

Kindly share QR Codes or enclose videos or any supporting media to help us resolve your queries at
the earliest.

Thank You