Sample Receiving

The sample receiving process is a fundamental step in sample management within scientific and biotech settings.


The sample receiving process is a fundamental step in sample management within scientific and biotech settings. It involves the initial intake, inspection, documentation, and storage preparation of incoming samples before they undergo further analysis or experimentation. This process is critical in ensuring the integrity, traceability, and proper handling of samples from the point of arrival to their eventual storage or use.

Here's an overview of the sample receiving process:

  1. Receipt and Documentation: Upon arrival, samples are logged in by the receiving personnel. Detailed documentation includes information such as the sender, shipment details, handling instructions, and any specific conditions required for storage or handling.

  2. Initial Inspection: Samples undergo an initial inspection to verify their integrity and packaging quality. This involves checking for leaks, damages, proper labeling, and ensuring that they match the accompanying documentation.

  3. Verification and Chain of Custody: The chain of custody is established by verifying that the received samples match the information provided in the accompanying paperwork. This step is crucial for maintaining the traceability and authenticity of samples throughout their lifecycle.

  4. Registration and Assignment: Samples are registered into the inventory or sample management system. Each sample receives a unique identifier, such as a barcode or RFID tag, linking it to associated information such as its origin, collection details, and any specific handling instructions.

  5. Preparation for Storage: Depending on the nature of the samples, they are prepared for storage according to predetermined protocols. This might involve aliquoting (dividing samples into smaller portions), labeling containers, and assigning appropriate storage conditions (e.g., temperature, humidity, light exposure) to maintain sample integrity.

  6. Temporary Holding: If immediate analysis or processing is not required, samples are temporarily held in designated storage areas that ensure their stability and security until they are ready for further handling or experimentation.

  7. Communication and Notification: Relevant stakeholders, such as researchers, lab technicians, or project managers, are informed of the sample's arrival, ensuring timely awareness and initiation of subsequent steps in the research or testing workflow.

A well-defined and systematic sample receiving process is crucial to prevent errors, maintain sample integrity, and facilitate efficient sample management within scientific and biotech laboratories. Proper documentation, careful handling, and adherence to standard operating procedures during this phase lay the groundwork for successful research outcomes downstream.


  • Install Sample Management application.

To install the application:

  1. Select Applications from Settings -> Applications

  2. Click Add application and select Add from a template

  3. Choose the application name from the pop-out modal. A lack of such an option indicates that you have already installed it.


The sample receiving table is designed to efficiently manage incoming samples, providing a systematic approach to handling various aspects of the process. It includes sections for general information such as account details, order numbers, and the number of samples received, along with fields to note the condition of samples upon arrival, ensuring proper storage conditions are maintained. Additionally, there are dedicated spaces for recording shipping information, including origin and transportation details. Inspection fields allow for thorough assessment of samples, covering criteria such as quality, quantity, and any observed discrepancies. In cases where samples are deemed unsatisfactory or do not meet specified requirements, the table facilitates the documentation of rejections and associated reasons. Finally, designated areas for signatures enable accountability and validation of receipt, inspection, and rejection processes, ensuring clarity and traceability throughout the sample handling procedure.

Create sample receiving

Including sample receiving follows the same procedure as described for all other addition methods outlined here. Essentially, you have the option to do any of the following:

  • Click "Add" from side menu -> Click Sample receiving -> Fill the form

  • Click Sample receiving from side menu -> Click Add sample receiving -> Choose Add blank sample receiving

Note: You don't have to complete every section in the form—just the general and shipping information will suffice. Labii will present the sample receiving workflow to assist you in performing tasks like sample inspection, rejection, and creating storage, among others.

Sample receiving workflow

Labii employs a Flowchart widget to streamline the sample receiving process. This tool allows you to navigate through each step and execute specific actions as required.

  1. Sample Receiving Record Creation:

    • This step involves creating a record when a package containing samples is received in the laboratory.

    • The record captures essential information such as the sample’s origin, date of receipt, and any relevant identification numbers.

    • It serves as a starting point for tracking the sample throughout the inspection process.

  2. Sample Inspection:

    • During this step, the sample undergoes thorough examination.

    • The inspector checks for any signs of damage, contamination, or irregularities.

    • If preservation (such as refrigeration or specific handling) is necessary, it is noted here.

    • The goal is to ensure the sample’s integrity and suitability for further analysis.

  3. Field Collection Information:

    • Relevant details from the field collection are recorded.

    • This may include information about the sampling location, environmental conditions, and any specific protocols followed during collection.

    • Accurate documentation is crucial for traceability and quality control.

  4. Create Storage for Qualified Samples:

    • If the sample meets all criteria and is deemed qualified for analysis, it proceeds along the storage creation.

    • The decision to qualify a sample is based on established standards and guidelines.

  5. Document Rejected Samples for Unqualified Samples:

    • If the sample fails to meet certain requirements (e.g., contamination, insufficient volume, or incorrect labeling), it takes a different route to reject the samples and return the samples.

  6. Sample Registration:

    1. Perform sample registration based on the sample list provided.

    2. Sample registration can be performed easily with Labii's internally import function.

  7. Create Sample Aliquots if Needed

  8. Print Sample Labels:

    1. Click the list view and use bulk print to print the samples labels.

    2. User have options to print the label as label, barcode, and QR code.

  9. Preparation for Storage:

    1. Place the samples with labels into the correct storage location specified.

  10. Signing the Record:

    • At the end of the process, the sample receiving record is signed.

    • The signature confirms that all necessary steps have been followed, and the sample is ready for subsequent laboratory procedures.

    • Proper documentation ensures transparency, accountability, and compliance with protocols.

Remember, accurate sample inspection is critical for reliable scientific results, and adherence to standardized procedures is essential.


Using Labii's workflow streamlines the entire sample receiving process by consolidating every step into a singular, cohesive system. This ensures meticulous tracking of each stage, guaranteeing the completion of necessary actions while comprehensively documenting all vital information. Labii simplifies sample registration through seamless importation and facilitates the creation of barcode labels for efficient tracking. Moreover, it offers a straightforward mechanism to sign receiving records, ensuring compliance and accountability with ease. With Labii, the entire sample receiving workflow becomes a unified, organized process, enhancing efficiency, accuracy, and the ability to maintain meticulous records effortlessly.

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