Storage Management
Storage management involves the administration of storage containers, locations, and conditions to ensure the safe and efficient storage of materials, samples, or products within a laboratory or facil
Overview
Labii Storage Management gives laboratories and research organizations a single, flexible system to manage all physical storage spaces—labs, rooms, shelves, freezers, boxes, and beyond. With full customization, real-time visibility, and deep integration across Labii ELN, LIMS, Inventory, and Equipment Management Systems (EMS), teams always know where things are, what space is available, and how storage is structured, no matter how complex the facility.
Key Benefits
Unified System: Manage all types of lab spaces from buildings and labs to shelves, freezers, racks, boxes, and individual positions in a single platform
Visual Management: See exactly what's stored and where with intuitive storage maps showing occupied and empty locations
Fully Customizable: Define storage dimensions, capacity, layout, and constraints to match your physical environment
Real-Time Tracking: Monitor storage capacity and usage in real time, highlighting available space instantly
Deep Integration: Seamlessly connected with Sample Management, Inventory Management, and Equipment Management for complete traceability
Hierarchical Organization: Build clear relationships and hierarchies between storage spaces with visual flowcharts
Item Location Trees: View complete storage paths from building down to specific positions for any sample or material
Target Users
Laboratory managers overseeing multiple storage locations
Research scientists tracking sample and material locations
Inventory coordinators managing laboratory supplies
Quality assurance teams ensuring proper storage conditions
Facility managers optimizing lab space utilization
Learn more about Labii Storage Management at https://www.labii.com/products/storage-management.
Use Cases
Laboratory Space Management
Organize and track all physical locations from buildings and labs down to individual storage positions
Maintain hierarchical relationships between storage spaces (e.g., freezers within labs, boxes within freezers)
Optimize space utilization by identifying available storage locations in real time
Plan storage expansion based on usage patterns and capacity trends
Sample and Material Storage
Store and locate biological samples (cell lines, DNA/RNA, proteins, antibodies) in ultra-low temperature freezers
Track chemical storage in cabinets with proper safety and segregation protocols
Manage clinical samples across multiple storage locations for diagnostic testing
Organize microbial strains, plasmids, and other research materials with precise location tracking
Equipment and Inventory Integration
Link equipment locations to specific lab spaces for asset tracking
Connect inventory items to their exact storage positions for quick retrieval
Maintain temperature-controlled storage environments for sensitive materials
Track storage conditions and environmental parameters alongside physical locations
Compliance and Audit Trails
Maintain complete audit trails of storage assignments and movements
Document storage conditions for GLP, GMP, and FDA compliance requirements
Generate reports showing storage utilization and capacity for regulatory submissions
Track sample chain of custody with detailed location history
Multi-Site Facility Management
Manage storage across multiple buildings, floors, and laboratory spaces
Standardize storage structures and naming conventions across facilities
Coordinate shared storage resources between research teams
Visualize facility-wide storage capacity and availability
Getting Started
Navigate to Applications from the main menu and install the Inventory Management application if not already installed. See how to install applications for detailed instructions.
Access the Storages table from the side menu to view your storage list
Review the default storage columns and customize as needed:
Projects: Associate storage with specific projects
Name: Unique identifier for the storage location
Description: Detailed information about the storage
Storage configuration: Define storage type, dimensions, and layout
Storage information: Set parent-child relationships and coordinates
Space usage information: Track capacity and availability
Configure storage relationships to reflect your laboratory's physical layout, from high-level locations down to individual positions
Storage Configuration
Default Storage Columns
Projects
Name
Description
Storage configuration
Type - Type of storage
Number Of Rows - Image the storage as a gird, how many rows does it has?
Number Of Columns - Image the storage as a gird, how many columns does it has?
Should Transpose Header - This field defines the headers of the storage map.
When not checked, column headers are letters and row headers are numbers.
When checked, column headers are numbers and row headers are letters. Particularly for well plates, this is a common occurrence.
Storage information - Location of storage. An example is a 96-well box placed in a -80°C freezer.
Parent - The container of current storage
Storage Coordinates - The coordinates of the sample in the parent storage.
Space usage information
Space Used - The number of occupied spaces.
Space Available - Availability of remaining space.
Metadata
All storage types are handled consistently in the platform, whether you manage wet labs, cold storage, chemical cabinets, or shared facilities. Customize the columns to match your specific storage management needs.
Linking Samples to Storage
The Labii sample storage management system allows you to manage all of your lab's samples and specimens. Among these are blood samples, cell lines, antibodies, plasmids, soil, etc.
To define how samples are linked/assigned to storage, Labii uses two columns:
Storage (ForeignKey widget) - The storage to store the sample
Storage Coordinates (StorageCoordinates widget) - The coordinates of the sample in the storage.
Creating Storage Records
You can create storage records using several methods depending on your needs:
Method 1: Create Single Storage Record
Use the built-in form to create individual storage records. This method is ideal when creating a few storage units.
Navigate to the Storages table from the side menu
Click the + Add button to open the creation form
Fill in the storage details:
Name and description
Storage type and dimensions (rows, columns)
Parent storage and coordinates
Associated projects
Click Save to create the storage record
Learn more about adding blank records
Method 2: Bulk Add Storage
Create multiple storage records simultaneously. Best for creating 2-20 storage units at once.
From the Storages table, select Bulk Add from the add menu
Specify the number of storage records to create
Fill in the common information that applies to all storage units
Customize individual storage details as needed
Submit to create all storage records at once
Learn more about bulk add functionality
Method 3: Import Storage Records
Import storage data from spreadsheets. Ideal for creating tens or hundreds of storage records simultaneously.
Prepare your storage data in a spreadsheet with columns matching the storage table structure
From the Storages table, click the Import button
Upload your spreadsheet file (CSV, Excel, or other supported formats)
Map your spreadsheet columns to Labii storage fields
Review and validate the import preview
Execute the import to create all storage records
Learn more about importing data
Managing Storage Records
You can manage all your storages in the platform using the Storage list view. Access the Storage list view easily by clicking Storages from the side menu.
Storage List View Capabilities
The Storage list view provides comprehensive management tools:
Add new storage - Create individual storage records
Search storages - Find storage by keywords or identifiers
Filter storages - Apply filters to narrow down storage lists
Import storages - Bulk import storage data from files
Export storages - Download storage data for external use
Bulk update storage - Edit multiple storage records simultaneously
Print storage labels/barcodes - Generate labels in bulk
Printing Storage Barcodes and Labels
Print storage labels or barcodes directly from Labii to enable easy physical identification and scanning of storage locations.
Navigate to the Storage list view
Select the storage records you want to print labels for
Configure print settings and generate your labels
Print the labels and affix them to your physical storage locations
Learn more about bulk printing barcodes
Finding and Locating Storage
Labii provides multiple methods to quickly find and locate storage locations, whether you're searching digitally or scanning physical labels.
Method 1: Search from Labii Platform
When working in the Labii platform, you can find storage using keywords or identifiers.
Search from Navbar
Click the Search button in the navbar at the top of the screen
Enter your search keywords (storage name, identifier, or related terms)
View results displayed in the dropdown box
Select the storage record that matches your search
Search from Storage List
Navigate to the Storages table from the side menu
Enter keywords into the Search box at the top of the list
Click Search to update the results
(Optional) Use Advanced Search to filter by specific fields or field combinations for more precise results
Method 2: Scan Storage Barcode/QR Code
When you're physically at a storage location, quickly access its digital record by scanning its barcode or QR code.
Click the Scan button from the navbar
Choose your scanning equipment:
Built-in camera on your device
Third-party barcode scanner
Scan the barcode or QR code on the storage label
View the storage record that appears automatically
Learn more about scanning functionality
Visualizing Storage Hierarchies
Use Labii's Relationship Flowchart widget to visualize storage relationships and quickly understand where a storage location fits within your facility's hierarchy.
Open the storage record you want to locate
Scroll down to the Storage Flowchart section
View the relationship flowchart showing:
Current storage (highlighted in red)
Parent storage (above, connected by arrows)
Child storage (below, contained within current storage)
All related storage units (shown in green)
Click any storage box in the flowchart to view its details
Follow the arrows to trace the complete storage path from top-level location to specific position
The relationship flowchart provides an intuitive way to understand complex storage layouts, making it easy to locate items even in large, multi-level facilities.
Working with Storage Maps
Labii provides visual storage maps for managing location information and optimizing complex storage layouts. Storage maps show exactly what items are stored in each position, making it easy to identify occupied and available spaces.
Viewing Storage Maps
Open a storage record that has dimensional configuration (rows and columns)
Navigate to the Storage Map section
View the visual grid layout showing:
Occupied positions (with item identifiers)
Empty positions (available spaces)
Position coordinates (e.g., A1, B2)
Click any position to view or assign items
Downloading Storage Layouts
Export storage layout information for offline reference or documentation.
Open the storage record with the layout you want to export
Navigate to the Storage Map section
Select your preferred download format:
Map format - Visual grid representation
List format - Tabular data with coordinates and items
Download the file for your records or reporting needs
Assigning Items to Storage
Labii provides multiple flexible methods to assign samples, materials, or equipment to storage locations.
Method 1: Assign via Column Edit
The most direct method to assign storage is by editing the Storage and Storage Coordinates columns.
Open the item record (sample, inventory, equipment) you want to assign to storage
Navigate to the Columns view or use the add form
Fill in the storage assignment fields:
Storage: Select the storage location from the dropdown
Storage Coordinates: Choose the specific position within the storage
With the StorageCoordinates widget, you can view the storage layout and select available positions visually
Save the changes to assign the item to the storage location
Use Batch Edit to assign storage to multiple items simultaneously, ideal for organizing large numbers of samples or materials.
Method 2: Assign from Storage Map
Assign items directly from the storage map interface for an intuitive, visual organization experience.
Open the storage record where you want to place items
Scroll to the Storage Map section
Click on an empty position/well where you want to assign an item
Click the Assign to [position] button that appears
In the modal dialog, search for and select one or multiple items to assign to this position
Click Submit to complete the assignment
This method allows you to organize items within storage in a highly visual and intuitive way, perfect for optimizing space utilization.
Method 3: Assign via Import
For bulk storage assignments, use the import function to assign storage to many items at once.
Prepare your import file with the following columns:
Item identifier (UID or other unique field)
storage: The UID of the storage location (e.g., SG1)
storage_coordinates: The position coordinates (e.g., A1, B2)
Navigate to the table containing your items (samples, inventory, etc.)
Click the Import button
Upload your file and map the columns appropriately
Review the import preview to verify storage assignments
Execute the import to assign all items to their designated storage locations
Learn more about the import function
Advanced Features
Building Storage Relationships and Hierarchies
Create complex storage hierarchies that mirror your physical facility layout, from buildings down to individual storage positions.
Create high-level storage records (e.g., Building A, Lab 101)
Create mid-level storage records (e.g., Freezer -80C, Cabinet 5) and assign them to parent storage using the Parent field in Storage Information
Create low-level storage records (e.g., Box 1, Shelf 3) and assign them to their parent storage
Use the Storage Flowchart widget to visualize and verify your hierarchy
These relationships are visualized in intuitive hierarchy charts, making complex storage layouts easy to understand and manage at any scale.
Customizing Storage Dimensions and Structure
Every storage space can be fully customized to match your physical environment.
Customizable Parameters:
Number of Rows and Columns: Define the grid layout
Header Transpose: Switch between letter/number and number/letter coordinate systems
Storage Type: Categorize by function (freezer, cabinet, shelf, etc.)
Capacity Tracking: Monitor space used versus available
Custom Metadata: Add facility-specific fields for temperature, access restrictions, etc.
Real-Time Space Usage Tracking
Labii automatically tracks storage capacity and availability, preventing overfilling and optimizing space utilization.
Automatic Tracking:
Space Used: Number of occupied positions
Space Available: Number of empty positions
Utilization Percentage: Visual indicators of capacity
Availability Alerts: Identify storage nearing capacity
This real-time tracking helps labs plan storage expansion and identify opportunities to consolidate underutilized storage.
Integration with Other Labii Systems
Storage Management integrates seamlessly with other Labii applications:
Sample Management Integration:
Link samples to specific storage locations and coordinates
Track complete chain of custody with storage history
View all samples stored in any location
Inventory Management Integration:
Assign inventory items to storage locations
Track reagent and supply locations across facilities
Monitor stock levels by storage location
Equipment Management Integration:
Document equipment locations within facilities
Track equipment moves and relocations
Maintain equipment-to-storage relationships
Troubleshooting
Issue: Cannot Find Storage in Search
Symptoms: Storage record exists but doesn't appear in search results
Solution:
Verify the storage name or identifier you're searching for
Use Advanced Search to search by specific fields (e.g., Storage Type, Parent Storage)
Check if project-level permissions are restricting visibility
Contact your administrator if the storage should be visible but isn't appearing
Issue: Storage Coordinates Not Displaying
Symptoms: Cannot see or select storage coordinates when assigning items
Solution:
Verify the storage has Number of Rows and Number of Columns configured in its Storage Configuration
Ensure the storage record has been saved with the dimensional configuration
Refresh the page to reload the storage layout
If the issue persists, check that the StorageCoordinates widget is properly configured for the column
Issue: Storage Map Not Showing Items
Symptoms: Storage map appears empty even though items are assigned
Solution:
Verify that items have both Storage and Storage Coordinates values assigned
Check that the coordinates match the storage's defined dimensions (e.g., A1-A10 for a 10-column storage)
Refresh the storage map section
Verify you have permission to view the assigned items
Issue: Unable to Assign Multiple Items to Same Position
Symptoms: Error when trying to assign more than one item to a storage coordinate
Solution:
Check if the storage is configured to allow multiple items per position (this depends on your organization's storage policies)
Consider creating sub-storage within the position if you need to store multiple items in one location
Use different coordinates for items that need separate tracking
Related Documentation
Inventory Management Application - Manage laboratory supplies and materials
Sample Management Application - Track biological samples and specimens
Equipment Management System (EMS) - Manage laboratory equipment locations
Storage Map Widget - Visual storage layout widget
StorageCoordinates Widget - Column widget for storage assignment
Relationship Flowchart Widget - Visualize storage hierarchies
Bulk Operations - Bulk edit, print, and manage storage
Barcode System - Learn about barcode functionality
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