Upload and Modify Samples

If there are many samples to process, add them to the system by uploading a Microsoft Excel spreadsheet file (*.xls or *.xlsx). Use the same method to modify information for multiple samples.

By default, a maximum of 3456 samples can be uploaded from a single sample list file. To upload more than 3456 samples, divide the samples into multiple files.

In the sample list, specify container placement and include values for standard and user-defined options and fields (for details, see Create Sample Lists).

Samples can be added individually in the Sample Management screen. For details, see Sample Accessioning.

1. Navigate to the Projects and Samples tab.
2. In the Projects list, select a project to add samples. The Project Details area updates to show the details for the selected project.
3. Select Upload Sample List.

If a sample list is not readily available, select the Download Example Sample List link to download a sample list template. Open the template file in Excel, populate it with the sample details, and save the file.

For more information, see Create Sample Lists.

4. In the Upload File dialog, select Choose File and browse to and open the sample list file.
5. Select Upload File.

As part of the upload process, Clarity LIMS validates the file to make sure the custom field data it contains meet the requirements, presets, and restrictions that apply to submitted samples. If the file contains invalid data, an error message displays.

6. When the upload process completes, the samples display in the Submitted Samples list for the project.

The Submitted Samples list allows the following actions:

• Hover over the Information icon for a sample to view the details associated with it.
• Modify sample details.
• Add samples to a workflow.
• If samples have been created in error, delete them from the sample list and the project (provided no work has been done on them). To complete this action, select the samples and select Delete.

After uploading, the submitted samples can be assigned to a workflow. When they are assigned, the samples are available for lab scientists to work on.

1. Navigate to the Projects and Samples tab.
2. In the Projects list, select the project containing the samples to modify.
3. Select Modify Samples.

Clarity LIMS generates a sample list containing all samples in the project and downloads it.

4. Open the file in Excel. It contains the Clarity LIMS IDs of all samples and all custom field data.
5. Update the sample information as required.
6. Return to the LIMS and upload the modified sample list. Follow the steps outlined in Upload a Sample List.
• A sample list can be uploaded/imported in which custom field values have been changed, removed, or added.
• While sample custom fields can only be updated, the sample list can contain other columns of data. The original data from the sample list does not have to be removed.
• If the system does not require the custom field, leave the cell blank or enter NULL.
– A blank value leaves existing data in the system intact.
– A NULL value clears any existing data in the system for that field.
• Clarity LIMS uses the information defined in the sample list (sample name, container type, and so on) and looks for matching samples in the project. If a matching sample is found, the system updates the sample with the values specified in the sample list.