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Settings

Setting up Sample Types and Statuses

You can use fluid sample types to control the approval or review process for fluid samples of the type. If the review process is used, you can specify the number of required reviews (from one to three) and which reviewer is responsible at each level. You can also assign an indicator to represent the condition of the fluid.
Use sample statuses to set rules for how samples can be used, for example, if properties can be updated. You can also define reasons for new sample requests. For the site, specify the default statuses to give to samples when system events occur, such as “creation” or “sent to the lab”.
This topic explains how:
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To Set up a Sample Type
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To Set up a Sample Status
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To Add Reasons for New Sample Requests
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To Set Statuses for Samples in Response to Events

To Set up a Sample Type

1.
From the Site window, select the Fluid Condition view, Settings tab. Select the Fluid Condition Settings node in the tree.
Tip: You can also click the Administration menu and Fluid Condition Settings. The Fluid Condition Settings dialog appears.
2.
Select the Lab Samples tab and then the Sample Types tab. This tab lists the types defined for the site and above:
You can mark a type as inactive until it is ready to be used. Select the type in the table and click Mark as Inactive. The Mark as Inactive/Active dialog appears, where you can enter a comment. When you click OK, a confirmation message appears. Click OK. When you are ready, click Mark as Active to make the type available for use.
3.
Click New. The Lab Sample Type Properties dialog appears:
4.
In the Lab sample type identification area, provide the following:
Setting Name
Description
Site
Site that owns the sample type.
Lab sample type
Descriptive identifier for the sample type.
Abbreviation
Short form for the identifier, which appears in some locations.
Title
The name or short description of this item. You can enter up to 250 characters.
5.
If you wish to change the image that represents the type in tables and charts, click Change icon, select a different graphic, and click OK.
6.
In the Results area, browse for and select the indicator template that will be used to create the indicator to record the results of testing.
7.
Select the Details tab.
8.
In the Review and approval processes area, select an option for test result review or approval. The options are:
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Review and approval are not required
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Review process is used
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Approval process is used
9.
If the review process is selected, select the number of review levels: “One”, “Two”, or “Three”. For each of the review steps, enter the name or position of the reviewer.
10.
Select the Description tab to add more information.
11.
Click OK to close the dialog. The type is added to the Lab fluid sample types table.

To Set up a Sample Status

1.
In the site’s Fluid Condition view, Settings tab, select the Lab Samples tab and then the Sample Statuses tab. This tab lists the statuses already defined for the site and above.
2.
Click New. The Lab Sample Status Properties dialog appears:
3.
Provide a descriptive name for the status.
4.
In the Rules for samples with this status area, select the appropriate options.
Setting Name
Description
Properties can be updated
Allows users to change an object’s properties.
Clear this option to prevent users from editing objects when this status is applied. For example, you could disable editing for objects that have been sent for approval.
Fluid condition indicator can be updated
When this option is selected, the indicator that records test results can be updated.
Can be sent for approval
If the approval process is required by the object, it can be sent for approval.
Can be marked as ready for review
When this option is selected, samples and indicators can be reviewed.
Canceled
The object is no longer available for use.
Life cycle is complete
When this status is set on an object, its end date and time are set.
5.
In the Rules for this status area, you can clear Can be manually set. In that case, the status can only be changed by system events.
6.
Select Follow up work request is created if appropriate to have work requests created for samples with this status.
7.
Select the Formatting tab, where you can set the font, text color, and background color for samples shown in tables and charts.
8.
Select the Description tab to add more information.
9.
Click OK to close the dialog. The status is added to the Lab fluid sample statuses table.

To Add Reasons for New Sample Requests

1.
In the site’s Fluid Condition view, Settings tab, select the Lab Samples tab and then the New Sample Reasons tab.
2.
Click New. The Reason for New Sample Request Properties dialog appears:
3.
Set the following options:
Setting Name
Description
Site
Site that owns the reason.
Reason for request
Standard reason for requesting a new sample.
Abbreviation
Short form for the identifier, which appears in some locations.
Title
The name or short description of this item. You can enter up to 250 characters.
4.
If you wish to change the graphic that represents the reason in tables and charts, click Change Icon, select another icon, and click OK.
5.
Select the behavior when a new sample is requested with this reason:
Setting Name
Description
The result checksheet is deleted
When this option is selected, the results checksheet for the existing sample is deleted, to be replaced by the results checksheet for the new sample.
New lab sample status
The sample status that will be assigned to the new sample.
6.
Select the Description tab to add more information.

To Set Statuses for Samples in Response to Events

1.
In the site’s Fluid Condition view, Settings tab, select the Lab Samples tab and then the Events tab.
2.
Click Edit to modify the site settings. The Edit button is replaced by the Save button.
3.
Select a sample status for each of the events:
Setting Name
Description
On creation
The sample status that will be assigned to samples when they are created at this site.
Received by the office
The sample status that will be assigned to samples when they have been received by the office from the inspectors who gathered the samples.
Sent to lab
The sample status that will be assigned to samples when they have been sent to the lab for testing.
Received by the lab
The sample status that will be assigned to samples when they have been received by the lab for testing.
Results received
The sample status that will be assigned to samples when the results of testing have been received by the office from the lab.
Ready to send to CMMS
The sample status that will be assigned to samples when they are ready to send.
Sent for approval
The sample status that will be assigned to samples that have been sent for formal approval.
Approved
The sample status that will be assigned to samples that have been given the status “Approved” during the formal approval process.
Rejected
The sample status that will be assigned to samples that have been given the status “Rejected” during the formal approval process.
Redrafted
The sample status that will be assigned to rejected samples that have been reopened for editing and resubmission to the formal approval process.
New sample requested
The sample status that will be assigned to samples for which a new sample has been requested.
4.
Click Save.