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How do I configure Laboratory Case Numbers in LIMS-plus v5?

Each Lab will need to have its case numbering scheme set up by administrators who are assigned the appropriate permissions. There are two types of case numbering schemes: global (for the entire system) and per Laboratory. This section will discuss Lab case numbering.

Of note, at least four permissions need to be added to a Security Role given to users who will be viewing and editing Lab case numbering schemes:

  • Admin - Lab - Edit
  • Admin - Lab - View
  • Admin - Lab | Case Numbering - Edit
  • Admin - Lab | Case Numbering - View

Additional permissions need to be given for additional Lab tasks such as barcode settings management, exhibiting numbering, etc.

At a very minimum, users must be given the Admin - Lab - View and Admin - Lab | Case Numbering - View permissions. Users without the Admin - Lab - View permission will see a grayed out Lab command on the Admin menu and will not be able to access the Lab screen. Users given the Admin - Lab - View permission but not the Admin - Lab | Case Numbering - View permission will not be able to view individual Lab Case Numbering screens.

Laboratory Case Numbering

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The Laboratory case numbering administration screen is accessed by opening the Admin menu and selecting Lab.

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Users granted the appropriate permissions will be able to view and edit lab case numbering schemes. On the grid list of Labs, click the Case Numbering icon associated with the specific Lab.

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On the Case Numbering (Lab [Lab Name]) screen, information is entered that will determine how case numbers are generated or entered for that Lab, and the case number mask that will be used.

  1. In the Case Number Generation section (1), select whether the system will automatically generate each case number, the user will manually enter case numbers, the global case numbering scheme will be used, or the user will be prompted to choose whether to have the system generate a case number or allow the user to manually enter a case number. If the system automatically assigns each case number, the numbers will be defined by the case mask components detailed in mask field.
  2. Enter the local ID in the Local ID field (2).
  3. Select the length of the case number (3) and place a checkmark in the Zero Fill checkbox if the case number is to be filled in with leading zeros. (For example, if the case number is 25 and the Zero Fill box is checked, the case number will be 00025.)
  4. The components with which the date will be built are shown in the Date section (4). For example, four and two digit year, two digit month, and two digit day.
  5. Special characters allowed within the Case Number Mask are shown in the Punctuation section (5).

The Current Case Number Mask (6) and Sample Case Number (7) fields are read-only. The case number mask is built by clicking on the buttons associated with each component. For example, to add the Local ID component, click once on the LLLL button; to add the case number, click the Case button; to add the year, click on the YYYY button; to add specific characters to the mask, click the corresponding Punctuation mark, etc. The Current Case Number Mask and Sample Case Number fields will change as the mask is built.

Click the Save button (8) to save the global case number. Click the Clear button to clear the fields and start over.

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