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All Sample Types have a built in system field for recording Expiration Dates. This information can be used to assist lab managers in managing materials in their lab by finding samples due to expire soon. In addition, tracking samples with low aliquot counts can help determine when additional supplies may need to be ordered.

Enable Expiration Date Field

When you define or edit a Sample Type, you will see the MaterialExpDate (Expiration Date) column listed with the Default System Fields.

Enable it by checking the box (it is enabled by default).

You can also check the box in the Required column to require that every Sample of this type have an expiration date. Note that if you have existing Samples without expiration dates, they must be populated before the field can be required.

Disable Expiration Date for a Sample Type

If you uncheck the box for this field, you and your users will not see, be able to set, or use Expiration Dates for this Sample Type. Note that if you use this field at first and it contains data, disabling it will not delete the data. If you later re-enable it, the previous data will be returned to view.

Assign Expiration Dates to Samples

When Samples are added or updated, either manually using a grid or via import from file, the Expiration Date can be supplied. In a file import, the column name should be MaterialExpDate.

Find Expired Samples or Samples About to Expire

Samples that have already expired are marked with an indicator in the UI. Look for a red triangle in the corner of the grid value or the storage cell location. You'll also see these indicators in the detail panel for a sample.

You can save ways to view expiring or expired samples by filtering or sorting grids by the Expiration Date column. You can save as a named grid to access later.

In addition, you can use the built in Sample Finder report to find Samples of all types with an Expiration Date value in the next week.

Edit this report if you want to change the time interval, such as to find samples expiring in the next month. You can save a revised report with a new name.

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