LIMS.eu

Video

In this onboarding video, you will get a compact introduction to the LDB. The workshop is a live recording and shows you step by step how to get started with the database. The content of the workshop is summarized below and expanded with selected topics.

Architecture, Database Model – Overview

How and where your data is stored

Our guiding principle: With the LDB, you collect and organize all data from your laboratory to make it accessible and usable anytime, anywhere.

Anywhere: All you need is a device with internet access.
Usable: Your data is stored in a structured, certified cloud. Extensive audits and data security policies protect your data from loss and unauthorized access.

Our data structure (simplified):
How order, sample, result and report are connected.

The central hub is the order – all associated data is collected and linked here:

• A customer hands you an order.
• One or more samples belong to the order.
• Each sample contains any number of measurement results.
• At the end there is a report (also: certificate or analysis certificate).

What else is there:

• A customer can have contacts.
• Samples and their measurement results can be linked to specification limits and specifications.
• Link measurement results with formulas.
• Query reports, import and export interfaces.
• The QM module.
• And much more.

All data is stored in structured tables, for having it available in a structured, usable and evaluable form.

So that you can find your workflows as easily as possible, the wording is customizable: For example, the order can be a product that is sampled regularly, and the sample can be a batch – depending on how you speak in your laboratory.

• A customer has n contacts and n orders (n = 0, 1 or more).
• An order belongs to one customer, has n samples and n reports.
• A sample belongs to one order, has one specification / test plan and n parameters.
• A report belongs to one order and has n samples.
• A specification / test plan has n target values, each applying to one parameter.
• A parameter appears in n samples, has n target values and belongs to one parameter group.
• A parameter group has n parameters.

Figure: Data structure LDB

First Steps – Settings

Add Employees, Assign Logins and Define Security Settings

You can reach the login page at labordatenbank.com/demo. The initial password will be sent by e-mail.

Figure: Login page LDB

Navigation
Follow this path: Navigation bar → Settings (gear icon) → Employees → green button Add user.

How to add an employee with an initial password
Enter the required fields (shown in bold) for each employee. These are Name, Short and Email.
Optionally, you can add further information such as profile picture, language, start page, etc.
The number of employees you can create depends on your license.

Figure: Add user

How does each employee receive their login credentials?
After saving the account, the employee automatically receives an e-mail at the stored address with a link to assign their personal password.
The link for password assignment is valid for 24 hours.

How is MFA set up to ensure secure access via authenticator app, security key or passkey?
The security of your data is of the utmost importance to us. We therefore offer modern, advanced security measures such as Multi-Factor Authentication (MFA). Using it is strongly recommended.
After the first login, the link Activate MFA as additional protection for this account is displayed in the top left.
Three methods are available for activating MFA:

• Activate TOTP (e.g. Google Authenticator): Scan QR code, time-based key is generated.
• Add security key: USB-stick-like device, plug in and tap.
• Add passkey: Fingerprint-based, stored in iCloud, Google Cloud or locally.

Important:

• Critical access rights (e.g. viewing the access rights matrix) are only visible and usable after an MFA-verified login.
• To set up MFA, each employee needs the access rights Change own password and Edit own data.

Figure: Activate MFA

Your to-dos for employee logins:

• Add employees
• Activate MFA for all users

Assign Access Rights

Navigation
Via Navigation bar → Settings (gear icon) → Manage Accessrights you access the access rights matrix and get an overview of all rights per module.

Structure employees, groups and roles sensibly, assign access rights (who is allowed to see, edit, delete what) and link competencies to access rights to build ISO 17025-compliant rights management.

Assigning access rights:
Rights can be granted or revoked individually by clicking on the circle symbol, or set across the board for all employees / groups.

Important: Set up at least two key users with full access rights so that password resets and rights assignments can be handled internally.

Particularly critical rights (marked in red) should be assigned deliberately, e.g.:

• View / edit access rights
• Delete samples
• View audit trail

Linking competencies:
Access rights can be linked to competencies. If an employee does not attend a mandatory annual training, for example, the corresponding access right is automatically revoked. Competencies can also be granted via the read confirmation of a document in document control.

Figure: Manage Accessrights

Employee groups bring together employees with similar tasks and enable bundled rights assignment. Each group can additionally be restricted to specific sample areas (e.g. food, water, location A/B).

Your to-dos for access rights:

• Set up at least 2 admins with full access rights
• Review the access rights matrix and adapt it to your laboratory

Customize System Settings

Navigation
Via Navigation bar → Settings (gear icon) → System configurations you will find global configurations and information.
Here you can, among other things:

• Store rules for Authentication or configure SSO settings (e.g. restrict login to a specific authentication method: Users can only log in with MFA or SSO, or customize password rules)
• Customize logo & heading
• Store an SMTP mail server to send your e-mails (strongly recommended to avoid sending limits of the standard server)
• Module-specific settings, e.g. e-mail text for report dispatch, default due date for invoices ...

Figure: System configurations

Define Categories & Number Ranges

Categories enable the grouping of customers, parameters, test equipment and more – each with a name and color.
Navigation: You can find the categories for customers by clicking the grey pencil icon next to the Category dropdown when creating or editing a customer, parameter or test equipment.

Number ranges can be configured individually (e.g. continuing existing numbering systems, if not too complex, or starting from a specific number). Let us know your desired format.

Figure: Example number ranges and syntax

Your to-dos for number ranges:

• Let us know your desired format.

Your to-dos for categories:

• Create the categories relevant to you in your LDB.

Define Master Data & Custom Fields

In every module (sample, order, customer, …) there are fixed required fields (bold) and optional fields where you can enter master data. In addition, individually configurable fields can be added: text fields, dropdowns, date fields, multi-select, checkboxes and much more. These can be grouped and highlighted in color.

Considerations for master data

• Which fields do we need in addition to the ones already available?
• What type should each of these fields be? (Text field, dropdown, date field, integers only, decimal numbers…)
• Are there required fields?
• Can I enter the necessary data at the parent module (e.g. order) for the subordinate data (e.g. samples), or do I need to enter them individually, e.g. per sample?
  This consideration helps you determine whether to capture an entry at the order level as an order master data field – because it applies to all samples of that order – or at the sample level as a sample master data field, because entries can differ between samples within an order.
• etc.

Your to-dos for master data:

• Coordinate and define master data fields per module with the team
• Send us the names of the fields you want to use per module and what field type (text field, date field …) they should have. We are happy to set these up for you in your LDB.

Create Parameters

Navigation
Via Navigation bar → Settings (gear icon) → Parameters new test groups, parameter groups and parameters can be created using the green buttons.

What are parameters and what are they used for?

Parameters are the individual measured variables and examination values recorded for a sample – for example pH value, Vitamin B12 or temperature. They form the basis for value entry, automatic calculations, report generation and billing in the database.
When creating a parameter, the name, abbreviation, unit, data type, columns for value entry and formulas are defined, among other things. Existing parameters can be edited.

Note: Depending on how many analyses you offer, creating parameters can be one of the more time-consuming steps. We therefore recommend planning a little more time for parameter management.

Once the parameters are in place, you can start implementing the dependent modules, e.g. reports, specifications and limits, import interfaces, etc.

• Parameters are organized in three hierarchy levels:
  • Test groups are best oriented to disciplines or departments (e.g. Microbiology, Chemical Analysis).
  • Parameter groups should bundle thematically closely related parameters – ideally 2–30 parameters per group (e.g. Vitamins, Physical Parameters).
  • The order within each level can be adjusted by drag-and-drop and directly affects the sample view and reports.
• Up to 10 columns can be configured per parameter.
• Formulas allow values to be calculated automatically – for example averages, conversions or multi-step calculations.

Considerations for parameters

• Which do I need, which values are recorded?
• Parameter structure – how can I structure my current ones? Test groups, parameter groups, parameters?
• Are calculations performed? (What does Excel currently do?)
• What do I want to see as data/results in the parameters?
• How can I prevent a parameter from existing multiple times to avoid confusion and potentially higher maintenance effort? Can multiple columns be used for one parameter?
• How should results be entered (device interface, CSV import, manually)?
• etc.

Your to-dos for the parameter workshop:

• Watch the onboarding video
• Follow along and try it out

Your to-dos after the parameter workshop:

• Create parameters and add formulas where needed, then test

Video

Onboarding Workshop: Parameters

Customize Status Management

Navigation
You can find the status management under: Navigation bar → Settings → Manage status

The status management of the LDB allows you to map the processing state of individual records across many modules (e.g. samples, orders, customers).
Each status can be configured with icon, color, permissions and optional properties.
Each status can be optimally assigned one of the available properties, such as locked, finalized or hidden.
A status can be defined as the default and will then be automatically pre-selected for new entries. Using permissions, you can control who is allowed to set a specific status. As an enterprise feature, predecessor and successor conditions can be defined to enforce approval processes – e.g. that In Progress can only be followed by Reviewed and then only by Released.

Considerations for statuses

• Which statuses do I need?
• Which status is the default?
• Should optional properties (e.g. hidden) be linked to the status?

Your to-dos for status management:

• Configure and test statuses

Set Up the Template System

Navigation:
Via Navigation bar → Settings (gear icon) → Templates new templates can be created and existing ones edited.

What are templates and what are they used for?
Templates combine predefined entries with selected, configured master data and parameters. They reduce the data entry effort and are used on a recurring basis.
Create sample templates for specific sample types (e.g. food, water) and pre-select the relevant master data fields and parameters in those templates. This way, for a food sample e.g. the best before date automatically appears as a required field, but not for a water sample.
Templates can be arranged in a tree structure.
Both the template itself can be given a status (e.g. released or archived), and the data type created with it – e.g. the sample created from it – receives an initial status.
Templates can be created for various modules, including samples, orders and customers.
When creating a record, e.g. a sample, additional selections (master data fields, parameters) can be added if they deviate from the standard.

Figure: Create template

Considerations for templates

• For which modules are templates useful, increasing efficiency and clarity?
• Which pre-selections are sensible, necessary and can be used on a recurring basis?
• Keep in mind that too many templates can increase maintenance effort when something changes.
• Which fields / parameters should definitely be pre-selected, and which can optionally be added when creating a record?
• etc.

Your to-dos for templates:

• Create and test templates
• Let us know if any master data fields are still missing and complete the parameters in the parameter management if necessary.

Distribute Tasks

Notes & Markdown Pad:
In many places in the LDB (customers, samples, …) a markdown field is available for notes. There you can format text, mention employees (they will receive an e-mail notification) and link other data types. Notes can be commented on and are centrally viewable in the notice board.

Tasks:
In the task module, you distribute tasks with due dates, categories and responsible persons or groups. Recurring tasks are automatically recreated for the next cycle once completed.

Track Changes

Audit Trail:
Every change to data is recorded with the employee, time and content of the change. The audit trail is accessible both per record (e.g. directly on a sample) and globally via the system settings, and can be commented on – ideal for accreditation evidence.
Access to the audit trail requires its own access right, which can be linked to a corresponding competency (e.g. training Audit Trail & Data Protection).

Collaboration

Working successfully with us:

• Watch the onboarding videos
• Use the guides
• Try things out and test
• Submit a support request (e.g. via the button on the bottom right of every page) or use the notes function of the LDB
• Complete tasks before the next workshop

Onboarding Workshops

All workshops, modules and dates for a successful LDB introduction:
https://lims.eu/de/onboarding

Q&A

Can competencies be assigned to an entire employee group?
Currently, competency assignment is done manually per employee. However, automation is possible: either via a linked training or via the read confirmation of a document in document control.

Is there a dark mode?
Yes – via the employee abbreviation in the navigation bar at the top right → Dark color mode.

How does the restriction to sample areas work?
In the employee groups, you can define under Access to area which sample areas the group can see. Important: Once you use areas, all samples must be assigned to an area, otherwise unassigned samples will not be visible to anyone. Employees can be in multiple groups and thus gain access to multiple areas. This is also suitable for separating multiple laboratory locations within one system.

How do I set an individual start page?
Via the employee abbreviation in the navigation bar → Edit my account → select start page (e.g. dashboard, guide, sample list). The start page can be set individually for each employee to match their role.