Manage Sample templates

Navigation

Open the template management via:
Navigation bar → Settings → Templates

Overview

The template management enables:

• creating, editing and organising templates for various data types (e.g. Samples, Orders, Customers)
• standardising recurring entries through pre-selections and default values
• structuring templates in a hierarchical tree structure
• reducing the data entry effort when creating new records
• exporting template master data as an Excel file

Data type filter

The template management covers templates for various data types. Use the tabs above the list to restrict the view to a specific data type.

The following data types are available (configuration-dependent):
Samples, Examination packages, Orders, Customers, Recipes, Specifications, Asset, Subasset, Inspection, 8D report, Materials, Batches, Test equipments

• Select the desired data type by clicking the corresponding tab.
• The currently active tab is highlighted in blue.

Figure: Templates for various data types

Functions

The following functions are described using Sample templates as an example.

Manage Sample templates – Description of the overview

Sample templates are – unlike other data types – not displayed in a tabular overview but in a hierarchical tree structure. Templates assigned to a parent template are shown indented beneath it. The Plus symbol to the left of a parent template allows subordinate entries to be expanded and collapsed.

Figure: Tree structure of the Sample template management

Note: All blue highlighted names in the list are clickable links to the respective sample template.

Search

• Use the search field directly above the sample template list (magnifier symbol) and enter the name of the template you are looking for.
• Click the magnifier symbol or press Enter to start the search.

Create new Sample template

• Switch to the Samples tab using the data type filter.
• Click the green button + Create Template in the upper right corner.

You can then:

• define the template name
• complete further relevant information for your sample template if required
• select configured master data fields

Pre-selections in the Sample template

In the sample template, various fields can be pre-filled with default values. These are automatically applied when creating a new sample and do not need to be entered each time. Field names may vary depending on the configuration.

Typical pre-selections include:

• Order: The sample is automatically assigned to a specific order.
• Specification: A specification is directly assigned to the sample.
• Responsible: A user is pre-selected as the responsible person.
• Parameters: Certain examination parameters are already pre-selected in the template and do not need to be added manually when creating a sample.
• Master data fields: Configured master data fields can be pre-filled with a default value. This value is automatically applied when creating a new sample and can be overwritten if needed.
• Status: The status defines the processing state.
  • Status of the sample template: Defines whether the template itself is active and released for use (e.g. "released" or "locked"). Only released templates are available when creating new samples.
  • Status of the sample: Defines the initial processing state of a newly created sample (e.g. "Sampling" or "In progress"). This ensures that samples of this type always start with the correct status.

Recommendation: Pre-fill as many fields in the sample template as is useful. The more completely a template is configured, the faster and more accurately new samples can be created. Keep in mind, however, that too many templates can increase maintenance effort when changes are required.

After saving the sample template, you can use it to create samples.
For further information: Create SAMPLE with SAMPLE templates

Hierarchical structure of Sample templates

The Parent template field is used to organise templates in a structured hierarchy. Sample templates can be subordinated to one another by assigning a parent template. This creates a tree structure: subordinate templates are shown indented beneath their parent template in the list. This structure is also reflected in the navigation menu when creating samples – templates with subordinate entries are marked with an arrow and can be expanded as a submenu. If no parent template is assigned, the template appears as a standalone entry.

Figure: Structure of Sample templates

View Sample template

The detail view of the sample template displays an overview of the most important information.

• Click on the blue highlighted name of the sample template to switch to the detail view.

Edit existing Sample template

Edit the data of an existing sample template using the edit function.

• Hover over the blue highlighted name of the sample template and click the pencil icon that appears.
• Alternatively: Click on the blue highlighted name of the sample template and then click the edit button.

Change the order of Sample templates

The order of sample templates in the list can be adjusted via drag & drop.

• Click and hold the sort arrow to the left of the sample template name.
• Drag the template to the desired position in the list.
• The updated order is also applied to the navigation menu for creating samples.

Show hidden Sample templates

Archived (hidden) sample templates are not visible in the list by default.

• Click the link Show hidden entries at the bottom of the list to display archived sample templates.
• To return to the standard view, click Show active sample templates.

Master data export

Export the sample template master data as an Excel file.

• Click the Excel export link in the navigation bar of the template management.
• The file is downloaded automatically and lists all sample templates with their assigned master data fields. For each template, the field name, data type, possible selection options, notes and the template status are included.

Related topics

• Create SAMPLE with SAMPLE templates – Create samples
• Manage templates for samples, orders, etc. – Parent templates
• Add/Edit/Delete Parameter – Manage parameters