FreezerPro

We are using the 'Workflow' Module in FreezerPro

1. When using the ‘Advanced Search’ function, we cannot select the ‘State’ of a sample as a searchable field as it is not in the drop down list to choose from – I would have expected it to be in the core field list.
2. When we do get a list from the search, it does not show the state on the display.  I’m assuming that is because the search is on ‘sample’ not ‘vial’  - but there is no capability to do an advanced search on ‘Vials’ or be able to expand a sample to see the ‘state’ of each of its vials.
3. We are using ‘states’ to not only do workflow but to recognise when a sample has been used, due to the short comings of the 'delete' function.  Things like:
   • if all the original samples are deleted and they had children, we don’t lose the inheritance tree, but we do lose the history of the original sample, (e.g that it was split into 4 aliquots) which we require to understand what happened to it, what the details were that was held against it (you can see that in the heritance tree, but you lose the individual aliquots ‘notes’, and why it was deleted.  We are required to know this for compliance reasons.
   • We can see the audit trail if you know the ID you’re looking for, but you can’t get to this from the view
   • Once you delete the derivative you have NO inheritance view at all and limited information in the ‘deleted vials’ or audit records
   • The view if search for deleted vials by user … the detail is there, but you can’t trace the history very well at all.
   • Again we need to know what was used and what was derived so when we are audited we can say exactly what happened to a box of vials – we cannot do that in FreezerPro, therefore, we brought in states so that we don’t ‘delete’ anything we simply set it to a state of ‘Disposed’ or ‘Returned’ when it is no longer at scion.  This then causes the problem in the search when you are looking for specific samples with a certain value in a UDF – you also get the disposed and returned samples returned as well (and as the search function doesn’t show the ‘state’ the user has to go into each row to find out either what container the sample is in or see the state.
4. If the search function could just allow the ‘state’ to be used or a search function on ‘vials’ to select the states you want to search would be beneficial.
5. You can search for samples by state, via the Search function ‘Samples by State’ under ‘Samples,Groups and Sources’ but ONLY ONE state can be chosen and then you can only filter NOT use an advanced search on the set of rows retrieved.
6. REPORT TEMPLATE
   • There is no ability to choose STATE on the report templates either….so one can’t get the VIALSTATE here either, even in the spreadsheet so then you could filter. 
   • You can’t get the VIALSTATE by using the generic report and checking all the options (see attached for the report from the screen shot below)
7. The User Guide consists of one page with regards to workflow and State, so if you have any further documentation I’d appreciate it, as the more samples we get the more difficult to filter it will become.