The data generated to record laboratory samples and specimens is often created using a diverse set of processes and/or software applications. The data might also be generated at multiple remote locations to the eventual long term storage location.
Labccs Exchange is a free utility which makes it possible to upload, verify and import sample data held in Excel or .CSV file format into the main Labccs database.
The concept is to make it easy to exchange data between other laboratory software systems and our Labccs database.
How it works
In the Labccs database the term “Collection” is used to define the configuration of the data fields used to store information on a set of samples. Each Collection can be configured to have as many or as few data fields as required.
To begin the process of data exchange, the Collection definition (I.E the list of data fields) is first exported from Labccs to Labccs Exchange. The Collection definition is then associated with an “Activity” record within Labccs Exchange. The Activity record is used to collate all the necessary components and keep track of all the information generated as part of the data import and verification process.
The next step is to link an Excel or .csv file with the Activity record. Once the Collection definition and the spreadsheet (or .csv file) are linked together through the Activity record, it is now possible to create a Data Map.
A Data Map is used to match the columns in the spreadsheet with the data fields defined in the Labccs Collection.
Once the data map has been created (or a pre-existing map applied), the data from the spreadsheet is then read row by row and validated to ensure that all data is in a format that can be imported into the Labccs SQL database.
Any data formatting errors are highlighted in the “Data Validation report” and can then be corrected by the user.
Once the data is fully validated, it is then imported into the Labccs Exchange database using the same data format defined by the Labccs Collection. Newly imported records are updated with a status value of “Ready for Import”
Labccs Exchange also provides a search and report interface for the newly imported data. This can be used to confirm that the correct data has been imported from the spreadsheet.
To import the data from Labccs Exchange to the Labccs database an Admin user will login to both Labccs and Labccs Exchange at the same time. A Labccs storage location is selected and the user can then choose to import X number of sample records into the selected location – where the status of the data row is “Ready for Import”
The import process can be repeated multiple time with different location value until all the data rows with a status of “Ready for import” have been imported.
The key features of Labccs Exchange include:
- A logical easy to use interface which will guide the user through each step of the validation and import process.
- An intuitive and interactive validation report which graphically highlights the spreadsheet data which cannot be imported into the selected SQL field type, and allows the user to edit the invalid cells.
- The ability to allocate specific data Contributors access to specific Labccs Collections.
- The ability to send email notifications when data is ready for import.