View Samples for an Industry

Use one of the pull-down boxes labeled <Industry No> or <Industry Name> to select an Industry.  When you select an Industry, the samples for that Industry will appear on the screen.

Add a New Sample

Click the New button. Complete each of the fields on the Samples Details Screen with appropriate information - you must fill in the columns with red labels. Click the Save button to Save or the Cancel to abandon the addition.

Data Entry

Enter information on a new Sample right here at the Sample Management screen without going into the Sample Details. This speeds data entry.

Sample Sorting

Samples are listed most recent on top, and you can use the scroll bar on the right hand side of the screen to view samples at the bottom if you have that many.  You can change the sorting of the screen by clicking on a column header. 

Modifying Samples

To change information in a sample, simply click on the Details button (the “S” Button), to open the Details Screen, click on the Edit Button and modify the field of interest.

Save / Cancel

Use the Save button to save or the Cancel button to abandon your changes.

Delete Samples

To delete a sample, select the Sample by clicking in one of the fields. Next click on the Delete button.  If there are violations or other events associated with that sample you may be required to delete those items prior to deleting the current sample.

Sample Date Checking

If the Sample Date entered is 3 days more or less than either the Start Date Sampled or End Date Sampled then a message is displayed to notify the user.  The date is allowed, but the user is notified.

This is a data input check.

Auto schedule next Sample

Users can complete the Sample Date, and when this date is entered, Follow-up Sample events are created (Prompted or Automatically, depending on config settings).  Now, when Samples are completed, the MonPointID and Scheduled By values are also pushed to the follow-up event - whether completed from the Samples list, Events list, or Sample Details screens.

Item

Description

Industry No

Drop down box offering a list of Industries by Industry No.  These changes the industry’s samples displayed below.  If you know the Industry number then you can simply start typing it in the drop down list.  The list will instantly jump to the Number.

Industry Name

Drop down box offering a list of Industries by Name.  This changes the industry’s samples displayed below.  If you know the Industry number then you can simply start typing it in the drop down list.  The list will instantly jump to the Number.

Time Period

Drop down box offering a list of time periods.  Choosing a time period limits the samples displayed to the ones that have Sample Dates within that time period. The user can create a Custom Date range (See the Custom Date explanation in the List and Details View section of Common Features) or add / modify / delete Date Ranges available in the listing via the Quick View tab of Event Administration.

Create Average

Opens Sample Averages window allowing you to combine several samples into one Sample Average value

New

Creates Input Row allowing you to create a new Sample.

Delete

Allow you to delete a Sample.

Close

Closes the screen, returns to the Main Menu

Cancel

Allows you to exit out of creating a New Sample.

Samples button

Opens Sample Details screen displaying the selected Sample

Results button

Opens Result List screen displaying results for the selected Sample

Sample Name

Linko can enter the name of the Sample, automatically or you can type your own in each time.  Set the configuration in Samples Admin, “Auto-Fill Sample Name.”

Sample Type

What kind of Sample event, Authority, Industry, Import, etc.

Mon Point

The Monitoring Point where the Sample was taken

Sample Date

The date the Sample was taken

Due Date

The date the Sample must be completed by

Sched By

Who scheduled this sample collection?  e.g., the Authority or the Industry. Use this field with your Sample if you plan to use Compliance Assistant to check Samples just for the Industry or just for the Authority.

Sampler

The person who collected the Sample

COC Filed

Chain of Custody status.  A check indicates that the COC is on file with sample results.

The “Auto-Check ‘COC Filed’ When Result NA’s Gone” in Samples and Results Administration, gives the user the option of having Linko automatically select YES when all of the results are entered for the Sample and there are no more results with NA values.

Otherwise, this field shows NO until the user chooses to change it to YES, indicating that the Sample is complete.

Sample Comments

Comments about this Sample

Has Viol

Whether or not there are any violations associated with this Sample. Double-clicking this field when it has a red YES will take you to the Violations Management screen. Double-clicking this field when it is blank will ask you if you want to Create a Violation.

Record Selectors

Standard Record Selectors allowing you to move between displayed Samples. 

Status Bar

Standard Status Bar allowing you to jump to a listing of overdue Events, a listing of related Reports, a Calendar, a Calculator, Contact Information, or new Phone Log Event.

Other Field Names and Config

The List View Configure Link Allows you to select which fields are displayed, their order and settings. The Sample Management screen has a variety of Fields that can be used including information about who scheduled and completed the sample; and the analyzed date, comments and sample document.

Created By

Shows the listing of POTW employees from the Personnel Tab in System Administration and one can be selected to indicate that person created the Sample Record.

Assigned To

Shows the listing of POTW employees from the Personnel Tab in System Administration and one can be selected to indicate that the Sample was assigned to them.

Analyzed Date

The actual date the Sample was tested in the lab.

Analyzed By

Shows the listing of POTW employees from the Personnel Tab in System Administration and one can be selected to indicate who in the authority did the testing (if applicable)

Late

If the Sample Date exceeds the Due Date, this field will indicate YES that it was late.

Used in Avg?

Indicates whether this sample is one of the samples used to calculate a Sample Average

Internal Comments

Your comment can be entered here or in the Details screen for the Sample. (8000 character max)

Sample Document

A document can be attached by double-clicking in this field, which opens a File Manager window. This is the same function as the Browse button in the Details Screen for the Sample. Once selected, Click on this button to open the file.

Quick Filter

Access the Quick Filter function by a Right Click on a field of interest and sort for and select just the records you want to display.

Item

Description

Industry No

ID of Industry whose Samples are being displayed below

Industry

Name of Industry whose Samples are being displayed below

Create Violation

Opens Violation Details page allowing you to create a new Violation for this Sample

New

Clears values and allows you to create a new Sample.  While editing, the New, Edit, Close, and Record Selector buttons will be disabled

Edit

Allows you to edit the displayed Sample.  While editing, the New, Edit, Close, and Record Selector buttons will be disabled

Save

Saves the changes made to the Sample.  Only enabled while editing or creating an entry

Close

Closes the screen

Cancel

Cancels any changes made to the Sample. Only enabled while editing or creating an entry

Delete

Deletes the Sample.

Event Category

Samples are considered a type of Event.  This field is not editable, it will always be ‘SAMPLE’

Event Type

This combo box lists all possible Sample types available.  These types are editable in (Event Administration Page)

Browse..

Click on this button to open a file browser allowing you to select a document for association. Once selected, Click on this button to open the file.

Sample Name

The name of the Sample.  Sample name can be automatically generated depending on configuration in the Samples and Results Administration Screen

Monitoring Point

The Monitoring Point where the Sample was taken.  Drop down box lists all Monitoring Points associated with this Industry

Scheduled By

Who scheduled this sample collection?  e.g., the Authority, the Industry, or a Violation occurrence? Use this field with your Sample if you plan to use Compliance Assistant to check Samples just for the Industry or just for the Authority

Created By

Person who created this event.  This can be used in bigger systems to track who is scheduling the events to be completed

Assigned to

The person who was assigned to handle the sampling.

Sampler

The person who actually collected the Sample

Due Date

The scheduled date for the Sample to be taken

Sample Date

The date the Sample was taken.  Keep in mind you will also see a Start and End date on the parameter level.  This adds flexibility to the sampling event.

Analysis Completed

Date the Sample was analyzed by the Lab.

Analysis by

POTW personnel who conducted testing.

Late Event

Whether or not this Sample Event is late.  If the event is late, this will be automatically filled in by the system

Has Viol

Whether or not there are any violations associated with this Sample.  If there are Violations, clicking this label will open the Violation window listing all of the violations for the single sample

COC Filed

Chain of Custody status.  A check indicates that the COC is on file with sample results. The “Auto-Check ‘COC Filed’ When Result NA’s Gone” in Samples and Results Administration, gives the user the option of having this checked manually or automatically when all of the results are entered and there are no results with NA values.

Used In Avg?

Is this Sample part of a Sample Average?  This is set automatically by the system when averages are created.

Pre Notify/Post Notify?

Pre Notify Events are either created on an Event Type level in the Event Administration or on the fly within any of the Events screens (Samples Included).   Pre and Post Notify will automatically generate events before and after the original events are due.  For example, users can create a pre-event to notify POTW personnel of an upcoming sample event.  This can be used to prepare the sample bottles and review the types of samples to take.  This is available only when entering a New sample.

This is a discontinued feature provided for backwards compatibility. Please see the Pre / Post Configuration setting.

Sample Comments

Comments about this Sample

Internal Comments

Internal Comments about this Sample (8000 character max).

Record Selectors

Standard Record Selectors allowing you to move between Samples. 

Status Bar

Reduced Status Bar allowing you to view a Calendar, a Calculator, Contact Information, or create a new Phone Log Event

Buttons

Action performed

New

Create a new sample average

Edit

Allows you edit a previously created Sample Average.

Save

Generates the averages from the samples

Close

Closes the screen.  Returns to the Sample Management screen

Cancel

Cancels the averaging and returns to the Sample Management screen or the first sample average in the list

Delete

Deletes the Sample Average currently being displayed on the screen

AV Results

Quickly View the Average Results by clicking on this button.  Also you will be able to generate violations from this screen as well.

Items

Description

Industry No.

The number of the Industry that you are creating the Average for. This information is pulled from the Samples Admin screen when you chose the Create Average.

Industry Name

The name of the Industry that you are creating the Average for. This information is pulled from the Samples Admin screen when you chose the Create Average.

Sample Name

Is an auto generated value taking into account when the sample was made and which Industry it is for.  This name can be modified.

Monitoring Point

Choose a Monitoring Point to average the samples for.  User must select a single Monitoring Point to average, after which, a list of Existing Samples to Average will be displayed

Sample Date

Date of the Averaged Sample that you are creating.

Created By

POTW personnel who created the sample average.

Event Description

Sample Comments (8000 character max).  The number of samples being averaged is auto-added to this field.

Internal Comments

Sample Comments to be shared only with the POTW.  Not printed on NOV Letters or other public reports. (8000 character max)

Has Viol

This field will indicate that the Sample Average you create has a Violation.

Choose Samples to Average

Use this Sample Date list box to browse and select the samples to be used for the average sample. Choose the Monitoring Point and the Date of the Sample Average first. Then choose the Date range of the samples to average.  Use the Quick view for standard date ranges.

Existing Samples for Industry

This will list the Samples from the Date range that are available to be used in the Average. The Add button moves the selected sample from the Existing Samples list to the Samples Averaged side.

Samples Averaged

Displays the samples that have been selected for use in the average sample. The Remove button takes the selected sample out of the list and returns it to the Existing Samples list.

Use Sample in Compliance

This is an important item to be aware of!!  If you choose to use the Sample Average in compliance, the samples in that average will be removed from compliance calculations.  Otherwise if the check box is not checked, the samples and not the average will be used in the compliance calculations.  You will see a check box on the results to indicate whether a result is used in compliance checking.