Guides
Lab sample retention management with Duaer
Lab sample retention management comes down to three things: every sample has a keep-until date and an owner, someone is reminded before it lapses, and what happened is on record. In Duaer, start a card rule from the sample template and paste the sample list. Owners see a card every day from a few days before the date, pick Handled, Request an extension, or Discard, and the outcome is recorded.
What goes wrong when samples pass their keep-until date?
- Samples degrade, results can’t be used, and you have to sample again.
- When a client or auditor asks about a sample, it takes days to dig up the records.
- The dates live in one person’s spreadsheet, and nobody knows when they are away.
How do you set up sample retention reminders in Duaer?
- Open the project › Data tables › Duaer cases, click New card rule, and pick the sample template under Start from.
- Set Remind days before to what your SOP says, such as 3. With 0, cards appear only after the keep-until date.
- Under List, paste from your spreadsheet: sample ID, owner email, and keep-until date, one sample per line.
- Choose Time zone and Card language, then save.
What does the sample manager see each day?
Each morning, the sample manager sees their sample cards in the Duaer employee portal, with what gets worse if it waits first. A card before the date reads “Sample S-0412 is due in 3 days”; one past it reads “Sample S-0412 is 9 days overdue”. Below are the rule, “A sample is past its keep-until date and still open”, the date, and the basis. The three options:
- Handled: the sample was tested or moved. Closes the reminder.
- Request an extension: the sample is still usable. Records that an extension was requested.
- Discard: the sample can’t be used. Records it as discarded.
Once the status changes, that sample gets no more cards.
How do you pull records together before an audit?
Each sample’s status and outcome are in Duaer cases, and Duaer includes them in the knowledge base index. Connect the space with your storage SOP and sample records too. Before an audit, ask “What happened to S-0412?” or “What does the storage SOP say about extensions?” and get answers with sources.
Can calibration and reagent expiry run alongside?
Yes. Duaer has templates for instrument calibration, reagent expiry, QC retests, and report delivery. Each rule runs on its own, and the cards line up together in the employee portal. For calibration, see Equipment calibration due tracking. For the whole picture in labs, see Duaer for life sciences and pharma.
Questions
Can Duaer read samples straight from our LIMS?
Duaer has no ready-made LIMS connection. Export a sheet from your LIMS and paste it into the Duaer card rule, or have a workflow write to Duaer cases on a schedule.
Can Duaer sample cards be in Chinese?
Yes. Set Card language to Chinese in the Duaer card rule.
In this section
Equipment calibration due tracking with Duaer
Equipment calibration due tracking means every instrument has a due date and an owner, someone is reminded in time, and each calibration, send-out, or removal is on record. In Duaer, start a card rule from the calibration template and paste the instrument list. Owners get a card every day before the date and pick Calibrated, Sent for calibration, or Take out of service.
Follow-throughTurn SOPs into AI follow-through with Duaer
To turn SOPs into follow-through, write each time-bound step as a Duaer card rule and connect the SOP itself to the knowledge base. When a date comes up, Duaer puts a card in front of the owner, and anyone unsure can ask and get an answer that cites the SOP.
Follow-throughExpiry date tracking and reminders with Duaer card rules
To track expiry dates and get reminders before certificates, contracts, or equipment lapse, paste the list into a Duaer card rule and set how many days ahead to remind. Duaer puts a card in front of each owner every day before the date. One click records what was done, and the reminders stop.
DataGive people tasks in Duaer with the tasks table
In Duaer, every project comes with one built-in data table named Duaer tasks. A workflow inserts a row to assign a task, push a decision card, or write a note. When the person clicks Done or picks an option in the Duaer employee portal, the result is written back to that row and a waiting workflow continues.
Organizations and teamsGive employees their own Duaer employee portal
The Duaer employee portal is a separate sign-in address for each organization. Employees see the tasks and decisions workflows push to them and the metrics they follow, and can ask Duaer about them, without opening the workflow editor.