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Bika Water 1

Note: This is the print view with all the Reference Manual pages on one page. The paginated version is available here, if you prefer that.

This manual discusses the Bika Water functionality additional to that of Bika LIMS covered in the Inkosi manual in this same Help Centre section

1. Set-up and configuration

The set-up items in Bika Water additional to that of Bika LIMS. To follow

13. Sample and Analysis Request workflow

Bika Water adds Sampling and preservation steps to the standard Bika LIMS workflow

13.1. Analysis request registration

Ordering Analyses

As per Bika LIMS:

Navigate to the Client's pages, the LIMS defaults to its AR pages:


Press [add new analysis request]

The AR create form opens. Completing it will create both an AR and Sample record. Samples already in the system can also be re-analysed, then the user must select an existing sample in this form

Analysis Request header

Follow the same steps as described for Bika LIMS Inkosi 2 in its manual sections Creating a simple Analysis Request (AR) and Advanced AR creation

Additional in Bika Water, is

AR Templates - an AR profile but including a designated Sample point and type, a container selection and preservations required. See it in use lower down

Sampling Deviation - standard sampling is done by the lab's Samplers. When the sampling procedure deviates from this routine, this field is used to indicate that by selecting a deviation from a previously configured list, e/g/ 'sampled by client

Ad-Hoc - non periodic/scheduled Sample

Composite - Composite or grab Sample indicator

Partitions required for the Sample - available from a drop down

Preservations - the user select from a number of preservations configured in the LIMS set-up, for both field preservation immediately after sampling, and for other partitions. Each preservation method is associated with its own container

In addition the user may select any number of Unpreserved containers from a previously configured list




The analyses available for selection are divided between Field analyses, to be completed at th Sampling point, typically temperature and pH, and Lab analyses

'Advanced' AR creation - using AR Templates

See 'AR Profiles' in the Inkosi manual. AR Templates add designated Sample points and types, containers and preservations to the AR profile definition. They are maintained by Lab managers in the LIMS set-up and the made avialble from a drop down at AR creation time:


This then auto completes the column for the AR:

Press [submit]

Sample Labels

Where as Inkosi Bika LIMS produces sample labels at receiving the Samples, Bika Water offers to automatically print them now, 1 per container

 After printing the labels - or not - click [Proceed to Sampling Instructions]

Sampling Instructions

Bika Water LIMS also produces Sampling instructions at this point that can be printed and given to the Sampler before he/she leaves. Empty fields may be captured on this form at the Sampling point if Mobile platforms aren't used, and then transcribed into the system by lab clerks when back at the lab

Like the Sample labels, the Sampling instructions can be reprinted from an icon on the Sample view at any given time in future


Press [Return to analysis requests] when finished printing

The user is returned to the Client's AR list where the newly created record is listed with status 'registered'



As an existing Sample was not selected for the new AR, the LIMS created a new Sample record too. It can  be reached by clicking on the Sample icon next to the AR ID


To be Sampled alert

New to  Bika Water is a to be sampled alert that is shown to Sampler to notify them of scheduled Samples tha must be collected:


13.2. Sampling

This section covers the capture of sampling information in the LIMS

The Sampler may either capture this data directly into the LIMS at the Sample point, using a mobile internet device such as wireless Internet connected laptop or on paper, on the Sampling instruction sheet, and then transcribe it to the LIMS once back at the lab

The user, authorised as a Sampler or Lab clerk, navigates to the Sample record, either from a to be Sampled alert or the to be Sampled Sample list and clicks its |edit| tab and continues to complete the required information


This image here shows the calendar pop-up used to select a Sampling date

A field is provided for the Sampler too and all users authorised as Samplers are provided on the drop-down. This caters for the situation where a lab clerk captures the sampling data on behalf of the Sampler. The user entering the data is automatically captured to the Sample's log and a date/time stamp included

The Sample's disposal date is calculated from the period set up for the Sample type

Next the Field analyses results and information are captured:



 Press [submit]

The LIMS returns the user to the Sample's |view| tab, showing the Sample as being advanced from to be Sampled to Sampled status and any discrepancies highlighted, in tis case the pH field analysis' result was found to be outside the specified range


The Sample is also listed as to be preserved in an alert to Preservers


If the preservation steps were completed - remember that users can be assigned any number of roles including both Sampler and Preserver - the Sample would've moved to preserved  status directly. Preservation  is covered in the next manual section


13.3. Preservation

Some Sample partitions will require preservation if configured for it - this section covers Bika Water's treatment of this workflow step

Preservation information can be captured in the same step as the Sampling data. For this example, preservation is treated as a separate step

The user navigates to the Sample to be preserved from the to be preserved alerts or Sample list, and opens its |edit| tab. The sampling information will be completed earlier and below that will be areas for each Sample partition, for both partitions to be preserved and those not requiring preservation

For preserved partitions, the user completes:

Date Preserved - can also be selected from a calendar widget

Preserver - from a drop-down menu of all users authorised as preservers in the system. This once more ensures that a user other than the actual Preserver, say a lab clerk, may capture this data. The lab clerk's name and date/time stamp is captured to the Sample's log in the LIMS

Preservation remarks

When all the data are captured, press [save]

The LIMS returns the user to the Sample's |view| tab. If all compulsory preservation data were captured, the Sample will now be in preserved status and may now be analysed

The Sample's |log| displays the user responsible for all the actions and when they were taken as well as the time spent in each state

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