Workflows are customised to the needs and requirements of the laboratory, optimising lab efficiency and features automated data-capturing and exports to financial software

Client/user management and authorisation profiles for technicians, data clerks, managers and clients enforce reliable security. Audit logging ensures integrity

Access to the system is via web browsers, resulting in a smooth integration with no disruptive desktop installation or network installation

The Bika web portal provides laboratories with a groupware tool to further enhance collaboration and document publishing

This manual describes Bika Wine use from the view of the lab personnel. A separate manual is made available to Lab clients

Client contacts have functionality restricted to information pertaining directly to their own companies, and do not see data for other clients or lab data, please see Logging on and general navigation

Users, groups and roles are discussed fully under Bika Wine System Setup

Lingo · In the context of this manual:

• The plural for 1 analysis is many analyses. An analysis is a spesific test, say pH,  on a sample, or 'analysis service' offered by the lab
• A lab technician is the staff member doing the analyses, some labs call them analysts
• An Analysis Request is the collection tests/analyses requested by the client to be carried out on a Sample by the laboratory. See Samples = Analysis Requests
• Some labs call worksheets, jobcards
• Text in square brackets indicates push buttons, eg [Submit]
• Text between vertical lines indicates navigational tabs, eg | Home |
  

We appreciate your feedback
Please report all discrepancies
in this manual to the team at info@bikalabs.com
The manual will continually be upgraded with improvements

This is version 1.0.2 of the Bika Wine 1.2 manual

Anneline Sweetnam · Lemoene Smit · Joris Goudriaan

Updates
1.0.2 · 8 February 2007
 · Logs
· Late analyses alerts

1.0.1 · 4 February 2007
 · Added document convention text to this page
 · Logging on. Navigation, links everywhere

Initial publication · v 1.0 1 · February 2007

For the Content Management manual, visit  Managing Content in Plone

Access to content may be authorised to specific groups or individuals. Marketing material such as promotions, news and price lists to the wider public and anonymous visitors, information on methods to clients, technical information and HR to lab staff and research data to specific project teams

No html knowledge is required as through-the-web word processor like editors are included

All standard web content types, pages, images, links, animations, sound, file download and folder structure apply. Events are indicated as shaded dates in the LIMS' calendar

Bika LIMS portals also hosts a Help centre that can be populated with site specific reference, manuals and e-training material

Explaining Bika Wine workflow

The Winemaker works for a Wine estate that is a Client of the laboratory. He represents a Client Contact in the system and is registered as a user with password authentication

When the wine is sampled, the winemaker logs onto the system at the lab's web site on the world wide web. He completes an on-line Analysis Request form, checking all the analyses he wants done

Once submitted, the request is shown with status sample due, the system returns an ID and the winemaker writes this on the sample label. If he has a label printer, he may print a label from the system and stick that on. He ships the sample to the lab

By this time a sample due alert is shown to clerks at the lab

When the sample arrives at the lab, a lab clerk 'receives' it in the system. The Analysis Request's status changes to in the lab. If the winemaker was watching, he'll know that his sample arrived safely and analysis is starting

Workflow is set-up by lab staff with the help of worksheets, requested analyses for the same lab workstation, gets grouped together and assigned to analysts and lab technicians who capture results data onto the worksheets in the system. Manually or automated from interfaced lab instruments

Analysis requests on Worksheets are shown and listed with the status assigned

As soon as results become available, lab managers or appropriately authorised analysts, are alerted that results - with status to be verified - are ready for verification. Results out of range are highlighted and managers may decide to retract these results for retesting

Valid results are verified. All through this process the winemaker may track his samples in the lab, but only when verified, does he get to see results itself

Finally the results get published to the winemaker using the publication preferences he set up for himself earlier, normally per email or fax

At any given time, the winemaker and lab staff may query analysis results from a query form. Never does the winemaker see any other data but his own

Apart from scientific analysis functionality, Bika Wine also offers an
on-line Product ordering module for labs also selling laboratory products

Price lists can be generated and emailed off the database,
Invoices made up and Management reports and queries run 
against orders and invoices too

Setting up Bika Wine is discussed in detail at the end of the manual, so as not to confuse readers at the outset

Please see the Bika Wine System Setup chapter

The static display part of the laboratory's intranet or world wide web site, e.g. www.yourlab.com, is the entry point to the Bika Wine system. The LIMS system integrates seamlessly into the the site, maintaining the laboratory’s brand

Clients are led to log onto Bika Wine via the client’s homepage, where they are informed of product and service updates, promotions, industry news and digital resources pertaining to the client's activities

Static display pages and dynamic pages in Bika Wine are hyper linked where appropriate, e.g. Price lists, Analytical Services and Laboratory Products offered are listed from the system data

References to individual analyses in Bika Wine can be hyper linked to content displaying the analytical method used to make it easier for client contacts when requesting analyses

System users may bookmark pages within the Bika Wine part of the site – a logon prompt is issued before they are given access

A log-off link is provided on all pages for logging out of the Bika LIMS part of the site. The user is returned to the client’s homepage. Users must log off and close their browsers and not leave any open sessions unattended

As a security measure, the Bika Wine system can be configured to log any user off after a predetermined period of inactivity

The registration of users and assignment of roles and groups is performed by the system administrator. See Bika Wine System Setup

Once the user has been defined to the system, the login screen or portlet is used for logging on. The user name and password is case sensitive. The Remember my name checkbox may be used to have the system automatically fill in the user name in subsequent sessions but is not advised for security use

Login screen shot

The home screen is displayed

Home Screen for lab personnel

The home screen, and all subsequent screens, provide a number of functions and menu choices

At top right, the user may select text size from the three links provided

A search area and |search| button provide the ability to search for entries in the Bika Wine database

Tabs accross the top of the screen, and a navigation area to the left, give access to the functional areas of the system

The status bar below the tabs shows

• the current location within the system, "breadcrumbs" a la Hans and Gretel
• the user currently logged on to the system
• a link to user preferences
• an undo link – lab managers only
• a link to the setup of the bika system – lab managers only
• a log out link
  

For lab managers, alerts on the right of the screen show analysis requests and worksheets awaiting verification and publication

For lab clerks, alerts on the right of the screen show analysis requests for which samples are due, and orders which are pending

For lab technicians, the home page shows the list of current worksheets

Client contacts are able to view data pertaining only to their own company
The home screen for client contacts shows the list of analysis requests 
which are in sample due status

Client contacts may modify company and contact information,
submit analysis requests and view their progress through the system,
submit orders and change their personal preferences

Client contact's home screen

If the lab is accredited, the logo of the accreditation body appears in the left column. The logo is a link to the accreditation detail information

Accreditation seal for SANAS accredited lab

The accreditation text may be modified in the i18n translation files. Accredited analyses are indicated by an '*' in all subsequent  screens

Links everywhere

Analysis description links

Clicking on the analysis will bring up its description in a pop-up

Analysis description in a pop-up

Sign-in failure

Lost password

The first time you log in, you are invited to setup your preferences. These preferences may also be reached via the link on the menu bar

First time login screen

The My Preferences area provides the ability to change password and set user preferences

User preferences

The Change Password hyperlink presents the form for changing the password. The current password must be entered to ensure security

Change password

The Personal Preferences hyperlink presents the form to change preferences for the logged on user

Personal preferences

The user name and email address are required. It is possible to add a portrait which will be stored in the Bika Wine system

LiveSearch increases the value of Bika's search engine by simplifying the search process. Results from a search are now instant

You'll find Bika's LiveSearch field top right on all Bika Wine pages

Bika's LiveSearch keyword entry field

As you type letters for a search, possible matches appear below the search box — without changing the current page. Here ilustrated is an attempt to find 'alcohol' in the system:

Typing the first few letters in LiveSearch brings up a list of matches

Every item in the list is a live link - click on them to navigate to them if it matches the item you were looking for

Found!

So, instead of entering a search term, waiting for results, and refining your search, this live feedback on searching makes finding things faster and more effective

If the LiveSearch results are unsatisfactory, click the [search] button, upon which a list of  hyperlinked results will be displayed to you

Hyperlinked search results

If the list is too long, or the results not immediately found, click on the Queries link. You'll then be led to a query menu from where you may specify search criteria as described in the Analysis Request Queries paragraph

Just click on the column header. Clicking the column header a second time will reverse the order. The sort order is indicated by an arrow next to the column header the table is sorted on

The same table sorted on client and on number of requests

The |clients| tab or clients folder on the navigation bar lists current laboratory clients. Clients may be deleted from the system by selecting the checkbox, and clicking on the [delete] button

To maintain database integrity, you will not be able to delete clients that have analysis or order data in the system already

Client contacts do not see the |clients| tab or clients folder on the
navigation bar. Any modifications to the client details are for their own
company only

Client list

Click on a client to navigate to their pages

Only lab managers and clerks are authorised to create new clients
Clients should however be encouraged to maintain their address information
and preferences once it has been created to reduce the lab's admin load
Client contacts are allowed to create more contacts at the same
Client organisation, handy for storing additional information

A new client is added by clicking on the [add new client] button on the clients list and enter its details in the following screens. The client default page first

Create new client

Enter the client name and information.  It is wise to enter the fax number without any spaces as shown above. Failing to do this will create errors when the system tries to fax the client at that number

If your lab provides discount to certain clients, like members of a co-operative lab, and the client is a member, check the Member discount applies checkbox

Member's discount are set-up in the Bika Settings management screen

Click on the [next] button to navigate to the address form

Client address

An email address for the client company may be added. Please note that analysis results are faxed and emailed to the Client Contact requesting the analyses. Email addresses for Contacts are maintained in from the contacts page, as described in the Client Contacts section

An address may be added for each of Physical address, Mailing address, Billing address sections

The added addresses are presented in the client address form, where they may be deleted or edited

Click [save] to save your work

The |contacts| subtab on client page shows the current client contact persons, and allows the addition of new contacts with the [add new contact] button

Client contact person

The client contact person is defined, and using the [next] button, their addresses and publication preferences

Publication preferences

Publication preferences specify the media in which the results of an analysis request requested for that client contact should be returned. This may be by fax, email or SMS

Client contact publication preference

Highlight the Contacts preferred publication methods. Selected preferences are shown in blue. To select more than one preference, hold the [Ctrl] key on your keyboard down while clicking on the preference you want to select

User account and login

Once the client contact has been defined, it is necessary to define a userid for that person to access the system. This is done using the |login details| subtab

Client contacts are able to create new client contacts
for their company, but they are not permitted to create login details
for the new contact. This must be requested from the lab personnel

Client contact login details

Once the client contact has a login defined, a confirmation message is presented

Confirmation of client login definition

The client may now login to the system to submit analysis requests, orders and to view results

The entire analysis request, and the individual analyses requested, pass through a number of sequential stages indicated by its status:

1.    Sample due - The sample has been shipped to the lab and the request for analysis has been registered on the system by the client

2.    In the lab - The sample has arrived in the lab, been received by the lab clerk, and a label has been printed and affixed to the sample

3.    Assigned to worksheet – Applies to individual test requests within the analysis request. Grouping related tests in a worksheet facilitates lab processes

4.    To be verified - The analysis has been completed and the result entered into the system. The result has yet to be verified by the lab manager. This status is applied to individual test requests on the analysis request, and to the analysis request as a whole once all the component tests are in this status

5.    Verified - The analysis result has been verified by the lab manager  and is ready to be published. This status is applied to individual test requests on the analysis request, and to the analysis request as a whole once all the underlying tests are verified

6.    Published - The verified result has been published to the client by the method specified for the client contact. This status is applied to individual test requests on the analysis request, and to the analysis request as a whole once all the underlying tests are published

The |analysis requests| tab provides the functionality associated with the submission and processing of the analysis requests submitted to the lab

Two |analysis requests| tabs are available, client specific in their folders, or globally to lab staff from the main tab bar

As an analysis request passes through the various statuses, it appears in the appropriate list selected by the radio button in the Analysis Request areas of the client and the global lab listings

Analysis Request list headings

Analysis Requests which are in To be verified or Verified status are also presented as alerts  to the right of the screen from where they may be accessed directly. These alerts are only presented to the lab manager. Lab clerks are shown alerts for Samples due

Manager alerts for Analysis Requests to be verified

A new analysis request is registered by the client, or by the lab clerk on behalf of the client. From the |clients| tab, click on the |analysis requests | subtab. A list of current analysis requests for the client is shown. Click on the [add new analysis request] button for the analysis request form

Request new analyses

Up to eight samples may be registered on the form. The contact person is selected from the drop-down list, and sample identification information is entered. The sample identification information identifies the sample to the client company and does not have any formatting restrictions

The required analyses are checked and total cost is calculated as the items are selected. The [submit] button will register the analysis request

The analysis request now appears in the sample due list. The analysis request may be modified or deleted by both the client and the lab staff while it is still in sample due status

Analysis Requests – Sample due

The analysis requests which are in sample due status are presented in an alert to members with labclerk role. From here the request id may be clicked on to view the analysis request

Analysis Requests – Sample due pop-up

On receiving the physical sample, the lab clerk checks the analysis request’s check box and clicks on the [receive sample] button. The analysis request’s status is changed to In the lab  and the sample sticker is shown for printing. More than one sample may be processed in this manner. The receive sample functionality is not available to the lab technician

Viewing an Analysis Request

The details of the analysis request may be viewed by clicking on the request id  in the list

Analysis Request details – Sample due

Titration volume and titration factor columns appear only for those analyses which have been specified as requiring these calculations. See Analysis Services under Site setup

For client contacts only the edit tab is shown

Client contacts are not able to manage results,
view the results not requested or view the log

The titration volume and titration factor columns do not appear in 
the client view. The state drop-down shown above appears as text 
for the client contact, and may not be changed

The drop-down at the top right of the form may be used to change the status of the analysis request to In the lab  and the sample sticker information is shown, ready to be printed

Sample sticker

The lab clerk sticks the sticker to the sample container and the sample is ready for processing by the lab technician. The analysis request, and each of its component test requests are all in In the lab status

The lab clerk may choose to group all these tests onto a single worksheet, so that all the tests may be run at the same time. A single workstation may perform a number of tests simultaneously, as is the case with the Foss WineScan

These would be grouped into a single worksheet for easy bulk validation and verification. All the worksheet results can then be reviewed and verified together by the lab manager and authorised reviewers. For ISO 17025 compliance

It is also possible to create worksheets per client

For manual data capturing, the lab technician prints the worksheet and uses it in the lab to record results. The completed worksheet is eventually returned to the lab clerk for capturing the  results into the system. Alternatively the lab technician types the data directly into the system

Results Data may also be uploaded from lab instruments such as the WineScan directly, see Analysis Request Result Capturing

The |worksheet|  tab provides the functionality associated with worksheet

List of current worksheets

The lab technician clicks on the [add new worksheet]  button to create a new worksheet. A unique worksheet number is generated with a blank worksheet, to which analysis requests are to be added, by clicking on the [add analysis]  button

Add analysis to new worksheet

The user selects the analysis type and/or client for which the worksheet is to be created

Select analysis requests for worksheet

The search result presents all the analysis requests in the lab which meet the specified criteria. The user then selects analysis requests for inclusion on the worksheet

Worksheet with analysis requests in columns

These three analysis requests have now been added to the worksheet. They now have the status assigned to worksheet

Analyses may be added to or deleted from the worksheet. Deleting an analysis removes it from the worksheet, it does not delete the request from the system. Once an analysis has been added to a worksheet, the worksheet is shown as a link in the analysis request

The lab member who performed the analysis is captured in the Analysed by selection box

For analysis services which require titration values, the additional input columns are shown and the result is calculated as titration volume x titration factor. These columns do not appear for analyses which do not require titration

To minimise keystrokes and possible human error, a Copy titration factors checkbox is provided to apply the same titration factor for all the analyses on the same row by entering a value in the first column only

Results may be added as they become available, either manually or uploaded directly from instrument exports

Worksheet with analysis requests in rows

The analysis requests appear in the appropriate status lists as explained in this chapter's introduction. Lab personnel see results data. Clients do not see unverified results

Analysis requests may only be deleted while still in sample due status, by either client or lab staff. Once samples have been received and their analysis requests are status in the lab, results may be captured for them

The lab manager and any lab personnel with the role of verifier are allowed to edit and verify results. Lab managers and authorised publishers may publish results

Client contacts may only view results which have been
verified. Although they can see the lists of analysis requests in the various
statuses, the results are not visible to them until verified or published

Manual analysis results capture

Per single Analysis Request. Most labs will prefer capturing results per worksheet, but this single sample case is used here to explain the concept

Once an analysis request is in in the lab  status, results may be entered. For those analyses for which titration is required, the titration volume and titration factor is captured, and the result is automatically calculated as the product of these. For all other analyses, the result is captured directly into the results column.

Click on the |manage results| subtab. The [submit results] button saves the results which have been entered

Analysis request manage results

Minimum and maximum values, and uncertainty values have been set up for each test in the bika setup -> Analysis Services area. See Analysis Services section

A result which falls outside of the acceptable range is highlighted in red

The result is used to find the uncertainty value for this analysis which is shown in the +/- column

Result out of range highlighted

Those analyses for which results have been entered are changed to To be verified status, while the analysis request as a whole becomes To be verified once results have been submitted for each of its component tests

Client contacts may not manage results nor see them until
they have been verified  

Foss Instrument interface results capturing

Analysis results obtained from the Foss WineScan can be imported into the standard Bika Wine system and the interface easily be customised for other instruments

The mean values as recorded by the WineScan are uploaded as comma delimited file,  .csv, files. The name of the analyses as identified by the WineScan must be set up in the Bika Analysis Services configuration. See the Analysis Services section

The lab tegnician clicks on the |import winescan| tab and is prompted to enter the name of the data file, or may browse the computer to locate the file. Click on the [import] button to load the results data into the system

Import WineScan data

The request numbers are matched to the analysis requests in the system, in in the lab and assigned status, and the results entered. Data not matched are reported in an import log displayed

WineScan import log, showing that unrequested results Steriel (Sterile), Reducing Sugar (rs) and Total Acidity (ta) were not requested by the client but uploaded

The Foss delivers a complete set of analyses for every sample, regardless of whether the client has requested it or not. The values which were not requested are written to the database, but flagged as ‘not requested’

Should a client require this data, it can easily be published off the database without having to re do the sample. Described next

Results not requested

Unrequested results are not visible to clients or to lab personnel other than the lab manager. The unrequested results are viewed by the lab manager at the |results not requested| subtab

Analysis Request – results not requested

The lab manager may release these results should the client request them, by clicking on the [verify] button, which moves that test, and its verified result into the requested results area

Verification of analysis requests

The To be verified  list reflects all analysis requests for which all the results have been submitted

To be verified list

The results may be verified by selecting the checkbox and clicking on the [verify] button. The analysis request is then moved into Verified status

The results may be retracted by selecting the checkbox and clicking on the [retract] button. The analysis request is then moved back into In the lab status, and the results must be resubmitted to process the request

The lab manager additionally sees these requests in a pop-up on the right of the screen

To be verified pop-up

An individual analysis request may be viewed by clicking on the request id link, from where the request may be verified or rejected via the state drop-down

State drop-down

Verification of individual test results

Due to the fact that some analysis methods take longer than others, it may be necessary to verify and publish results of some tests before all the tests on the request have been completed. This is done from the |manage results| tab on analysis requests

Check the individual analysis and click the button corresponding to the action required

Publishing an individual result, Balling, while other results on the same request are still in progress

Verification of results per worksheet

Once the results have been submitted on a worksheet, it is possible to change the status to to be verified by selecting submit for verification  from the drop-down on a worksheet

Worksheet – submit for verification

The worksheet is then in to be verified status, and appears in the lab manager’s pop-up of to be verified requests. The lab manager selects this worksheet, either from the pop-up or from list of worksheets, and verifies or retracts the results. The individual test results are recorded in the analysis request in the same status as the worksheet

Once an analysis request has been verified, it is ready for publication to the requesting client contact. All the verified requests are viewed by selecting the verified radio button in the analysis request area

Verified analysis requests

The results may be published by selecting the checkbox and clicking on the [publish] button. The results may also be retracted, which returns the analysis request and each of the component tests to in the lab status

Bulk publication is achieved by selecting the top checkbox in the list, which selects all the checkboxes, and clicking on the [publish] button. All the selected analysis requests are published

Publishing is a resource hungry process and it is advisable
not to publish batches very big batches

Also keep in mind that publishing more than 4 Analysis Requests
to fax will render the text very small

The analysis request may be viewed by clicking on the request number within the list. The lab manager also has the verified analysis requests presented in the verified pop-up, from which individual requests may be viewed and published

On viewing the details of the analysis request, the results may be published or retracted using the drop-down. On publication, the system sends the results to the client via the method selected by the client contact. This is by email, fax or letter

Analysis request result email

The published analysis requests may be viewed by selecting the published radio button in the analysis request area

Should the results be required by the client before they are verified, they may be given telephonically. A record of this is made in the Remarks text area linked to the analysis request while it is still in the lab. This field is visible only to lab personnel

Analysis request remarks column

Authorising lab clerks to verify and publish results

It is possible for a lab manager to assign verification and publication authorisation to  senior lab clerks and technicians. To do this the system administrator assigns the staff member to the verifier or publisher groups. Details under Users, Groups and Roles in the Setup section

The lab manager sets up desired target turnaround times up in the LIMS set-up. If the analysis is not published in the specified time, measured from time of sample reception, a red alert is displayed to lab staff

Late analyses portlet

Click on the analysis to navigate to it on its Analysis Request, or on the more... link to go to a page of all analyses currently late

The late analyses page. The column at right indicates how long the analysis is overdue

The time calculation in Bika 1.2 uses the total time elapsed since sample reception. In Bika 2, a true working time calendar will exclude non working hours and public holidays

It is possible for a lab manager to assign verification and publication capability to senior lab clerks or technicians. This may be necessary during periods of high sample load

To do this the system administrator assigns the staff member to the verifier or publisher groups. Details in the Users, Groups and Roles paragraph of the Setup section

Queries may be run against the Bika Wine database to find analysis requests, worksheets, orders and invoices defined by specified search criteria. All access to data is restricted to the authorisation profiles of the users' roles. Clients may view only their own data

The |queries| tab presents the various query options

Query options

Click on the Query Analysis Requests link to search for analysis requests. The search is specified through one or more search criteria fields as shown. Any or all of the search criteria may be used

Query analysis request search specification

Client contacts do not have the option of selecting the company.
The system restricts the query to data pertaining to the client

The results of the query are displayed, showing the results out of range in red, and a +/- link next to those results for which an uncertainty value exists. Position the cursor over the +/- to show the uncertainty value pop-up.

The results are shown with the option to email these results to a specified address, or to a client contact registered to the system

Query analysis request results

To email the results to a client, click on the [browse] button to select a client contact

Browse contact email addresses

Click on the select link of the appropriate client contact person to return to the query result page with the appropriate email address, or click on the view link to view the contact details

Analysis request summary reports are available to lab management, and described under the section Management Reports

Client contacts do not have access to price lists.
However, lab personnel may email a price list to a client contact

Click on the Price Lists link the left navigation bar to see all the current price lists

Price lists

Click on the [add new pricelist] button to create a new price list, or select a price list checkbox to delete by clicking on the [delete] button

Create a price list

Once the price list has been saved, it is displayed, and may be printed or emailed

Price List

Click on the |print pricelist| tab to prepare a printable format of the price list, or on the |email pricelist| tab to send the price list to an email address

Email price list

Enter a known email address, or click on the [browse] button to select a client contact

Browse contact email addresses

Click on the select link of the client contact to return to the email price list page with the appropriate email address, or click on the view link to view the contact details

Click the [send mail] button to send the email to the selected address

The laboratory offers a number of items for sale to its clients. The list of items are defined by the lab manager under Products in the bika setup. These products appear in the list of items that can be ordered when placing an order

A newly placed order is in pending status and can still be altered. Once the order has been fulfilled, the status changes to dispatched and it cannot be edited anymore

The client clicks on the |orders| tab to view existing orders and add a new order. Lab personnel placing an order on behalf of the client navigate to the client, then click on the |orders| tab. All the orders for that company, pending and dispatched, are shown

Client’s order list

The client clicks on the [add new order] button to place an order, or on an order number link to edit an existing order in pending status

Create new order

Lab personnel may view orders by clicking on the |orders| tab on the main menu line. The orders for all clients are sorted by status, viewed by clicking on the appropriate radio button

Order list

Pending orders also appear to the lab clerk in an alert in the right hand column

Orders pending pop-up

The lab clerk may select the checkboxes and click on [dispatch], or click on the order number link in the list, or click on the order number link in the pop-up to see the order details

Order detail

Use the drop-down to change the status of the order to dispatched

The |queries| tab presents the various query options

Bika's Google like LiveSearch facility often provides a quicker way of finding data, please see Find data quickly · LiveSearch

Queries menu

Click on the Orders link. The order query form is presented

Query orders

Any or all of the search criteria may be used to perform the search. Click on the [search] button to execute the search

Query orders results

Client contacts do not have the option of selecting the
company. The system restricts the query to data pertaining to the client

The query results are displayed. Individual order details may be viewed by clicking on the order number link, or the results may be emailed to a specified address, or to a client contact registered to the system

Click on the [browse] button to select a client contact

Browse contact email addresses

Click on the select link associated with the client contact person to return to the query result page with the appropriate email address, or click on the view link to view the contact details

Once the contact name or email address has been entered, click on the [send mail] button to send

In Standard Bika configuration, Invoices may be created and deleted by lab managers. They may be viewed and printed by all lab personnel

Client contacts do not have access to the invoice
functionality in the standard Bika. This and all of the 
above authorisation structure can be configured to requirement

Invoices are accessed from the left navigation bar. All current invoice batches are shown, and may be drilled down to view individual invoices per client company

Invoice batches

Click on the [add new invoice batch] button to create a new invoice batch, or on a statment batch title to view an existing invoice batch

Create invoice batch

The invoice batch is created, comprising one invoice per client company, for the specified date range

Click on the invoice number to view the invoice

Invoice

The invoice includes all the analytical services which were performed within the specified date range

Click on the |print invoice| tab to view the invoice in a printer-friendly format

The |queries| tab presents the various query options

Bika's Google like LiveSearch often provides a quicker way of finding data
please see Find data quickly · LiveSearch

Query options

Click on the Invoices link to search for invoices. The search is specified through one or more search criteria fields as shown

Query invoice search specification

The list of invoices which satisfy the query is displayed, with the option to email these results to a specified address, or to a client contact registered to the system

Query invoice results

Enter an email address or click on the [browse] button to select a client contact

Browse contact email addresses

Click on the select link associated with the client contact to return to the query result page with the appropriate email address, or click on the view link to view the contact details

Management reports provide summary information for the number of requests per analysis service, and the number of requests per client. The reports are available to those lab personnel with lab manager or lab clerk permissions. The reports are available from the |reports| tab on the main menu

Report menu

Click on the Analyses totals link, complete the date range selection and click [search] to view the number of analyses requested per analysis service

Analyses requests per analysis service

Like all tables on Bika pages, data can be sorted on any column, by clicking the column header. The report is totalled at the bottom

Click on the Analyses requests per client link on the report menu, complete the date range selection and click [search] to view the summary of analyses requests issued per client

Analysis requests per client

Bika Wine is configured in the control panel, reached by clicking on the preferences link top right on the status bar

The Bika Configuration portlet appears in the left hand navigational column from where all set-up items can be reached

This function is only available to the lab manager

Bika control panel

All the menu functions are presented, and remain in the left navigation area while in the control panel

All the analytical services offered by your lab are added and listed here and editable to lab managers

Analysis services

Click on [add new analysis service] to add a new service, or click on the title of an existing service to edit it

The analysis service Description may be used to capture information visible to the lab staff and clients. Typically this is a description of the analysis method. Analysis services throughout the system are hyperlinked to pop-ups for clients and staff to look up this information

The Minimum value and Maximum value fields are used to determine whether a test result is out of range, and then highlighted in the analysis request and worksheet results

The VAT % defaults to the system default but may be edited

The FOSS Keyword is the name of the analysis in the .csv file of results exported by the Foss WineScan instrument and is used to match results with analyses. This name must be spelled exactly the same here and on the WineScan output

Maximum Hours Allowed is the time limit specified for this test to be concluded. When an analysis request exceeds this time limit, it is displayed in the late analyses pop-up

Titration Volume Required determines whether an analysis requires titration. For those analyses, the result may not be captured directly, but titration volume and titration factor are captured. The result is calculated as the product of these

Titration Volume Unit appears on the analysis request once the titration volume has been captured

Uncertainties The table of uncertainties is used to determine the measure of uncertainty for the analysis. These uncertainty values are shown throughout the system as +/- value, after the result

Bika settings define the default values specific to the Bika Wine installation

Bika settings menu

System defaults

Bika settings

System wide preferences are set here by the lab manager or system administrator

Password lifetime defines the number of days before  users’ passwords expire, requiring them to renew their passwords. A zero value implies passwords do not expire

Automatic log-off defines the number of minutes of inactivity before the system automatically logs the user off. A zero value implies automatic log-off is disabled

VAT percentage to be applied to services and products. The VAT may be changed per individual service, but this value sets the system default

Bika Wine generates serial numbers as new objects are created, e.g. analysis requests, worksheets, orders. The prefixes and formats for these serial numbers are defined in the Prefixes list. The prefix may include special characters, typically ‘-‘

Cultivars

These are the cultivars of the samples which are submitted. This list appears for selection when the cultivar is entered into an analysis request

Click on the laboratory information  link

The laboratory name is entered, and using the [next] button, the addresses, contact numbers and bank account details are entered

Check the Accredited checkbox if the laboratory has been accredited. This will cause the accreditation body logo to appear with its link to accreditation details, and indicate which analyses have been accredited. Accreditation body and certification details may be edited in the i18n Translation files

Laboratory details

Click on the [next] button to navigate to the address form

Laboratory address details

Enter the email address, then click on the [add] button to add up to four addresses

Laboratory address details

An address may be added for each of Physical address, Mailing address, Billing address and Shipping address. Select the type of address from the drop-down, and enter the address details. Repeat the address add procedure to add each type of address

Click on the [next] button to navigate to the Contact Numbers form

Laboratory contact numbers

Click on the [next] button to navigate to the bank account details form

Laboratory bank details

Email templates

Click on the links to view and edit the email templates

Excerpt of email template

Click on the |edit| tab to edit the template

Email template edit

Click on [save] to commit the changes

The products available for sale are defined in this area

Laboratory products

Click on a product title to edit. or [add new product] for product details

Edit product details

The VAT % defaults to the system defined value, but may be overridden here for this product

Users

From the site setup page, select Users and Groups Administration to register personnel and assign their roles. Note that client contacts are not registered here – they are accessed via the Clients option on the main menu

Create a new user by clicking [add new user] on the user overview page, or serach for an existing user

Find or add a user

[show all] Lists all users in the system

Users

Create a new user

Click on the [add new user] button to add a user

Enter the details in the fields, return to User/Group management and assign the required roles for that user. Once the user details have been registered an email is sent by the server to the user, so that the user can set his/her own password.

Note: This email must be answered within 24 hours.

Editing a user

Click on the user name on the list to view or modify user details

User properties edit

Enter the user details, and optionally load a portrait of the user

Groups and Roles

Click on the |group membership| tab to assign this user to a group
Roles determine the authorisation and functionality the user has within the system
The following roles are defined:

• member – all members of the portal are in the member group. Client contacts are typically only members of this group, and may view only their own company’s data

• labmanager – Bika setup functionality and all other functionality except system setup functions reserved to the system administrator

• labtechnician – analysts able to manage test results and worksheets

• labclerk – able to receive samples, submit analysis requests and manage product orders
• verifier –  permitted to verify and retract analysis requests and worksheets. This role must be combined with another role (e.g. labtechnician) to provide functional access to the system

• publisher –  permitted to publish and retract analysis requests. This role must be combined with another role (e.g. labtechnician) to provide functional access to the system

• manager

• owner

Groups are logical collections of users, such as departments and business units. Groups are then given roles, and users are assigned to groups. The users within the group inherit the functionality of the roles assigned to the group

Click on the |groups| tab from the main Users and Groups Administration  area to manage groups

Groups overview

To assign roles to groups, select the appropriate checkboxes and click the [apply changes] button

Click on the [add new group] button to add a group, or click on the group name to view or modify group properties

Group properties

Adding Users to Groups

Users may be added to groups in two ways: Edit the user, and select multiple groups they should join, or edit the group and add multiple users

Click on the |group membership| tab of the user properties form:

Group membership for user

The available groups are shown above, while the current groups to which this user belongs are shown below. Select the appropriate checkboxes and click on [add user to selected groups] to add the user. To cancel the user’s membership to the group select the appropriate checkbox from the Current Group Memberships list, and click on [remove selected groups]

To add multiple users to a group, click on the |group members| tab of the group properties form

Group membership

The available users are shown above, while the current group members are shown below. Select the appropriate checkboxes and click on [add selected users to this group] to add the user. To cancel the user’s membership to the group select the appropriate checkbox from the Current Group Members list, and click on [delete selected users]. Deleting a user does not remove the user from the system, it is only removed from this group