Sample log-in process flowchart
An editable sample log-in workflow for matching requests to accepted samples, creating an accession record, verifying traceability, correcting entry discrepancies and assigning routing and storage status.
What the sample log-in process is
This chart maps the accession step after a sample is accepted. It compares the request with the physical sample, creates the log-in record, checks that record for traceability and assigns routing or storage status.
An unclear request-to-sample match or incomplete accession record is routed to a controlled hold and correction path. That makes a log-in exception visible before downstream testing or storage relies on the record.
This template does not establish compliance with any standard or regulation. Confirm the accession fields, system controls, approval roles and record-amendment process that apply at your site before making it effective.
What this flowchart covers
In this template
- Four stages from request matching through completed sample log-in.
- A labelled request-and-sample match decision before accessioning.
- A second gate for confirming that the accession record is complete and traceable.
- A hold and amendment route for mismatches or entry errors.
- Editable lanes for reception, coordination and quality oversight.
When to use this template
- You need a workflow between receipt acceptance and assignment to testing or storage.
- You are implementing or reviewing an accession, LIMS or sample-register process.
- You want entry corrections and source discrepancies to have a visible owner.
How it works
Map the accession record
Replace the generic log-in record with the LIMS screen, sample register or controlled form your team uses. Name the fields that link request, sample and status.
Define matching rules
Specify how the receiving team compares a request to a physical sample and which differences require a hold rather than a routine correction.
Set amendment controls
Describe who can correct an accession entry, what rationale is required and how an original entry remains traceable in your system.
Test the routing handoff
Walk an accepted sample through log-in to testing and storage. Confirm the next team can identify the sample, status and location from the final record.
Frequently asked questions
What is a sample log-in process?
It is the accession workflow that creates a traceable laboratory record for an accepted sample. The process connects the request and physical sample, verifies the record and assigns the sample's next routing or storage status.
What happens when the request and sample do not match?
Hold the accession in the status your procedure defines, investigate the difference with the source owner and record the resolution. Do not create a routine accession by guessing which request belongs to the sample.
Why does a sample log-in record need a correction route?
An entry can be incomplete or inconsistent even when the sample is physically present. A controlled correction route preserves what changed and why before downstream work relies on the record.