Transfers

Transfers show when a group of items has been moved between different labs or groups. Samples, libraries, library aliquots, and pools can be included in transfers. There are three different types of transfers.

• Receipt: items sent from an external lab and received by an internal group
• Internal: items sent from an internal group to a different internal group
• Distribution: items sent from an internal group to an external entity

Internal groups are represented by user groups in MISO, and these are used to control who can perform what actions on a transfer. See Users and Groups - Groups

Transfers List

To get to the Transfers list page, click "Transfers" in the Preparation list in the menu on the left side of the screen. Transfers are divided into four tabs - one for each type of transfer, plus a Pending tab. The Pending tab includes any transfers for which you are a member of the recipient group and there are items that have not yet had their receipt or QC confirmed. The toolbar at the top of the table includes controls for working with transfers.

Creating Transfers

Sample and Library Receipt

Receipt transfers are automatically created or updated when you enter a date of receipt and other receipt information when you are creating new samples and libraries. If the date of receipt, sender lab, and recipient group match an existing transfer that contains samples or libraries from the same project, the new items will be added to the existing transfer. If there is no existing transfer that matches, a new transfer is created.

Internal and Distribution Transfers

Internal and distribution transfers can be created in several different ways.

• On the Transfers list page, click the "Add" button in the toolbar
• On the Samples, Libraries, Library Aliquots, or Pool list page, select the items to transfer and click the "Transfer" button in the toolbar
• On the Boxes list page, select the boxes to transfer and click the "Transfer" button in the toolbar. This will create a transfer containing all items from the selected boxes
• On the Edit Sample, Edit Library, Edit Library Aliquot, or Edit Pool page, in the Transfers list, click the "Add" button in the toolbar

Any of these will take you to the Create Transfer page. In the top section of the page, fill in the transfer details. You can enter a recipient (free text) for distribution transfers, or select a recipient group for internal transfers.

Below is a list of items to include in the transfer. If you used the "Add" button on the Transfers list page, the list will be empty; otherwise, the items you had selected will be included in the list already. You can add more items using the "Add" button. A dialog will ask which type of items you would like to add, and then allow you to enter a list of names, aliases, or barcodes for the items to add. Remove items from the transfer by selecting them in the list, then clicking the "Remove" button.

When you are finished, click the "Save" button at the top right. Note that if you are creating a distribution transfer, each item will be marked as received automatically upon saving the transfer.

Members of the sender group will be able to modify the transfer information and the included items using the Edit Transfer page.

Receiving Transfers

For receipt and internal transfers, a member of the recipient group must confirm receipt and QC of each item. This can be done for receipt transfers during sample or library creation by setting the appropriate values for receipt confirmed, receipt QC, and receipt QC note. Internal transfers and receipt transfers for which these are not set will be in a pending state upon creation.

If you are a member of a recipient group that has pending transfers, the "Transfers" link in the menu will be shown in bold text. The Pending tab of the Transfers list page includes any pending transfers for which you are a member of the recipient group. You can confirm receipt and QC, and move the items into boxes from the Edit Transfer page. Click the transfer ID in the Transfers list to get there.

Confirming Receipt

In the Items list on the Edit Transfer page, select the items you wish to mark receipt for, then click the "Set Received" button in the toolbar. In the dialog that appears, choose "Yes" to confirm that the items were received, or "No" if they were not, then click the "Update" button. Be sure to click the "Save" button at the top right of the page if you are done making changes.

Marking QC

In the Items list on the Edit Transfer page, select the items you wish to mark receipt for, then click the "Set QC" button in the toolbar. In the dialog that appears, choose "Yes" to confirm that the items passed QC, or "No" if they did not. A QC note can also be entered, and is required to describe the reason if QC failed. Click the "Update" button when you are done. Be sure to click the "Save" button at the top right of the page if you are done making changes.

Moving Items into Boxes

In the Items list on the Edit Transfer page, select the items you wish to mark receipt for, then click the "Set Location" button in the toolbar. In the dialog that appears, enter the name, alias, or barcode of the box you wish to add the items to, and click the "Search" button. This search returns partial matches. In the next dialog, choose the box from the search results. In the final dialog, choose a box position for each item, then click the "Add" button. Be sure to click the "Save" button at the top right of the page if you are done making changes.

Receipt Wizard

The Receipt Wizard allows you to mark item receipt and QC status, move items to another box, and/or move their box to a different freezer location. To use the wizard, select the items you wish to modify, then click the "Receipt Wizard" button in the toolbar. In the first dialog, select the receipt and QC statuses and choose which type of moves to make. If you chose to move items to another box, the next dialog will allow you to search for and select a box. If you chose to move the box to another freezer, the next dialog will allow you to either scan a location barcode or select a location from a dropdown. Subsequent dialogs will allow you to select more specific locations. Once you have made all of your selections, the changes will all be applied. Be sure to click the "Save" button at the top right of the page if you are done making changes.

Deleting Transfers

To delete transfers, go to the Transfers list, check the checkbox(es) next to the transfer(s) that you wish to delete, and click the "Delete" button in the toolbar at the top of the table. A transfer can only be deleted by its creator or a MISO administrator.

Transfer Notifications

If your site is configured to send emails from MISO, you can have MISO send notifications to transfer recipients or other interested parties via email. The email includes the transfer date and time, the sender and recipient names, and a list detailing all of the items included in the transfer. If notifications are enabled, you will see a Notifications list on the Edit Transfer page.

To send a transfer notification, click the "Add" button at the top of the Notifications list. A dialog will appear, allowing you to search for existing users or contacts, or to create a new contact. New contacts can be saved, so that you can find them via search next time.

A notification will initially be in a "Pending" state. There may be a holding period before notifications are sent, depending on your site configuration. Even if no holding period is configured, it may take a few minutes before the notification is sent. There may also be a limit on how many emails MISO is allowed to send per hour, which may further delay the notification if many notifications are being sent. Once MISO attempts to send the email, the status will change to "Success" or "Failed" as appropriate. If MISO fails to send the email, it will try to email the sender to alert them that the notification failed.

A notification that is still in the "Pending" state can be cancelled by selecting it in the list and clicking the "Cancel" button. If MISO has already attempted to send the notification, it can no longer be cancelled.

A notification that has already been sent - successfully or not - may be resent by selecting it in the list and clicking the "Resend" button. This will create a new notification to the same recipient and queue it for sending. The record of the original notification will be maintained.