E-Notebook: Standard Operating Procedures

Transcription

1 1 E-Notebook: Standard Operating Procedures Status: 2016/05/25 SOPs (standard operating procedures), are an important series of documents that scientists frequently need to refer to within an experiment. These documents detail the procedures that should be followed when executing certain types of experiments, or tests. E-Notebook provides a shared space where SOPs can be created. Once approved and published, users can refer to the SOP from within their experiment by selecting it from a drop-down list in the experiment's Title section. All experiments that reference an SOP are listed in the Experiments Referencing SOP table found in the SOP Info section for that particular SOP. Create an SOP (extra privileges necessary) Requirements: You must have the right privileges to create, approve, publish, and recall and re-open SOPs. However, all E-Notebook users have read-access to SOPs in E-Notebook. An SOP must be approved and published before an experiment can reference this SOP. You must have System Administrator privileges to approve and publish SOPs. When you create a new SOP, a default SOP section called SOP Info is automatically created and includes an SOP Description section, and an Experiments Referencing SOP table. Steps Go to the SOP level Click the Quick link entry to SOPs Or mount a level up to the SOPs

2 2 Create a new SOP Click on the menu item SOP Or you can right-click on SOPs in the Navigation Tree to open a contextual menu. Select New > SOP A new window opens, rename the Untitled SOP with a meaningful name.

3 3 Enter the data for this new SOP in the table found under SOP Info: o SOP number: Enter the number of this SOP(if applicable). o SOP Title: Enter the name of this SOP. o Author: Enter the name of the person responsible for authoring this SOP. o Version: Enter the version of this SOP (if applicable). o Publication date: Click in the adjacent field to launch a calendar tool where you select the publication date for this SOP. Select the publication time for this SOP from the time picker tool next to the calendar date picker. Note: The date and time automatically defaults to the current date and time when you click within the Publication date field. o SOP Description: Enter an optional description for this SOP. This is a writable field-- click within the text field to begin typing your description. When you click within the field, the Text ribbon displays. Use the options in the Text ribbon to customize your text. o Experiments Referencing SOP: A read-only table that lists all experiments that have referenced this SOP. The Name column in the table contains hyperlinks. Click on a hyperlink to navigate directly to an experiment. Add additional documents (Word, Excel, PDF) Important: The newly-created SOP must be approved and published before experiments can reference this. The current ICTS setting adds Approval rights to the users, so every colleague from within a user group can approve a SOP.

4 4 Adding documents to a published SOP When additional documents are added to an SOP, it has to be re-opened. After reopening the SOP, the options to add documents become available, after adding the documents, it has to be submitted for approval again. Remark. You cannot approve your own documents, another user with the necessary privileges can approve it.

5 5 Using an SOP Log in to the ELN and go to the appropriate Notebook/Experiment. Select the SOP that is being used. View from user, only the published SOP s are visible for selection. In this example, the SOP contains an excel sheet that can be filled out.

6 6 Procedure: To get the document from the SOP into your own experiment(s): copy the document into the own experiment. There are several ways to copy a document: 1. Select the section of the document, right-click and select copy. 2. Select the section of the document and select Copy from the menu. Click ctrl-v to paste the document, or select Paste from the menu.

7 7 The document will be available in your own experiment for further use. Exporting an SOP An SOP can be exported as xml file. It can be imported into other systems.

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