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Creating Logs and Required Setup Preconditions

How to create Logs?

Preconditions / Required Setup

Before building and using logs, confirm:

  1. Departments exist in the system.
  2. Instruments/equipment (if applicable) are created.
  3. Frequencies are configured (daily/weekly/monthly/etc), including lead time and overdue time.
  4. Site settings reflect lab operations:
    • 5-day lab vs 7-day lab
    • Multi-shift mode (if applicable)
    • Ad hoc task settings (enabled if needed)
  5. Notification settings are configured by department.

Create Logs

Navigation: Create Log

Choose Log Type
  • Maintenance Log: recurring tasks (frequency-based or date-anchored)
  • Checklist/Tasklist: (Non-recurring, due date driven checklist that can be assigned to users or teams for completion)
  • Sheet Log: event-driven entries with cycle reset and header/row definitions
Select a Classification

The Classification field is optional and is used to group logs based on the laboratory’s internal categories, such as QC Logs, Temperature Logs, or other log types.

  • In the Classification field, select the category that best describes the log, such as QC Log, Temperature Log, or another internal classification.
  • Select an existing option from the dropdown, or create a new classification if the appropriate option is not available.
  • For quality control logs, make sure to select the QC Log classification.

Classifying a log as a QC Log allows Lab Symplified to monitor its QC status, display pass or fail information on the dashboard, and apply control rules that can prevent dependent devices or logs from being used until the required QC is completed.

Select Required QC Logs

Use the Required QC Log field when this log should not be completed until a related QC log has been completed and passed.

  1. Select the applicable QC log from the Required QC Log field.
  2. Save the log configuration.
  3. Users will be prevented from making an entry in this log until the selected QC log has been completed successfully.

The required QC log must already be created and classified as a QC Log before it can be selected.

Enter Log Details

    • Log Name
    • Version Name (if nothing entered, defaults to V1)
    • Department
    • Select Instrument (if applicable)

In the Instrument field, you can associate the log with one or more instruments.

  • Select all instruments that will use or complete the same log.
  • Use this option when the same log and tasks apply to multiple devices, rather than creating a separate log for each instrument.
  • Confirm that each required instrument has already been created in the Add Instruments. An instrument must exist in the system before it can be selected.

When users complete the log, they will select the instrument for which they are performing the task and then continue with the entry. This allows one shared log to maintain separate entries for multiple instruments.

Select Add Task for each task.

Task Configuration

For each task:

  1. Enter Task Name.
  2. Select Schedule Type:
    • Frequency-based: routine recurring tasks
    • Date anchored: due date is set manually; after completion user must set new due date
  3. Set Next Due Date & Time (for initial schedule).
  4. Choose Result Type:
    • Mark as Complete
    • Numeric (+ unit)
    • Numeric with Range (min/max)
    • Pass/Fail
    • Dropdown (semicolon-separated options)
    • Temperature / Percentage / Template (as applicable)
  5. Add Task Instructions (strongly recommended).
  6. Assign shift if applicable (General / All Shifts / Specific Shift).
  7. Add Reviewers in “Review Policy Configuration”. You can find separate instructions on how to add reviewers.
  8. Add Policy/SOP reference (SOP number, title, or link).

Shift Assignment:
Assign a shift when a task is the responsibility of a specific shift. This enables due soon and overdue tracking based on that shift’s schedule.
If the task applies to the entire lab, no shift assignment is required.
Select All Shifts to automatically apply the task to every shift based on their individual shift times.

9. Optional Log Settings

  • Notification recipients for log-specific alerts
  • Overall Log Comments
10. Save
  • Save as Draft (not active)
  • Save and Publish (active and available to staff)

Build Checklist/Tasklist Logs

  1. Create Log
  2. Select Checklist/Tasklist as log type when creating a log
  3. Enter log details (name, version, department, instrument if applicable).
  4. Build tasks (frequency defaults to “As Needed”).
  5. Select Assignment Mode:
    • Single assignment (entire checklist assigned to target)
  6. Select Assignment Target:
    • Whole Lab / Groups / Individuals
  7. Select Notification preferences:
    • Notify immediately
    • Due soon reminder
    • Overdue alert
  8. Set Completion Deadline.
  9. Add assignment note (optional).
  10. Save Draft or Publish.

Sheet Logs (Event-Based Logs)

  1. Select Sheet Log.
  2. Enter log details (name, version, department, instrument).
  3. Select Sheet Cycle (daily/weekly/monthly/quarterly).

Sheet Cycle: Defines how often a new set of records is automatically created (weekly, monthly, or yearly) to keep records separated by time period.

4. Define:
    • Header Fields (metadata for the sheet)
    • Row Fields (the repeated entry fields)

Store cycle-level details (such as reagent or component lot number) that apply to all records. Changing these values creates a new cycle. When a header value changes, a new record cycle is automatically created to maintain accurate traceability and audit-ready documentation.

5. Configure “Header changes trigger new seed” for fields like lot # changes.

 

Note: This feature uses the custom form builder to design header/row fields (covered in a separate section).