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Storage Locations

 Storage Locations and Sub-locationsOverview

Storage locations and sub-locations are master data records, maintained in the Data Management section, that describe where inventory items are physically stored within the laboratory. When these records are assigned to a product, the item's storage can be viewed and filtered from the inventory table, making it straightforward to identify where each supply is kept.

Storage is organized across two levels. A storage location represents a primary physical area, such as a room, bay, or freezer. A sub-location represents a more specific area contained within that location, such as a rack, shelf, or cell. Sub-locations are associated with a parent location, allowing the storage structure in the system to mirror the physical layout of the laboratory.

This structure provides several capabilities:

  • A single location can contain multiple sub-locations (for example, Room 105 containing a −20 Freezer and a −35 Freezer).
  • The same sub-location name can be reused under different locations, so identical equipment in separate areas can be represented without conflict.
  • A single supply can be associated with more than one location and sub-location when it is stored in multiple places.
  • When storage is assigned to a product, selecting a location automatically limits the available sub-locations to those belonging to that location, keeping assignments accurate.
  • Both storage location and sub-location are optional at the product level.

Note: Storage tracking supports two levels only — a location and a sub-location within it; no further levels are available. Storage records indicate what is stored where, not how much. Quantities are not tracked at the location or sub-location level.

Storage Locations

Purpose

A storage location identifies a primary physical storage area in the laboratory. It serves as the top level of the storage structure and can hold one or more sub-locations beneath it. Once assigned to a product, a storage location becomes a filter criterion in the inventory table, allowing all items stored in a given area to be listed together. Locations can be created and maintained independently, and can be used on their own without sub-locations where a single level of detail is sufficient.

Creating a Storage Location

  1. Navigate to Data Management > Storage Locations.
  2. Select Add location.
  3. Enter the location name (for example, Room 105).
  4. Save the location.

The location is now available for adding sub-locations and for assignment at the product level.

Managing Storage Locations

  • Existing locations are listed on the Storage Locations page, where each location can be expanded to display the sub-locations it contains along with a sub-location count.
  • The search field can be used to locate a specific location by name.
  • A location can be edited or removed from its row actions. When a location that is in use is removed, a warning is displayed. On confirmation, the location's sub-locations and any related product assignments are cleared.
Storage Sub-locations

Purpose

A sub-location identifies a specific area within a storage location, providing a second, more precise level of detail beneath the location. Sub-locations are associated with a parent location, which means the same sub-location name can be reused across different locations without conflict — for example, two identical freezers in different rooms can each contain a Rack 1. Sub-location names are unique within their own location. Like locations, sub-locations become a filter criterion in the inventory table once assigned to a product.

Creating a Sub-location

  1. Navigate to Data Management > Storage Locations.
  2. Locate the storage location the sub-location belongs to (for example, Room 105).
  3. On the selected location, select Add sub-location.
  4. Enter the sub-location name (for example, −20 Freezer) and save.
  5. Repeat to add additional sub-locations to the same location (for example, −35 Freezer).

Tip: When two areas contain identical equipment, the same sub-location names can be created under each location. Each set remains distinct because it belongs to its own parent location.

Legacy Sub-locations

Sub-locations that are not associated with a location appear in Unassigned (legacy) category. A legacy sub-location can be moved into a location at any time to establish the association by utilizing “Move to location” button. Once associated, every product already assigned to that location and sub-location reflects the relationship going forward.

Assigning Storage to a Product

Storage locations and sub-locations are applied to inventory items through the product configuration within Item Information page.

  1. Open Data Management > Item Information. Open product configuration from 3 dots at a item level.
  2. In the Lab Specific Configuration go to the Storage Locations section, select a Storage Location from the dropdown.
  3. Select a Storage Sub-location. Only the sub-locations that belong to the selected location are listed.
  4. To associate the product with more than one location, select Add Location and choose an additional location and sub-location.
  5. Save the configuration.

The product is then linked to each selected location and sub-location and can be filtered by any of them in the inventory table. Because both fields are optional, a product may be saved with a location only, or with no storage assignment at all.

What's Changed

Before

Now

Storage locations and sub-locations existed as separate lists with no relationship.

Sub-locations can be nested within a specific location.

Sub-location names had to be distinct across the entire system.

The same sub-location name can be reused in different locations.

A supply could be associated with only one location and sub-location.

A supply can be associated with multiple locations and sub-locations.

Location and sub-location filters operated independently.

Selecting a location automatically narrows the sub-location options to that location.
Impact on Existing Configurations

For environments already using storage locations and sub-locations, this enhancement is optional and non-disruptive. Existing locations, sub-locations, and product assignments continue to function as before, and no changes occur automatically.

  • Existing locations appear as they did previously.
  • Existing sub-locations appear as legacy items, with no location association.
  • Legacy sub-locations can be moved into a location whenever the new structure is adopted.
  • Once associated, every product already assigned to that location and sub-location reflects the relationship going forward.