---
title: "Sample Dispatch v3.2.0.1"
canonical: "https://servicedesk.maxgeo.com/space/DS/1754792113/Sample%20Dispatch%20v3.2.0.1"
format: markdown
---
> Macro (toc)

> Macro (anchor)

This guide provides essential instructions for efficiently managing sample dispatches within DataShed5, ensuring users can navigate both dispatched samples and drafts effectively. It covers searching, filtering, and creating dispatches, along with entering detailed information about the samples and reporting requirements. By following this guide, users can streamline their workflow, minimize errors, and enhance communication with laboratories, ultimately leading to improved efficiency in sample management.

Click "**Sample Dispatch**" to open the Extension.

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 0.png](media://938bca09-2ff8-4463-8dbd-435229154514)

Sample dispatches are organized into two tabs: **"Dispatched Samples"** and **"Drafts"**.

- **Dispatched Samples**: This tab contains samples that have been successfully dispatched.
- **Drafts**: This tab holds the samples that are still in draft status and have not yet been dispatched

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 1.png](media://30aa1d9f-5ba0-4b20-b7b3-a8efbcd00224)

## Searching and Filtering Sample Dispatches

You can search and filter the list of dispatched samples using the following methods:

1. **Search by Dispatch ID**:
  - Enter the **Dispatch ID** in the search field.
  - Click **"Search"** to filter the list.
2. **Search by Dispatched By**:
  - Select a person from the **Dispatched By** picklist (this data comes from the **Person Library Table**).
  - Choose the person you want to search by.
  - Click **"Search"** to filter the list.
3. **Search by Date Range**:
  - Select the **Start Date** and **End Date** for the range.
  - Click **"Search"** to filter the list.
4. **Reset the Filters**:
  - Click the **"Reset"** button to clear all applied filters.

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 3.webp](media://e32bd998-be9d-4102-a8db-69b985c48f49)

## Creating a Sample Dispatch

To create a new Sample Dispatch, follow these steps:

1. **Click "New Dispatch"** to begin creating the dispatch.
2. **Enter a unique Dispatch ID** (this is a required field).
3. **Enter the Dispatched Date** (this is a required field).
4. **Select the Lab Turnaround Requirement** (this is a required field).
5. **Select the Contract ID**: This links the Sample Dispatch to the corresponding contract. A contract can have multiple Sample Dispatches. (This is a required field.)
6. **Select the Laboratory** where the sample batch will be sent (this is a required field).
7. **Select the person who dispatched the sample batch** (this is a required field).
8. **Select a Lease**, if applicable.

Once all required information has been entered, the new Sample Dispatch will be ready to save.

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 14.webp](media://56c9eba2-b95e-4505-a8c5-1680d5eb426d)

### Dispatch Instructions

### **Entering Additional Sample Dispatch Details**

1. **Enter Dispatch Notes and Special Instructions**:
  - Provide any relevant notes or special instructions for the sample dispatch.
2. **Enter Pulp Handling and Storage Information**:
  - Include details such as the **Pulp Return Date** and any other relevant handling or storage instructions for the pulp.
3. **Identify Disposal Instructions**:
  - Specify if the samples are hazardous materials and include any specific disposal instructions for these samples.

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 41.webp](media://3bcc7f8e-d195-4b1d-a518-91cfea378397)

### Sample Selection

### **Adding Samples to a Dispatch**

1. **Click the "Samples" tab**:
  - This is where you can add samples to the dispatch.
2. **Select a DataSet**:
  - Choose the appropriate **DataSet** for the samples.
3. **Choose a Table Type**:
  - Select the **Table Type** (e.g., DH, FS, LS, PT).
4. **Select Drillhole(s) or Other Table Type**:
  - Choose the relevant **Drillhole(s)** or other data points depending on the selected **Table Type**.
5. **Select the Sample Type**:
  - Choose the appropriate **Sample Type**.
6. **Click "Search"**:
  - The samples will be displayed based on your selections.
7. **Select Samples**:
  - To select all samples, click the **highlighted checkbox**.
  - Alternatively, you can select individual samples by ticking the checkbox next to each sample.
8. **Select an Item Code**:
  - Click the **"Select Item Code"** field, then choose an **Item Code** defined in the contract.
9. **Select a Lab Turnaround Time**:
  - Choose the **Lab Turnaround Time** for the selected sample.
10. **Click "Create Group"**:
  - The selected samples will be grouped, and the group will be added to the **Groups and Items** panel on the right.

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 49.webp](media://bfa5e048-e9d6-4604-90df-5a59f55de5a9)

### Reporting Instructions

### **Entering Reporting Details**

1. **Click "Reporting"** to open the Reporting Details section.
2. **Select the recipient for the Sample Submission email**:
  - Choose the person who will receive the Sample Submission email.
3. **Select an additional recipient (optional)**:
  - If needed, select an additional recipient for the Sample Submission email.
4. **Select the person who will receive the Laboratory invoice**:
  - Choose the appropriate person to receive the Laboratory invoice.
5. **Select the person who will receive the Laboratory Assay report**:
  - Choose the person to receive the Laboratory Assay report.
6. **Save the Sample Submission**:
  - Once all the reporting details have been entered, click **"Save"** to save the Sample Submission.

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 62.webp](media://87ce10bd-ff7f-4d06-839f-a5888f232453)

## Submitting the Sample Dispatch

**Email the Sample Dispatch**

Click "**Preview and Send**" to view and send the submission.  
Click "**Yes**" to ensure the Dispatch has saved.  
Prior to Sending, the Dispatch can be downloaded as a CSV file  
or a PDF.  
Click "**Send**" to email the Sample Dispatch to the Laboratory.  
Click "**Back To List**" to return to the Sample Dispatch list.  
Click "**Yes**". This ensures the Sample Submission has saved with the most recent details.

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 70.webp](media://b7aca335-a8e2-4045-bb83-138516b61f4b)

**Send via API - Sample Dispatch**

> ℹ️ ALS Integration Requirements:
> ℹ️ 
> ℹ️ - All Clients
> ℹ️   - ALS account with API access - Contact the ALS client service department via email and request access.
> ℹ️   - In order to create a workorder with a particular CPT, you need to be added as a contact for that particular template by ALS.
> ℹ️     If you're not set up as a contact on any template, when you select the Client Code from the drop-down on the ALS api Integration page, a message is displayed saying that there's no CPT found for the selected Client ID.
> ℹ️ - On-premise Clients
> ℹ️   - Static Public IP - ALS whitelists the IP to allow access to the API. A Static IP is recommended
> ℹ️   - Internet access on Server where DataShed5 is installed
> ℹ️   - API URL whitelisted in Firewall if required
> ℹ️ 
> ℹ️ The API URL is provide by ALS
> ℹ️ 
> ℹ️ **This link contains a full list of ****[ALS Laboratory Codes](https://maxgeo.atlassian.net/wiki/pages/resumedraft.action?draftId=1869152259&draftShareId=cf65b712-1b04-40b2-be24-22fcd24fe88a)**

- Click "**Send via API**" to open the Send via API modal window.
- Click "**Yes**" to ensure the Dispatch has saved.
- The "**ALS Integration API Page**" opens
- Select a **Client Code** from the drop down list.
- The window will populate with all fields.
- Select the **CPT**. CPTs are sets of instructions for sample processing, which are setup when a contract is made with ALS.
- Select the **Sample Type**
- Click "**Send request to API**" to send the Sample Dispatch via API directly to ALS Webtrieve.
- On successful submission, a message like "**Your dispatch has been sent successfully! Your work order number is KA25159175**" will be displayed. This work order will be added to the Sample Dispatch.

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 78.webp](media://ccc37afd-37c5-4999-b90c-5ea8a00a373b)

## Amending Sample Dispatches

Once emailed to the Lab (Dispatched), the Sample Dispatch will display in the Dispatched Samples tab with a Status of "**COMPLETED**".  
If the Sample Dispatch needs to be edited, click the **Edit** icon  
This will open the Sample Dispatch for editing.  
Make any required changes.  
Click "**Preview and Send**"  
Click **Yes** to save the changes.  
Preview the Sample Dispatch and click "**Send**". The updated Sample Dispatch will be emailed to the Laboratory.  
Click "**Back To List**"  
Click **Yes** to ensure the changes are saved.  
The Sample Dispatch Status will be updated to "**AMENDED**".

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 89.webp](media://90168578-93af-43b3-9ce1-f2afffd2b39d)

### **Amending and Resending a Sample Dispatch**

1. **Once emailed to the Lab (Dispatched)**, the Sample Dispatch will appear in the **Dispatched Samples** tab with a status of **"COMPLETED"**.
2. **If the Sample Dispatch needs to be edited**, click the **Edit icon** next to the dispatch.
3. **Make any required changes** in the Sample Dispatch.
4. **Click "Preview and Send"** to review the updated dispatch.
5. **Click "Yes"** to save the changes made to the Sample Dispatch.
6. **Preview the Sample Dispatch** and click **"Send"** to email the updated dispatch to the Laboratory.
7. **Click "Back To List"** to return to the Sample Dispatch list.
8. **Click "Yes"** (if prompted) to confirm that the changes have been saved.
9. **The Sample Dispatch Status** will be updated to **"AMENDED"** to reflect the changes.

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 17.webp](media://c58ab30e-9076-49f2-aa71-9e3e0059683f)

**Email the Sample Dispatch**

Click "**Preview and Send**" to view and send the submission.  
Click "**Yes**" to ensure the Dispatch has saved.  
Prior to Sending, the Dispatch can be downloaded as a CSV file  
or a PDF.  
Click "**Send**" to email the Sample Dispatch to the Laboratory.  
Click "**Back To List**" to return to the Sample Dispatch list.  
Click "**Yes**". This ensures the Sample Submission has saved with the most recent details.

![User Guide for the Sample Dispatch Extension in DataShed5 - Step 20.webp](media://f311f3c6-654d-43cc-b6b6-7d25f6a77b1c)