---
title: "Sample Dispatch v3.2.1.3"
canonical: "https://servicedesk.maxgeo.com/space/DS/2381253330/Sample%20Dispatch%20v3.2.1.3"
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://1848001d-91b9-4fba-911c-02c230e079d2)

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://edb37f08-2274-4b7a-b4c2-97aa43198608)

## 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, with an email address**).
  - 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://acbddb75-3573-4926-a836-662acfdcace6)

## Creating a Sample Dispatch

To create a Sample Dispatch, click **New Dispatch**  
Select a Dispatch Prefix, or click the **Edit** icon to create a new Prefix.  
Enter the Prefix details, then click **Save**.  
Select the Prefix.  
Only Active Prefixes will be displayed in the list.  
The system will auto-increment the numeric component based on the last dispatch with the selected Prefix.  
Select the Contract Id. This links this Sample Dispatch to this Contract. Contracts can have many Sample Dispatches. This is a required field.  
Enter the Dispatched Date. This is a required field.  
Select the Laboratory. This is a required field.  
Select who dispatched the sample batch. This is a required field.  
Select the Lab Turnaround Requirement. This is a required field.  
Click Save Sample Dispatch to save the details so far.

![Sample Dispatch Extension in DataShed5 - Step 14.webp](media://b23d9827-eabf-490f-8057-3603e65d551d)

![image-20260210-071747.png](media://3051e4e9-f070-46bf-9d9c-f64e42fa59d6)


### 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://83633be0-c66b-43ec-9e92-84d4bff8900c)

### Sample Selection

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

1. Click the **Samples** tab where Samples can be added to the Dispatch.  
Sample selection begins with choosing a DataSet.  
Select the data type.  
Select the data tables to use. Including QC tables will allow QC samples to be included in the dispatch.  
Select the Drillholes from which the samples can be selected.  
Click Search to display a list of samples from the selected drillholes.  
Select the samples to include in the dispatch. Click the highlighted checkbox to Select All.  
Select an Item Code  
Select the Turnaround time frame.  
Click **Create Group.**  
the Group record is displayed below the Sample selection panel.  
A Group can be duplicated. This saves time when the same samples require multiple laboratory method determinations.  
All details are copied except the Item Code. Select the Item Code  
Then click **Save**.  
and the duplicated group is displayed in the Group list.

![Sample Dispatch Extension in DataShed5 - Step 53.webp](media://e1bae5b2-a65d-46e8-af08-ad1edf4b9e02)

![image-20260210-072232.png](media://24025db1-a5db-4fd5-84be-2a9f7c43e886)

### 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.

![Sample Dispatch Extension in DataShed5 - Step 61.webp](media://f10d09ad-eb9b-4ed3-8c80-5ca50a6ecb53)

![Sample Dispatch Extension in DataShed5 - Step 68.png](media://4a433e85-b708-46c7-9131-78184afe8fe0)



## 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://8fef9a9c-dc49-474e-a9f8-2e072307c29c)

**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://47611619-6cc5-4527-92ad-b3b708f92755)

## 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://741e6218-beee-4504-a133-c3d5eae237c0)

### **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://d59192a0-21e8-44ae-837d-aa4720d7b551)

**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://75787b4f-09c8-4728-b56c-29a48f8cec9d)