How to Get Started

SAMS® TeamSpace™ User Manual

Date: 2019-06-15

1. Purpose of this document

This document provides an overview of principle features of SAMS® TeamSpace and explains the basic funtions of this program.

2. SAMS® Team Space

SAMS® TS is a cloud-based data management system for data created for and during the process of sampling and analysis of liquid, solid and gaseous samples.

SAMS® TS allows setting-up Teams to collaborate and manage complex sampling and analytical projects.

Togehter with accessories from featured partners, users can increase accuracy, speed and economics of sampling and analysis projects.

3. Information about this Version

The SAMS® Platform v2.01 is a DEMO VERSION for testing and product feed-back from external users. Setting up own TeamSpaces is disabled in this Version.

4. Signing-on

People can own and participate in several TeamSpaces.

New TeamSpaces require the approval from a SAMS® Productmanager and may require verification of data submitted via email.

Subscribers email are the personal identifiers

4.1. Setting up a New SAMS® TeamSpace (not in Demo version)

People wanting to set up a new SAMS® Team Space can subscribe at www.samsystems.org/samspace/subscribe becoming the Team Leader

The Team Leader as the main Subscribers must be authorized by an SAMS® Product Manager and will receive a link via email once access is granted.

4.2. Joining an existing SAMS® TeamSpace

The Team Leader can then invite up to 10 Team Members to collaborate in future Projects.

To participate in an existing SAMS® TeamSpace the Team Leader must be contacted for initiating an invitation process in SAMS® TeamSpace.

Invitees receive an invitation link per email which leads them to a Profile Page of the respective SMAS® Team Space

Team Leader and Members can start working immediately after completing their Profile and accepting T&Cs.

Profile and Privacy Settings can be changed anytime in Profile > Settings.

5. Navigation

All principal sections can be accessed via the 'Navigation' page which appears when logging in.

By clicking on the Logo in the left corner you can get to the Navigation page from any submenu.

On the top line menu you can see your SAMS® TeamSpace Name, access your TEAM and CONTACTS page with members and roles and manage contacts.

If you are a member of several TeamSpaces you can select from a drop-down menue when clicking on the TeamSpace Name.

You can manage your Settings by clicking on your personalized icon in the top menue line.

By clicking Project, Sample Point, Samples etc. on the main Navigation Page you will be directed to the respective page from where you can see and manage related information.

The coloured Quick-button allow you to directly add a New Sample from the Navigation page (not in this version).

The Wellcome Message on the Navigation Page can be edited by the Team Leader

6. Profile and Settings

By clicking on your personalized Sign-on Name on the top menue you can access Profile and Setting.

In Profile you can edit your personal information and add your picture.

Requests for change of email address must be submitted to SAMS HelpDesk who will seek approval from the Team Leader.

Team Leader can edit Team Name, Logo and customize Welcome Message direclty on Navigation page.

Please fill in required information and select at least one Industry you are active in.

Current Terms&Conditions can be accessed via the link at the bottom of the page.

At 'Manage Privacy' you can chose your prefered settings

7. Principle Functions

Section	Function	Details
8	Manage Access	Manage access to data for different stake holders: Project Leaders, Team Members, Laboratory
9	Define Projects	Scope and goals, safety and competence information, required competence, Docs
10	Set up of Sample Points	Location info and ID, Add docs: SOP and safety procedures for field personnel
11	Select Constituents and analytical methods	Define system data, analytical contitentes, for field and lab analysis (internal, external labs), select methods and units, add document and photos
12	Record Sample Data	Record dates, times, system parameter, field analysis, observations, instructions and other information
13	Control Workflow	Controlled change of stages, saving, editing, dates
14	Manage Data	Display data; access historical data, export as excel file

8. Manage Access

Individual access can be managed in TEAM Menu and in Project > Follower Tab

8.1. TEAM Roles

SAMS® TS allows the Team Leader to manage access to data by defining role of the SAMS® Team Members.

The principle roles are set in TEAM Menu:

8.1.1. SAMS® TS Leader

Description Is the Main Subscriber to the Service.

Authority Same as Project Leader

Invites, determines roles and deactivates other Team Members

8.1.2. SAMS Team Member

Description Typicall uses SAMS® TS to execute sampling and site-analytical tasks.

Authority Can read information in Projects if s-he is a Follower

Can add analysis and data items under Sample > Instructions

Adds new samples and can edit in Projects s-he is assigned to.

Has access to historic data and can print/export sample data of Projects s-he is following

Can add and edit Sample Points

8.1.3. SAMS Projects Leader

Description Sets-up and manages Projects

Authority Can set up, edit and delete sampling and analysis Projects within the Team Space. .

Can assigns Team Members to become Project Followers.

Can add/edit/delete Constituents

Can add/edit/delete Documents in Team Library

Note: Project Leaders have wide-reaching access. We recommend to carefully plan your access structure.

8.2. Project Follower Roles

By adding Team Members their authority is applied to that Project

Within a specific Project access can be managed on a second level.

8.2.1. Project Follower - Team Member – view only

Description Is typically a user of data and information for a particular Project

Authority Can view all Project Info s-he is assiged to like other Team Members.

Can print/export but not edit/delete Sample Reports.

Has access historic data and print/export

8.2.2. Project Follower - Laboratory

Description Laboratory Team Members have a special access which allows them to fill in and manage laboratory analysis after Sample has been Shipped.

Authority Same as Project Follower. Can edit laboratory data in Sample View. Save, edit lab data before sending.

Note: Project Managers can access and edit all Projects within a TeamSpace of the current version regardless if they have been added as Followers or not.

9. Managing Projects

When a new SAMS® TS is created a ‘General Purpose Project’ is already set up for generic samples.

TeamSapce Leader and Projects TS Leaders can create new Projects within their TeamSpace

TeamSpace Leader and Projects Leaders can view and edit All Projects

Team Members can only view Projects they are assigned to as Followers

Project Details, Project Followers and Project Instructions can be defined.

When a Sample Point is added to a Project, specific sections will be populated with data entered in Project View

Project Followers can override these entry in each Sample Point

Changes made in Project View after Sample Point was added will not change data in SP automatically. This can be done by manually.

In Project Sample Tab you can see an overview of Samples and their status.

9.1. Steps to set up a New Project

In Project View, click Add New and Enter Project Name
'Details' tab: Enter Project Name, Scope, Contacts and Shedule
'Followers' tab: Assign Team Members as Followers and determine access level. Use free text box to describe and reference required Competences
'Instructions' tab: select Constituents/Tests to be measured on-site and in the lab and system parameters that need to be recorded.
'Instructions' tab: Add document links from your Library to each data section. Team Members can view these documents by clicking on them.
'Project Sample Points' side bar: add existing and create new Sample Points for this Project.

9.2. Followers

Select Team Members from drop-down boxes to become a Follower of this Project.

All Project Leaders can add/remove Followers to/from all Projects

Project Leaders can change access of Followers who are Not Project Leaders to 'View Only'

Followers who are assigned to Laboratory can edit Laboratory Analysis section in Sample View.

9.3. Document Library

All Project Documents are managed in TeamSpace Library

Via the Navigation page all Team Members can access the Document Library

Different document types can be uploaded and deleted by Team Leader and Project Managers.

These documents (typicall working instructions) can later be linked to Projects.

Note:

10. Sample Points

From Navigation page all TS Members can access the Sample Point View and view all Sample Points

In Sample Point View, TS Leader and Projects Leaders can add and edit Sample Point data.

Once created ,Sample Points can be added to multiple Projects.

When adding a Sample Point to the Project, the Project settings are automaticall copied to specific sections.

This information can be edited later for each SP individually.

Note:

10.1. Adding a Sample Point to a Project

In Project View click on add Sample Point on the side bar menue
Select Sample Point from search field and click OK.
'Info' tab: SP ID, location, general characteristics and photos/docs can be added.
'Instructions' tab: Constituents/Tests that have been selected in Project view will appear here. They can be amended for each SP individually.
'Instructions' tab: Document that had been selected in Project view will appear here. They can be amended for each SP individually.
'Samples' tab: All Samples linked to the Project and Samplepoint are listed and can be accessed

11. Manage Constituents/Tests

Team can access 'Analysis' page via the Navigation page.

A generic set of constiutents and test methods are available and will be constantly amended by SAMS® Support Team.

In this menue users can find system data, contituents for analysis and their respective units and methods grouped into Site-Analysis and Lab-Analysis

Individual Constituents/tests and and system data can be added by Team Leader.

12. Record Sample Data

Samples can be added by all Followers of a Project

Upon adding a new Sample a Unique Sample Number (USN) is created.

Up to 10 Sample Bottle IDs (i.e. SAMS® Tube Codes) can be entered for each Sample.

A text field with each Sample Container ID allows to communicate with laboratory (conservation, filtration).

The Sample Container IDs are linked with the USN and can be clearly indentified in the lab view.

12.1. Steps to add a new Sample

New Samples can created t´by the following ways:

Navigation page: Quick-Add button
Navigation page > Samples: Add New Sample, Select Project and Sample Point
Navigation page > Projects > Select Samples Point > Add New Sample in Sample Tab

13. Manage Workflow

Once a Unique Sample Number (USN) is created, Followers can start the Workflow.

It starts with entering dates and other generic information and eventual system and on-site analysis data.

Status	Controls				Action
New	Edit	Save	Delete		Ship	Follower created New Sample. S-he enters Dates, System Parameters, Site Analysis and saves. S-he can change and alter information as many times needed.
New	Edit	Save	Delete		Ship
Shipped	Print				Receive	Data is now locked and available to lab. Shipped Date is recorded automatically
Received	Edit	Save	Export	Print	Analyze	Lab confirmed receipt of sample and start of analysis. Received Date is created automatically
Analyzed	Export	Print			Confirm	Lab has finished analysis and data is now locked and available to Project Followers	.
Shipped	Print					Project Leaders can reset to Status 'Shipped' if laboratory results are rejected.
Confirmed	Export	Print	Mail			A Project Leader has revised data and confirm analysis. Data is locked for editing

14. Data Management

All Sample Information is stored and can be accessed, ordered by Project, Sample Point and under the Unique Sample Number (USN).