Managing Sample Submissions

Sample Submissions is where most day-to-day activity happens in the Customer Portal — every customer submission passes through here on its way to Labguru.

Viewing Submissions

The Sample Submissions index lists every submission across all customers. Each row shows:

• ID — unique submission number
• Status — colour-coded badge (see statuses below)
• Customer — which customer submitted it
• Created By / Created At — who created it and when
• Sample Count — how many samples are in the submission
• Submitted By / Submitted At — who triggered the send to Labguru and when

Filter by status using the Status filter on the right.

External Users only ever see submissions from their own organisation.

Submission Statuses

Viewing a Submission

Click a submission to open its detail page:

• Basic info at the top — status, service type, customer, created/submitted dates, turnaround time (if completed)
• Submission Details tab — custom per-submission fields, if the service type has them configured
• Samples tab — all samples in this submission
• Results tab — results and attachments delivered from Labguru, plus Labguru Response — useful for understanding what was created in Labguru and diagnose problems.

Creating and Editing Submissions

Submissions are normally created and filled in by the External User themselves — they select a service type, add samples one by one or via CSV import, and submit to Labguru when ready.

Adding a Sample

When adding a sample, the customer fills in:

• Name (required) — in Add to Existing mode, they pick an existing Labguru item instead, and the name fills in automatically
• Any custom fields the service type has configured — whether a field is required follows what's set in Labguru
• Stock info if applicable — Volume, Concentration, Containers
• Request Template(s) — which of the service type's configured request templates this sample should run through. If only one is available, it's chosen automatically.

Only pending submissions can be edited. Open the submission and click Edit to update submission-level custom fields or manage the samples list (add, edit, delete). Once a submission has been sent to Labguru it becomes read-only for everyone, including Admins.

What Happens in Labguru

Once submitted, the portal creates each sample's item (or adds stock to the existing item, in Add to Existing Once submitted, the portal creates each sample's item (or adds stock to the existing item, in Add to Existing mode) in Labguru. Then, for every distinct request template used anywhere in the submission, Labguru gets one request — not one per sample.

Each request is created with:

• The submission's own details at the top
• A Sample element containing the relevant items and stocks
• A Result Attachment element, where results get uploaded

If a submission uses more than one template, the resulting requests are linked together in Labguru, and results can be added from any of the linked requests.

Actions on a Submission

Three actions are available from the show page:

Submit to Labguru
Sends the submission to Labguru. Only available on pending submissions with at least one sample. Status changes to Processing right away, then to Submitted once the lab has received the request.

Download Samples Template
Downloads a CSV pre-formatted with the correct column headers for this service type, including a hints row showing field types and available options. Give this to a customer who wants to import samples in bulk.

Import Samples from CSV
Upload a filled-in CSV to bulk-create samples. Errors are flagged row by row so nothing gets missed.