This process is used to send out reports that were previously generated to all contacts assigned to organizations configured in LabVantage.  There is a lookup for both the To and CC of an email that you can use to select an organization.  There is also some additional configuration built in for handling the KeminCaltaxReport since CALTAX uses the sample quick login and the Submitting Organization field.  This also extends the search capability of the Report History page to make it easier to find reports related to specific samples/batches.

Managing the contacts for an Organization

1. On the Lab Admin Menu, you can find the Organizations tramstop in the Certifications & Resources tramline.
   
2. You can search for an existing organization or use the query tool to query by specific Address Types.
3. If you want to add a new organization to the system, click on the Add button.
   
   • After clicking the Add button, you'll be moved to the Add Organization page.  By default, the Type will be Organization.  If you want this organization to show up in the sample's Submitting Organization selector, the type needs to be changed to SubmittingOrg. The only required fields are the Organization and the Type, but you'll need to add contacts to make this useful. Fill those in and any additional information you may want to include, then we'll move on to the contacts.  For the CALTAX report, the Description will be pulled from here to be reported as the Client.  If there is no Description, the report will fallback onto the Organization.
   • To add contacts to the organization, click the Add button in the Contacts section.  You also have the option to Edit and Remove a contact from the organization.
     
   • This will open a lookup window for contacts.  If the contact has previously been added to the system, they will already be in the list.  If they have not, click on Add Internal / Add External depending on who they are.  Once they have been added to the system, they will become available in the lookup in the future.
   • We're going to add John Doe as an internal contact to this new organization, so click Add Internal
     
   • A new window will pop up prompting for the new contact info.  Enter all the information you want to include, but the Contact Id should be something descriptive enough to know who it is.  It's recommended to use their name so it's easily found in the lookup.  Group email addresses are okay to add here, but not contact groups (kiqc.dsm.testing@kemin.com will work but KIQC DSM Testing will not, but you can name the organization "KIQC DSM Testing" with an email address of "kiqc.dsm.testing@kemin.com"). Keep in mind if you want to add someone to one of those email groups, that is managed outside of LabVantage. Click Save when you're finished creating the contact. Repeat as necessary.
     
   • This will add the contact to the system, but you will still need to select and add the contact to the organization in the lookup window open in the background.
   • Select the contacts you want to add to the organization and click Select & Return
     
   • After you've added all the contacts, Save the organization.  I did receive an error when I tried to save, related to the single quote in the name of my organization.  I removed it and all was well.
     
4. If you want to edit an existing organization, click on the link for it in the Address column or select it and click the Edit button.  Adding contacts steps are already covered above.
5. To remove a contact from an organization, edit that organization and select the contact you want to remove.  Click the Remove button and save the organization.
6. If you want to edit a contact, select that contact and click the Edit button.  This will open the same contact screen shown above to allow you to edit a contact.  This will change that contact for all organizations it is assigned to.  The organization contacts here are references to the contacts in the system, that's why once you add John Doe to Steves New Sub Org, you'll be able to find him in the lookup when you go to create a different organization.
7. The Submitting Organization field in the Sample Template used for quick login dropdown now has the list of all organizations with the AddressType of SubmittingOrgs.
   
8. You will also now be able to see that organization in the list for Submitting Organization on the sample page.
   

Sending the report

1. While on the LIMS Menu, go to the Reports tramline and click the Report Events tramstop.
   
2. On the Report History page, you have a few options to search with.  The report event id, if you know it, can be entered in the main search field or you can query by SDI (Sample/Batch) or Kemin Lot Number.
   • By Kemin Lot Number - Will return all report events that are either batch or sample related that are associated with the lot number.
     
   • By SDI - Will search samples if you enter "Sample" for the SDC and batches if you enter "Batch"

     

3. Select the report that you want to send out and click the Send Report button.  A new window will pop up and depending on if the selected report is a KeminCaltaxReport, some of the data will be populated.  Multiple organizations can be added for either the To or CC fields.  All contacts associated with the organization will receive the email, you cannot pick specific contacts from the selected organization.  If you send to multiple organizations and the same contact is in all of them, they will only receive a single email.
   
   • KeminCaltaxReport - The To field will be pulled from the sample's Submitting Organization field.  If there are failing tests, the To field will be set to KI IPRA and the CC field will be set to the Submitting Organization.  The Message field will also be different depending on if there are failing tests.
     
   • Any other report
     
4. After modifying the fields as needed, click the OK button and the report will be sent to everyone in the contact list for the selected organizations and you should see this message
   

Changes made to the system