infinity core management software 2019 · 2020. 1. 3. · infinity core management software 2019...

Infinity Core Management Software 2019

User Guide

Comprehensive Online Solution for Lab and Core Facility Management

13800 Coppermine Rd, Herndon, VA 20171 Phone: 1-800-506-5905 Email: support@ideaelan.com

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ContentsLoginforInternalUsers:..............................................................................................................................3

LoginforExternalUsers:.............................................................................................................................3

LinkstorecordedUserWebinar:................................................................................................................4

InstrumentbasedFacilities:.....................................................................................................................4

ServicebasedFacilities:............................................................................................................................4

InstrumentbasedandServicebasedFacilities:.......................................................................................4

NewUserRegistrationProcess:..................................................................................................................5

TheUser:......................................................................................................................................................7

UserFunctions:.........................................................................................................................................8

MyHomePage:........................................................................................................................................8

MyPublications:.......................................................................................................................................9

AUTPassword..........................................................................................................................................9

Instruments................................................................................................................................................10

ToAccessInstruments............................................................................................................................10

Howtomakeareservation:...................................................................................................................11

Reservationasauser:............................................................................................................................12

Howtocreateawait-listreservation:....................................................................................................13

Howtodeleteareservation:..................................................................................................................14

RequestServices........................................................................................................................................15

Howtofilloutandsubmitarequestform.............................................................................................15

SubmittingSampleInformation:............................................................................................................16

RequestFormStatus:.............................................................................................................................17

Quoteapproval:.....................................................................................................................................18

Supplies......................................................................................................................................................18

Howtosubmitasupplyorder:...............................................................................................................19

ToAccessotherFacilities...........................................................................................................................20

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Quick Startup Guide LoginforInternalUsers:UserwithaWayneStateUniversityloginIDcanusetheircredentialstologinandwillberedirectedtotheInfinitypage.

Userswill login using: https://secure16.ideaelan.com/secure/public/applogin.aspx

LoginforExternalUsers:ExternaluserwillusetheInfinitystartpage.Existinguserscanentertheirinformationinthetoprightcornerforusernameandpassword.Newuserswillhavetoregisterbelowunder:“Getstarted,registerhereforfree.”

ExternalUserslink: https://secure16.ideaelan.com/WSU/Public/AppLogin.aspx

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LinkstorecordedUserWebinar:InstrumentbasedFacilities:

1. MICR(Microscopy,FlowCytometry,In-Vivo)2. LumigenInstrumentCenter(NMR,MassSpectrometry,ElectronMicroscopy,X-Ray)

https://zoom.us/recording/share/z12UYCfxgXEnhYpXArOz35-POy3E7yKko5AAwsU2jXGwIumekTziMw?startTime=1574694170000ServicebasedFacilities:

1. Epidemiology2. Lipidomics3. MichiganNeonatalBank4. ShippingDangerousGoods5. BiobankandCorrelativeSciences6. AppliedGenomicsTechnologyCenter7. KCICoreFacilities8.

https://zoom.us/recording/share/siTGJegP6Ld8rmQAu9YHcaAxE7qsxIoXT4spTxyZRYI?startTime=1574698570000InstrumentbasedandServicebasedFacilities:

1. ProteomicsCore2. MRIResearchFacility3. ClinicalResearchiBioandPEDS

https://zoom.us/recording/share/dC5aw1a8YN_he7qjlWGEZNhwQHHMByPAXzle784dTuewIumekTziMw?startTime=1574704950000

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NewUserRegistrationProcess:• ExternalUserscanregisterontheloginpageoftheINFINITYlink.• EnterFirstName,LastName,EmailID,Passwordandclickon‘JoinNow’button.• InternalWSUUserscantypeintheiraccessIDandpasswordandwillberedirectedto

theInfinityRegistrationpage.• Theregistrationwizardwillappear

• Clickonthestartbuttontogothroughtheregistrationprocess.• Onthenextpage,selectaccesstolabs/PI’sbyclickingon“RequestAccess.”

Note:mostaccessrequestsneedmanualapprovalfromthePI,othersmaybeautomaticallyapproved(basedonlabsettings)

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• Selectadefaultlabandclickon“Next”.

• Onthenextpage,selectaccesstofacilities.• Thefacilityadmincandecidewhethertoautomaticallyapproveormanuallyapprove,

dependingontheirfacilitysettings.• Insomecases,facilitiesrequirefacilityaccessformstobefilledout.

• Nowrequestaccesstoapplicableinstrumentswithinafacility.• Thiscanbedonebyclickingon“RequestAccess”ontherightofeachinstrument.• Instrumentaccessrequestformsmayalsobeapplicable.

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• ClickonContinuetoexitthewizard.

• Thenewuserregistrationprocessisnowcomplete.

TheUser:

• OnceloggedintoINFINITYasauser,atoolbarwithtabswillappearthatare

specifictoyourrole. • The“9squarebox”toolprovidesthequicklinkstoaccessfacilities,contactIdea

Elan,Facilityadmins,Helpfilesetc.

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UserFunctions: 2 3 4 5 6 1 7

1. Startpage:Clickhereyoucanmakeyourcurrentpageasthestartpage.2. Viewahomepagethathasspecifiedfavoriteinstrumentsandsamplesubmissions,

reservations,submittedsamples,issues,servicerequests,anduserprofile.3. Requestinstrumentsinafacilityandmakereservationsundertheinstrumenttab.4. Submitsampleforms/servicerequestsforprocessinginRequestServicestab.5. Placeordersfornewsuppliesfromfacilitiesunderthesuppliestab.6. Selectthefacilityfromdropdownboxforwhichyouwanttoaccessthedetails,

suchasinstruments,samplesubmissionetc.7. MyItemsList:withquicklinkstohomepageicons,myfavoriteinstruments,favorite

requests,etc.

MyHomePage:1234567891011

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1. My Favorite Instruments: Displays Instruments set as favorite with a calendar to aid in making quick reservations.

2. My Favorite Requests: Displays all sample submission forms and service requests set a favorite by the user.

3. My Reservations /My Files: To view the instrument reservations made by the user and user can upload files on cloud. For viewing and uploading files/documents made by the user.

4. My Requests: To view sample submissions or service requests made by the user. 5. My Supplies: To view submitted supply orders. 6. My Projects: To create and view all the projects assigned. 7. My Reports: Generate reports based on usage across various facilities,

instruments and sample submissions. 8. My Profile: Displays the profile of the user; labs and facilities affiliations of the user. 9. My Dashboard: Displays the number of samples submitted, and the number of

instruments reservations made (graphical representation).

10. My Publications: For reviewing and accepting publications made by the user. 11. My Agenda: User can save the tasks to be performed in a day / week / month with

priority. MyPublications:Users can keep track of their publications using Idea Elan. The feature allows for users to sort through and view their published papers. Also, facility admin have the ability to request that a users publication is present under their facility to accreditate the core. Users have the option to select yes or no. (Publications are pulled from pubmed).

AUTPassword

• IfyourfacilityisusinganActualUsageTrackertorecordtheloginandlogofftimeontheinstrument,youwillneedtosetyourpassword.

• Youcansetorchangeyourpasswordunder‘MyProfile’

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InstrumentsToAccessInstruments

• Torequestaccesstoinstruments,hoverovertheinstrumentonthecalendar,clickonRequestAccess.

• AllInstrumentswithinthefacilitywillbelisted.

• Someinstrumentmayrequireanaccessrequestformtobefilledout• AccessRequestsmaygetautomaticallyapprovedormayneedapprovalfromtheFacilityAdmin

(dependingonfacilitysettings).

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• Oncetheaccessrequesthasbeenapproved,thepermissionstatuswillsay‘allowed’and

reservationscanbemade

Howtomakeareservation:

• ClickonInstrumentstabtoviewthecalendarforinstrumentreservation.• Usercanfilterinstrumentsusingfilteroption.• Calendarcanbeseeninday/week/monthview,basedontheselection.

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Reservationasauser:

• Selectaninstrument,dragonthecalendartocreateareservation.

• Inthereservationwindowselectyourprojectaffiliation(onlyapplicableforcertainfacilities),labaffiliations,indexnumberandsessiontype

• Somesessiontypesneedapprovalfromthefacilityadminandwilldisplayinred,oncethereservationisconfirmedthereservationwilldisplayingreen

• Somefacilities,likeMRResearchandClinicalResearchalsorequirethe‘specialinstructions’sectiontobefilledout.

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• Areservationformmayalsoberequiredandusersneedtoprovidemoreinformationabouttheirbooking.

• Onceallinformationareprovided,click“submit”andconfirmtheusagefeeandclickOK.• Areservationwillbecreated.

Howtocreateawait-listreservation:

• WhenuserAhascreatedanappointmentandifuserBwantstohavethesameslotforsameinstrument,thenuserBcreatesawaitlistappointmentbyclickingontheappointmentcreatedbyUserA.ClickonSAVE.

• Awaitlistappointmentwillbecreated.

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Note:thisoptionisonlyavailableforselectedfacilitiesHowtodeleteareservation:

• Whenauserhoversovertheappointmenttobedeleted,anXsymbolappears.ClickonXtodeletetheappointment.

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RequestServices Howtofilloutandsubmitarequestform

• Samplesubmission/servicerequestformsareprovidedforcertainfacilitiesunderthe“RequestServices”tab.

• AlltheHelpfilesuploadedbytheadminwhilecreatingsamplesubmission/servicerequestformcanbeseenbesidethefavoriteicon.

• Tosubmitarequestform,clickontheformname.Fillinthenecessarydetailspertainingtothe

samplesorservicesrequested.

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• Someformsmayhavemultiplesections

andfieldswhichwillexpanddependingontheanswersselected

SubmittingSampleInformation:

• Sampleinformationcanalsobesubmittedwithyourrequestform.Selectfrom2options:1.selectnumberofrowsandfillinthesampleinformation

2.downloadtheexcelandfillinthesampleinformationanduploadtovalidate

• Insomerequestformyoucanalsoaddservices.Choosefromthecategoryandgroupsto

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specifytheexactserviceandenterinthequantity.

• Onceallinformationhasbeenprovided,thelastsectionatthebottomoftheformis“Laband

Payment/AccountInformation”• Usershavetheabilitytonametheirrequestinthe“ServiceID”field.• ProvidePInameunderLabfieldandindexnumbertobeused

• SelecttheIndexNumberyouwishtouse.Numbercanalsobesplitformultiplechargesaswellasdefaultedforquickeraccess.

• Oncetheformisready,clickon“Submit”.Theformcannotbemodifiedoncesubmitted(only

adminscanmodify).

RequestFormStatus:

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• Aftersubmittingtherequestform,atimelinewillappear• Dependingonfacilitysettings,someformsmayundergothequoteprocessandothersmayskip

thisstatus• UserscancheckonthecurrentstatusbygoingtoMyHomepageàMyRequests

Quoteapproval:

• IfaquotehasbeenprovidedbytheFacilityAdmin,UsersorPI’scanapprovethecharges.(dependingonlabsettings)

• Acommentorafilecanalsobeaddedtothestatussectionoftheform.

Supplies Note:Currentlynosuppliesareofferedbyanyofthefacilities

• Somefacilitiesprovidesuppliesthatareessentialfortheinstrumentoranalysis.• Clickingonthe“Supplies”tabontheusertoolbarredirectstothepagethatdisplaysthefacility

andtheproductsavailable.Clickon“OrderSupplies”toorderthesupplies.

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Howtosubmitasupplyorder:

• Selectthespecificproductsbyclickingonthecheckboxnexttotheitemname.Thenspecifythequantityandclickon“CreateanOrder”.

• Thelabnameandcodeneedtobeaddedwhileorderingsupplies,oradefaultlabandIndexNumbercanbesetforauser.

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ToAccessotherFacilities• Torequestaccesstootherfacilities,hoveroverthe9squareboxandclickontheblueDNAicon

onthefarright.

• Allfacilitieswithintheinstitutionwillbelisted.

• Clickon“RequestAccess”torequestaccesstothefacilityyouwanttouse.Dependingonthefacilitysettings,amanualapprovalmaybenecessary.

• Ifthefacilitysettingsaresetasautoapprovals,thentherequestwillbeautoapproved.