How does the sample ID field work within KeyLAB 2 and AGS and how do I transmit these?
The Sample ID is an important field for AGS and KeyLAB but it can cause problems if not used correctly.
SAMP_ID was introduced in AGS 4 as a super Key Field to assist with the use of barcoded samples or samples that need to be sent to the laboratory without the location and type information being made available to the laboratory.
KeyLAB uses the SAMP_ID as its master field for linking all the test results to the samples and will automatically create a SAMP_ID field for every sample that does not already have one assigned on import.
Note 5 on page 8 of the AGS documentation states
Sample Referencing
The SAMP Group has 5 KEY FIELDs which comprise 4 descriptive FIELDs (LOCA_ID, SAMP_TOP, SAMP_TYPE, SAMP_REF) and a single non descriptive ID (SAMP_ID).
If descriptive information regarding the sample is not to be disclosed to the data receiver (for example a laboratory), then the single SAMP_ID field is used and the remaining 4 KEY FIELDs are transmitted as null values. If no such requirement exists then the 4 descriptive fields can be used and the SAMP_ID can either be transmitted or contain a null value.
This approach is extended to all GROUPs that are descended from SAMP in the Group Hierarchy (Section 7.3). Laboratory test results may, therefore, be reported using the single or descriptive Key Field options
The SAMP_ID field should be unique within the AGS file and the best practice is to make them unique within your whole company.
KeyLAB's sample ID is created by using the laboratory's 4 letter prefix together with today's date backwards followed by the sample number added on that day. For example, the first sample imported on the 12th November 2015 at the KYN_ laboratory will have the following sample number in KeyLAB.
KYN_210511121
If there is a sample ID field specified in the AGS data file then this is stored in the sample ID field within KeyLAB. This allows you to import the sample IDs that may be used on barcodes within your samples. You should ensure that the barcodes used by your supplier are unique to them and include a prefix for their company as that will ensure the ID stays unique within your laboratory and as well as their project.
Sometimes the sample ID will contain invalid entries (usually a duplication of the sample reference field) that do not uniquely define a sample within an AGS file or within your laboratory system. If this is the case they you can reset the sample ID fields as you import the sample data in KeyLAB using the "Ignore Sample IDs" button. If this is used KeyLAB will resign IDs for the sample in the same way it uses if there are no sample IDs in the AGS file.
You may also find that your client does not want your SAMP_IDs included in the AGS data output from KeyLAB. This is usually the case if they have not submitted SAMP_IDs to you with the rest of the sample referencing information. If this is the case then you can blank the SAMP ID fields by unclicking the "Include samp IDs" option on the AGS export form.