· Author: Third Wave Analytics

Configuring a LIMS to Transform Your Lab

We often hear one question from lab managers searching for a laboratory information management system (LIMS): Could my lab team configure Lockbox LIMS software without needing technical help? 

The answer is, “Yes!”

While most labs use Third Wave’s professional services to configure and customize Lockbox LIMS (especially if there are specific needs or prerequisites related to the LIMS system and the lab team is short on time and staff), it’s also not unusual for our customers to configure and customize Lockbox themselves, with some online training courses, tutorials or even on-site, in-person guidance.

Once the designated lab staff completes their online course content and training, they can support every aspect of LIMS administration and the lab’s testing protocol, from initial sample accessioning to reagent tracking and instrument management. (Note that some labs with stringent quality control, quality assurance, data integrity and audit requirements, including those in the public health and pharma industries, may wish to issue certificates of completion to verify training).

Lab staff can also refer to Third Wave Analytics’ “How to” video resources to review the steps to configure and use Lockbox LIMS. 

The following includes the recommended training for Third Wave customers who want to learn how to configure and customize Lockbox LIMS without requiring professional services. 

Lockbox LIMS: Which features can be customized?

Unlike other LIMS solutions, Lockbox LIMS can be easily customized by your (designated) lab staff. We’ve designed Lockbox this way from day one, with the trusted, flexible, and reliable Salesforce.com platform at the core of the LIMS. This allows your lab team to customize Lockbox LIMS as your lab workflows evolve from running pre-clinical samples to managing commercial production runs. Within each growth stage, your lab can quickly create custom fields and add automation without needing external technology experts or support from the Third Wave professional services team (we’re only a phone call or email away if you need assistance, though). 

For example, watch this video to learn how easy configuring custom fields in Lockbox LIMS is. 

Third Wave Analytics continues strengthening its position as a global leader in laboratory information management software. It has been named a ‘Easiest Admin’ and ‘Best Support’ in the LIMS and Lab Inventory Management Categories in G2’s Spring 2023 Reports.

Customizing Lockbox LIMS

If your lab wants to customize Lockbox LIMS features, your designated team members don’t need a formal software development or IT background. Almost every aspect of Lockbox can be modified to cater to your lab workflow using a no-code, point-and-click interface. Your designated team can quickly learn how to create your dream LIMS with the Third Wave Lockbox LIMS online training at no additional cost to qualified prospects and customers.  

Lockbox LIMS self-paced, online training is easily accessible so your lab team can quickly learn how to configure the system. There are two main aspects to training. First, the lab team can learn how to customize the Lockbox front-end interface. Second, the team will learn to configure specific options within the Salesforce.com core of Lockbox LIMS. 

For example, watch this video to learn how to configure the front-end interface of Lockbox LIMS.

Within this training structure are four Lockbox training levels, outlined below. 

The Four Levels of Lockbox Training

As with learning anything new, there are specific training levels to master when familiar with Lockbox LIMS custom options. The four levels outlined here provide an overview of the skills involved at each step.

Level One: Basic System Administrator. Training time: 5-7 hours

Team members who are new to Lockbox LIMS and unfamiliar with the Salesforce.com platform can take Basic System Administrator Training to discover how to: 

  • Use the Setup area within the lab’s Lockbox. Your lab will have a unique Lockbox database called an org with your specific configuration and data. The org lives within a cloud server, called an instance, and is co-located between two redundant data centers. Trainees will learn how to work within the Setup area to customize all aspects of your LIMS.
  • Understand and navigate the Lockbox database structure. Each Lockbox org includes tables, also known as objects. Each object houses custom data fields, validation rules, and intra-table relationships. All tables are displayed in the Database Schema, which shows your Lockbox data relationship model.
  • Set up and manage end-user features, including new user creation, password resets, and user deactivation. Your designated system administrators can manage credentials for internal lab staff and external physician or customer portal users.
  • Easily import and export data to and from Lockbox. Trainees learn to migrate their initial lab data into Lockbox using no-hassle, no-code, out-of-the-box import tools. From there, lab staff can create custom CSV import templates for routine workflow-specific data imports.
  • Create data fields to capture information within each area of your lab’s workflow(s).
  • Customize the essential user experience. Trainees learn to position each data field on a monitor screen and designate which LIMS sections are visible to specific lab roles.
  • Create custom workflows, protocols, and procedures for the lab team, including specific work steps for lab technicians.
  • Create reports and dashboards to manage all lab data.
  • Configure unique Kanban-style project status pathways for an individual sample or plate.
  • Easily rename objects and data fields to reflect your lab’s specific terminology. 
  • Set up and configure your lab’s sample freezer.

Level One Training Reference: Salesforce Trailhead Admin Beginner training and Lockbox LIMS training guides are available via the Third Wave Customer Portal. Please consult with Third Wave Analytics to confirm which training modules are relevant to your lab implementation.

Level Two: Intermediate System Administrator. Training time: 5-7 hours

Team members who are more familiar with Lockbox LIMS and the Salesforce.com platform may use Intermediate System Administrator Training to find out how to: 

  • Create more advanced custom data fields, such as formula fields that automatically perform calculations with lab data and relational fields. The lab team can combine two tables to create parent/child relationships.
  • Limit the picklist values a user sees based on the sample or plate record type they are editing. 
  • Create validation rules on specific data input fields to prevent incorrect data from being saved to the database.
  • Configure which data input fields are displayed during specific protocol or procedural steps.
  • Add interactive elements to procedure steps so users can view data input forms tied to specific actions and import/export data. 
  • Enable essential inventory management features such as physical and measurable items, default amounts, and multi-use items.
  • Understand how and when to use various Lockbox documents such as Files, Documents, and Protocols.
  • Configure user and field-level security so each user only has the appropriate Create/Read/Update/Delete (CRUD) permissions on each LIMS field required for their role in the lab.
  • Learn about the AppExchange, where thousands of apps can be acquired to perform unique additional functions for your lab.
  • Create data entry page record filters that display records that meet specified pre-conditions when a lab user moves samples or other records through a workflow for selection and data entry. 
  • Configure Plate Maps to enable lab users to visually place samples in a plate well and use pre-configured sample/control designated maps.

Level Two Training Reference: Salesforce Trailhead Admin Intermediate training and Lockbox LIMS self-training guides are available via the Third Wave Customer Portal. Please consult Third Wave Analytics to confirm which training modules are relevant to your implementation.

Level Three: Advanced System Administrator. Training time: 5-10 hours

Team members with advanced knowledge of Lockbox LIMS and the Salesforce.com platform can use the Advanced System Administrator Training to learn how to: 

  • Create highly complex fields, including advanced formula fields that perform calculations using SQL style statements.
  • Use system event logs to monitor individual user activity and system actions.
  • Configure system-wide settings like Lightning Page layouts to tailor the user experience.
  • Configure how data is passed from parent-level samples or libraries to child records using fieldsets.
  • Set up sample box overflow logic to dictate what happens when a user attempts to add samples to a box but space is limited.
  • Configure custom naming conventions around Lockbox records such as Sample Name, Sample ID, etc.
  • Enable advanced inventory consumption features, including overage amounts for input materials and scan-to-select inventory management.
  • Enable advanced protocol and instrument management features, including requiring lab user authorization before a protocol can be run or an instrument can be reserved.
  • Build complex NGS workflows that include the creation of child libraries, pools, lanes, and flow cells.

Level Three Training Reference: Salesforce Trailhead Admin Advanced training and Lockbox LIMS self-training guides are available via the Third Wave Customer Portal. Please consult with Third Wave Analytics to confirm if additional training might benefit your lab and LIMS implementation.

Level Four: Expert System Administrator. Training time: 7-10 hours

Lab team members with advanced knowledge of Lockbox LIMS and the Salesforce.com platform can use the Expert System Administrator Training to learn how to:

  • Activate the Sample Check-In visualizer to display expected Samples for a Plate or Submission and allow the user to scan Sample barcodes to update the Check-In status of each Sample.
  • Use headless protocols and procedures to create inventory or other SOPs not associated with samples and plates.
  • Implement multi-field test results so values such as error ranges or other test data can be captured during procedure execution.
  • Use advanced inventory management features, including mass consumption settings, custom metadata status, expiration settings, and sample/ library consumption basis settings.
  • Begin working with Flows, the Salesforce tool that creates automation to create, update, and delete data when desired conditions are met. The Salesforce Flow Builder allows users to create automation using a graphical user interface (GUI) that eliminates the need to code.
  • Manage different Flows, including those that automatically run without user prompting or Flows that walk users through a series of specific screens to perform custom actions.
  • Practice working with and adjusting Flows, including testing and addressing bugs. Note: Third Wave will review all automation before implementation. Automation is powerful but can cause issues if not developed and tested thoroughly. 
  • Customize default Lockbox automation (triggers) for your lab workflow. Please contact Third Wave before editing if your lab is new to working with Lockbox automation.
  • Enable different levels of system-wide security in your database, including Multi-Factor Authentication, restricted IP login ranges, log-out time limits, and password reset policies. 

Level Four Training Reference: Salesforce Trailhead training, primarily using Build Flow with Flow Builder. Additional training can be added to these courses; don’t hesitate to contact Third Wave Analytics for training options tailored to your lab workflows.

Get ready for a more productive, efficient, and organized lab

Adding a LIMS to your lab can transform how your team operates and meets goals. Your lab has unique workflows, and Lockbox LIMS has the flexibility and customized options to match your environment.

A customized system will drastically improve the operational efficiency of your lab, too, because sample, equipment, and reagent management are much easier with a modern, cloud-based LIMS. While Third Wave is always available to implement and customize your LIMS with minimal work from your lab team, you also have the option to learn how to configure and customize Lockbox LIMS, working solely with your lab team.

If you would like to see Lockbox LIMS in action please contact us or book a demo!