Sampling Assistant Screens

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Sampling Assistant Main Menu

Chain of Custody	Opens the Chain of Custody List View screen to manage your chains of custody records.
Parameter Groups	Opens the Parameter Group List screen and from there you access the Parameter Groups details screen to add, edit and view your Parameter Groups.
COC Administration	Opens the COC Administration window for configurations for the Sampling Assistant module.
Samples	Opens the Sample Management section of the software so you can view current samples.
Industries	Opens the Industry Management section of the software so you can check Monitoring Point and Limit information.
Sample Administration	Opens the Sample and Results Administration screen so you can check Collection and Analysis Methods and view Parameter information.
User Guide	Depending on the version of your software, this may open a local User Guide or one on the internet.
Close	Returns to Linko.

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Chain of Custody List View

Manage your chains of custody here, produce reports or print COCs.

Create a COC	Click on Add New to Use the Chain of Custody Builder screen to enter the information about your sampling event.
Distribute Work Load	Use the Tech button when one person schedules and creates a new COC record and another person is the actual sampler. This simplifies the process of completing the COC for the sampler and lessens the amount of time they have to spend in the Linko software.
Select by:	Industry: Allows you to select, and work with a single Industry. Group: Allows you to select, a group of Industries to work with all at the same time. These groups are created in the Industry Groups Section of the software.
Industry No:	Use the Industry No: pull-down listing to select which Industry’s COC’s you want to view. Type in the first few letters and Linko will jump to that Industry. This field is visible when you choose “Select by Industry.”
Industry Name:	Use the Industry Name: pull-down listing to select which Industry’s COC’s you want to view. Type in the first few letters and Linko will jump to that Industry. This field is visible when you choose “Select by Industry.”
Industry Group:	Select an Industry Group from the pull-down listing to display their COC’s in the list. Only visible when “Select by: Group” is chosen.
Due Date:	Drop down box offering a list of time periods. Choosing a time period limits the Chains of Custody displayed to the ones that have a Due Date within that time period. The user can create a Custom Date range (See the Custom Date explanation in the List and Details View section of Common Features in the LinkoCTS User Guide) or add / modify / delete Date Ranges available in the listing via the Quick View tab of Event Administration.
Category	Choose the Category Group for the COCs. This screen is designed to exclusively show COCs so no other option will appear in the drip down list. . You can use the GROUP selection to create a Type of group filter by creating a new group using Group/Filter.
Category / Group	Choose the COC Group that you would like to filter on. These can be customized by clicking on the Groups/Filter button above it
Group/Filter	Opens the Filter form to create and modify groups and filters to organize your Chain of Custodies.
Quick Filter	Access the Quick Filter function by a Right Click on a field of interest and sort for and select just the records you want to display.
Complete All	Allows you to add the Completed date for every event listed on the screen at one time.
Update Due	Mark all Incomplete Events with new Due Date. Clicking this control opens this window: Enter the Due Date you want to change the Event to. Note: This completes the COCs but does not prompt you to create Samples. No samples will be created. If you want Samples to be automatically created, you must complete the COC’s one a time using the Chain of Custody Builder screen.
Close	Closes the screen, returns to the Main Menu
Config	The List View Config Link allows you to select which fields are displayed, their order and settings. COC List View has a variety of additional Fields that can you can choose to display, including more complete Industry address info and Sampler and Assigned to fields.
Add New	When you have chosen “Select by Group” clicking on Add New opens the New Event Pick box to create a new COC for the selected industry. Users can ONLY select a COC event category and type for the event. When you have chosen “Select by Industry” the software goes right to the Chain of Custody Builder screen.
Details	Opens the Chain of Custody Builder screen.
Tech	Opens the Sample Tech Screen.

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Chain of Custody Builder Screen

Enter in the information for the Sampling event and the Parameters that are going to be sampled for.

New	Clears values and allows you to create a new Chain of Custody. While editing, the New, Edit, Close, and Delete buttons will be disabled.
Edit	Allows you to edit the displayed Chain of Custody. While editing, the New, Edit, Close, and Delete buttons will be disabled.
Save	Saves the changes made to the Chain of Custody. Only enabled while editing or creating an entry.
Close	Closes the screen.
Cancel (top section)	Cancels any changes made to the Chain of Custody. Only enabled while editing or creating an entry.
Delete	Deletes the Chain of Custody.
COC No.	Linko auto-populates the COC No. field based upon settings you configure in the Chain of Custody Administration. Enter in value of your choice as long as the value is unique.
Due Date:	The Date the Sample is scheduled to be collected.
Sample / Complete Date:	The Date the Sample was completed.
Address:	Location of the Industry.
Created By:	The person that created the Chain of Custody.
Assigned to:	The person assigned to do the sampling.
Sampler:	The person who actually did the sampling.
Event Doc:	Any documentation that needs to be associated with the COC can be linked here.
Internal Comments:	Comments that will not show on the COC reports. (8000 character max)
Event Comments:	Comments about the Chain of Custody. (8000 character max)
Late?	This field is auto-populated by Linko when the Due Date passes and there is no complete date or the complete date is later than the due date. This field indicates that the sample was taken after its Due Date.

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Sample(s) Included in this COC Form Section

The bottom section of the form opens for use after the Sample / Complete Date has been added to the Chain of Custody in the top section of the Chain of Custody Builder Screen.

The Samples are listed according to the Param Groups that the user adds. Linko will automatically break out Samples based upon the Container Type and Preservative.

Add Param Groups	Clicking on “Add Parameter Groups” opens the Select Analyses screen, where you choose which of the Parameter Groups (Sets of Parameter Analyses) that you wish to add to the Sample. You click the Checkbox next to the chosen Analysis. (Parameter Group) Then you click on Continue. This brings you to the Choose a Monitoring Point for this Analysis screen. It shows the previously selected Analysis and which Monitoring point for that Industry you wish to take the sample from. Click on Select. This returns to the Chain of Custody Builder screen.
Copy Param Groups	Opens the Copy COCs screen where you can choose a previously created COC that has all the Parameter Groups you want to add to this sample. You choose the Industry and the COC and it copies all of the Parameter Groups from that old COC into the current one.
View Samples	After you have entered in the Sample Complete Date for the COC and created the Sample(s), clicking on this button will open a Samples Group filter to view the Samples created. From this Sample Screen, you can view results once they have been entered or if you wish you could enter the results this way. (Best practices are to use the Sample Management section of the software for Results entry.)
Cancel (bottom section)	Allows the user to undo any data entry made into the user modifiable fields in the Samples listing.
Remove	Removes the highlighted / selected Parameter Group from the COC
Config	The List View Config Link allows you to select which fields are displayed, their order and settings. The “Samples included in this COC” screen has a variety of additional Fields that can you can choose to display, including Lab, Matrix and QC Type.
Param Group	Double-click this field to see what parameters are included in the parameter group.
Sample Name	The name of the sample created by Linko based upon the COC # and the number of Samples associated with the COC. This value can be edited.
Mon. Point	The Monitoring Point selected as the sampling point.
Label #	Linko creates the Label# the same as the Sample Name. This value can be edited.
Collection Method, # of Containers, Container Type, and Preservative	This information is pulled from the configuration of the Parameter group.

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Parameter Groups List View Screen

Click on the “Parameter Groups” item from the Sampling Assistant Main Screen menu selections to get to the Parameter Groups List View Screen.

The configuration and use of Parameter Groups allows you to speed up the COC Creation process. You can identify what samples are to be taken. Assign samples to the Parameter Group one time and use the Parameter Group repeatedly.

Parameter Group	This is the name assigned to the Parameter Group. When creating your own Parameter Groups use a Group Name that is very descriptive
Description	This field allows you to give a fuller description of the contents and the purpose of the group.
Created	This record shows the date the Parameter Group was created.
Group Type	Group Type tells you whether or not the Parameter Group is a System Group, one included with Linko, or a User Group, one that you create and customize for your own use. Note the various system groups that come with Linko preconfigured. The Systems “sys” groups are provided by Linko and automatically create groups of parameters based upon the information in the Monitoring Point and the Parameters listing. You can't change the Parameters assigned to the Outfall here, you have to do that in Industries. You use the Parameters assigned to the Outfall to create Groups of Parameters to Sample for. You CANNOT EDIT THE SYSTEM PARAMETER GROUPS - A System Group cannot be edited, so if you click on the DETAILS of a System Group you will get a dialog box saying exactly that.
Details	Delete an event.
Add New	Opens the Parameter Group Details screen to create a custom parameter group.
Close	Closes the screen, returns to the Main Menu

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Parameter Group Details Screen

Create your new Parameter Groups or edit the existing ones from this screen.

Copy List	Opens the “Copy Parameter Group” screen: This provides a shortcut for starting a new Parameter Group. Copy the Parameters that already exist in another Parameter Group and use that as the starting point for your new Group.
New	If you haven’t already entered this screen via the “Add New” from the Parameter Groups Screen, you can create a new Parameter Group by clicking here.
Edit	Allows you to edit the details of the displayed Parameter Group. While editing, the New, Edit, Close, and Delete buttons will be disabled.
Save	Saves the changes made to the Parameter Group. Only enabled while editing or creating an entry.
Close	Closes the screen.
Cancel	Cancels any changes made to the Parameter Group. Only enabled while editing or creating an entry.
Delete	Delete the Parameter Group displayed.
Parameter Group Information	This section of the screen is where you describe what you are sampling.
Group Name:	Enter a simple though meaningful name for your group.
Collection Method:	The parameters in the group will all have the same collection method applied so assign it here.
Description:	Enter information about the parameters that are part of this group so that you can easily choose which Parameter Group you need by the Group Name and its description.
Available in this Module:	This selection allows you to choose to make the Parameter Group you create available in other Modules of the Linko Software. So if you create a Conventional Pollutants Parameter Group in LinkoCTS, then you can make it available in LinkoFOG also by selecting “ALL” in the dropdown listing.
# of Containers:	Enter the number of containers that will be used for this Group.
Special Instructions:	Enter in any special handling instructions. These can be printed on the COC.
List of Parameters in this Group	This is where you enter in the Parameters for the Group. This section is edited separately from the Parameter Group Information.
New	Opens a data input line so that you can select the Parameter to add to the Group. Once you select the Parameter from the list, Linko automatically adds values to the remaining fields depending on what information has been added to that Parameter in the Parameter listing under Samples and Results Admin. Note: If you make a change to the Configuration of a Parameter in Samples and Results Admin, for example, you change the Default Lab; this change does not propagate out to any pre-existing Parameter Groups. You will have to make the change in Samples and Results Admin and also in the Parameter Groups in Sample Assistant. This provides you with the ability to assign different values in the Parameter Group than are configured under the Samples and Results Parameter Listing Configuration. You can use “mg/l” as the default units in Samples and Results Admin, but for a special case Parameter Group in Sample Assistant, you can change that to “ug/l.”
Edit	Very similar to the function of the NEW button, this allows you to go back into an existing parameter and make changes.
Cancel	Removes the bottom section of the screen from either the EDIT mode or the NEW mode. If you have not indicated to the software that you have completed data entry on the Parameter you are working on by clicking out of it, your changes will be lost.
Parameter	This is where you choose the Parameter to add to the Group.
Analysis Method, Units, Container Type, Preservative, Lab	Each of these criteria is automatically pulled from the value for the Parameter as it listed in the Parameter listing under Samples and Results Admin. These can be modified for the individual Parameter Group by selecting the individual dropdowns.
Reporting Limit	Reporting Limit was provided in the Parameter Groups screen to allow the user to communicate to the Lab what reporting limit they must be able to achieve for a parameter. That reporting limit can then optionally be placed on a COC that will end up at the lab.
Delete	You can quickly remove one of the parameter from the Group by clicking here.
Record Selector “Analysis”	You can quickly view each of the Parameter Groups by using this selector to click through the records of each of the Parameter Groups.

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COC Administration

Configure various settings used in different parts of the Sampling Assistant Module.

Quality Control Types	Using New and Edit (or CANCEL to escape data input mode) the user can enter types of Quality Control Samples for the COCs. Examples would include Equipment Blanks and Field Blanks. The Quality Control Types appear in the Select Analyses Screen in the Create Blank Dropdown so that the user can add either DUPs or BLANKs to their Analyses selection and have the appropriate bottles added to their COC.
Exclude QC Sample Results from Compliance	When this is selected the results reported for the QC samples will be marked with the value of “NO” in the “COMPLIANCE RESULT?” field so that the Linko Compliance Assistant will not include that result in its Compliance and SNC Calculations.
COC Sample Types	Select what type of Samples you are going to be creating COCs for. This type is used to identify the sample in the Samples Management screen.
Default COC Report	The automatically selected Report when clicking “Print COC” from the Tech Screen.
Create Sample Events How?	When you complete the COC by entering in the Sample Date, Linko will create the Sample records in the database. Use this selection to choose whether to have Linko create the Sample Record automatically, prompt the user to approve creating the Sample Record, or to Never create the Sample Record.
Sync Outlook Calendar	For users with the add-on module Outlook Sync, use this field to configure your COCs so that the scheduled COCs will be added to your Outlook Calendar.
Quality Control / DUP Sample Creation
Create Dup Samples	Should the Sample Tech screen automatically create a QC Sample?
Configure DUP Samples	Sampling Assistant provides an alternate process to follow when duplicate samples are being taken on a regular basis as part of the Quality Assurance Program. See the Configure DUP Parameters screen.
Create COCs On Schedule Creation (Automatically Create COCs)	As Authority sampling schedules are created, COCs can also be created. COCs are created based on a sampling frequency period end date. Using both a Monthly and Quarterly frequency that end Mar 31st as an example, a single COC with a due date of Mar. 31st is created. The bottles in that COC are based on the parameters that have an Auth Sample Frequency of Monthly or Quarterly. Each day both Sampling Schedules and COCs are automatically created or maintained in the future. This way the user can always have a year’s worth of COCs created. The distance in the future these are maintained in configurable in Samples and Results Administration in the LinkoCTS Software. Auto-Creating COC’s is only available for CTS clients who bought Sampling Assistant. The Sampling Schedule feature is described in the LinkoCTS User Guide under the Additional Features section in “Scheduling Samples or COC’s based on Sampling Frequencies” See the online User Guide at: Online User Guide Click in this field to enable the automatic creation of COCs based upon the Schedule that is created via the MPs for the Industries.
Manually Control COC Auto-Numbering	When this box is checked Linko will use the values in the “Prefix”, “Next Auto #” and “Suffix” fields to automatically create a COC number.
*Prefix*	Letters to begin the auto-generated COC number.
*Next Auto#*	Numbers that count sequentially for part of the Auto-number
*Suffix*	Any ending phrase for the COC. Default is for this field to be blank.

COC Sample Name Creation	In this section you can choose the way that Linko automatically creates the Sample Name
Short Sample Names	Creates the Sample Name based on the Bottle Label #
Long Sample Names	Creates the Sample Name based on combining these: ‘Industry Alias or Industry #’ + ‘Mon Point’ + ‘COC’ + ‘Bottle Label #’ Choose the Industry Alias or Number from the dropdown.

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Select Analyses Screen

This screen appears when you click on the “Add Param Groups” button on the Chain of Custody Builder Screen.

Use this screen to select the Parameter Group(s) that you want to apply to the Chain of Custody by clicking in the Use It column and then clicking on Continue.

Note: If there is more than one Monitoring Point at the Industry, another screen will appear, the Choose Monitoring Point for this Analysis Screen.

If there is only one Monitoring Point, the user is returned immediately back to the Chain of Custody Builder screen.

Analysis	This is the name assigned to the Parameter Group.
Description	This field is the fuller description of the contents and the purpose of the group.
Group Type	Group Type tells you whether or not the Parameter Group is a System Group, one included with Linko, or a User Group, one that you create and customize for your own use. Note the various system groups that come with Linko preconfigured. The Systems “sys” groups are provided by Linko and automatically create groups of parameters based upon the information in the Monitoring Point and the Parameters listing.
Use It	Click here to choose the Parameter group you want to add to the Chain of Custody.
Create Blank	Click on the dropdown to choose which kind of blank you want to add to the sampling. A duplicate bottle(s) is created for the Param Group selected.
_Create a New Analysis	If you click in “Use It” for this selection and then click on Continue Linko will open a new Parameter Group Detail Screen so you can create a new Group right there.

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Choose a Monitoring Point for this Analysis Screen

When adding a Parameter Group to a new Chain of Custody, if there are two or more Monitoring Points at the Industry, this screen will appear allowing you to select which Monitoring Point you wish to collect the sample at.

Click on Select to choose the Monitoring Point and you will be returned to the Chain of Custody Builder screen.

The Monitoring Point information is pulled from the Industry Screen under the Monitoring Point tab.

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Copy COCs

This screen appears from the Chain of Custody Builder screen when you click on Copy Param Groups.

Use the Original Industry drop down selector to choose the Industry to copy the Parameter Groups from.

Use the Original COC No: drop down selector to choose the exact COC number.

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Create Samples

This summary screen appears after you enter in the Sample / Complete Date for the COC. You can modify the Sample Date and add a time if desired.

2 dialog boxes appear informing the user of the steps of the process, as follows:

You have the option to not create the Samples in the database by clicking on “NO.”

This notifies the user that the Samples were created. You must click “OK” to continue.

Note: These Create Samples screen will be displayed based on the Create Sample Events How configuration in COC Administration screen.

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Configure DUP Parameters

Use this screen to configure how often and under what circumstances a QA dupe should be taken. For example, should dupes be taken every 4 samples at that IU, or every 4 samples by a sampler, or the first sample of each month?

This process can be used instead of the Create Blank selection on the Select Analysis screen during the “Add Param Group” process while creating a COC.

Use the Delete key to remove a Parameter from the DUP configurations.

Use the dropdown selectors under: “Base DUP’s On”, “# of Samps between DUP’s”, and “DUP First Samp of Month” to configure the manner and circumstances of the DUP collection.

Add list	Opens the Default DUP Parameter Information. Here you can configure the information that will be the same for each parameter that is added. Use the dropdowns to Count DUP’s by “Industry” or “Sampler” Count the “# of Samples between DUPs” and select a number Or indicate that a DUP should be created with the first sample of the month.
New	Click here to add a New Parameter for configuration. A data input line will open. Be sure to complete your data input and move to another record before clicking on Save to exit the data input mode.
Edit	Allows you to edit the details of the displayed DUP Parameter configurations. While editing, the New, Edit, Close, and Delete buttons will be disabled.
Save	Click on Save to exit your data input or Edit mode.
Cancel	Cancels any changes made to the Parameter being configured. Only enabled while editing or creating an entry.
Close	Closes the screen.

If the Create Dup Samples configuration is turned on and configure, the use of the Create DUP Samples alters the TECH sampling process:

The “Technician” COC Completion Process with DUP Parameters configured.

1. From the Chain of Custody List View screen, Click on the Tech button for the selected COC.

2. From the Sample Tech Details screen click on Edit.

3. Confirm the value of the “Sampler” field and change if necessary.

4. Enter the “Sample/Complete Date:” and any comments.

5. Click on Save.

6. A message box appears notifying you that you have not created any Dupe Samples for this COC yet. Do you want to create them now?

b. The typical answer is “YES.”

c. Now you are presented with the “DUP Creation” Screen.

d. You must review the information in this screen and determine if a DUP Sample must be taken. Click on Create DUP or Don’t Create DUP

e. This screen will flash for each Sample that is part of the COC.

7. Now, a message dialog box appears asking whether or not you wish to create samples for the Parameter groups listed in the COC.

a. This step creates the Sample records in the Database.

b. Say “Yes” or “No” as desired (typically “Yes”)

8. The Create samples screen appears.

a. Confirm the “Sample Date and Time” and modify as needed.

b. Uncheck the “Create Sample” checkbox if you don’t wish to create one of the samples listed.

9. Click on Continue.

10. A message box appears informing of the successful completion of the Samples in the Database

a. Say “Okay.”

11. Select the Results button on the Sample you collected a field observation for.

12. Enter the Result you observed in the field (e.g. pH)

13. You can click Close to exit the Result Management Screen and then again to exit the “Sample Tech” Screen.

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