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Explanation to the on-line sample registration form


1.    Sample registration form is connected with the sample database of the Poznań Radiocarbon Laboratory

2.    The form is divided in 3 sections:
a)    describing particular sample
b)    describing site where the sample has been retrieved from
c)    containing contact data (in particular postal and e-mail address) of the sample submitter (i.e. person registering the sample), and data of the buyer i.e. institution/person which/who will pay for dating. It is assumed that the data of the buyer are exactly those, which should later be written on our invoice for dating of this sample.

3.    Filling of some fields in the form is obligatory, and these fields are marked in yellow. Filling of other fields is not necessary, although still recommended.

4.    The most specific field in the form is sample name, since in our database, each sample has a unique name. Therefore in case where the name of sample to be registered already exists in the database, the form will ask for modification of name of this sample.

5.    Registration of sample into the database is executed by pressing the SUBMIT button. After SUBMIT is pressed, the system checks if all obligatory fields of the form have been filled (point 3, above), and if the sample name has no duplicate in the database (point 4, above). In case where one of the conditions above is not fulfilled, the sample is not registered, and the customer is asked to modify entries in the form. IN the form the button SUBMIT is displayed in two places (at the top and at the bottom), and pressing of any of them executes the same procedure.

6.    The data of the once registered sample cannot be edited by means of the form. To prevent from occasional registration of samples with incorrect or incomplete data, the form won’t register any sample, before confirmation box above the SUBMIT button is checked. One additional safety feature is available via the button CHECK/PRINT. Pressing this button opens separate window of your internet viewer, and displays there the tables with the full content of your entry. These tables can then be easily printed or copied to clipboard.

7.    In general, all fields in the form do accept any text (with a limitation to 250 characters). Near some fields (material of sample, contamination, field of study, type of site), lists of the most common entries are displayed, and when possible, please use options from those lists (by selecting option and pressing SELECT).

8.    For clarity, it is recommended that each sample name begins with a word (e.g. name of site).

9.    The form may be used by persistent customers, who had already dated samples in our Laboratory, and by new clients. Each persistent customer has individual login and password in the register. The login and password for a new customer are created only when the first batch of samples submitted by the customer arrives to the Laboratory.

10.    After logging in the form, the customer gets access to the data of the previously registered  samples, and may recall them when preparing registration form of a new sample. These data are shown in four sections, describing individual sample, site, submitter and buyer. To recall the data of some previously registered sample (site, submitter, buyer), please chose one item from the list displayed in the scroll box in the appropriate section, and press SELECT. This makes that all fields in this section become filled with the data of the selected sample (site, submitter, buyer). Of course, before registration of a new sample, content of any field may be freely edited. In particular, sample name should be changed before pressing the SUBMIT button.

Besides the data described above, the form additionally informs (in the field: Job no.) about the number of job in which the chosen sample has been (or is being, or will be) analysed in our lab. Please note that number of job is prescribed by the laboratory, only after the sample actually arrives to the lab. Therefore, the field Job no. may be displayed empty, meaning that the sample registered by the customer, has not arrived to the laboratory, yet. The content of this field cannot be edited by the customer.

11.    The new client (having neither login nor password) has no access to the database, and cannot use the data of all the previously registered samples. However, after registering of one sample, the form keeps unchanged content of all the formerly filled fields, and the displayed data can simply be used in description of the next sample. The displayed information is lost when the window with the form is closed.  Therefore, when a new client registers a series of samples, it is advised to complete the whole job during one registration session.

12.    The form is also helpful in transferring additional information in graphic files. Such files are not accepted by our database, so please send them by e-mail, in form of attachments. To facilitate that, the form has a button SEND E-MAIL, situated just below the upper SUBMIT button. Pressing this button causes opening of window of default e-mail program of the customer. Please note that the mail is supposed to be sent to the e-mail address of the Radiocarbon Laboratory, and its copy to the e-mail address of the sample submitter. To facilitate ordering of mails in the inbox of the Laboratory, the default topic of the mail is exactly related to the registered sample name. Therefore, for new clients SEND E-MAIL becomes available only after successful registration of the first sample, while for persistent customers SEND E-MAIL becomes active after selecting one name from the list of the previously registered samples. Of course, if illustrations are common to many samples, it is recommended to send 1 e-mail only.

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