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Step 1. Decide Who Will Be Granted Access to the LIMS Customer Portal

You may assign as many contacts as you like to view your company’s test results, including third parties. Some companies also grant an employee on their accounts payable staff access to test results in the client portal, so that they can match them to invoices.

Dairy customers must provide the contact information for their local Board of Health representative, so that they made be copied on test results as well.

Step 2. Access the LIMS Customer Portal

Creating Your Password

  1. Open email invitation from info@qbench.net.
    1. If you do not get an email invitation within 48 hours of submitting your New Customer Form from http://trelfalabs.com/new-customer/, check your junk and spam folders in your email client. For further assistance, contact rebecca@trelfalabs.com.
  2. Click link to create new password.
  3. Enter New Password in blank field.
  4. Repeat New Password in blank field.
  5. Click Set Password.
  6. The following message appears: Your password has been successfully set. Return to login.
  7. Click login

Logging In

  1. Point browser to: https://trelfalabs.qbench.net
  2. Enter email address.
  3. Enter password.
  4. Click Login to Customer Portal.

Password Retrieval

  1. Click Forgot your password?
  2. Enter email address associated with your account.
  3. Click Reset.
  4. Open email invitation.
  5. Click link to create new password.
  6. Enter New Password in blank field.
  7. Repeat New Password in blank field.
  8. Click Reset Password.
  9. The following message appears: Your password has been successfully set. Return to login.
  10. Click login

Step 3. Submit Your Electronic Chain of Custody/Order via the LIMS Customer Portal

Your Order also serves as your Chain of Custody form. In addition to submitting samples for testing, you can also submit requests for consulting projects and nutrition panels.

Be sure to enter all samples for your Chain of Custody on one Order. If your Chain of Custody is broken up over multiple orders in the client portal, each order may not meet the $30 minimum order requirement and result in additional charges.

Submitting an Order/Chain of Custody

  1. Click Order Requests from the upper-left of the screen.
  2. From there you may click to review the different types of orders submitted, including:
    1. All
    2. Revision Required
    3. Draft
    4. Submitted
    5. Approved
    6. Received
  3. Click + New Order Request.

Order Section – Details Tab

  1. Complete fields in the Order Section as follows:
    1. Purchase Order: Enter number/code, if applicable.
    2. Work Type: Select from drop-down (Testing, Consulting, Nutrition Panel(s), Other)
    3. Samples Delivered Via: Select from drop-down (Lab Pick-Up, Customer Drop-Off, Carrier, N/A)
    4. Sample Arrival Date: Enter the date the sample(s) will arrive at the lab.
    5. Lab Report Type: Select from drop-down (Certificate of Analysis, Standard Report, N/A)
    6. Turn-Around Request: Select from drop-down (Standard, RUSH, or Holiday)
    7. Additional Parties to Receive Project Results: Enter full names and email addresses, one on each line.
    8. Order Instructions: Enter, if applicable.
    9. Authorized By (Full Name): Enter the full name of your company representative authorizing the Chain of Custody.
    10. Date Received: Enter today’s date.
  2. Click Create Order Request Draft.
  3. Edit as needed prior to completion of all 3 sections and final submission.
  4. Click Save as Draft when complete.

Order Section – Attachments Tab

Most sample orders do not require attachments. However, please upload any relevant attachments needed for consulting projects or nutrition panels. Nutrition panels require panels for each individual ingredient. For further instructions on submitting nutrition panel information, visit: trelfalabs.com/nutrition-labels/

  1. Click Attachments
  2. Click Choose file(s).
  3. File Name(s) will appear in the available field.
  4. Notes: Add any notes or instructions pertaining to the files.
  5. Click Upload.
  6. The file name and upload information will appear on the screen upon completion.
  7. If needed, click download icon to save to your device.
  8. If needed, click trashcan icon to delete it from your project request.

Samples Section

  1. Complete fields in the Samples Section as follows:
    1. How many samples would you like to add? Enter total number of samples. Click Add.
    2. Sample IDs: Automatically generated after completing this section.
    3. Description: Enter each sample Description on a separate row.
      1. Dairy Clients: Include your test month and year at the beginning of your first description.
        1. Example: Apr 2020 – Chocolate Ice Cream
    4. Lot Number: Enter corresponding Lot Number for each sample on a separate row.
    5. Sample Type: Enter corresponding Sample Type for each sample on a separate row.
    6. Comments: If applicable, click the comment icon to enter corresponding Comments for each sample in the pop-up field provided on a separate row.
      1. Click Close to discard or Save to add.
    7. Delete: Click trashcan icon to delete sample on corresponding row, if necessary.
  2. Add additional samples by entering the number in the Number of samples field and clicking Add
  3. Click Save Samples.
  4. Print Labels: (Optional) Generic label only available at this time. Please use our standard 2″ x 4″ Sample Label Template (Avery 5163) instead.

Tests Section

If you have been given Panel Codes for test panels your company routinely orders from the lab, you may opt to search by Panel. However, you can only apply either Assays or Panels to one Chain of Custody/order, not a combination.

  1. Complete fields in the Tests Section as follows:
    1. Select Search Assays OR Search Panels from the drop-down list.

Search Assay

  1. Click inside the box to display alphabetical drop-down list.
  2. Click the first assay to add to your order. It will appear in the box.
  3. To select more assays, continue to click inside the box, scroll down the list, and click desired assays to select.
  4. If you make a mistake, you can remove assays by clicking the small x to their left.
  5. Continue until you have selected all the assays that you will be assigning to samples on your entire Chain of Custody/Order. You will assign them to specific samples on the next screen.
  6. If you would like specific samples to be rushed, select RUSH from the assays provided.
  7. Click Submit.
  8. Click Cancel to start over with this section.

Search Panel

  1. Click inside the box to display alphabetical drop-down list.
  2. Click the first panel to add to your order. It will appear in the box.
  3. To select more panels, continue to click inside the box, scroll down the list, and click desired panels to select.
  4. If you make a mistake, you can remove panels by clicking the small x to their left.
  5. Continue until you have selected all the Panels that you will be assigning to samples on your entire Chain of Custody/Order. You will assign them to specific samples on the next screen.
  6. Click Submit.
  7. Click Cancel to start over with this section.

Assign Samples to Selected Assays

  1. Using check boxes to the left, select Assays to assign to Samples to the right.
  2. Using check boxes to the right, select Samples to assign to Assays to the left.
  3. For rush samples be sure to assign the RUSH assay to each sample that needs to be rushed.
  4. Click Assign.
  5. Click Clear to start over.
  6. When finished, click Submit.
  7. Your will return to the previous screen.
  8. Click Save Tests.

Final Submission

  1. Scroll back up to the top of the screen.
  2. Click Submit Order Request.
  3. This concludes your Chain of Custody/order.

Step 4. Prepare Samples for Delivery

  1. Create a clean and sanitized environment by following food safety preparation and handling instructions.
    1. Food Manufacturers: follow your Good Manufacturing Practices (GMPs).
    2. Food Service Professionals: follow USDA guidelines.
  2. Determine the type of raw material or finished product to be sampled: liquid, dry, raw meat/poultry, fresh, frozen, etc.
  3. Take a temperature using a calibrated thermometer appropriate for the sample material.
  4. Record the following on the outside of each sample container. You may print labels using our standard 2″ x 4″ Sample Label Template (Avery 5163).
    1. Trelfa Labs’ Electronic Chain of Custody/Order Number – Necessary for government compliance.
    2. Sample Name/Description (try to limit to 30 characters)
    3. Sample Lot/Code
    4. Date and Time Sample was Pulled – We cannot be held responsible for packages in need of immediate attention upon arrival if we are not informed of the delivery date.
    5. Sample Type
    6. Temperature
    7. Sampler’s Initials
    8. Special Instructions
  5. Please make sure that your samples are:
    1. clean
    2. packaged properly/tightly sealed
    3. included with ice packs, if refrigeration is required; we do not recommend dry ice
    4. included with packing material to avoid damage en route
    5. properly identified so that they can be matched to your Chain of Custody/Order
    6. no threat to laboratory operations
    7. delivered within a time frame that matches the required testing method

Delivery Address: Trelfa Labs, Inc., 6 Merrill St., Unit 4, Salisbury, MA 01952 (Second unit to the right of Cinemagic. No overhead sign.)

Below you will find detailed instructions for each type of sample.

Liquids Other Than Water

(Required sample size minimum: 1000 grams)

  1. Whenever possible, materials and products to be sampled should remain in their original packaging. Trelfa Labs will accept individual samples weighing up to 25 lbs.
  2. When a completely sealed container of liquid cannot be easily used as a sample, use a sterile sampling device which will allow the sample to be taken from the material’s container without coming into contact with the sampler’s hands or other unsanitary surface.
  3. Pour the sample from the sampling device into a sterile polypropylene container and seal immediately.
  4. Seal the top of the container using plastic tape applied in a counter-clockwise fashion.
  5. Identify the sample within the container with the following information. You may use our printable Sample Label Template:
    1. Trelfa Labs, Inc. Chain of Custody/Order Number
    2. Sample Name
    3. Sample Lot/Code
    4. Date & Time Sample Pulled
    5. Sample Type
    6. Temperature
    7. Sampler’s Initials
    8. Special Instructions
  6. Store samples at 41 F (5 C) or lower until delivered to the laboratory.
  7. To prepare for delivery, follow these steps:
    1. Place sealed sample containers in an insulated box.
    2. Place ice packs on top of samples, if necessary.
    3. Place packing material, such as crumpled paper or foam packing “peanuts”, around the samples. Do not cover tops of the samples with this packaging.
    4. Fill the remaining head space with crumpled paper or other packing material.
    5. Place insulated top on box.
    6. Seal box with packing tape.
    7. Identify box as “Lab Samples”. Include date and name of responsible person.
    8. Store the box in a refrigerated area until it is out for delivery.
    9. Ship samples same day or overnight to Trelfa Labs.

Dry Materials Such as Spices, Pastas, etc.

(Required sample size minimum: 1000 grams)

  1. Whenever possible, materials and products to be sampled should remain in their original packaging. Trelfa Labs will accept individual samples weighing up to 25 lbs.
  2. When a completely sealed container of dry material cannot be easily used as a sample, use a sterile sampling device which allows sample to be taken from the material’s container without coming into contact with the sampler’s hands or other unsanitary surface.
  3. Transfer the sample from the sampling device into an appropriately sized seal-able, sterile polypropylene bag, such as a Whirl-Pak bag.
  4. Seal the bag by folding the top over a minimum of three times and bending the wire closures in a fashion that will secure the folds.
  5. Identify the sample within the container with the following information. You may use our printable Sample Label Template:
    1. Trelfa Labs, Inc. Chain of Custody/Order Number
    2. Sample Name
    3. Sample Lot/Code
    4. Date & Time Sample Pulled
    5. Sample Type
    6. Temperature
    7. Sampler’s Initials
    8. Special Instructions
  6. Store the sample in accordance with storage recommendations from the master packaging until it arrives at the laboratory.
  7. To prepare for delivery, follow these steps:
    1. Place sealed sample containers in an insulated box.
    2. Place packing materials, such as crumpled paper or foam packing “peanuts”, around the samples. Do not cover the tops of the samples with this packaging.
    3. Fill remaining head space with crumpled paper or other packing material.
    4. Place insulated top on the box.
    5. Seal box with packing tape.
    6. Identify box as “Lab Samples”. Include date and name of responsible person.
    7. Store the box in a refrigerated area until it is out for delivery.
    8. Ship samples same day or overnight to Trelfa Labs.

Raw Meats/Poultry

  1. Whenever possible, fresh and frozen meat and poultry should be sent to the lab intact, in the container provided by the supplier. Trelfa labs will accept sample sizes up to 25 lbs.
  2. When completely sealed container of meat/poultry cannot be used as a sample (i.e. samples over 25 lbs or combo-sized containers), use a sterile sampling device which will allow sample to be taken from the material’s container without coming into contact with the sampler’s hands or other unsanitary surface.
    1. For ground or small-piece meat/poultry, turn sterile sampling bag inside out and take grab samples from several locations within the container. Then turn the bag back through itself with sample for sterile containment.
  3. Transfer sample from the sampling device into an appropriately sized seal-able, sterile polypropylene bag, such as a Whirl-Pak bag.
  4. Seal the bag by folding the top over a minimum of three times and bending the wire closures in a fashion that will secure the folds.
  5. Identify the sample within the container with the following information. You may use our printable Sample Label Template:
    1. Trelfa Labs, Inc. Chain of Custody/Order Number
    2. Sample Name
    3. Sample Lot/Code
    4. Date & Time Sample Pulled
    5. Sample Type
    6. Temperature
    7. Sampler’s Initials
    8. Special Instructions
  6. Store the sample in accordance with storage recommendations from the master packaging until delivering to the laboratory.
  7. To prepare for delivery, follow these steps:
    1. Place sealed sample containers in an insulated box.
    2. Place ice packs on top of the samples.
    3. Place packing materials, such as crumpled paper or foam packing “peanuts”, around samples. Do not cover the tops of the samples with this packaging.
    4. Fill remaining head space with crumpled paper or other packing material.
    5. Place insulated top on the box.
    6. Seal box with packing tape.
    7. Identify box as “Lab Samples”. Include date and name of responsible person.
    8. Store the box in a refrigerated area until it is out for delivery.
    9. Ship samples same day or overnight to Trelfa  Labs.

Frozen Dairy Desserts (Hard or Soft Serve Ice Cream, Frozen Yogurt, Gelato)

  1. Clean the machine in accordance with manufacturer’s recommendations.
  2. Fill the machine with product.
  3. Allow freezing to occur.
  4. If using a disposable or cleanable cup:
    1. Dispense a small amount of product from the machine into the cup.
    2. DO NOT ALLOW CUP TO CONTACT THE MACHINE OR SWIPE THE CUP ACROSS THE DISPENSER. ALLOW PRODUCT TO FALL FREELY.
    3. Place lid on cup avoiding contact with inside.
  5. If using a Whirl-Pak bag:
    1. Remove the seal from the top of the bag by tearing from one side to the other.
    2. Pull on the white tabs to open the bag. DO NOT MAKE CONTACT WITH THE INNER SURFACE OF THE BAG.
    3. Rub the lower portion of the bag between your fingers and thumb to fully open the bag.
    4. Hold the bag so that the yellow tabs with the wires inside are resting on your thumb and index finger.
    5. Place the bag under the dessert dispenser and dispense product into the bag.
    6. Continue dispensing for a count of 4 seconds. This will provide an adequate sample.
    7. Close the bag by pulling on the yellow tabs with the wires.
    8. Roll the top of the bag down three times and fold the yellow tabs over to create a good closure.
  6. Identify the sample to be placed within the container or Whirl-Pak bag with the following information. You may use our printable Sample Label Template:
    1. Trelfa Labs, Inc. Chain of Custody/Order Number
    2. Sample Name
    3. Sample Lot/Code
    4. Date & Time Sample Pulled
    5. Sample Type
    6. Temperature
    7. Sampler’s Initials
    8. Special Instructions
  7. To prepare for delivery, follow these steps:
    1. Place sealed sample containers in an insulated box.
    2. Place ice packs on top of the samples.
    3. Place packing materials, such as crumpled paper or foam packing “peanuts”, around samples. Do not cover tops of the samples with this packaging.
    4. Fill remaining head space with crumpled paper or other packing material.
    5. Place insulated top on the box.
    6. Seal box with packing tape.
    7. Identify box as “Lab Samples”. Include date and name of responsible person.
    8. Store the box in a refrigerated area until it is out for delivery.
    9. Ship samples same day or overnight to Trelfa Labs.

Water – For Bacterial Testing

  1. Use only the water collection bottles provided by the laboratory for bacterial testing.
  2. Open the bottle without making contact with the interior surface of the bottle.
  3. If testing from a faucet, allow water to run for 10 seconds before taking samples.
  4. Place the open bottle under the faucet or in the water and fill to the 100 ml line marked on the side of the bottle.
  5. Close and lock bottle with the tie attached to the side of the bottle.
  6. Identify the sample to be placed within the container with the following information. You may use our printable Sample Label Template:
    1. Trelfa Labs, Inc. Chain of Custody/Order Number
    2. Sample Name
    3. Sample Lot/Code
    4. Date & Time Sample Pulled
    5. Sample Type
    6. Temperature
    7. Sampler’s Initials
    8. Special Instructions
  7. Store bottle in refrigeration until delivery to the laboratory.
  8. To prepare for delivery, follow these steps:
    1. Place sealed sample containers in an insulated box.
    2. Place ice packs on top of the samples.
    3. Place packing materials, such as crumpled paper or foam packing “peanuts”, around samples. Do not cover tops of the samples with this packaging.
    4. Fill remaining head space with crumpled paper or other packing material.
    5. Place insulated top on box.
    6. Seal box with packing tape.
    7. Identify box as “Lab Samples”. Include date and name of responsible person.
    8. Store the box in a refrigerated area until it is out for delivery.
    9. Ship samples same day or overnight to Trelfa Labs.

Step 5. Access Orders, If Necessary

  1. Click Orders from the upper-left of the screen.
  2. Click the ID number link corresponding to your order to access.
  3. From there you will be able to check order status and see reports for downloading.

Step 6. Access Test Results

  1. You will see both your account and name in the upper-right portion of the screen. The account is to the left. Your name is to the right.
  2. If you have access to more than one account, and the screen has defaulted to an account other than the one you want to access, click the small arrow next to the account shown.
  3. Click the account you wish to access from the drop-down list.
  4. Click the order number.
  5. A page opens with Orders on top, Samples on bottom.
  6. Under the Orders section, click the small blue Order Report icon.
  7. From there you can view and download the PDF.

Additional Help

Changing Your Log In Password

  1. Inside the portal, click your name in the upper-right of the screen.
  2. Click Change Password.
  3. Enter Current Password in blank field.
  4. Enter New Password in blank field.
  5. Repeat New Password in blank field.
  6. Click Submit.
  7. Or, click Close if you decide to exit without changing.

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