Laboratory Information Management Systems (LIMS)

Samplely

Every Sample, Always in Sight

Samplely gives small and mid-sized biomedical labs instant, barcode-powered visibility over every sample’s movement. Designed for lab managers and research assistants, it replaces spreadsheets with real-time dashboards and visual timelines, slashing reconciliation time, eliminating lost samples, and making compliance audits effortless—no complex software, just fast, intuitive sample tracking from start to finish.

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Samplely

Product Details

Explore this AI-generated product idea in detail. Each aspect has been thoughtfully created to inspire your next venture.

Vision & Mission

Vision
To empower every small lab to accelerate discoveries and achieve flawless compliance through effortless, joyful sample management.
Long Term Goal
By 2028, empower 10,000 biomedical labs to achieve zero lost samples and cut audit preparation time by 80%, freeing 1 million research hours for breakthrough discoveries annually.
Impact
Cuts sample reconciliation time by 70% and reduces compliance errors by over 50% for small and mid-sized biomedical labs, freeing lab staff from manual inventory tasks and enabling them to reclaim up to 200 research hours per year previously lost to inefficient sample tracking and reporting.

Problem & Solution

Problem Statement
Biomedical lab managers and research assistants in small and mid-sized labs lose samples and scramble during audits because existing LIMS tools are complex, expensive, and ill-suited for their daily sample tracking and compliance needs.
Solution Overview
Samplely replaces chaotic spreadsheets with a live dashboard that tracks every sample via barcode and visual timelines, letting lab staff instantly locate samples and auto-generate compliance reports—so audits become stress-free and lost samples are a thing of the past.

Details & Audience

Description
Samplely gives small and mid-sized biomedical labs instant control over every sample’s journey. Lab managers and research assistants can ditch messy spreadsheets for real-time dashboards and automated compliance reports. By combining barcode tracking with a visual timeline, Samplely slashes reconciliation time and audit stress, making sample oversight simple, accurate, and fast—no bulky installs or confusing software.
Target Audience
Biomedical lab managers and research assistants (25-45) overwhelmed by manual sample tracking, craving real-time, visual clarity.
Inspiration
Watching my friend frantically dig through color-coded spreadsheets, almost in tears because three critical samples had disappeared just before an audit, I saw the anxiety firsthand. That moment, surrounded by sticky notes and late-night stress, made it clear: small labs need a simple, visual way to track every sample—so no one ever loses precious research to spreadsheet chaos again.

User Personas

Detailed profiles of the target users who would benefit most from this product.

I

Inventory Ivy

- Age 30–45 - Female - Bachelor’s in Biochemistry - Inventory Coordinator at 75-person lab - Income $55k–$70k

Background

Started as a research technician before shifting to inventory management. Developed a knack for logistic software after manual spreadsheet chaos.

Needs & Pain Points

Needs

1. Real-time stock level alerts to avoid shortages 2. Clear sample location mapping for quick retrieval 3. Automated reorder triggers to prevent manual tracking

Pain Points

1. Losing track of seldom-used samples in storage 2. Manual spreadsheet errors causing order delays 3. Unexpected stockouts disrupting experiment schedules

Psychographics

- Demands organized systems, hates chaos - Values predictive analytics for forward planning - Thrives on reducing waste and delays

Channels

1. Slack daily alerts 2. Email inventory reports 3. Lab management system integration 4. Mobile app push notifications 5. In-person staff meetings

E

Efficient Ethan

- Age 25–35 - Male - Master’s in Molecular Biology - Senior Lab Technician at biotech firm - Income $60k–$80k

Background

Started as an intern in an academic lab; frustrated by lost samples. Championed digital tracking solutions after manual errors piled up.

Needs & Pain Points

Needs

1. Instant scan-to-log functionality without delays 2. Simple interface minimizing training time 3. Quick error alerts on mismatched barcodes

Pain Points

1. Slow scanning leading to backlogged experiments 2. Cluttered UI causing mis-scans 3. Lack of offline mode in storage rooms

Psychographics

- Obsessed with speed, demands instant feedback - Values practical tools over complex features - Enjoys solving immediate lab challenges

Channels

1. Mobile app daily use 2. On-screen workstation dashboard 3. Email workflow summaries 4. SMS alerts for scan errors 5. YouTube tutorial videos

C

Curator Carla

- Age 35–50 - Female - MS in Biobanking - Curator at major hospital research facility - Income $70k–$90k

Background

Trained in histology; transitioned to biobanking after data mishaps exposed broken chains-of-custody. Now champions flawless sample tracking.

Needs & Pain Points

Needs

1. Unbroken chain-of-custody logs for audits 2. Temperature excursion alerts for sample integrity 3. Barcode templates for varied container types

Pain Points

1. Lost track of container transfers between freezers 2. Unnoticed temperature spikes damaging samples 3. Manual log errors causing regulatory risks

Psychographics

- Fearless about handling delicate tissue samples - Commits to impeccable documentation standards - Values long-term sample preservation

Channels

1. LIMS integration daily 2. Email audit notifications 3. Mobile app for freezer transfers 4. Laboratory Slack channel 5. Periodic staff training sessions

I

Insightful Irene

- Age 28–42 - Female - MBA with Data Analytics focus - Biotech consultancy data visualizer - Income $80k–$100k

Background

Former lab assistant turned data analyst; passionate about storytelling through data after presenting flawed reports.

Needs & Pain Points

Needs

1. Customizable dashboard widgets for key metrics 2. Scheduled automated report generation 3. Exportable charts in multiple formats

Pain Points

1. Static spreadsheets fail to highlight trends 2. Manual report assembly is time-consuming 3. Limited chart customization hampers insights

Psychographics

- Obsessed with visual clarity and storytelling - Seeks proactive insights to drive lab efficiency - Prefers data-driven decisions over intuition

Channels

1. Power BI integration weekly 2. Email scheduled reports 3. Desktop dashboard access 4. Slack anomaly notifications 5. Virtual stakeholder presentations

S

Safety Sam

- Age 40–55 - Male - Certified Safety Professional - Safety Manager at pharmaceutical R&D lab - Income $90k–$120k

Background

Began career as a chemist; shifted to safety after a near-miss highlighted tracking gaps.

Needs & Pain Points

Needs

1. Instant alerts for improper sample movements 2. Full audit trails of hazardous transfers 3. Role-based permissions for compliance

Pain Points

1. Delayed incident reporting due to poor tracking 2. Unverified access to dangerous samples 3. Gaps in audit trails raise safety threats

Psychographics

- Zero tolerance for protocol breaches - Values transparent, real-time incident logs - Champions continuous safety improvements

Channels

1. Safety software daily 2. Email high-priority alerts 3. Mobile app field inspections 4. Intranet compliance portal 5. Monthly training sessions

Product Features

Key capabilities that make this product valuable to its target users.

QuickFinder

Instantly locate samples using predictive search filters that suggest locations as you type. This feature reduces search time by offering real-time suggestions and narrowing results based on freezer, rack, or sample attributes, ensuring you find the right specimen in seconds.

Requirements

Predictive Search Engine Integration
"As a lab manager, I want sample locations suggested in real time as I type so that I can quickly locate specimens without manually scanning lists."
Description

Integrate a predictive search engine that indexes freezer, rack, and sample attribute data to provide real-time location suggestions. The system must update suggestions dynamically with each keystroke, narrowing down possible locations within 100ms and displaying the most relevant options at the top. This improves search speed and accuracy, reducing time spent locating specimens.

Acceptance Criteria
Instant Location Suggestions
Given the user enters at least one character into the search field, when the keystroke is processed, then the system displays up to 10 relevant location suggestions within 100ms.
Attribute-Based Search Narrowing
Given the search input matches freezer, rack, or sample attributes, when additional characters are typed, then the suggestion list dynamically filters to show only entries matching all typed attributes.
Relevance Ranking of Suggestions
Given multiple location options are retrieved, when the suggestions are displayed, then they are ordered by descending match score, with the most relevant options at the top.
No Match Feedback
Given the search input yields no matching results, when the system processes the query, then it displays a "No results found" message within 100ms.
Real-Time Performance Under Load
Given the search index contains at least 10,000 sample records, when a search query is entered, then the system still returns suggestions within 100ms without errors and maintains result accuracy.
Dynamic Filter Panel
"As a research assistant, I want to filter search results by storage location and sample type so that I can narrow down results to find the exact specimen I need faster."
Description

Implement a dynamic filter panel adjacent to the search bar, allowing users to refine predictive search results by selecting freezer, rack, sample type, date range, and custom tags. The panel should update results instantly without page reloads and support multi-select filters to help users narrow down results efficiently.

Acceptance Criteria
Selecting freezer and rack filters
Given the user has entered a search term, when the user selects a freezer and rack filter in the dynamic filter panel, then the search results update instantly to display only samples located in the chosen freezer and rack.
Applying date range filter
Given search results are visible, when the user sets a start and end date in the date range filter, then results refresh automatically to include only samples collected within that date range without a page reload.
Multi-select sample types and custom tags
Given the filter panel is open, when the user selects multiple sample types and adds one or more custom tags, then the results list narrows to samples matching all selected types and tags instantly.
Clearing all filters
Given one or more filters are applied, when the user clicks the 'Clear All' button, then all filters are removed, filter selections reset, and the full unfiltered search results reappear.
Responsive instant update of results
Given any filter selection is changed, when the user makes a selection or deselection, then the system updates the displayed results in under 500ms and shows a loading indicator if processing exceeds 200ms.
Fuzzy and Synonym Matching
"As a lab user, I want the search to recognize common typos and alternate names so that I still find the correct samples even if I mistype or use shorthand."
Description

Enhance search capabilities with fuzzy matching and synonym support to handle typos, abbreviations, and alternate naming conventions. The search algorithm should interpret near matches and suggest corrections or alternatives, ensuring users find the correct samples even when queries are imperfect.

Acceptance Criteria
Typo Tolerance in Sample Name Search
Given a user enters a sample name with a typo When the search is executed Then the system returns the correct sample name with a “Did you mean…” suggestion and places it at the top of the results
Synonym Recognition for Abbreviations
Given a user searches using a common abbreviation When the search is executed Then the system returns samples whose names use the full term and highlights the abbreviation as a recognized synonym
Fuzzy Match on Numeric IDs
Given a user inputs a sample ID with transposed or missing digits When the search is executed Then the system returns the intended sample ID within the first five results leveraging fuzzy numeric matching
Alternate Naming Convention Resolution
Given a user searches using an alternate naming convention When the search is executed Then the system returns samples using both the alternate and standard naming conventions in the results
Contextual Suggestions for No Exact Matches
Given a user query yields no exact matches When the search is executed Then the system displays the top five closest matching sample names based on fuzzy and synonym algorithms
Real-time Result Streaming and Ranking
"As a busy user, I want search results to update instantly and be sorted by relevance so that I see the most likely matches first and don't have to scroll through irrelevant entries."
Description

Develop a streaming mechanism that fetches and displays matched results incrementally as the user types, reducing perceived latency. Implement a relevance ranking algorithm that orders results by frequency of access, recency of modification, and proximity to user-selected filters, ensuring the most likely matches appear first.

Acceptance Criteria
Incremental Result Streaming
Given a user types a search query, when each new character is entered, then the system appends newly matched samples to the existing result list within 200ms.
Frequency-based Ranking
Given multiple samples match the query, when displaying results, then samples with higher access frequencies are ordered above those with lower frequencies.
Recency-based Ranking
Given multiple samples match the query, when displaying results, then samples modified within the last 24 hours are displayed before older samples.
Filter Proximity Prioritization
Given active location filters (e.g., freezer A, rack 3), when results are shown, then samples within the selected filters are ranked above those outside the filters.
High Load Performance
Given over 100 concurrent search sessions, when a user types a character, then incremental results are delivered within 500ms for each keystroke.
UI Feedback and Loading Indicators
"As a user with high search frequency, I want clear feedback and responsive controls in the search interface so that I always know the system is processing my query and can navigate suggestions efficiently."
Description

Provide immediate visual feedback in the search interface, including loading spinners, placeholder rows, clear no-results messages, and keyboard accessibility for navigating suggestions. Ensure the UI remains responsive under heavy load and supports both mouse and keyboard interactions for seamless query processing.

Acceptance Criteria
Loading Spinner Displayed During Search
Given the user enters a search term When the search is initiated Then a visible loading spinner appears in the search input until results are returned
Placeholder Rows Displayed
Given the user initiates a search returning multiple records When the result set is loading Then placeholder rows equal to the page size display with skeleton styling
Clear No-Results Message Displayed
Given the user searches for a term with no matching samples When the results are returned Then a clear “No samples found” message is displayed in place of results
Keyboard Navigation for Search Suggestions
Given the search suggestions dropdown is visible When the user presses arrow up or down Then the suggestion focus moves accordingly and pressing Enter selects the highlighted suggestion
UI Responsiveness Under Heavy Load
Given the system is processing concurrent search requests under high data volume When the user interacts with the search interface Then all UI controls respond within 200ms without freezing or lag

PathGuide

Generate an optimal retrieval path across your lab layout, guiding you step-by-step to each target sample. By minimizing travel distance and visualizing the most efficient route, PathGuide accelerates sample collection and reduces time wasted searching through multiple locations.

Requirements

Optimal Route Calculation
"As a lab manager, I want the system to compute the shortest path to all my target samples so that I can complete retrieval tasks quickly and reduce time spent walking between locations."
Description

Implement an algorithm that calculates the most efficient path through the lab layout to retrieve multiple samples, minimizing total travel distance and time by analyzing sample locations, lab map coordinates, and movement constraints. This functionality should integrate seamlessly with Samplely’s existing database and map visualization modules, allowing dynamic route adjustments in response to changes in sample list or lab layout. Expected outcomes include faster sample collection, reduced user fatigue, and improved operational throughput during large-scale retrieval tasks.

Acceptance Criteria
Generating Route for Multiple Samples
Given a list of multiple target samples and their coordinates, when the user selects “Generate Path”, then the system calculates and displays the optimal route on the lab map within 2 seconds of the request.
Dynamic Route Adjustment on Sample List Change
Given an existing route displayed to the user, when the user adds or removes a sample from the list, then the system recalculates and updates the displayed route in real time without requiring a page refresh.
Adapting to Lab Layout Updates
Given a modified lab layout (e.g., added or removed storage units), when the layout data is updated in the system, then the route algorithm recalculates using the new layout and displays an updated path with no errors.
Integrating Database Sample Coordinates
Given sample location records stored in the database, when the algorithm retrieves coordinates, then it uses those coordinates correctly to generate a valid route that starts and ends at designated points and visits each sample location.
Performance under High-Volume Retrieval
Given a request to retrieve 100 or more samples in a single session, when the user triggers route generation, then the system computes and displays the optimal path within 5 seconds, and the computed route is within 10% of the theoretical shortest distance.
Interactive Lab Map
"As a research assistant, I want an interactive map showing sample storage locations so that I can visually identify where each sample is stored and navigate there efficiently."
Description

Develop an interactive floor plan interface that displays the lab’s layout, workstations, storage units, and sample locations. Users should be able to zoom, pan, and select storage points. The map must update in real time to reflect relocations or new entries, integrating with live inventory data. Benefits include intuitive spatial awareness, reduced search errors, and smoother navigation workflows.

Acceptance Criteria
Map Zoom and Pan Interaction
Given the interactive lab map is displayed When the user performs zoom or pan actions Then the map adjusts zoom level and position within 200ms without visual distortion
Real-time Sample Relocation Update
Given a sample’s location changes in the inventory system When the map receives the update Then the sample marker moves to the new location within 1 second and briefly highlights
Storage Point Selection and Details
Given the user clicks on a storage point icon When the click event is registered Then a details panel opens displaying sample IDs, quantities, and last update timestamps
PathGuide Route Visualization
Given the user selects multiple target samples When the user activates PathGuide Then the map displays a connected route in sequence and updates dynamically if targets change
Map Performance under High Data Volume
Given the map contains over 1000 sample markers When the user interacts with the map Then all interactions complete within 500ms without frame drops
Step-by-Step Guidance
"As a technician, I want clear, step-by-step directions to each sample so that I can follow the most efficient path without guessing my way through the lab."
Description

Provide turn-by-turn directions overlaying the interactive map, guiding users from their current position to each sample location in sequence. The guidance should include distance, estimated time, and next waypoint details. Integration with mobile or tablet devices ensures lab staff receive clear on-screen instructions. This reduces wrong turns, saves time, and enhances user confidence during collection rounds.

Acceptance Criteria
Initiating a PathGuide Collection Session
Given a logged-in user on a mobile device with lab layout loaded, When the user selects a list of samples to collect and taps “Start Guidance,” Then the system should generate an optimal path, highlight the first waypoint on the map, and display the estimated distance and time to reach it.
Following Turn-by-Turn Directions
Given the guidance session is active, When the user deviates more than 3 meters from the suggested route, Then the system recalculates the optimal path within 2 seconds and updates on-screen directions accordingly.
Displaying Distance and ETA
When the next waypoint is confirmed, Then the system displays the remaining distance and estimated time of arrival (ETA) to that waypoint, with calculations accurate within 10% of actual travel metrics.
Waypoint Arrival Confirmation
Given the user approaches within 2 meters of a waypoint, Then the system visually and audibly confirms arrival and automatically transitions to guiding the user to the next sample location in the sequence.
Handling Intermittent Connectivity
When network connectivity is lost during a guidance session, Then the system caches the remaining route and waypoints locally and automatically resumes real-time guidance within 5 seconds of reconnection without user intervention.
Real-Time Progress Tracking
"As a lab assistant, I want the route to adjust in real time if I deviate or add a sample so that I can stay on the most efficient path without restarting the process."
Description

Enable live tracking of the user’s movement and retrieval progress, updating the route and remaining tasks as each sample is scanned. The system should recalculate the optimal path if deviations occur or if new samples are added mid-route. Integration with barcode scanners ensures immediate feedback. This feature improves adaptability in dynamic lab environments and maintains efficiency even when the retrieval list changes.

Acceptance Criteria
Route Update on Sample Scan
Given a user is following an active retrieval route, when they successfully scan a sample's barcode, then the system updates the list of remaining samples and recalculates the optimal path within 2 seconds.
Path Recalculation on Route Deviation
Given the user's location deviates more than 5 meters from the suggested path, when the deviation occurs, then the system recalculates and displays a new optimal path within 3 seconds.
In-Route Sample Addition
Given a retrieval route is in progress, when a new sample is added to the list mid-route, then the system integrates the new sample and updates the optimal path in real-time.
Immediate Feedback After Scan
Given a barcode scan is completed, when the scan input is received, then the system displays a confirmation notification and updates the progress indicator to reflect the new scanned count immediately.
Barcode Scanner Integration
Given the barcode scanner is connected, when a user scans any sample barcode, then the system receives and processes the scan input automatically without requiring manual entry.
Multi-Stop Filtering and Sorting
"As a lab manager, I want to filter and sort my retrieval list so that I can prioritize high-urgency samples or group samples with similar storage needs for a smoother collection process."
Description

Allow users to filter and sort the list of target samples by criteria such as priority level, storage temperature, or sample type before generating the route. The system should let users prioritize critical samples or group similarly conditioned samples together. This integration with Samplely’s sample metadata ensures tailored route planning, minimizes transitions between different storage conditions, and aligns retrieval order with experiment urgency.

Acceptance Criteria
Filtering by Priority Level
Given a list of target samples with various priority levels When the user filters by High priority Then only High priority samples are displayed in the list and included in the generated route
Sorting by Storage Temperature
Given a filtered list of target samples with different storage temperatures When the user sorts samples in ascending temperature order Then samples are ordered from lowest to highest storage temperature in the list and the generated route respects this order
Combined Filtering and Sorting
Given a list of target samples with attributes priority, temperature, and type When the user filters by priority=Medium and type=RNA and sorts by storage temperature descending Then the resulting list displays only Medium priority RNA samples ordered from highest to lowest storage temperature
No Results Handling
Given no samples match the applied filter criteria When the user applies the filter Then the system displays a 'No matching samples found' message and disables the route generation button
Performance with Large Sample Set
Given a list of over 1000 target samples When the user applies any filter and sort combination Then the system updates the displayed list and generated route within 2 seconds without errors

ZoneAlerts

Set custom boundaries within freezers or benches and receive instant notifications when samples move outside designated zones. ZoneAlerts prevents misplaced specimens by proactively alerting you to unexpected transfers or misplacements, ensuring samples stay where they belong.

Requirements

Define Zone Boundaries
"As a lab manager, I want to define custom zones within storage units so that I can visually segment areas for organized sample placement."
Description

Allow lab managers to create and configure custom zones within freezers or benches via an intuitive UI. Users can draw or select predefined shapes, assign identifiers to zones, set dimensions in 3D coordinates, and label each zone with meaningful metadata. The system stores these definitions, validates against overlapping zones, and integrates with the mapping layer to provide visual overlays on the Samplely dashboard. This functionality ensures precise delimitation of storage areas, enabling accurate monitoring and reducing operational errors.

Acceptance Criteria
New Zone Creation
Given a lab manager on the Zone Definition UI, When the manager draws or selects a predefined shape, assigns a unique identifier, sets dimensions, and labels metadata, Then the system saves the zone definition, displays it on the map overlay, and includes the identifier in the zone list.
Prevent Overlapping Zones
Given existing zones in the same freezer or bench, When a lab manager attempts to create or adjust a new zone that overlaps with an existing zone, Then the system blocks the action, displays a clear error message specifying the conflicting zone(s), and does not save the overlapping definition.
Zone Metadata Assignment
Given a new zone creation flow, When the lab manager inputs metadata fields (e.g., Zone Name, Description, Temperature Range), Then the system validates mandatory fields, saves the metadata, and displays it in the zone details panel.
Zone Visualization on Dashboard
Given an existing defined zone, When a user views the Samplely dashboard map layer, Then the zone appears in the correct location, with accurate shape, color coding, identifier label, and is toggleable via the zone overlay controls.
3D Dimension Configuration
Given the zone definition form, When the lab manager enters valid 3D coordinate values (X, Y, Z) within the freezer’s bounds, Then the system accepts and saves the dimensions; When invalid or out-of-bound values are entered, Then the system highlights errors and prevents saving until corrected.
Monitor Sample Movement
"As a research assistant, I want the system to monitor sample movements in real time so that I can be instantly aware of any unauthorized transfers."
Description

Continuously track sample location updates by listening to barcode scan events and integrating with real-time positioning data. The system correlates each scan with the defined zones to determine entry and exit events. It processes movement data at sub-second latency, updates zone occupancy status instantly, and flags any sample that crosses a boundary. This provides real-time visibility into sample transfers and prevents misplacements by ensuring any unauthorized movement is immediately detected.

Acceptance Criteria
Sample Crosses Freezer Boundary
Given a sample is within its designated freezer zone, when the barcode is scanned and positioning data indicates the sample has moved beyond the defined freezer boundary, then the system shall generate a ZoneAlert notification within 1 second.
Unauthorized Transfer to Bench Zone
Given a sample is moved from storage to a bench area without proper authorization, when the system detects the sample entering a bench zone outside its allowed list, then the system shall immediately flag the sample and send an alert to the lab manager.
Re-entry to Original Zone
Given a sample has exited its designated zone and triggered an alert, when the sample is returned to its original zone and rescanned, then the system shall clear the alert and update the zone occupancy status within 500 milliseconds.
Simultaneous Multiple Sample Movements
Given multiple samples are scanned and moved across different zones within the same second, when up to 100 concurrent scan events occur, then the system shall process all events and generate corresponding alerts or status updates without loss or delay.
Latency Performance Under Load
Given the system is processing a high volume of positioning and scan events (at least 200 events per second), when samples cross boundaries, then the end-to-end detection and alert delivery shall occur within 1 second for 99% of events.
Push Zone Breach Notifications
"As a lab manager, I want to receive immediate notifications when samples move outside their designated zones so that I can take corrective action quickly."
Description

Implement a notification service that sends instant alerts when a sample exits or enters a zone in violation of configured rules. Alerts can be delivered via email, SMS, or in-app notifications, with customizable message templates including sample ID, zone name, timestamp, and user who performed the scan. The service supports rate limiting, escalation policies, and acknowledgement tracking. Integration with existing lab communication tools ensures prompt awareness and response to potential misplacements.

Acceptance Criteria
Email Notification on Zone Breach
Given a sample scan that breaches a configured zone rule, when the system processes the breach, then an email containing sample ID, zone name, timestamp, and user ID is sent to the configured recipients within 30 seconds.
SMS Notification on Zone Breach
Given a sample scan that breaches a configured zone rule, when the system processes the breach, then an SMS with sample ID, zone name, timestamp, and user ID is delivered to the assigned mobile number within 30 seconds.
In-App Alert Delivery
Given a sample scan that breaches a configured zone rule, when the system detects the breach, then an in-app notification appears in the user’s dashboard listing sample ID, zone name, timestamp, and user ID, and remains unread until acknowledged.
Rate Limiting Enforcement
Given multiple zone breach events for the same sample within a one-minute window, when the system receives the second and subsequent events, then notifications are suppressed after the first, ensuring no more than one notification per sample per minute.
Escalation After Unacknowledged Alert
Given an unacknowledged zone breach alert remains open 10 minutes after delivery, when the time threshold is reached, then the system automatically sends an escalated notification to the secondary contact group.
Zone Breach History Logs
"As a compliance officer, I want access to detailed historical logs of zone breaches so that I can generate audit reports and verify procedural adherence."
Description

Maintain a historical log of all zone breach events, storing data points such as sample identifier, origin and destination zones, breach type, timestamp, user context, and corrective actions taken. Provide filtering, sorting, and export capabilities so lab staff can review incidents for compliance audits and root cause analysis. The log integrates with the Samplely reporting engine and adheres to data retention policies, ensuring audit trails are comprehensive and tamper-evident.

Acceptance Criteria
View Zone Breach History Logs
Given the user accesses the Zone Breach History Logs page, When the system fetches breach events, Then all events are displayed in a table with columns: Sample Identifier, Origin Zone, Destination Zone, Breach Type, Timestamp, User Context, Corrective Actions Taken; And the table supports pagination with 50 entries per page.
Filter Breach Events by Sample and Date
Given the user enters a sample identifier and a valid date range, When the user applies the filters, Then only breach events matching the sample ID and falling within the date range are displayed; And the total count reflects the number of filtered events.
Sort Breach History by Timestamp
Given the user clicks the Timestamp column header, When ascending or descending sort is selected, Then the breach events are ordered accordingly by timestamp; And the sort order indicator updates to reflect the current sort direction.
Export Breach Logs as CSV
Given the user has applied filters and/or sorting, When the user clicks the Export button, Then a CSV file is downloaded containing all displayed columns and rows; And the CSV data matches the current filter and sort settings without truncation.
Archive Logs per Retention Policy
Given breach events exceed the defined retention period, When the retention policy runs, Then those events are archived to a read-only audit log and removed from the active view; And archived logs remain accessible via the export function but cannot be modified or deleted.
Role-Based Access Control for Zones
"As an administrator, I want to restrict zone management permissions to specific roles so that only qualified staff can modify critical storage boundaries."
Description

Extend Samplely’s permission model to include zone-level access controls, allowing administrators to define which user roles can create, modify, or delete zones, and who can acknowledge or dismiss breach alerts. The system enforces these permissions at the UI and API levels, with audit logging of administrative actions. Granular access ensures that only authorized personnel can alter critical zone configurations, maintaining integrity and preventing unauthorized changes.

Acceptance Criteria
Assign Zone Management Permissions
Given an administrator configures a role with create, modify, and delete permissions for zones When a user assigned to that role attempts to create, edit, or remove a zone Then the user is able to perform those actions successfully and the system records the changes
Prevent Unauthorized Zone Modifications in UI
Given a user without zone management permissions is logged into the UI When the user navigates to zone configuration pages Then all zone creation, edit, and delete controls are disabled or hidden and any direct action attempts display a “Permission Denied” message
Enforce Zone Permissions at API Level
Given an API request to create, update, or delete a zone is made by a token belonging to a role without those permissions When the request is processed Then the API responds with HTTP 403 Forbidden and does not alter any zone data
Authorize Alert Acknowledgement and Dismissal
Given a user receives a zone breach alert When the user’s role includes alert acknowledgement permissions Then the user can acknowledge or dismiss the alert successfully and the alert status updates accordingly; otherwise, the system returns a “Permission Denied” error
Audit Logging of Administrative Actions
Given any user action that creates, modifies, deletes zones, or acknowledges/dismisses alerts When the action is performed Then an audit log entry is created capturing the user ID, timestamp, action type, target zone or alert ID, and before/after values

UsageHeatmap

Visualize sample retrieval frequency with a dynamic heatmap overlay on your storage map. UsageHeatmap highlights high-traffic areas and cold spots, enabling you to reorganize storage for balanced load distribution and faster access to frequently used samples.

Requirements

Heatmap Rendering
"As a lab manager, I want to see a heatmap overlay on my storage map so that I can quickly identify high-traffic and underused areas to optimize organization."
Description

Render a dynamic heatmap overlay on the storage map, shading each bin or shelf according to sample retrieval frequency within a selected timeframe. Utilize color gradients to highlight hot and cold zones, enabling lab managers and research assistants to quickly identify high-traffic areas and underutilized sections. This feature integrates with the existing storage map module and sample retrieval logs, ensuring real-time visualization of usage patterns without disrupting current workflows.

Acceptance Criteria
Heatmap Data Aggregation
Given a selected timeframe, when the heatmap overlay is requested, then sample retrieval frequencies are aggregated for each bin and normalized across the dataset.
Heatmap Color Gradient Display
When the heatmap is rendered, then bins with highest retrieval counts display the designated hot color and bins with lowest counts display the designated cold color following the defined gradient scale.
Real-Time Heatmap Update
Given a newly logged sample retrieval, when the user refreshes the storage map, then the heatmap overlay reflects the updated retrieval data within 2 seconds.
Performance on Large Data Sets
When rendering a heatmap for storage maps with over 10,000 bins and 100,000 retrieval logs, then the overlay loads and remains interactive within 3 seconds without UI degradation.
Integration with Storage Map Module
Given the existing storage map view, when the heatmap feature is toggled on and off, then the overlay appears and disappears seamlessly without affecting pan, zoom, or map data functions.
Time Range & Filtering
"As a research assistant, I want to filter the heatmap by date and sample type so that I can analyze usage trends for specific periods and sample groups."
Description

Provide interactive controls to filter heatmap data by custom time ranges (e.g., last 24 hours, week, month), sample types, and user roles. Allow users to define specific date spans and apply metadata filters such as project or sample category. This granularity helps focus analysis on relevant subsets, improving decision-making for lab storage management. Integrates with the sample metadata API to ensure accurate and up-to-date filter results.

Acceptance Criteria
Last 24 Hours Filter
Given the UsageHeatmap is displayed, When the user selects the “Last 24 Hours” time range preset, Then the heatmap updates to show only sample retrieval events from the past 24 hours with accurate cell counts.
Custom Date Range Selection
Given the user opens the date picker, When the user defines a custom start date and end date and applies the filter, Then the heatmap refreshes to display only events within the specified date span.
Sample Type Filter
Given sample metadata is loaded from the API, When the user selects one or more sample types, Then the heatmap highlights only retrievals matching the selected sample types.
User Role Filter
Given user roles are available in the filter panel, When the user selects a specific role (e.g., Research Assistant), Then the heatmap displays only events performed by users with that role.
Combined Time and Metadata Filters
Given multiple filters are selected (time range, sample type, project), When the user applies the filters simultaneously, Then the heatmap updates to reflect the intersection of all selected filter criteria.
Metadata API Sync
Given sample metadata is changed externally, When the user opens the filter panel, Then the filter options reflect the latest metadata from the API within five seconds.
No Data Handling
Given the selected filters yield zero matching events, When the user applies the filters, Then the heatmap displays a “No Data Available” message instead of the map overlay.
Color Legend & Scaling
"As a lab technician, I want to see a legend showing what each color represents so that I can understand the intensity of sample usage."
Description

Include a dynamic legend that displays the color scale mapping retrieval frequencies to heatmap colors. Automatically adjust legend thresholds based on applied filters and data distribution, ensuring users can accurately interpret intensity levels. Position the legend alongside the map for visibility and integrate it with the visualization component to reflect real-time changes.

Acceptance Criteria
Initial Legend Display on Map Load
Given the UsageHeatmap page is loaded, When the storage map is rendered, Then a color legend appears to the right of the map displaying the default range of retrieval frequencies divided into at least five distinct color intervals matching the heatmap overlay.
Legend Threshold Update on Date Filter Change
Given a user applies a date range filter to the UsageHeatmap, When the filter is applied, Then the legend thresholds recalculate based on the new minimum and maximum retrieval counts and update the color intervals in the legend accordingly.
Dynamic Scaling for Extreme Outlier Frequencies
Given the retrieval frequency data contains extreme outliers, When the heatmap scales, Then the legend automatically adjusts thresholds so outliers are capped at the 95th percentile and mid-range values occupy at least 20% of the legend scale.
Responsive Legend Positioning Across Screen Sizes
Given the user resizes the browser window or uses a mobile device, When the screen width falls below 768px, Then the legend reposition below the map without overlapping; and when above 768px, it remains to the right of the map.
Real-time Legend Update on Data Refresh
Given new sample retrieval data is streamed or the user clicks refresh, When the heatmap data updates, Then the legend thresholds and color intervals update in real time within two seconds without requiring a full page reload.
Data Aggregation & Performance
"As a lab manager, I want the heatmap to load quickly even with large datasets so that I can access insights without delays."
Description

Efficiently aggregate sample retrieval logs and render the heatmap within two seconds for storage maps containing up to 10,000 bins. Implement backend optimizations such as caching, incremental data updates, and optimized database queries to maintain responsiveness. Ensure the solution scales with growing data volumes and integrates with the backend analytics service.

Acceptance Criteria
Initial Heatmap Load Performance
Given a storage map with up to 10,000 bins and associated retrieval logs, when the user requests the heatmap overlay, then the backend must aggregate data and return renderable heatmap data within two seconds.
Incremental Data Update Effectiveness
Given a new sample retrieval event logged, when the incremental update process runs, then only changed data is processed and the heatmap data is refreshed within 500 milliseconds without a full re-aggregation.
Caching for Repeated Queries
Given a previously generated heatmap request for a specific time range, when the user requests the same time range again, then the cached heatmap data is returned in under one second and avoids querying the database.
High-Volume Data Scaling
Given a dataset of one million retrieval log entries, when the user requests the heatmap, then the response time remains under two seconds and CPU utilization stays below 75%.
Backend Analytics Service Integration
Given the need to fetch pre-aggregated retrieval data from the analytics service, when the backend calls the service, then each service call completes in under 300 milliseconds and the overall heatmap load remains under two seconds.
Export & Reporting
"As a compliance officer, I want to export the heatmap and data so that I can include it in audit reports."
Description

Enable users to export the current heatmap view and underlying frequency data as PNG, PDF, and CSV formats. Ensure exports include the heatmap overlay on the map for presentations and raw data tables for external analysis. This supports compliance audits and reporting needs. Integrate with the platform’s export service and ensure secure handling of exported files.

Acceptance Criteria
Heatmap View Export as PNG
Given the user has selected the heatmap view When the user clicks the 'Export as PNG' button Then the system generates a PNG file that includes the current heatmap overlay on the storage map And the file is immediately downloaded to the user's device with the file name 'UsageHeatmap_<date>.png'.
Heatmap View Export as PDF
Given the user has selected the heatmap view When the user clicks the 'Export as PDF' button Then the system generates a PDF file that includes the current heatmap overlay on the storage map, header with report title, and footer with page numbers And the file is downloaded as 'UsageHeatmap_<date>.pdf'.
Frequency Data Export as CSV
Given the user is viewing the heatmap data When the user clicks the 'Export Data as CSV' button Then the system generates a CSV file containing the columns: SampleID, Location, RetrievalCount, and Timestamp And the CSV reflects the exact data displayed in the heatmap.
Secure File Download
Given the user initiates any export When the export file is generated Then the download link is valid only for 15 minutes And only the authenticated user who requested the export can access it.
Export Performance for Large Datasets
Given a dataset of 50,000 sample records When the user requests an export (PNG, PDF, or CSV) Then the system completes file generation within 30 seconds And the download begins without errors.
Reorganization Recommendations
"As a lab manager, I want recommendations on how to reorganize my storage so that frequently used samples are more accessible and workload is balanced."
Description

Analyze heatmap data to generate actionable recommendations for reorganizing sample storage to balance retrieval loads. Highlight bins or sections for relocation based on frequency patterns and suggest grouping frequently accessed samples in more accessible areas. Integrate with the sample placement module to allow one-click application of suggested layouts.

Acceptance Criteria
Generate Recommendations from Heatmap Data
Given the heatmap displays sample retrieval frequencies, when the user selects 'Generate Recommendations', then the system must analyze usage patterns and present at least one relocation suggestion for the top 20% busiest and bottom 20% coldest bins within 5 seconds.
Verify Recommendation Relevance and Accuracy
Given a set of generated recommendations, each recommendation must specify the source bin, target bin, number of samples to move, and estimated access time improvement of at least 10%, matching the underlying heatmap data with 95% accuracy on a sample of 100 bins.
Validate Storage Capacity Constraints
Given relocation suggestions, no recommendation may move samples into a target bin that would exceed its maximum capacity; if a capacity conflict exists, the system must automatically adjust the target bin or omit the recommendation and flag it for review.
Apply Layout Changes with One-Click Integration
Given the user clicks 'Apply Recommendations', then the sample placement module updates the storage layout according to accepted recommendations, persists changes in the database, and creates a transaction log entry for each relocation within 3 seconds.
Confirm Recommendations and Persist Changes
Given the list of recommendations, the user must be able to accept or reject each individually; accepted recommendations are applied to the layout, rejected ones are marked 'Skipped' without layout change, and all decisions are saved with user ID and timestamp.

OfflineCache

Continue accessing the Sample Spotter map even without a network connection by caching recent layouts locally. OfflineCache ensures uninterrupted sample tracking during power outages or network maintenance, so you never lose visibility over critical specimen locations.

Requirements

Cached Layout Storage
"As a lab manager, I want the Sample Spotter map to load the last viewed layout from local storage so that I can continue tracking sample locations during network downtime."
Description

Implement a local caching mechanism for Sample Spotter map layouts, storing the most recently accessed floor plans and specimen locations on the device. This requirement ensures uninterrupted map access during network outages by persisting JSON-encoded layout data in secure, sandboxed storage. Cached data should integrate seamlessly with the existing map renderer and expire according to configurable policies, maintaining data relevance and storage efficiency.

Acceptance Criteria
Initial Layout Caching
Given network connectivity and user opens a new floor plan, when the map loads the layout, then the JSON-encoded layout is saved to local sandboxed storage within 2 seconds and includes all specimen locations.
Offline Map Access
Given the device is offline and user selects a previously accessed floor plan, when the layout is requested, then the map renders the cached layout from local storage within 3 seconds; if no cache exists, display an offline notification.
Cache Expiration Enforcement
Given a cached layout older than the configured TTL, when user attempts to access it offline, then the expired cache is invalidated and a prompt to reconnect appears; if cache is within TTL, it loads normally.
Cache Storage Limit
Given total cached data exceeds the storage cap, when a new layout is saved, then the system automatically purges the oldest unused cached layout(s) to keep total cache under the limit.
Secure Data Storage
Given cached layout data on device, when inspecting storage, then the JSON payload is encrypted at rest per platform standards, and any tampering is detected on access.
Automatic Sync on Reconnect
"As a research assistant, I want my offline map updates to sync automatically when the network returns so that I don’t have to manually re-enter any location changes."
Description

Enable the system to detect restored network connectivity and automatically synchronize locally cached map interactions with the central server. The requirement covers change detection, data reconciliation, and conflict avoidance, ensuring that any offline updates to sample locations or annotations are merged correctly into the real-time dashboard without user intervention.

Acceptance Criteria
Network Connectivity Restoration
Given the user has performed map interactions offline, when network connectivity is restored, then the system automatically initiates synchronization within 5 seconds without user input.
Conflict Detection and Resolution
Given an offline update conflicts with a server-side change, when synchronization occurs, then the system detects the conflict, applies the server-wins policy, logs the conflict, and notifies the user.
Data Reconciliation and Integrity
Given offline changes are synced, when synchronization completes, then the local and server datasets match exactly with no missing or duplicated sample entries as verified by a checksum comparison.
Offline Annotation Sync
Given the user added annotations to a sample offline, when network is restored, then annotations appear on the central dashboard within 10 seconds and are correctly associated with the sample.
Automatic Retry on Sync Failure
Given a synchronization attempt fails due to transient errors, when the retry interval occurs, then the system retries sync up to 3 times with exponential backoff and logs each retry attempt.
Offline Mode Indicator
"As a lab manager, I want to see a clear offline indicator so that I know when the map data may not be real-time and understand that synchronization will occur later."
Description

Add a visual indicator within the map interface to clearly communicate offline and online states. This component should display a persistent banner or icon change when the app is operating without network access, informing users that they are working in offline mode and that changes will sync later.

Acceptance Criteria
Network Connectivity Loss Detection
Given the user is viewing the map and the network connection is lost, when the app enters offline mode, then a persistent banner with the text 'Offline Mode: Changes will sync when connection is restored' is displayed at the top of the map interface within 2 seconds.
Offline Indicator Persistence Across Navigation
Given the app is offline and the user navigates between different map views or modules, then the offline mode banner or icon remains visible and consistent throughout all navigations.
Sync Status Notification
Given the user performs changes while offline, when the user returns online, then the banner updates to 'Syncing Changes...' and upon completion displays 'All Changes Synced' within 5 seconds.
Recovery Confirmation on Reconnection
Given the app regains network connectivity, when the connection is stable for at least 3 seconds, then the offline indicator is removed and a temporary notification 'Back Online' is shown.
Mobile Device Rotation Handling
Given the device orientation changes between portrait and landscape while offline, then the offline mode indicator remains visible, properly aligned, and resizes correctly without obscuring map content.
Configurable Cache Retention
"As an IT administrator, I want to configure how long offline map data is stored on devices so that I can balance storage usage and data relevancy."
Description

Provide settings for administrators to configure how long cached map layouts and offline updates are retained on the device. Administrators should be able to set retention periods (e.g., 24 hours, 7 days) and maximum storage limits. The app should automatically purge stale data beyond these thresholds to preserve device storage and ensure data freshness.

Acceptance Criteria
Set 24-Hour Cache Retention Period
Given an administrator configures the cache retention period to 24 hours; When cached map layouts reach 24 hours of age; Then the application automatically purges those layouts during the next retention check.
Set 7-Day Cache Retention Period
Given an administrator configures the cache retention period to 7 days; When cached map layouts are older than 7 days; Then the system removes all layouts exceeding the 7-day threshold without user intervention.
Enforce Maximum Cache Storage Limit
Given an administrator defines a maximum storage limit (e.g., 500 MB) for offline cache; When the total cached data size exceeds the defined limit; Then the oldest cached layouts are purged until the total size falls below the limit.
Automatic Purge of Expired Cached Data
Given the device performs a daily retention check at startup; When cached entries are found to be beyond their retention period; Then the application deletes those entries before allowing offline access.
Offline Map Access During Retention Period
Given a user loses network connectivity within the configured retention period; When the user opens the map feature; Then the cached map layouts load successfully and display the latest retained data.
Sync Conflict Resolution
"As a research assistant, I want clear options to resolve conflicts when my offline changes clash with other users’ updates so that I can maintain accurate sample location data."
Description

Implement conflict resolution logic for cases where offline updates collide with server-side changes made by other users. The requirement includes detecting conflicting edits, prompting users with options (e.g., keep local, accept remote, merge), and logging resolution actions to maintain an audit trail for compliance.

Acceptance Criteria
Detecting Conflicts After Reconnecting
Given a sample’s location was updated offline and a different location was saved on the server by another user, when the user regains network connectivity, then the system automatically detects the mismatch and flags the record as a conflict.
User Decision Prompt on Conflict
Given a detected conflict, when the user views the sample record, then a modal is displayed offering options to 'Keep Local', 'Accept Remote', or 'Merge Changes', and the user's selection is recorded.
Merging Local and Remote Changes
Given the user selects 'Merge Changes', when the merge interface opens, then the system presents both offline and online values side by side and allows the user to choose field-level values to combine, saving the merged result back to the server.
Audit Logging of Resolution Actions
Given any conflict resolution action is taken, when the user confirms their choice, then an audit log entry is created with details including sample ID, timestamp, user ID, conflict type, and chosen resolution.
No Conflict on Identical Updates
Given an offline update that matches the server-side update made by another user, when the user reconnects, then the system does not flag a conflict and synchronizes changes silently.

Hotlist

Save and group frequently used samples into customizable lists for one-click access. Hotlist streamlines routine workflows by allowing you to quickly load and view the positions of priority specimens, reducing repetitive searches and boosting daily productivity.

Requirements

Hotlist Creation
"As a research assistant, I want to create custom hotlists so that I can group frequently used samples for quick retrieval."
Description

Allow users to create named hotlists to group frequently used samples. This requirement enables users to define custom lists by assigning a unique name and optional description, select samples via barcode scanning or search, and save the grouping for future one-click access. The feature integrates seamlessly into the Samplely interface, storing hotlists in the user’s profile and ensuring persistence across sessions, reducing repetitive searches and accelerating workflow setup.

Acceptance Criteria
User Creates a New Hotlist with Unique Name
Given the user is on the hotlist creation screen When the user enters a unique hotlist name and optional description, selects samples via barcode scanning or search, and clicks Save Then the hotlist is created, appears in the user’s hotlist list with the correct name, description, and selected samples
Prevent Duplicate Hotlist Names
Given the user attempts to create a hotlist with a name that already exists When the user enters the duplicate name and clicks Save Then the system displays an error message indicating the name is already in use and does not create the hotlist
Add Samples via Barcode Scanning
Given the user is in the hotlist creation screen When the user scans one or more sample barcodes Then each scanned sample is added to the hotlist preview list and displayed with its name and identifier
Add Samples via Search and Selection
Given the user is in the hotlist creation screen When the user searches for samples by keyword, selects one or more results, and clicks Add Then each selected sample is added to the hotlist preview list and displayed with its name and identifier
Hotlist Persistence Across Sessions
Given the user saves a hotlist and logs out When the user logs back in and navigates to the hotlists section Then the previously saved hotlist is listed with the correct name, description, and included samples
Hotlist Sample Management
"As a lab manager, I want to add or remove samples within a hotlist so that I can maintain up-to-date groups of priority specimens."
Description

Provide capabilities to add, remove, and reorder samples within an existing hotlist. Users can dynamically update their lists by dragging samples into or out of a hotlist, reassign positions within the list, or delete items. This requirement ensures ongoing maintenance of hotlists, reflecting real-time changes in sample priorities and enabling accurate, up-to-date groupings.

Acceptance Criteria
Add Sample to Hotlist
Given a user has an existing hotlist open and views the sample list, when the user drags a sample into the hotlist, then the sample appears at the dropped position in the hotlist, a success notification is shown, and the change is persisted in the database.
Remove Sample from Hotlist
Given a user is viewing a hotlist containing multiple samples, when the user clicks the remove icon on a sample entry, then the sample is removed immediately from the hotlist view, a confirmation toast appears, and the removal is persisted in the database.
Reorder Samples within Hotlist
Given a hotlist with at least two samples, when the user drags a sample up or down within the list and releases it, then the sample repositions correctly, the list updates in real time, and the new order is saved.
Handle Invalid Sample Addition
Given a user attempts to drag a non-existent or unauthorized sample into a hotlist, when the operation is performed, then the system prevents the addition, displays an error message indicating the issue, and no changes are made to the hotlist.
Real-Time Hotlist Sync across Sessions
Given a hotlist is open in multiple user sessions or browser tabs, when a sample is added, removed, or reordered in one session, then all other open sessions update their hotlist view within two seconds to reflect the change.
Hotlist Quick Access Panel
"As a research assistant, I want a dedicated panel showing my hotlists so that I can load them with one click and view sample positions immediately."
Description

Introduce a dedicated UI panel displaying all user hotlists with one-click load functionality. Each entry in the panel shows the hotlist name and sample count; selecting an entry loads the samples’ positions on the dashboard and timeline instantly. The panel remains collapsible for minimal UI footprint, providing immediate visibility and access to hotlists without navigating away from the main tracking view.

Acceptance Criteria
Load Hotlist Entry
Given the user clicks on a hotlist entry in the Quick Access Panel When the click occurs Then the dashboard and timeline update to display only the selected hotlist’s samples within 2 seconds
Display Hotlist Information
Given the Quick Access Panel is visible Then each hotlist entry shows its name and the correct sample count matching the hotlist contents
Collapse and Expand Hotlist Panel
Given the user clicks the collapse/expand toggle When toggled Then the Quick Access Panel collapses or expands accordingly without affecting other UI elements
Instant Sample Position Rendering
Given a hotlist is loaded Then each sample’s position marker appears on the dashboard map and timeline without requiring a page reload
Accurate Sample Count Display
Given changes to a hotlist’s contents Then the sample count displayed in the Quick Access Panel updates in real time to match the actual number of samples in the hotlist
Hotlist Sharing & Permissions
"As a lab manager, I want to share hotlists with team members so that collaborators can access and use priority sample lists."
Description

Enable users to share hotlists with specific team members or entire user groups, assigning view or edit permissions. Shared hotlists appear in recipients’ quick access panels, and any updates sync in real time. This requirement fosters collaboration, ensuring that all stakeholders work with the same prioritized sample sets and reducing duplication of effort.

Acceptance Criteria
Sharing a Hotlist with a Single User
Given the owner selects the 'Share' option on a hotlist, when they enter a valid username and assign 'view' permission, then the recipient receives an in-app notification and the hotlist appears in their Quick Access panel within 10 seconds, and the recipient cannot modify the hotlist.
Sharing a Hotlist with an Entire Group
Given the owner selects 'Share' on a hotlist, when they choose a user group and assign 'view' permission, then all group members receive an in-app notification and the hotlist appears in each member’s Quick Access panel within 10 seconds.
Assigning Edit Permissions to a Shared Hotlist
Given the owner shared a hotlist with 'edit' permission, when the recipient makes changes (adds or removes samples) and saves, then the owner and all recipients see the updates in real time within 5 seconds, and an audit log entry records the editor’s identity and timestamp.
Revoking Access from a Shared Hotlist
Given the owner revokes access for a user or group, when the owner confirms revocation, then the hotlist is removed from the revoked recipients’ Quick Access panels within 10 seconds and they can no longer view or edit it.
Real-Time Synchronization of Hotlist Updates
Given multiple users have the shared hotlist open, when any user updates the hotlist (reorders samples or edits metadata), then all other users see the changes reflected in their view within 5 seconds, with an 'Updated by [username]' indicator.
Hotlist Import and Export
"As a research assistant, I want to import sample IDs into a hotlist from a CSV so that I can quickly populate lists from existing data."
Description

Allow users to import sample identifiers into a hotlist via CSV upload and export existing hotlists to CSV. The import process validates data against the Samplely database, reporting errors for missing or invalid IDs. Export generates a structured CSV with sample IDs, hotlist name, and creation metadata. This requirement streamlines integration with external systems and bulk hotlist management.

Acceptance Criteria
Import Valid Sample IDs via CSV
Given the user has a CSV file with valid sample IDs matching the database When the user uploads the file to the Hotlist Import feature Then all sample IDs are added to the selected hotlist without errors And the system displays a success message with the count of imported samples
Import CSV with Invalid Sample IDs
Given the user uploads a CSV containing some sample IDs not present in the database When the system validates the file Then it imports only valid IDs And returns a detailed error report listing missing or invalid IDs And no invalid entries are added to the hotlist
Import Empty or Malformed CSV File
Given the user uploads a CSV file that is empty or has invalid format (e.g., missing headers) When the system processes the file Then it rejects the import And displays an error message indicating the file is invalid or improperly formatted
Export Existing Hotlist to CSV
Given the user selects an existing hotlist When the user initiates the export Then the system generates a CSV file containing sample IDs, hotlist name, creation date, and creator And prompts the user to download the file
Export Hotlist with No Samples
Given the user selects an existing empty hotlist When the user exports it Then the system generates a CSV containing headers only And prompts the user to download the file And displays a notice that the hotlist contains no samples

TemplateForge

Build and save custom audit templates tailored to specific regulatory standards or internal policies. TemplateForge streamlines report creation by providing ready-made structures, ensuring consistency, reducing setup time, and minimizing the risk of overlooked requirements during audits.

Requirements

Custom Template Builder
"As a lab manager, I want to design and customize audit templates so that I can ensure reports align with my lab’s internal policies and procedures."
Description

Allow users to design new audit templates by selecting and arranging sections, questions, and data fields through an intuitive drag-and-drop interface. This functionality enables labs to tailor templates to their internal processes, ensuring all necessary audit items are included. It seamlessly integrates into the TemplateForge module, allowing users to save, reuse, and adapt custom templates for different regulatory or policy requirements, reducing setup time and minimizing overlooked audit criteria.

Acceptance Criteria
Initiating a New Audit Template
Given the user is on the TemplateForge dashboard When the user clicks the "Create New Template" button Then the Custom Template Builder interface should open with a blank canvas ready for section selection
Adding and Arranging Template Sections
Given the Custom Template Builder is open When the user drags a section from the palette onto the canvas Then the section should appear at the drop location and snap into the grid layout And the user should be able to reorder sections via drag-and-drop without overlap or misalignment
Customizing Questions and Data Fields
Given a section is placed on the canvas When the user clicks the "Add Question" button within that section Then a new question field should be added And the user should be able to select a data field type, enter the question text, and mark it as mandatory or optional
Saving and Naming the Custom Template
Given the user has finished arranging sections and questions When the user clicks the "Save Template" button Then a prompt should appear to enter a template name and optional description And upon confirmation, the template should be saved and listed under "My Templates" with the correct name and timestamp
Loading and Editing Existing Templates
Given the user is in the "My Templates" list When the user selects an existing template and clicks "Edit" Then the Custom Template Builder should load that template’s sections and questions And the user should be able to modify, rearrange, or delete elements and save updates without creating a duplicate entry
Regulatory Standards Library
"As a quality assurance specialist, I want to import templates based on recognized regulatory standards so that I can quickly and confidently prepare compliant audit reports."
Description

Provide a built-in catalog of pre-defined audit templates aligned with major regulatory frameworks (e.g., FDA 21 CFR Part 11, GLP, ISO 17025). Users can import these templates as-is or use them as a baseline for customization. This ensures compliance readiness from the start, reduces manual setup time, and minimizes the risk of missing critical regulatory requirements. The library is integrated into TemplateForge for one-click template creation.

Acceptance Criteria
Import FDA 21 CFR Part 11 Template
Given the user navigates to the Regulatory Standards Library, when the user selects ‘FDA 21 CFR Part 11’ and clicks ‘Import’, then the template is added to the user’s TemplateForge workspace with all sections and metadata intact.
Customize Imported Template
Given an imported template in TemplateForge, when the user edits a section title and adds a custom field, then the changes are saved as a new template version and the user is prompted to provide a unique template name before saving.
One-Click Template Creation
Given the user selects a predefined template from the library, when the user clicks ‘Create Template’, then a new template is generated in TemplateForge populated with the selected framework’s structure and default placeholders.
Search and Filter Library Templates
Given the library view, when the user enters a standard name or keyword into the search bar or selects a standard filter, then the list of templates updates to only display matching templates within 1 second.
Library Update for New Standards
Given a new regulatory standard is added to the built-in catalog, when the user refreshes the library view, then the new template appears in the list sorted alphabetically by standard name with correct version and release date metadata.
Field-Level Validation Rules
"As a research assistant, I want template fields to enforce correct data formats and required inputs so that my audit reports are accurate and complete without manual data checks."
Description

Enable administrators to define and enforce validation rules on individual template fields, including mandatory inputs, data type constraints (numeric, date, text), range checks, and dropdown options. These rules ensure data consistency, completeness, and accuracy in audit reports. The validation engine triggers real-time feedback during data entry and prevents submission of incomplete or incorrect information.

Acceptance Criteria
Mandatory Field Enforcement on Sample ID
Given the Sample ID field is marked as mandatory, When a user leaves it empty and attempts to submit the form, Then the system prevents submission and displays the error message 'Sample ID is required'.
Numeric Range Validation for Storage Temperature
Given the Storage Temperature field must be between -80 and 25°C, When a user enters a value below -80 or above 25, Then the system rejects the entry and shows 'Temperature must be between -80°C and 25°C', and accepts valid values within range.
Date Format Validation for Collection Date
Given the Collection Date field requires YYYY-MM-DD format, When a user enters a date not matching this format, Then the system displays 'Date must be in YYYY-MM-DD format' and prevents submission.
Dropdown Options Restriction for Sample Type
Given the Sample Type field is a dropdown with options 'Blood', 'Tissue', 'Urine', When a user tries to manually enter or select a non-listed option, Then the system prohibits it and shows 'Please select a valid sample type'.
Real-Time Feedback on Invalid Data Entry
Given real-time validation is enabled, When a user inputs invalid data in any field and moves focus away, Then the system instantly highlights the field in red and displays the appropriate error message inline without waiting for form submission.
Template Version Control
"As a compliance auditor, I want to view the revision history of audit templates so that I can trace changes over time and ensure template integrity during audits."
Description

Implement version management for all audit templates, capturing change logs that record who made modifications, when they occurred, and what changes were made. Users can view version history, compare revisions, and revert to previous versions if necessary. This capability ensures traceability, supports compliance audits, and provides an audit trail for internal and external reviews.

Acceptance Criteria
Template Version Creation Logging
Given a user edits an existing audit template When the user saves their changes Then the system creates a new version record including version number, timestamp, user ID, and a summary of changes in the change log
Viewing Version History
Given an audit template with multiple saved versions When the user opens the version history view Then the system displays all versions in descending order, each showing version number, author name, date/time, and change summary
Comparing Template Revisions
Given at least two versions of an audit template exist When the user selects two versions and clicks 'Compare' Then the system highlights differences across sections, showing additions, deletions, and modifications between the selected versions
Reverting to a Previous Version
Given the user is viewing the version history of an audit template When the user selects an earlier version and confirms revert Then the system creates a new current version identical to the selected one, logs the revert action including user and timestamp, and updates the change log
Audit Trail Integrity Verification
Given an external compliance auditor requests the template change log When the user exports or views the audit trail Then the system provides a complete, unaltered log of all version events and allows export in PDF or CSV format
Export and Share Templates
"As a lab manager, I want to export and share my custom audit templates so that other labs or team members can adopt consistent standards quickly."
Description

Allow users to export audit templates in multiple formats (JSON, PDF, Excel) and share them with collaborators within or across Samplely instances. This feature facilitates template standardization, collaboration, and knowledge sharing between labs or teams. Users can also import shared templates directly into their TemplateForge library, streamlining setup for new labs or audit types.

Acceptance Criteria
Export template in multiple formats
Given a user selects a saved audit template When the user chooses to export in JSON, PDF, or Excel format Then the system generates and provides a downloadable file in the selected format preserving all template structure, fields, and formatting within 5 seconds
Share template with collaborator within instance
Given a user clicks 'Share' on a saved template and enters a collaborator’s email within the same Samplely instance When the user confirms the share action Then the system sends a notification to the collaborator and adds the template to their TemplateForge library with the permissions granted by the user
Import shared template from another instance
Given a user receives a shared template link from a different Samplely instance When the user clicks the link and selects 'Import' Then the system copies the template into the user’s local TemplateForge library with all fields intact and displays a confirmation message
Access control for shared templates
Given a user without sufficient permissions attempts to view or import a shared template When the user tries to access the template Then the system denies access and displays an 'Insufficient permissions' error message
Audit log for export and share actions
Given any export or share action on a template When the action completes Then the system records an audit log entry capturing timestamp, user ID, action type (export or share), template ID, selected format (for export), and target collaborator (for share)

RiskRadar

Leverage AI-driven analysis to automatically score and flag high-risk events or deviations in sample handling data. RiskRadar prioritizes critical issues, enabling users to focus on potential compliance breaches early, mitigate risks proactively, and maintain audit readiness.

Requirements

Automated Risk Detection
"As a lab manager, I want the system to automatically detect anomalies in sample handling data so that I can address potential compliance issues early."
Description

Implement an AI-powered engine that continuously analyzes sample handling logs and sensor data to identify anomalies and deviations in real time. Integrate this engine into the existing data pipeline to flag events such as temperature excursions, chain-of-custody breaks, and unexpected handling delays. The system should support configurable thresholds and provide detailed metadata about each detected event to facilitate rapid investigation and remediation.

Acceptance Criteria
Continuous Temperature Excursion Monitoring
Given the AI engine is analyzing real-time sensor data When temperature readings exceed defined thresholds Then the system flags a temperature excursion event within 1 minute of detection.
Chain-of-Custody Break Detection
Given the sample transfer logs are updated in real time When a gap longer than 5 minutes between transfer records is detected Then the system generates a chain-of-custody break alert with timestamp and last known handler.
Handling Delay Anomaly Flagging
Given the expected handling duration is configured When a sample remains idle beyond the configured processing time Then the system flags an unexpected handling delay and notifies lab managers.
Configurable Threshold Adjustment
Given a lab manager updates anomaly detection thresholds in the settings panel When new thresholds are saved Then the AI engine applies updated thresholds and uses them for subsequent anomaly detection without requiring a system restart.
Detailed Metadata Generation for Anomalies
Given an anomaly event is detected When the system records the event Then it attaches metadata including sample ID, sensor readings, timestamp, location, and handler information.
Dynamic Risk Scoring Model
"As a research assistant, I want risk scores to adapt over time based on ongoing data so that alerts remain accurate and relevant."
Description

Develop a machine learning model that assigns risk scores to detected events based on factors like event type, historical frequency, and sample criticality. Enable continuous retraining of the model using new data and user feedback to refine scoring accuracy over time. Provide an interface for adjusting weighting parameters and integrating external risk factors, ensuring the model remains adaptive and aligned with evolving lab processes.

Acceptance Criteria
Initial Model Training
Given a labeled dataset containing event types, historical frequencies, and sample criticality, When the system trains the dynamic risk scoring model, Then the trained model shall achieve a minimum validation accuracy of 85% and generate risk scores for each input event.
Real-Time Event Scoring
Given a new sample handling event is recorded, When the model processes the event, Then the system shall assign a risk score between 0 and 100 and categorize the event as Low, Medium, or High risk within 200 milliseconds.
Model Retraining with User Feedback
Given user feedback on risk scores for at least 50 previously scored events, When the system initiates retraining, Then the model’s validation accuracy shall improve by at least 2% or maintain within ±1% of its prior accuracy within the next scheduled training cycle.
Parameter Adjustment Interface Usage
Given a lab manager updates weighting parameters via the risk model interface, When changes are saved, Then the system shall apply the new parameters to all subsequent risk scores within 24 hours and log the changes with timestamp and user ID.
External Risk Factor Integration
Given external risk factor data is uploaded in a supported format, When the system integrates these factors into the scoring pipeline, Then risk scores shall reflect the external data influence and the integration event shall be logged with data source and timestamp.
Real-time Alert Notifications
"As a lab manager, I want to receive immediate alerts when sample handling risks exceed thresholds so that I can take prompt corrective actions."
Description

Create a notification service that pushes alerts immediately when risk scores exceed predefined thresholds. Support multiple channels including in-app notifications, email, and SMS. Allow users to customize alert preferences by event type, risk level, and delivery channel. Ensure low-latency processing so that critical alerts reach stakeholders within seconds of detection.

Acceptance Criteria
High-Risk Event Triggers Email and SMS Notifications
Given a risk score exceeds the user-defined high-risk threshold When the system detects the event Then an email and SMS are sent to the subscribed user within 5 seconds And the notification includes sample ID, risk score, timestamp, and event details
In-App Notification for Medium-Risk Events
Given a risk score falls within the medium-risk range When the event occurs Then an in-app notification is displayed in the user’s dashboard notification center within 3 seconds And the notification appears as unread until the user views it
User-Defined Alert Channel Preferences
Given a user has set preferred channels for critical and non-critical events When the user saves their alert preferences Then the system persists these preferences And all subsequent notifications are routed according to the saved settings
Low-Latency Notification Delivery Under Load
Given the system is handling 1000 concurrent risk events per minute When a high-risk event is generated Then the notification delivery to any channel completes within 5 seconds in at least 95% of cases
Notification Delivery Fallback on Failure
Given the primary notification channel fails to deliver (e.g., SMS gateway timeout) When the system detects the delivery failure Then it retries sending up to 2 additional times And if still unsuccessful, sends the alert via the next configured channel within 10 seconds
Risk Dashboard Visualization
"As a research assistant, I want an interactive risk heatmap dashboard so that I can quickly identify high-risk areas in our lab operations."
Description

Design an interactive dashboard that visualizes risk events on timelines, heatmaps, and trend charts. Integrate seamlessly with the main Samplely interface to display risk insights alongside sample movement data. Include filtering options by date, sample type, lab location, and risk level. Enable drill-down capabilities for users to examine event details and underlying data points directly from visual elements.

Acceptance Criteria
Timeline Highlight of High-Risk Events
Given the risk dashboard is loaded, When a high-risk event is recorded in the system, Then a red marker appears on the timeline at the exact event timestamp within 3 seconds.
Heatmap Filter by Lab Location
Given a user selects a specific lab location filter, When the filter is applied, Then the heatmap visualization refreshes within 2 seconds to display only risk events from the chosen location.
Trend Chart Drill-Down to Event Details
Given the trend chart shows aggregated monthly risk levels, When the user clicks on a specific month's data point, Then a details panel opens listing each event with its timestamp, sample ID, and risk score.
Risk Level Filtering by Sample Type
Given the sample type filter dropdown is available, When a user selects one or more sample types, Then all risk visualizations update to include only events for the selected sample types within 2 seconds.
Combined View with Sample Movement Data
Given integration with the main Samplely interface, When the sample movement timeline is displayed, Then risk event markers appear inline at the correct positions and hovering over them shows event details.
Compliance Audit Report Generator
"As a compliance officer, I want to generate audit-ready reports of risk events so that I can document compliance status efficiently."
Description

Build a reporting module that compiles flagged risk events, risk score trends, and resolution actions into formatted, audit-ready reports. Offer export options in PDF and CSV formats, with customizable report templates to meet regulatory requirements. Include timestamps, user annotations, and links to original event records. Ensure reports can be generated on-demand for selected time periods or scheduled for regular distribution.

Acceptance Criteria
Scheduled Report Generation
Given an administrator has configured a report schedule for a specific time period, when the scheduled time arrives, then the system automatically generates the audit report in both PDF and CSV formats and sends it to designated email recipients without errors.
On-Demand Report Export
Given a user selects a custom time frame in the report generator UI, when the user clicks "Generate Report", then the system produces a complete audit report in both PDF and CSV formats within 2 minutes, and displays a download link.
Custom Template Application
Given a user uploads or selects a report template, when the report is generated, then the output adheres to the template's layout (headers, footers, fonts), includes selected fields, and matches regulatory formatting requirements.
Inclusion of Risk Events and Trends
Given flagged risk events and risk score history exist for the selected period, when the report is generated, then it lists all flagged events, displays risk score trends in a chart, and includes links to original event records.
Audit-Ready Report Validation
Given an auditor reviews the generated report, when validating against an audit checklist, then the report includes accurate timestamps, user annotations, resolution actions, and passes all checklist items for compliance readiness.

EvidenceVault

Securely attach, store, and organize supporting documents, images, and digital signatures directly within audit entries. EvidenceVault creates a single source of truth, simplifies evidence retrieval, and ensures all necessary documentation is readily accessible during compliance reviews.

Requirements

Evidence Upload Interface
"As a lab manager, I want to upload supporting documents and images directly to an audit entry so that all evidence is centralized and easily accessible during reviews."
Description

Provide a user-friendly interface within audit entries that allows users to attach various evidence file types—documents, images, and digital signatures—via drag-and-drop or file chooser. The interface should support bulk uploads, preview before attachment, and immediate linkage to the corresponding audit entry. This functionality streamlines documentation processes, ensures all relevant evidence is captured at the point of audit creation, and reduces manual record-keeping errors.

Acceptance Criteria
Drag-and-Drop Single File Attachment
Given a user drags a supported file onto the evidence upload area When the file is dropped Then the system displays a preview of the file and attaches it to the current audit entry
Bulk File Upload via File Chooser
Given a user selects multiple supported files using the file chooser When the user confirms selection Then the system uploads all files in a single batch and displays each file in the audit entry with individual previews
Unsupported File Type Handling
Given a user attempts to upload an unsupported file type When the upload is initiated Then the system rejects the file and displays a clear error message indicating unsupported file type
Preview Before Final Attachment
Given a user uploads a file When the upload is in progress Then the system shows a preview thumbnail or document outline with options to confirm or cancel the attachment
Immediate Linkage to Audit Entry
Given a user confirms the file attachment When the upload completes Then the file is immediately linked to the correct audit entry and is visible in the audit timeline
Metadata Tagging
"As a research assistant, I want to tag each attached file with relevant metadata so that I can quickly locate and categorize evidence for specific samples or audit requirements."
Description

Enable custom metadata tagging for each evidence attachment, including fields such as sample ID, evidence type, upload timestamp, and user-defined tags. The tagging system should be configurable to accommodate lab-specific taxonomy and support dropdowns or free-text inputs. Proper metadata tagging enhances traceability, simplifies organization, and speeds up evidence retrieval during audits.

Acceptance Criteria
Adding Custom Metadata Tags During Evidence Upload
Given a user is on the Evidence Upload screen When they attach a file Then they can select sample ID, evidence type, and upload timestamp from dropdowns or enter free-text tags And clicking Save stores both the file and associated metadata successfully
Configuring Lab-Specific Taxonomy
Given an admin navigates to the Metadata Settings page When they create or modify a metadata field Then the new or updated field appears as a configurable dropdown or free-text input option during evidence upload
Filtering Evidence by User-Defined Tags
Given a user is on the EvidenceVault dashboard When they apply a filter using user-defined tags Then the list updates immediately to show only evidence attachments matching the selected tags
Editing Metadata Tags Post-Upload
Given a user views an existing evidence entry When they click Edit Metadata Then they can modify any metadata fields and save changes Successfully saving updates the metadata display and retains version history
Mandatory Metadata Enforcement
Given an evidence upload requires specific metadata fields marked as mandatory When a user attempts to upload without completing those fields Then the system prevents upload and displays validation messages identifying missing required fields
Advanced Search and Filter
"As a lab manager, I want to filter and search evidence attachments by sample ID, tag, or date so that I can efficiently gather relevant documentation for compliance checks."
Description

Implement advanced search and filter capabilities across all attached evidence. Users should be able to query by metadata fields (e.g., sample ID, tag, date range, uploader) and file type. Search results should display thumbnails or icons, metadata overlays, and direct links to the full attachment. This feature empowers users to pinpoint necessary documents swiftly, reducing audit preparation time.

Acceptance Criteria
Search by Sample ID
Given the user is on the EvidenceVault search interface When the user enters a valid sample ID and initiates the search Then the system displays all attachments with matching sample ID, each showing a thumbnail, metadata overlay, and a link to the full attachment
Filter by Date Range
Given the user has opened the filter panel When the user specifies a start and end date and applies the filter Then only attachments uploaded within the specified date range are displayed, sorted chronologically with correct metadata
Filter by File Type
Given the user is viewing attachments When the user selects one or more file types (e.g., PDF, JPG, DOCX) in the filter options and applies the filter Then the system displays only attachments of the selected types with appropriate icons and metadata overlays
Search by Uploader Name
Given the user is conducting a search When the user enters an uploader’s name or partial name into the uploader field and executes the search Then the system returns attachments uploaded by users whose names match the input, displaying uploader metadata prominently
Combined Multi-Field Search
Given the user uses multiple search criteria simultaneously When the user inputs a sample ID, selects a date range, chooses file types, and specifies an uploader, then initiates the search Then the system returns only attachments that meet all specified criteria and displays their thumbnails, metadata overlays, and direct links
Version History and Rollback
"As a compliance officer, I want to view and restore previous versions of an attached file so that I can verify historical evidence and maintain audit accuracy."
Description

Track version history for each attached document, maintaining a chronological log of uploads, replacements, and edits. Users should be able to view previous versions, compare changes, and restore any prior version as needed. Version control ensures audit integrity, provides a clear change audit trail, and safeguards against accidental overwrites.

Acceptance Criteria
Uploading a New Document Version
Given a user has an existing document attached in EvidenceVault When the user uploads a new version of the document Then the system should log the new version with a unique version number, timestamp, and user identifier And the version count for the document should increment by one
Replacing an Existing Document
Given a document version exists in EvidenceVault When the user replaces the document with a modified file Then the system should archive the original version and store the replacement as a new version And metadata for both the original and new versions should be available in the version history
Comparing Document Versions
Given at least two versions of a document in EvidenceVault When the user selects two versions and requests a comparison Then the system should display a side-by-side or inline diff view highlighting added, modified, and removed content And the comparison view should include version numbers, dates, and author information
Restoring a Prior Version
Given multiple historical versions of a document in EvidenceVault When the user selects a previous version and initiates a rollback Then the system should mark the selected version as the current active version And log the rollback action with timestamp, user identifier, and original version info
Viewing Version History Timeline
Given a document stored in EvidenceVault with several versions When the user opens the version history for that document Then the system should present a chronological timeline listing all versions with metadata (version number, date, author) And allow the user to filter or search versions by date and author
Secure Access Control and Encryption
"As a compliance officer, I want to restrict and log access to evidence files so that sensitive documentation remains secure and audit trails are maintained for regulatory compliance."
Description

Enforce role-based access control for evidence attachments, ensuring only authorized users can view, upload, or delete files. All attachments must be encrypted at rest and in transit using industry-standard protocols. Access events should be logged in the audit trail for compliance reporting. This security layer protects sensitive data, meets regulatory requirements, and instills confidence in data integrity.

Acceptance Criteria
Authorized User Uploading Evidence
Given a user with the 'Research Assistant' or 'Lab Manager' role is authenticated, When they upload an attachment to an audit entry, Then the system accepts the file and stores it encrypted at rest using AES-256.
Unauthorized User Deletion Attempt
Given a user without the 'Lab Manager' role is authenticated, When they attempt to delete an attachment, Then the system denies the request with a 403 Forbidden error and logs the event in the audit trail.
Data Encryption In Transit
When any attachment is uploaded or downloaded, Then the system must use TLS v1.2 or higher to ensure the file transfer is encrypted in transit.
Data Encryption At Rest
When an attachment is saved, Then the system encrypts the file at rest with AES-256 and stores encryption keys in a secure key management service.
Access Event Logging
When any user views, uploads, or deletes an attachment, Then the system logs the user ID, timestamp, action type, and file identifier in the audit trail for compliance reporting.

TimelineFlex

Explore interactive visual timelines with zoom, filter, and annotation capabilities. TimelineFlex allows users to drill down into specific date ranges, event types, or user actions, accelerating root-cause analysis, pinpointing discrepancies, and enhancing clarity in audit narratives.

Requirements

Dynamic Zoom Control
"As a research assistant, I want to zoom in on specific date ranges within the timeline so that I can closely examine sample movements during critical periods."
Description

Enable users to seamlessly zoom in and out of the timeline with smooth transitions across variable time granularities (hourly, daily, weekly, monthly). Integrates with the timeline interface to support pinch-to-zoom on touch devices and slider-based zoom on desktop. Enhances the ability to focus on specific time frames, identify event clusters, and analyze trends at multiple scales, thereby improving the accuracy and speed of root-cause analysis.

Acceptance Criteria
Pinch Zoom In on Touch Devices
Given the user is viewing the timeline on a touch device When the user performs a pinch-out gesture on the timeline Then the timeline zooms in one level (e.g., from weekly to daily) with a smooth animation completing within 300ms And the zoom level indicator reflects the new daily granularity And further pinch-out gestures continue to zoom in down to the hourly level.
Pinch Zoom Out on Touch Devices
Given the user is viewing the timeline at daily granularity on a touch device When the user performs a pinch-in gesture on the timeline Then the timeline zooms out one level (e.g., from daily to weekly) with a smooth animation completing within 300ms And the zoom level indicator reflects the new weekly granularity And further pinch-in gestures continue to zoom out up to the monthly level.
Slider Zoom Control on Desktop
Given the user is viewing the timeline on a desktop device When the user drags the zoom slider handle to the right Then the timeline zooms in smoothly across granularities (monthly -> weekly -> daily -> hourly) And the zoom slider position updates in sync with the granularity changes And the transition completes within 300ms.
Zoom Level Persistence After Navigation
Given the user sets the timeline to a specific granularity (e.g., weekly) When the user navigates away from the timeline view and returns Then the timeline retains the previously selected granularity And the zoom level indicator displays the retained granularity.
Zoom Boundaries Enforcement
Given the user is at the minimum zoom level (hourly) When the user attempts to zoom in further Then the timeline remains at the hourly level And no further zoom-in animation is triggered And the zoom controls indicate the limit has been reached And similarly for the maximum zoom level (monthly).
Advanced Filter Functionality
"As a lab manager, I want to filter timeline events by specific criteria so that I can quickly isolate relevant events for audit and analysis."
Description

Provide a robust filter panel that allows users to filter timeline events by date range, event types (e.g., check-in, transport, processing), user actions, and custom metadata tags. Filters should support multi-select, range sliders, and boolean logic (AND/OR) to refine results. This functionality streamlines data exploration, helps pinpoint discrepancies quickly, and reduces time spent on manual data triage.

Acceptance Criteria
Date Range Filter with Range Slider
Given the user opens the filter panel and sets the start and end dates using the range slider, when they apply the filter, then the timeline updates to display only events occurring on or between the selected dates.
Multi-Select Event Type Filtering
Given the user views event type checkboxes in the filter panel, when they select multiple event types and apply the filter, then the timeline displays only events matching any of the selected types and hides all others.
User Action Filter Application
Given the user accesses the user action dropdown in the filter panel, when they choose one or more actions and apply the filter, then the timeline displays only events performed with the selected user actions.
Custom Metadata Tag Boolean Filtering
Given the user adds custom metadata tags and selects boolean logic (AND/OR) between them, when they apply the filter, then the timeline displays only events whose metadata tags satisfy the specified boolean combination.
Combined Filter Criteria with AND/OR Logic
Given the user applies multiple filters (date range, event types, user actions, metadata tags) with specified AND/OR logic, when they apply all filters, then the timeline displays only events that meet the complete set of combined filter conditions.
In-Timeline Annotations
"As a lab manager, I want to annotate events on the timeline so that I can document key observations and share insights with my team."
Description

Allow users to add, edit, and delete annotations directly on the timeline at any event or time range. Annotations should support rich text and tagging of events or sections, with the ability to collapse/expand notes. Integrates with user permissions to control who can view or modify annotations. This feature enhances collaboration, provides contextual insights, and documents key observations for compliance audits.

Acceptance Criteria
Add Annotation to Timeline Event
Given a user with annotation permissions, When the user clicks on a timeline event and selects “Add Annotation,” Then a rich-text editor modal appears, And the user can enter text, apply formatting, and tag events or time ranges, And upon saving, the annotation icon appears on the event with a tooltip preview of the annotation.
Edit Existing Annotation
Given a user with edit permissions and an existing annotation visible on the timeline, When the user clicks the annotation icon and selects “Edit,” Then the rich-text editor modal opens populated with the original content, And the user can modify text, formatting, or tags, And upon saving, the updated annotation is reflected on the timeline.
Delete Annotation from Timeline
Given a user with delete permissions and an existing annotation on the timeline, When the user clicks the annotation icon and selects “Delete,” Then a confirmation dialog appears with “Confirm” and “Cancel” options, And if the user confirms, the annotation is removed from the timeline.
Collapse and Expand Annotation Notes
Given a timeline view with multiple annotations displayed, When the user clicks the collapse icon on an annotation, Then the annotation content collapses to its title bar, And when the user clicks the expand icon, the full annotation content is displayed again.
Permission-Based Annotation Visibility
Given multiple user roles (Viewer, Editor, Admin), When a user without annotation view permissions accesses the timeline, Then annotations are hidden, And when an Editor or Admin accesses the timeline, Then annotations are visible and interactable according to their specific permissions.
Event Detail Drill-Down
"As a compliance auditor, I want to view detailed information about a specific event so that I can verify sample history and ensure regulatory adherence."
Description

Enable users to click on any event in the timeline to open a detail pane displaying comprehensive information, including timestamps, user actions, sample metadata, and related attachments. The detail pane should support quick navigation back to the timeline and linking to external records. This drill-down capability improves clarity on individual events and accelerates investigation workflows.

Acceptance Criteria
User Clicks Timeline Event to Open Detail Pane
Given the timeline is displayed with events visible, When the user clicks on any event entry, Then a detail pane opens adjacent to the timeline within 500 milliseconds.
Detail Pane Displays Comprehensive Event Information
Given the detail pane is open, Then it displays the event timestamp in ISO 8601 format, user action description, sample metadata fields (ID, type, location), and a list of related attachments.
User Navigates Back to Timeline from Detail Pane
Given the detail pane is open, When the user clicks the 'Back to Timeline' button or icon, Then the detail pane closes and focus returns to the originally selected event on the timeline.
User Views and Opens Related Attachments from Detail Pane
Given the detail pane lists related attachments, When the user clicks on any attachment link, Then the attachment opens in a new browser tab or initiates a download as appropriate.
User Follows External Record Links from Detail Pane
Given external record URLs are provided in the detail pane, When the user clicks on an external record link, Then the link opens in a new window with the correct record parameters passed.
Timeline Snapshot Export
"As a lab director, I want to export the timeline view to a PDF so that I can include it in audit reports and presentations."
Description

Provide export functionality that captures the current timeline view as a high-resolution image or PDF, including visible events, annotations, and filters. Users can choose page orientation and scale settings. This export supports reporting needs, allowing users to include visual timelines in audit reports and presentations without manual reconstruction.

Acceptance Criteria
Default PDF Snapshot Export
Given the user views the timeline without any filters, when they export the current view as a PDF using default orientation and scale settings, then the PDF includes all visible events and annotations in their exact order, is formatted in A4 portrait at a minimum of 300 DPI, and the file size does not exceed 5 MB.
High-Resolution PNG Export with Custom Scale
Given the user has zoomed into a specific date range and sets the export scale to 150%, when exporting the timeline snapshot as a PNG image, then the image includes only the zoomed-in events and annotations, is rendered at a minimum resolution of 1200×800 pixels, and all annotations remain legible without distortion.
Landscape PDF Snapshot Export
Given the user selects landscape orientation and chooses ‘fit to width’ scale, when exporting the timeline as a PDF, then the output PDF is in A4 landscape, the timeline stretches to full page width without clipping events or annotations, and page margins are maintained at 1 cm minimum.
Filtered Timeline Snapshot Export
Given the user applies an event-type filter to show only ‘sample received’ and ‘sample processed’ events, when exporting the timeline snapshot, then the exported file includes only events matching the filter, clearly displays the applied filter criteria in the header, and excludes any events outside the filter.
Annotated Snapshot Export
Given the user adds text and highlight annotations to specific events on the timeline, when exporting the snapshot as an image, then all annotations appear in the exported file in their correct positions, use the same font size and color as in the UI, and do not overlap or obscure event details.

AuditSync

Seamlessly integrate Audit Atlas with LIMS, ERP systems, and external regulatory databases to auto-import relevant data and regulatory updates. AuditSync ensures reports are comprehensive, up-to-date, and aligned with the latest compliance requirements, reducing manual data coordination.

Requirements

Connector Configuration UI
"As a lab manager, I want to configure and manage integrations with our LIMS, ERP, and regulatory data sources so that I can rapidly onboard systems and ensure secure, reliable data flow."
Description

Provide a unified interface and backend support for securely configuring and managing connections to LIMS, ERP systems, and external regulatory databases. Administrators can enter credentials (OAuth, API keys), configure endpoints, and test connectivity. The integration ensures secure data exchange, seamless onboarding of new sources, and centralized management of all AuditSync connectors.

Acceptance Criteria
Admin Enters Valid Credentials
Given the administrator is on the Connector Configuration UI and inputs valid OAuth credentials and endpoint URL, when they click 'Test Connection', then the system displays a success message and updates the connector status to 'Connected'.
Admin Enters Invalid Credentials
Given the administrator enters invalid API key or secret, when they test the connection, then the system displays an error message specifying authentication failure and maintains the connector status as 'Disconnected'.
Secure Credential Storage
Given credentials are submitted through the UI, then all sensitive information is encrypted at rest, stored securely, and cannot be retrieved in plaintext from the database.
Endpoint Configuration Validation
Given the administrator enters an endpoint URL, when they attempt to save, then the system validates URL format and prevents saving if the URL is malformed, displaying an inline error message.
Multiple Source Management
Given multiple connectors (LIMS, ERP, regulatory database) are configured, then the UI lists all connectors with name, type, status, and provides options to add, edit, or delete each connector.
Automated Sync Scheduler
"As a research assistant, I want to schedule automated data imports from connected systems so that I always have up-to-date compliance data without manual intervention."
Description

Implement a flexible scheduling engine that supports real-time polling, periodic sync intervals (e.g., hourly, daily), and ad-hoc manual triggers. Users can define schedules per connector, set retry policies, and view upcoming syncs. This automation minimizes manual coordination and ensures AuditSync data remains current.

Acceptance Criteria
Real-Time Polling Configuration
Given a connector is configured with real-time polling enabled When a change occurs in the source system Then the system initiates a sync job within 10 seconds of detection And no duplicate records are created in the target system
Periodic Sync Interval Setup
Given a user sets a connector’s sync interval to hourly When the top of the hour is reached Then the system automatically initiates the sync job And logs the start time, end time, and result (success or failure) for auditing
Ad-Hoc Manual Trigger Execution
Given a user clicks the “Sync Now” button on a connector’s settings page When the trigger is received Then the system starts the sync job immediately And displays a confirmation message with the job ID and updated status
Retry Policy Enforcement
Given a sync job fails due to a transient network error When the retry policy is set to 3 attempts with exponential backoff Then the system retries the sync up to 3 times And marks the job as “failed” only after the final unsuccessful attempt
Upcoming Syncs Dashboard Display
Given the user navigates to the scheduling dashboard When schedules are configured for connectors Then the dashboard displays the next five upcoming sync times for each connector And shows their statuses and any conflicts or overlaps
Data Mapping and Transformation Engine
"As a system integrator, I want to define and preview data mapping rules and transformations so that imported records correctly match our internal compliance schema."
Description

Develop a graphical mapping interface to align external data fields with AuditAtlas schema, including conditional transformations, value normalization, and custom scripts. The engine supports previewing transformed records, bulk mapping templates, and validation rules to guarantee data consistency across systems.

Acceptance Criteria
Field Mapping Interface Accessibility
Given a user has uploaded an external data schema; When the user opens the graphical mapping interface; Then all available source fields and AuditAtlas target fields are displayed in a drag-and-drop canvas with clear labels and tooltips.
Conditional Transformation Execution
Given a mapping rule with a conditional transformation (e.g., if 'sample_status' equals 'archived' then set 'status_code' to 'ARC'); When the transformation is applied to a sample record; Then the output record reflects the transformed 'status_code' only when the condition is met.
Value Normalization Validation
Given a set of values with inconsistent formats (e.g., 'NY', 'New York', 'new york'); When a normalization rule mapping all variants to 'NY' is executed; Then every output record contains 'NY' for the normalized field.
Bulk Mapping Template Application
Given a saved bulk mapping template; When the user applies it to a new import session; Then all mappings, transformations, and validation rules from the template are automatically populated and can be previewed before execution.
Transformed Records Preview and Validation
Given a preview of transformed records; When the user reviews the first 10 records; Then each record highlights field-level transformation results and flags any validation rule violations with descriptive error messages.
Error Handling and Notification Framework
"As an administrator, I want real-time alerts and detailed logs for any synchronization errors so that I can address failures immediately and maintain data integrity."
Description

Build a robust error detection and handling system that logs import failures, data validation errors, and connectivity issues. Automatic notifications (email, in-app) alert administrators of problems. A dashboard displays error summaries with drill-down details and retry controls to resolve issues quickly.

Acceptance Criteria
Import Failure Logging
Given the AuditSync integration is processing imported data files, when a file fails to import due to format errors or missing fields, then an entry is created in the error log with timestamp, file name, error type, and detailed description.
Data Validation Error Notification
Given imported records are validated against regulatory and system rules, when a validation rule is violated, then the system sends an automatic email and in-app notification to administrators within five minutes, including record ID and validation details.
Connectivity Issue Alert
Given AuditSync is connected to external databases for regulatory updates, when the connection is lost or experiences a timeout exceeding 30 seconds, then an in-app alert is displayed on the dashboard and an email notification is sent to administrators.
Error Dashboard Summary Drill-down
Given administrators view the error dashboard, when they click on an error summary tile, then the system displays detailed error records filtered by date, error type, and source, with pagination and export options.
Retry Mechanism Activation
Given an import failure or data validation error entry exists, when an administrator selects the retry action, then the system reprocesses only the failed records and updates the dashboard and log with the retry outcome within two minutes.
Compliance Auditing and Log Management
"As a lab manager, I want comprehensive audit logs and exportable reports so that I can demonstrate compliance during regulatory audits."
Description

Maintain detailed audit logs of all data imports, transformations, and user actions within AuditSync. Logs include timestamps, user IDs, source system identifiers, and change histories. The module supports export to PDF/CSV and meets 21 CFR Part 11 requirements for traceability and regulatory review.

Acceptance Criteria
Audit Log Entry Creation
Given a data import operation is performed, When the operation completes, Then a log entry is recorded with timestamp, user ID, source system identifier, and details of the transformation.
Audit Log Export to CSV
Given audit logs exist for a specified date range, When a user requests export to CSV, Then the system generates a CSV file containing all relevant log entries and allows download.
Audit Log Export to PDF
Given audit logs exist for a specified date range, When a user requests export to PDF, Then the system generates a formatted PDF report of all relevant log entries and allows download.
User Action Traceability
Given a user performs a data modification or deletion, When the action is completed, Then the audit log captures the user ID, timestamp, data before and after the change, and source system ID.
21 CFR Part 11 Compliance Verification
Given the system must comply with 21 CFR Part 11, When an auditor reviews the logs, Then all required elements (user electronic signature, change history, secure timestamps) are present, unaltered, and exportable.

TrendLens

Leverages historical temperature data to identify patterns and forecast potential freezer failures. TrendLens empowers lab managers to address emerging issues before they trigger alerts, reducing the risk of unexpected temperature deviations and sample spoilage.

Requirements

Data Ingestion Pipeline
"As a lab manager, I want the system to automatically gather and store historical and real-time freezer temperature readings so that I can ensure data completeness for trend analysis and forecasting."
Description

Implement an automated data ingestion pipeline that collects historical and real-time temperature readings from all connected freezers. This pipeline must handle various data formats, ensure data integrity, and store records in a centralized time-series database. By consolidating temperature information consistently, the system lays the foundation for accurate pattern detection and forecasting, eliminating gaps and ensuring reliable downstream analysis.

Acceptance Criteria
Historical Data Import Session
Given a CSV file containing at least one year of temperature readings in the historical data format When the ingestion pipeline processes the file Then all readings are stored in the time-series database with correct timestamps, temperature values, and source identifiers And no records are duplicated or lost
Real-time Data Stream Integration
Given a live data feed from a connected freezer publishing JSON-formatted temperature readings every minute When the ingestion pipeline receives the data Then each reading is ingested within 5 seconds of generation And the database reflects the new entry with accurate metadata
Multi-format Data Handling
Given temperature data available in CSV, JSON, and XML formats When the pipeline ingests datasets in each format Then it correctly parses and normalizes all formats into the unified schema And rejects unsupported formats with clear error logs
Data Integrity Verification
Given ingested temperature readings When data integrity checks run Then checksum validation passes for all records And any integrity failures generate an alert detailing the record ID and error type
Database Storage and Query Performance
Given one million temperature readings stored in the database When querying a 24-hour time range for a single freezer Then the query returns results within 2 seconds And the returned data matches the source records with no discrepancies
Data Preprocessing Service
"As a lab manager, I want the system to clean and normalize temperature data so that anomalies and missing entries don't skew the trend analysis and forecasts."
Description

Develop a data preprocessing service that cleans, filters, and normalizes incoming temperature data. This service will detect and correct outliers, fill in missing values using interpolation, and standardize timestamps. By preparing a high-quality data set, it minimizes noise and skew, ensuring that pattern detection and forecasting algorithms operate on reliable inputs.

Acceptance Criteria
Temperature Data Ingestion and Timestamp Standardization
Given raw temperature data with various timestamp formats When the preprocessing service ingests the data Then all timestamps are converted to UTC ISO-8601 format without data loss
Missing Data Interpolation within Temperature Readings
Given a time series with missing temperature readings When the service applies interpolation Then gaps shorter than 60 minutes are filled using linear interpolation preserving trend continuity
Outlier Detection and Correction for Extreme Temperature Values
Given incoming temperature readings that deviate beyond 3 standard deviations When the service processes the data Then outliers are flagged and replaced with the nearest valid interpolated value
Data Filtering Against Sensor Error Flags
Given incoming data tagged with sensor error flags When the preprocessing service filters the dataset Then all flagged readings are excluded and logged for review
Batch Processing Performance under Peak Loads
Given a batch of 1 million temperature records When the preprocessing service executes on standard hardware Then end-to-end preprocessing completes within 180 seconds
Pattern Analysis Engine
"As a lab manager, I want the system to analyze historical data and identify patterns of temperature deviations so that I can understand recurring risk trends in my freezers."
Description

Create a pattern analysis engine that applies statistical and machine learning techniques to identify recurring temperature fluctuation patterns over time. The engine will detect cycles, seasonal variations, and gradual drift, generating detailed reports on identified patterns. Integrating this engine enables proactive insight into operational behaviors and potential risk factors before they escalate.

Acceptance Criteria
Data Ingestion for Pattern Analysis
Given the system receives continuous temperature readings from freezers every 5 minutes for at least 30 days, When the pattern analysis engine is triggered, Then all readings are successfully ingested, indexed, and stored in the analysis database without loss or duplication.
Detection of Seasonal Variations
Given 90 days of historical freezer temperature data exhibiting seasonal changes, When the pattern analysis engine runs its seasonal decomposition algorithm, Then it identifies and flags repeating weekly and monthly temperature variation patterns with an accuracy of at least 95%.
Identification of Gradual Temperature Drift
Given a continuous upward or downward trend in temperature over a 14-day period, When the engine applies linear regression analysis, Then it correctly detects the drift and reports the rate of change within ±0.2°C per week.
Cycle Pattern Recognition in Temperature Data
Given freezer defrost cycles occurring every 6 hours, When the engine executes its cycle detection module, Then it recognizes cycle intervals and reports the average duration and amplitude of each cycle with no more than a 5% error margin.
Pattern Report Generation
Given identified patterns from seasonal, drift, and cycle analyses, When a user requests a pattern report, Then the system generates a consolidated PDF report including visual charts, pattern descriptions, and statistical metrics within 30 seconds.
Predictive Alerting System
"As a lab manager, I want predictive alerts for potential freezer failures so that I can take preventive maintenance steps before temperature deviations impact my samples."
Description

Build a predictive alerting system that leverages trend forecasts to generate proactive notifications when a freezer is likely to approach critical temperature thresholds. Users can configure alert lead times and channels (email, SMS, in-app). By forecasting issues before they occur, the system empowers lab managers to take preventive action, reducing the risk of sample spoilage.

Acceptance Criteria
Configuration of Predictive Alert Parameters
Given the lab manager is on the Alert Settings page When they set a lead time of X hours and select email and SMS channels Then the system saves the settings and displays confirmation
Prediction Generation Before Critical Threshold
Given a freezer’s temperature data history When the forecast indicates a temperature will exceed the critical threshold within the configured lead time Then the system generates a predictive alert event
Delivery of Predictive Alerts via Selected Channels
Given a predictive alert event is triggered When the alert lead time is reached Then the system sends notifications through the selected channels (email, SMS, in-app) within 5 minutes
Display of Upcoming Predicted Alerts in Dashboard
Given predictive alerts are scheduled When the lab manager views the main dashboard Then each upcoming alert is listed with freezer ID, predicted breach time, and time remaining
Forecast Accuracy within Acceptable Margin
Given the forecasting algorithm runs on historical data When comparing predicted temperatures to actual readings over 30 days Then at least 95% of predictions fall within ±2°C of the actual temperature at the lead time
Trend Insights Dashboard
"As a lab manager, I want a dashboard showing temperature trends and forecasts so that I can easily visualize freezer performance and anticipate potential issues."
Description

Design an interactive dashboard that visualizes historical temperature trends, detected patterns, and future forecasts. The dashboard will include charts for daily/weekly/monthly views, anomaly markers, and forecast confidence intervals. By offering an intuitive interface, it allows lab managers and research assistants to quickly assess freezer health and make informed decisions.

Acceptance Criteria
Viewing Daily Temperature Trends
Given a user is on the Trend Insights Dashboard When the user selects the "Daily" view Then a line chart displays temperature readings for the past 24 hours at hourly intervals with clear time and temperature axis labels
Identifying Weekly Anomalies
Given the dashboard is in "Weekly" view When historical temperature data contains deviations outside defined thresholds Then anomalies are marked with red dots on the chart and listed in a side panel with timestamps
Switching Between Time Views
When the user toggles between Daily, Weekly, and Monthly views Then the dashboard updates the chart within one second without page reload and retains the selected time range context
Visualizing Forecast Confidence
Given forecast data is available When the user views the temperature forecast Then the chart displays a shaded area representing the 95% confidence interval around predicted values
Exporting Trend Reports
When the user clicks the "Export Report" button Then the system generates a PDF containing the current chart, trend summary, anomaly markers, and confidence intervals and provides it as a download within five seconds

Threshold Tuner

Allows users to set and adjust custom alert thresholds based on freezer models, sample types, or experiment criticality. Threshold Tuner minimizes false alarms and ensures that notifications are tailored to each freezer’s unique stability requirements.

Requirements

Model-Specific Threshold Profiles
"As a lab manager, I want to apply pre-configured threshold profiles for each freezer model so that I can ensure accurate alerts without manually configuring settings for every unit."
Description

Enable creation and management of distinct alert threshold profiles tailored to each freezer model. The system must support pre-configured baseline thresholds for common freezer makes and models, with the ability to customize temperature, humidity, and power fluctuation limits. Profiles should integrate seamlessly with the freezer inventory database, automatically applying appropriate thresholds when new equipment is registered. Expected outcomes include reduced false alarms, faster setup for new freezers, and consistent monitoring standards across diverse hardware.

Acceptance Criteria
Default Threshold Profile Assignment on Freezer Registration
Given a user registers a new freezer of model X; When the registration completes; Then the system assigns pre-configured baseline thresholds for model X to the newly created profile.
Custom Threshold Adjustment Persists Across Sessions
Given a user edits temperature, humidity, and power fluctuation thresholds for a profile; When the user saves changes; Then the updated thresholds persist and display correctly after logout and login.
Seamless Integration with Freezer Inventory Database
Given the freezer inventory contains a new freezer model Y; When the system syncs inventory; Then a new threshold profile for model Y is automatically created with baseline settings.
Profile Override for Critical Experiment Samples
Given a user selects a profile for model Z assigned to critical sample type; When the user overrides thresholds and confirms changes; Then the system applies overridden thresholds and logs override details.
False Alarm Reduction Verification
Given fluctuating temperature readings within baseline limits; When monitoring operates; Then no alert is generated; And if readings exceed limits, an alert triggers within 30 seconds.
Dynamic Alert Calibration Interface
"As a research assistant, I want to adjust alert thresholds dynamically using real-time data suggestions so that I can accommodate fluctuations during critical experiments without triggering false alarms."
Description

Provide an interactive dashboard where users can adjust thresholds in real time based on sample type, experiment criticality, and historical performance data. The interface should display current readings, suggested threshold ranges derived from past temperature deviations, and impact projections for each adjustment. Changes must be versioned and push updates instantly to monitoring agents. This ensures users can fine-tune alerts on the fly, minimizing risk during high-stakes experiments and reducing unnecessary notifications.

Acceptance Criteria
Real-Time Threshold Adjustment Interface Reflects Changes
Given the user is on the Dynamic Alert Calibration Interface, When the user adjusts the upper or lower threshold slider for a selected sample type and experiment criticality, Then the UI immediately displays the new threshold values, the current readings remain visible, and an 'Unsaved Changes' indicator appears until changes are saved.
Suggested Threshold Ranges Based on Historical Data Displayed
Given the user selects a sample type and experiment criticality, When the system retrieves historical temperature deviation data, Then the interface displays suggested minimum and maximum threshold ranges within 3 seconds, including a tooltip explaining the historical basis for each suggestion.
Impact Projection Visualization Before Saving
Given the user adjusts a threshold value, When the user hovers over the impact projection chart, Then a tooltip displays the projected change in alert frequency and the estimated reduction in false alarms based on the new threshold.
Versioning and Change History Auditability
Given the user saves threshold changes, When the save action is confirmed, Then the system creates a new version entry with timestamp, user ID, previous and new values, and displays the entry in the change history log.
Instant Propagation to Monitoring Agents
Given a new threshold version is saved, When the system pushes updates, Then all active monitoring agents receive and apply the new thresholds within 5 seconds and send confirmation of receipt back to the interface.
Bulk Threshold Import/Export
"As a lab administrator, I want to import and export threshold settings in bulk so that I can configure dozens of freezers quickly and maintain versioned backups."
Description

Support CSV or JSON import/export of threshold profiles and current settings for multiple freezers simultaneously. Users should be able to download existing configurations, make offline edits, and re-upload changes. The system must validate file formats, detect conflicts, and provide rollback options. Bulk operations streamline onboarding of large freezer fleets and simplify configuration backups, ensuring consistency and reducing manual entry errors across the lab.

Acceptance Criteria
Bulk CSV Import of Threshold Profiles
Given an authenticated lab manager, when they upload a valid CSV file containing threshold profiles for multiple freezers, then the system processes all entries, updates corresponding freezer settings, and displays a success summary indicating the number of profiles imported.
Bulk JSON Export of Existing Threshold Settings
Given the lab manager selects multiple freezers and chooses JSON export, when they click export, then the system generates and downloads a JSON file containing current threshold settings for each selected freezer within 5 seconds.
Conflict Detection During Bulk Import
Given the uploaded file contains threshold values that conflict with existing freezer models, when the system validates the file, then it lists each conflict with freezer ID, existing value, and new value, and prevents import until resolved.
Rollback After Failed Bulk Operation
Given a bulk import fails at any entry, when the system detects the failure, then it reverts all threshold settings to their state before import and displays an error report.
Offline Edit and Re-upload Validation
Given the lab manager re-uploads an edited file with missing required fields, when the system performs file validation, then it rejects the file and returns a list of specific missing fields with line numbers.
Invalid File Format Handling
Given the user attempts to import a file with unsupported extension, when they upload the file, then the system rejects the upload and shows a message "Unsupported file format. Only CSV and JSON allowed."
Threshold Adjustment Audit Trail
"As a compliance officer, I want a detailed audit trail of all threshold changes so that I can verify accountability and adhere to regulatory requirements during audits."
Description

Implement a comprehensive audit log capturing every threshold change, including timestamp, user ID, previous and new values, and reason for adjustment. The audit trail must be searchable, filterable by freezer, user, or date range, and available for export. This feature ensures full transparency and compliance readiness during audits, enabling lab managers to demonstrate control over environmental monitoring parameters and accountability for critical adjustments.

Acceptance Criteria
Threshold Change Audit Logging
Given a user changes a threshold value, when the change is saved, then the system creates an audit log entry capturing the timestamp, user ID, previous value, new value, and reason for adjustment.
Audit Log Search by Freezer
Given multiple audit log entries exist, when the lab manager searches by freezer ID, then only entries matching the specified freezer are displayed.
Audit Log Filter by User and Date
Given audit log entries are present, when the lab manager applies a filter by user ID and date range, then only entries matching those filters are visible.
Audit Log Export Functionality
Given filtered audit log entries, when the lab manager selects the export option, then the system generates and downloads a CSV file containing all displayed entries with correct headers and data.
Audit Entry Detail View
Given an audit log entry is listed, when the lab manager clicks on the entry, then a detailed view modal displays all captured fields in a read-only format.
Contextual Alert Suggestions
"As a lab manager, I want automated suggestions for threshold values based on past data so that I can set optimal alert levels without extensive manual analysis."
Description

Leverage machine learning to analyze historical temperature and alert data, then provide contextual recommendations for threshold settings based on sample stability requirements and environmental trends. Suggestions should appear as in-app notifications or sidebar hints when users view a freezer’s profile. By offering data-driven guidance, the system helps users optimize thresholds proactively, reducing risk of sample degradation and improving overall lab efficiency.

Acceptance Criteria
First-Time Setup Recommendation
Given a freezer profile with at least 30 days of temperature history, when the user opens the freezer’s profile for the first time, then the system displays a recommended threshold range based on ML analysis within 3 seconds.
Threshold Adjustment Suggestion
Given a user updates a freezer’s experiment criticality or sample type, when the user saves the changes, then a contextual suggestion pop-up recommends adjusted threshold values with rationale and provides options to accept or dismiss.
Historical Seasonal Trend Analysis
Given 12 months of temperature variance data are available, when users view the sidebar hints, then suggestions incorporate seasonal patterns with confidence intervals and display the reasoning for each recommended threshold.
High-Risk Sample Stability Analysis
Given a freezer contains high-stability-risk samples, when the user views that freezer’s profile, then the system prioritizes and highlights tighter threshold recommendations specific to the sample’s stability requirements.
In-App Notification Delivery
Given a new contextual threshold suggestion is generated, when the user is active in the app, then an in-app notification appears within 5 minutes containing the recommendation and a direct link to the Threshold Tuner interface.

ScheduleSense

Automatically generates and schedules calibration, maintenance, and inspection tasks based on usage metrics and regulatory intervals. ScheduleSense streamlines compliance workflows, ensuring freezers are serviced on time and performance remains optimal.

Requirements

Usage Data Aggregation
"As a lab manager, I want to gather detailed usage metrics from all freezers so that ScheduleSense can generate timely maintenance tasks based on actual utilization."
Description

Accurately collect and aggregate freezer usage metrics, including runtime duration, number of door openings, and sample throughput, integrating seamlessly with existing barcode scanning data to inform scheduling decisions.

Acceptance Criteria
Real-time Door Opening Count Tracking
Given a freezer door is opened and the barcode scanner captures the event, When the event is sent to Samplely, Then the system increments the door opening count for the specific freezer and updates the usage metrics dashboard within 5 seconds.
Aggregated Runtime Duration Reporting
Given the freezer operational start and stop timestamps are recorded every minute, When data is aggregated at 00:00 daily, Then the total runtime duration for the past 24 hours is calculated with ±1 minute accuracy and displayed on the scheduling dashboard.
Sample Throughput Data Integration
Given samples are added to or removed from the freezer and their barcodes are scanned, When scan events are processed, Then the system aggregates the total number of samples processed per day and updates the usage metrics report without data loss.
Barcode Scan Correlation
Given each sample’s barcode contains freezer location data, When Samplely processes scan events, Then it correctly links each event to the corresponding freezer ID and updates both door-opening and throughput counts.
Missing or Delayed Usage Entry Handling
Given a network outage delays event delivery by up to 60 minutes, When delayed events arrive, Then the system reconciles them without duplication or loss and logs any delays in the audit trail for review.
Automated Task Scheduling Engine
"As a compliance officer, I want ScheduleSense to automate the generation of maintenance tasks so that I can ensure all freezers are serviced on time without manual scheduling."
Description

Develop an algorithm that automatically generates calibration, maintenance, and inspection tasks based on predefined regulatory intervals and real-time usage data, ensuring tasks are scheduled optimally to maintain freezer performance and compliance.

Acceptance Criteria
Regulatory Interval Calibration Task Generation
Given predefined regulatory calibration intervals and real-time usage data, when the scheduling engine runs, then calibration tasks are generated for each freezer exactly at the next due date as per regulatory requirements.
Usage-Based Maintenance Task Scheduling
Given a freezer’s usage metrics exceed the maintenance threshold, when the usage data is processed, then a maintenance task is scheduled within the configured lead time and a notification is sent to the lab manager.
Inspection Task Scheduling for Imminent Deadlines
Given inspection due dates are within the next 7 days, when the engine executes its daily run, then inspection tasks are prioritized and scheduled on the earliest available working day before the due date.
Conflict Resolution Between Overlapping Tasks
Given multiple tasks fall within the same time slot for a freezer, when the scheduling algorithm detects a conflict, then tasks are reordered based on defined priority rules and no tasks overlap.
Task Rescheduling After Freezer Downtime
Given a scheduled task falls within a period of detected freezer downtime, when the downtime event is logged, then the missed task is automatically rescheduled at the next available slot within compliance tolerance.
Configurable Interval Settings
"As a lab manager, I want to set custom maintenance intervals for different freezer models so that ScheduleSense aligns with our unique regulatory obligations and equipment specs."
Description

Provide a user interface for defining and customizing regulatory and manufacturer-recommended intervals for calibration, maintenance, and inspections, allowing labs to tailor schedules to specific standards and equipment requirements.

Acceptance Criteria
Default Interval Configuration
Given the user opens the Configurable Interval Settings page for a new equipment type, When no intervals have been customized, Then the system pre-populates the interval fields with default regulatory and manufacturer-recommended values from the built-in interval library.
Custom Interval Configuration for Specific Equipment
Given the user selects an equipment item and enters custom interval values for calibration, maintenance, or inspection, When the user saves the settings, Then the system stores and displays the custom intervals instead of the defaults for that equipment.
Interval Value Validation
Given the user enters interval values outside the acceptable range (e.g., below the minimum or above the maximum allowed), When the user attempts to save, Then the system displays a validation error message and prevents saving until values are within the allowed range.
Regulatory Interval Import
Given the user uploads a CSV of regulatory interval requirements, When the import completes, Then the system maps and applies the intervals to matching equipment types and reports any unmapped entries in an import summary.
Interval Update Reflection in Schedule
Given the user updates an existing interval for an equipment item, When the save is confirmed, Then the system updates all future scheduled calibration, maintenance, and inspection tasks to reflect the new interval.
Notification and Alert System
"As a research assistant, I want to receive alerts before a maintenance task is due so that I can prepare and complete it on time."
Description

Implement a notification module that sends reminders and alerts for upcoming, due, and overdue tasks via email, SMS, and in-app messages, with configurable lead times and escalation paths to ensure timely awareness and action.

Acceptance Criteria
Email Reminder Before Task Due
Given a scheduled calibration task with a 48-hour lead time configured, When 48 hours remain before the task's due date, Then the system sends an email reminder to the assigned technician.
SMS Alert for Overdue Task
Given a maintenance task that is 1 hour overdue, When the system detects overdue status, Then an SMS alert is sent to both the technician and the lab manager.
In-App Escalation for Unacknowledged Notification
Given a notification sent via email and SMS that remains unacknowledged for 24 hours, When the acknowledgement timeout is reached, Then the system displays an in-app escalation alert on the user's dashboard and escalates to the supervisor.
Configurable Lead Time Adjustment
Given a user modifies the lead time for inspection tasks from 24 hours to 48 hours, When the updated configuration is saved, Then the system applies the new lead time to all future notifications.
Channel Fallback Mechanism
Given an email notification fails to deliver, When the delivery failure is detected, Then the system automatically resends the reminder via SMS and records the fallback event in the audit log.
Task Management Dashboard
"As a lab manager, I want a centralized dashboard showing all scheduled tasks so that I can easily track maintenance activities and adjust schedules if needed."
Description

Design a dashboard that displays upcoming, in-progress, and completed maintenance tasks in list and calendar views, including filters by freezer location, task type, and status, enabling quick oversight and manual adjustments.

Acceptance Criteria
Upcoming Tasks List View
Given the Task Management Dashboard is open, when the user selects the 'Upcoming' list view, then all maintenance tasks with due dates in the future are displayed in ascending order by date, matching the backend data.
Filtered Calendar View
Given the dashboard is open, when the user applies a filter by freezer location 'Freezer A', then only tasks associated with 'Freezer A' appear in both list and calendar views, and tasks for other locations are excluded.
Manual Task Edit
Given an upcoming task is visible, when the user updates the scheduled date and clicks 'Save', then the dashboard reflects the new date immediately and the change is persisted in the backend.
Complete Task Transition
Given an in-progress task is displayed, when the user marks the task as complete, then its status updates to 'Completed' and it moves from the 'In-Progress' section to the 'Completed' section instantly.
High Volume Load Performance
Given the dashboard contains over 1,000 tasks, when the user loads the list or calendar view, then all tasks render within 2 seconds without errors or missing entries.
Audit Trail Reporting
"As an auditor, I want access to comprehensive maintenance reports so that I can verify compliance during inspections."
Description

Generate detailed, exportable compliance reports that document scheduled tasks, completion statuses, timestamps, and responsible personnel, supporting audit readiness and regulatory inspections.

Acceptance Criteria
Report Generation for Date Range
Given a selected start and end date, when the user requests an audit report, then the system generates a report listing all scheduled tasks, completion statuses, timestamps, and responsible personnel within the specified date range.
Export Audit Report to CSV and PDF
Given a generated audit report, when the user selects export format CSV or PDF, then the system downloads the report in the chosen format with all sections intact and properly formatted.
Filter Report by Responsible Personnel
Given multiple personnel assigned to tasks, when the user filters by a specific personnel name, then the report only displays tasks and audit details associated with the selected personnel.
Identify Overdue Tasks in Report
Given scheduled tasks past their due date, when the audit report is generated, then overdue tasks are clearly marked or highlighted in the report.
Verify Task Timestamps Accuracy
Given recorded task events, when the report lists timestamps, then each timestamp matches the actual task execution time stored in the system to within one second.

PowerPulse

Monitors mains power and backup battery health in real time, sending instant alerts on power outages, voltage fluctuations, or UPS failures. PowerPulse ensures continuous temperature protection by notifying IT administrators and lab managers to take immediate action.

Requirements

Real-Time Power Monitoring Dashboard
"As an IT administrator, I want to view a real-time dashboard of mains and battery power data so that I can quickly identify and address power anomalies before they impact sample storage conditions."
Description

Integrate continuous data streaming from mains power and UPS sensors into a unified dashboard, displaying live voltage levels, battery charge status, and power events. The dashboard should feature clear visual indicators (e.g., gauges, graphs, color codes) to highlight normal operation, fluctuations, and outages. It enables lab managers and IT administrators to monitor power conditions at a glance, facilitating rapid diagnosis of issues and improving situational awareness within the Samplely ecosystem.

Acceptance Criteria
Live Voltage Level Display
Given the dashboard is open and power sensors are streaming data continuously When the sensor reports a new voltage reading Then the dashboard displays the updated voltage value within 1 second, with accuracy to ±1V
Battery Charge Status Visualization
Given the UPS battery is connected and sending charge data When the battery charge level changes Then the dashboard updates the battery gauge in real time and color-codes it green for >75%, yellow for 25–75%, and red for <25%
Power Outage Alert Notification
Given mains power failure is detected When the mains voltage drops to 0V for more than 2 seconds Then the dashboard shows a red outage indicator and triggers an alert notification to the user within 5 seconds
Voltage Fluctuation Detection
Given the system has established a baseline voltage range When a voltage reading deviates by more than ±5% from the baseline Then the dashboard highlights the fluctuation with a yellow indicator and logs the event into the power events timeline
Historical Power Event Timeline
Given power events have been occurring over the past 24 hours When a user views the timeline section Then the dashboard displays a chronological list of all outages, fluctuations, and UPS switchovers for the last 24 hours with timestamps
Instant Alert Notification System
"As a lab manager, I want to receive instant alerts on power events so that I can take immediate action to safeguard samples from temperature excursions."
Description

Develop an alerting engine that sends immediate notifications when power outages, voltage fluctuations beyond thresholds, or UPS failures occur. Notifications should be dispatched via multiple channels (email, SMS, push notifications) and contain detailed context (timestamp, sensor location, event type). This system ensures that responsible personnel are notified without delay, enabling prompt intervention to maintain continuous temperature protection.

Acceptance Criteria
Power Outage Email Alert
Given a mains power outage is detected by the power sensor, When the outage is confirmed, Then an email notification is sent within 60 seconds to all configured IT administrators containing the timestamp, sensor location, and event type.
Voltage Fluctuation SMS Alert
Given voltage readings exceed predefined safe thresholds for more than 30 seconds, When the fluctuation is detected, Then an SMS notification is sent within 90 seconds to the on-call lab manager with details of the timestamp, sensor location, and voltage values.
UPS Failure Push Notification
Given the UPS backup system fails or battery level drops below 20%, When the failure event is reported, Then a push notification is delivered within 30 seconds to all logged-in mobile devices of registered users, including timestamp, sensor location, and failure description.
Multi-Channel Delivery Fallback
Given the primary notification channel (email) fails or is undeliverable, When a delivery error is detected within 5 minutes, Then the system automatically retries via SMS and push notification within the next 60 seconds and logs the fallback actions.
Notification Content Accuracy
Given any alert event is triggered, When notifications are generated, Then each message across email, SMS, and push channels includes accurate timestamp, sensor ID, sensor location, and event type, and matches the information recorded in the event log.
Battery Health Analytics Module
"As an IT administrator, I want insights into UPS battery health and predictive replacement timelines so that I can schedule maintenance and avoid unexpected power loss."
Description

Implement a module that collects battery performance metrics (e.g., charge cycles, discharge rates, capacity degradation) and applies predictive analytics to forecast battery end-of-life. The module should present health scores and maintenance recommendations within the dashboard, allowing proactive battery replacements before failures occur. This enhances system reliability and reduces downtime risk.

Acceptance Criteria
Battery Health Score Display
Given the module calculates battery health, When the lab manager views the dashboard, Then the health score for each battery is displayed as a percentage between 0% and 100%.
Predictive End-of-Life Forecast
Given historical battery performance data is available, When the predictive analytics model runs, Then the system forecasts the battery’s end-of-life date at least 30 days in advance with an accuracy of ±5%.
Maintenance Recommendation Generation
Given a battery’s health score falls below 20%, When the system evaluates maintenance needs, Then a maintenance recommendation is generated in the dashboard and an email alert is sent to the lab manager.
Real-Time Metrics Collection
Given a battery is connected to the UPS, When battery parameters (charge cycles, discharge rate, capacity) change, Then the module collects and updates these metrics in the database within 5 minutes.
Historical Degradation Graph
Given five or more charge cycles have been recorded, When the lab manager accesses the battery history tab, Then a graph displaying capacity degradation over time with correctly labeled axes and data points is shown.
Customizable Alert Thresholds
"As a lab manager, I want to configure custom threshold values for power events so that alerts are meaningful and matched to my lab’s equipment requirements."
Description

Allow users to define and adjust thresholds for voltage fluctuation limits, minimum battery charge levels, and outage duration triggers. The system should support threshold templates and per-location overrides, ensuring alerts align with the specific tolerance levels of different lab equipment. This flexibility reduces false alarms and tailors monitoring to diverse operational needs.

Acceptance Criteria
Create Threshold Template
Given the user is on the Threshold Templates page, When the user creates a new template named 'High Sensitivity' and sets voltage fluctuation limits to ±3V, minimum battery charge to 20%, and outage duration trigger to 2 minutes, Then the template is saved and appears in the template list with the specified values.
Override Thresholds for Lab Location
Given a saved threshold template 'Standard Lab', When the user selects 'Lab A' and overrides the voltage limit to ±2V, Then the override is saved for Lab A without altering the original template defaults.
Apply Template to Multiple Locations
Given multiple lab locations 'Lab A' and 'Lab B', When the user applies the 'Backup Sensitive' template to both locations, Then each location inherits the exact threshold settings defined in the template.
Validate Threshold Input Ranges
Given the user enters a voltage fluctuation threshold outside the allowed range (–10V to +10V), When the user attempts to save the settings, Then the system displays an inline error 'Voltage must be between –10V and +10V' and prevents saving.
Trigger Alert at Custom Threshold
Given 'Lab A' has a voltage threshold set to ±4V, When the monitored voltage reading falls to 3.5V, Then the system generates an alert and notifies the configured recipients within 30 seconds.
Alert Escalation and Report Generation
"As a compliance officer, I want automated alert escalation and detailed incident reports so that I can ensure accountability and maintain compliance records."
Description

Create an escalation workflow that automatically retries notification delivery and escalates to secondary contacts if alerts are not acknowledged within a configurable time window. Additionally, generate comprehensive incident reports and audit logs summarizing power events, notification history, and response actions. Reports should be exportable for compliance audits and post-incident reviews.

Acceptance Criteria
Notification Retry on Unacknowledged Alert
Given a power outage alert is generated When the primary notification fails or is not acknowledged within the default retry interval Then the system automatically retries notification delivery up to three times at the configured interval
Secondary Contact Escalation
Given all three retry attempts to the primary contact fail When the alert remains unacknowledged past the escalation window Then the system escalates the alert to the secondary contact and logs the escalation event
Configurable Time Window Adjustment
Given an administrator updates the retry interval and escalation window in settings When the administrator saves the configuration Then the new time values are applied to all subsequent alert workflows and reflected in the workflow summary
Incident Report Generation and Export
Given a power event has concluded When a user requests an incident report Then the system generates a comprehensive report summarizing event details, notification history, acknowledgments, and response actions and allows export in PDF and CSV formats
Audit Log Accuracy Verification
Given a sequence of power events and notifications When reviewing the system audit logs Then each event, retry, escalation, acknowledgment, and report export is timestamped, associated with the correct user or system actor, and matches the incident report data

AuditScope

Compiles temperature logs and event histories into downloadable, compliant-ready reports with timestamps, visual charts, and digital signatures. AuditScope simplifies audit preparation by producing standardized documents that satisfy regulatory requirements with minimal manual effort.

Requirements

Temperature Log Aggregation
"As a lab manager, I want temperature logs aggregated into a single dataset so that I can easily review temperature stability during audits without manual consolidation."
Description

Automatically collect and consolidate temperature readings from connected devices into a unified dataset, enabling comprehensive time-series analysis for inclusion in audit reports. This functionality fetches data at configurable intervals, normalizes formats, and stores them securely for real-time access and historical reference, ensuring accuracy and completeness of temperature logs within AuditScope.

Acceptance Criteria
Initial Temperature Data Collection at Startup
Given the system is started and all devices are online, When the first configurable polling interval elapses, Then the system automatically retrieves temperature readings from all connected devices and stores them in the unified dataset within 30 seconds.
Handling Intermittent Sensor Data Outages
Given a device fails to respond during a polling cycle, When a 10-second timeout occurs, Then the system logs the outage event, retries data collection up to three times, and marks the reading as missing in the dataset with an outage flag.
Data Normalization Across Device Formats
Given temperature readings arrive in Celsius, Fahrenheit, and Kelvin formats, When data is ingested into the system, Then all readings are converted to the standard unit (Celsius) with a precision of ±0.1°C before storage.
Secure Storage and Access Control for Temperature Logs
Given new temperature data entries, When storing the consolidated dataset, Then the system encrypts all records at rest using AES-256 encryption and enforces role-based access controls for retrieval.
Customizable Polling Interval Configuration
Given an admin user updates the polling interval to 15 minutes in settings, When the configuration is saved, Then subsequent data fetch operations occur at the new 15-minute interval without requiring a system restart.
Event History Compilation
"As a research assistant, I want a full event history for each sample so that I can trace all handling steps and quickly address any discrepancies during an inspection."
Description

Capture and compile a chronological history of all sample-related events, including transfers, handling actions, and environmental changes. This feature integrates with the existing tracking system to pull event timestamps, user actions, and location changes, presenting a complete audit trail.

Acceptance Criteria
User Requests Complete Event History
Given a sample ID with associated events, When the user selects 'Generate Event History', Then the system retrieves all transfers, handling actions, and environmental changes with timestamps, user identifiers, and location data, and presents them in chronological order.
Automated Scheduled Compilation
Given a scheduled audit interval, When the scheduled task runs, Then the system automatically compiles event histories for all active samples and stores each report in the 'Reports' section with correct timestamps and naming convention.
Environmental Change Events Captured
Given temperature and humidity sensor integration, When environmental conditions change beyond defined thresholds, Then the system logs the event with timestamp, sensor ID, sample location, and new value into the sample’s event history.
User Action Auditability
Given any user action (e.g., sample transfer or status update), When the action occurs, Then the system records the user's ID, action type, timestamp, and previous and new state into the event history.
Exportable Audit-Ready Report Generation
Given a compiled event history, When the user exports the report, Then the system generates a downloadable, compliant-ready document (PDF or CSV) including timestamps, detailed event entries, a visual timeline, and digital signatures.
Visual Chart Generation
"As a lab manager, I want visual charts of temperature and event data so that I can present clear, graphical evidence of our compliance during audits."
Description

Generate dynamic visual charts that illustrate temperature fluctuations, sample movements, and handling events over time. Charts should be customizable, interactive, and exportable, allowing users to highlight specific date ranges or events and include them in audit reports.

Acceptance Criteria
Temperature Fluctuation Chart Generation
Given a dataset of temperature readings over a specified time range, when the user selects start and end dates, then the system generates an interactive line chart displaying temperature values plotted over time with markers for out-of-range events.
Custom Date Range Highlight
When a user selects a custom date range on the chart, then the selected range is visually highlighted and the chart view zooms to focus on that range.
Event Annotation Display
Given sample handling events logged with timestamps, when viewing the chart, then each event is marked with a distinct icon on the timeline and hovering over an icon displays event details.
Chart Export Functionality
When a user chooses to export the chart, then the system generates a high-resolution PNG or PDF file including the chart visual, title, selected date range, and legend.
Inclusion of Digital Signatures in Export
When exporting the chart for audit reports, then the exported file includes an embedded digital signature of the lab manager and an export timestamp.
Digital Signature Integration
"As a compliance officer, I want digital signatures on audit reports so that I can ensure each document is tamper-proof and meets regulatory authenticity requirements."
Description

Embed digital signature capabilities into generated reports to authenticate data integrity and user approvals. This requirement ensures that each report includes verifiable digital signatures, timestamps, and audit-proof metadata compliant with regulatory standards.

Acceptance Criteria
Validating Digital Signature Addition
Given a generated report, When the user applies a digital signature, Then the signature is embedded into the report file and can be programmatically verified without errors.
Verifying Timestamp Accuracy
Given a report with an applied digital signature, When viewing the signature details, Then the timestamp matches the actual signing time within a one-second tolerance.
Ensuring Signature Metadata Integrity
Given a digitally signed report, When retrieving the report’s metadata, Then metadata includes user ID, signature algorithm, and document hash consistent with the signed content.
User Approval Workflow Signature
Given a user with signing permissions is approving a report, When the user completes the approval process, Then the system prompts for authentication and records a unique digital signature linked to the user credentials.
Exporting Digitally Signed Report
Given a digitally signed report, When the user exports the report as a PDF, Then the PDF retains the digital signature and opens without validation errors in standard PDF viewers.
Compliance Template Library
"As a lab manager, I want pre-built compliance templates so that I can quickly generate reports that meet different regulatory guidelines without designing layouts from scratch."
Description

Provide a library of standardized report templates aligned with common regulatory requirements (e.g., FDA, EMA). Users can select, customize, and save templates to ensure consistent report formatting and content for various audit types.

Acceptance Criteria
Template Selection from Library
Given the user is on the Compliance Template Library page, when the user selects the 'FDA 21 CFR Part 11' template, then the system displays a preview pane showing the template’s mandatory sections, regulatory references, and sample placeholders.
Template Customization and Save
Given the user has selected an existing template, when the user updates header, footer, or custom notes and clicks 'Save as New Template', then the system prompts for a template name, saves the customized template to the user's library with the provided name, and records the creation timestamp and version number.
Template Availability after Save
Given the user has saved a custom template, when the user navigates to 'My Templates', then the newly saved template appears in the list with correct name, customization date, and options to Edit, Export, or Delete.
Regulatory Field Validation
Given the user previewing a template, when the template is intended for a specific regulation (e.g., EMA Annex 11), then the system verifies all required fields for that regulation are present, flags any missing fields in the preview, and prevents export until all required fields are completed.
Report Generation using Selected Template
Given a template is selected and sample logs are available, when the user clicks 'Generate Report', then the system compiles temperature logs and event histories into a PDF report matching the template layout, includes timestamps, visual charts, and user digital signature placeholders, and triggers an automatic download.
Downloadable Report Export
"As a research assistant, I want to download complete audit reports in PDF or Excel so that I can share them with auditors and stakeholders easily."
Description

Enable users to export finalized audit reports in multiple formats (PDF, Excel) with embedded charts, logs, and signatures. Exports must preserve formatting, incorporate all required data, and provide options for secure storage or direct sharing.

Acceptance Criteria
Generate PDF Export with Embedded Charts and Signatures
Given a finalized audit report containing temperature logs, event histories, and visual charts, when the user selects “Export as PDF,” then the system generates a PDF file that: preserves original formatting; embeds all charts and logs; includes valid digital signatures; and matches the on-screen layout without data omission.
Generate Excel Export with Embedded Charts and Signatures
Given a finalized audit report containing temperature logs, event histories, and visual charts, when the user selects “Export as Excel,” then the system produces an .xlsx file that: retains cell formatting; contains separate sheets for logs and charts; embeds visual charts; and includes digital signature metadata in the designated cells.
Validate Report Data Integrity
Given any exported report file (PDF or Excel), when the user reopens it in the appropriate viewer, then the file must display the same number of log entries, identical chart data points, and unaltered digital signature information compared to the source report.
Secure Storage Option
Given the export dialog, when the user selects “Secure Storage” and provides a storage destination, then the system encrypts the exported file using AES-256, stores it in the specified secure repository, and logs the storage action with timestamp and user ID.
Direct Sharing via Email
Given the export dialog, when the user selects “Share via Email” and enters one or more recipient addresses, then the system attaches the exported file, sends a secure email with a download link, and updates the activity log with recipient addresses, timestamp, and delivery status.

FleetView

Provides a unified dashboard displaying the real-time status of all connected freezers across multiple locations. FleetView offers quick overviews, alert filters, and drill-down capabilities, enabling researchers and managers to monitor the health of their entire freezer fleet at a glance.

Requirements

Real-time Freezer Status Updates
"As a lab manager, I want to see live status updates of all freezers so that I can immediately detect temperature excursions and prevent sample degradation."
Description

Display live data for each connected freezer, including temperature, power status, and door state, updating at least every 30 seconds. Integrate with freezer sensor APIs to ensure accurate, synchronized readings across the fleet, enabling immediate detection of anomalies and reducing risk of sample loss.

Acceptance Criteria
Initial Dashboard Load
Given the user opens the FleetView dashboard When the system retrieves data from all connected freezer APIs Then each freezer’s temperature, power status, and door state are displayed with timestamps no older than 30 seconds
Anomaly Alert Trigger
Given a freezer’s temperature exceeds the predefined safety threshold When the live update occurs Then an alert icon appears next to that freezer and a notification is logged within 5 seconds
Sensor Disconnection Handling
Given a freezer sensor becomes unresponsive When the system fails to receive data for two consecutive update cycles Then the UI marks the freezer status as “Offline” and timestamps the last successful reading
Data Synchronization Across Locations
Given freezers are located in multiple facilities When the dashboard refreshes every 30 seconds Then data from all locations are synchronized and no freezer record is missing or duplicated
High-Frequency Data Update
Given real-time sensor streams are available When the system processes incoming data Then UI updates occur at intervals no greater than 30 seconds without performance degradation
Alert Filtering and Notifications
"As a research assistant, I want to filter critical freezer alerts so that I can focus on the most urgent issues without being overwhelmed by less important notifications."
Description

Allow users to create and apply custom filters for alert severity, status, location, and freezer model. Provide notifications via email, SMS, and in-app channels based on user-defined thresholds, ensuring critical issues are highlighted and reducing alert fatigue.

Acceptance Criteria
Custom Alert Filter Creation
Given the user is on the FleetView alert filters page When the user selects severity, status, location, and freezer model and saves the filter Then the new filter appears in the saved filters list and applies correctly to the alert list
Applying Saved Filters to Alert Dashboard
Given the user has one or more saved filters When the user selects a saved filter from the dashboard Then only alerts matching the filter criteria are displayed and the filter badge is visible
Threshold-Based Email Notification
Given the user has configured an email notification threshold for high-severity alerts When a freezer reports a high-severity alert exceeding the threshold Then an email notification is sent to the user within two minutes
SMS Notification Delivery for Critical Alerts
Given the user has enabled SMS notifications for critical alerts and provided a valid phone number When a critical alert is triggered Then an SMS message is delivered and the notification status is updated to 'Sent' in the user’s notification log
In-App Notification and Alert Fatigue Reduction
Given multiple similar alerts occur within a configurable time window When in-app notifications are enabled Then alerts are aggregated into a single notification group and the user can expand the group to view individual alerts
Interactive Freezer Health Drill-down
"As a lab manager, I want to drill down into individual freezer health metrics so that I can investigate anomalies and maintenance needs in detail."
Description

Enable users to click on a freezer overview card to access detailed health metrics, including temperature trends, maintenance logs, and error event history. Present data in graphical charts and timelines to facilitate in-depth analysis and root-cause investigation.

Acceptance Criteria
Access Detailed Metrics from Overview Card
Given a user is on the FleetView dashboard When they click a freezer overview card Then the system displays a detailed health panel containing temperature trends, maintenance logs, and error event history within 2 seconds
View Temperature Trend Chart
Given a user has opened a freezer’s detailed health panel When they view the temperature trends section Then a graphical chart is displayed showing minimum, maximum, and average temperatures over the past 30 days with properly labeled axes
Inspect Maintenance Logs
Given a user is viewing a freezer’s detailed health panel When they scroll to the maintenance logs timeline Then all maintenance entries are listed in chronological order and clicking an entry opens its full details
Analyze Error Event History
Given a user is viewing a freezer’s detailed health panel When they access the error event history section Then the system presents a timeline of error events filtered by type and hovering over an event shows a tooltip with timestamp and description
Interact with Graph Data Points
Given a user is viewing any chart or timeline in the detailed health panel When they hover over or click a data point Then a tooltip displays the exact value and timestamp associated with that data point
Multi-location Dashboard View
"As a facility admin, I want a consolidated view of all site freezers so that I can manage inventory and respond to issues across multiple locations efficiently."
Description

Consolidate freezer data from multiple sites into a single dashboard, grouping by location and providing site-specific metadata tags. Support zooming into individual locations while maintaining a high-level overview to streamline centralized monitoring of distributed lab environments.

Acceptance Criteria
Consolidated Dashboard Overview
Given the user is on the FleetView dashboard When no location filter is applied Then freezers from all sites are displayed in a single view, grouped by location
Filter Freezer Data by Location
Given the user selects a specific site from the location filter When applied Then only freezers from that chosen site are shown on the dashboard
Location Drill-Down View
Given the user clicks on a location group header When selecting the zoom-in option Then detailed statuses and metrics for all freezers in that location are displayed
Metadata Tags Visibility
Given freezer entries are visible When viewing any freezer tile Then site-specific metadata tags (e.g., location name, manager, capacity) are displayed correctly
Dashboard Performance under High Load
Given the system has data from 500 freezers across 10 locations When loading the dashboard Then the consolidated view renders fully within 3 seconds
Historical Status Timeline Export
"As a compliance officer, I want to export freezer status history so that I can provide audit-ready reports showing environmental conditions over time."
Description

Allow users to export historical freezer status data over a user-selected date range in CSV or PDF format. Include temperature logs, alert events, and user annotations to facilitate compliance audits and record-keeping.

Acceptance Criteria
Date Range Selection and Validation
Given the user selects a start date and end date within system limits and clicks "Export" When the system processes the dates Then the system validates that the start date is on or before the end date and the range does not exceed one year
CSV Export Generation
Given the user selects "CSV" as the export format and clicks "Download" When the export is generated Then the system provides a CSV file with correct headers, all relevant data fields, file size under 10MB, and opens without errors in common spreadsheet applications
PDF Export Generation
Given the user selects "PDF" as the export format and clicks "Download" When the export is generated Then the system provides a PDF document with properly formatted tables, paginated content, and header/footer information, and the file is viewable and printable
Inclusion of Temperature Logs
Given the user includes temperature logs in the export When the export is generated Then all temperature readings within the selected date range are included, sorted by timestamp, with no missing entries
Inclusion of Alert Events
Given the user includes alert events in the export When the export is generated Then all alert events (e.g., door open, threshold breach) within the selected date range are listed with timestamp, event type, and description
Inclusion of User Annotations
Given the user includes annotations in the export When the export is generated Then all user annotations within the selected date range are included with author, timestamp, and annotation content

SignTrack

Capture digital signatures seamlessly using mobile devices or barcode scanners at each handoff, even offline. SignTrack ensures every transfer is instantly recorded with timestamps and user IDs, maintaining a tamper-proof chain-of-custody and preventing lost specimens.

Requirements

Offline Signature Capture
"As a lab technician, I want to capture and save signatures offline so that I can record sample handoffs reliably even when the network is unavailable."
Description

Enable users to capture and store digital signatures on mobile devices or barcode scanners without an active internet connection. Signatures should be saved locally with associated timestamps and user IDs, then automatically synced to the central server when connectivity is restored. This functionality ensures uninterrupted sample handoff recording, reduces data loss risk, and maintains workflow continuity in areas with poor or no network coverage.

Acceptance Criteria
Offline Signature Capture at Remote Freezer Handoff
Given the user is offline when capturing a sample handoff signature, when the user completes the signature, then the system stores the signature, user ID, and timestamp locally and displays it in the pending sync queue.
Automatic Sync of Offline Signatures After Reconnection
Given one or more signatures are stored locally, when the device reconnects to the network, then the system automatically uploads all pending signatures to the central server without manual intervention and clears them from local storage upon successful sync.
Queuing Multiple Offline Signatures Integrity
Given multiple signatures are captured in offline mode in succession, when syncing occurs, then signatures are transmitted in chronological order with no loss or duplication and server records match local timestamps.
User Identification During Offline Signature Capture
Given the user is authenticated in the app, when capturing a signature offline, then the signature record includes the current authenticated user ID and the app prevents signatures under any other user identity.
Accurate Timestamp Recording in Offline Mode
Given the device time is used for offline signatures, when syncing to the server, then the system adjusts timestamps to server time within a five-second tolerance and flags any records with discrepancies greater than this threshold.
Barcode Scanner Integration
"As a research assistant, I want the system to prompt me for a signature automatically when I scan a sample’s barcode so that I can quickly and accurately record each transfer without manual navigation."
Description

Integrate with standard barcode scanning hardware to trigger signature capture at each sample handoff. Scanning a sample’s barcode should prompt the signing interface, pre-fill sample ID and timestamp, and associate the signature with the correct specimen. This streamlines the handoff process, minimizes manual entry errors, and tightly couples physical sample movements with digital records.

Acceptance Criteria
Signature Prompt on Barcode Scan
Given a valid sample barcode is scanned at handoff, when the scan completes successfully, then the digital signature interface automatically appears for user authentication.
Pre-filled Signature Interface
Given the signature interface is displayed after scanning, then the Sample ID field is pre-filled with the scanned barcode value and the Timestamp field is set to the current system time.
Offline Barcode Scan Queue
Given the device is offline, when a barcode is scanned for handoff, then the scan and signature event is stored locally with sample ID, user ID, and timestamp and automatically synced when connectivity is restored.
Tamper-proof Record Generation
Given a signature is submitted, then the system logs the event in an immutable chain-of-custody record including barcode, user ID, timestamp, and a cryptographic hash.
Invalid Barcode Handling
Given a scanned barcode is not recognized, when the scan completes, then the system displays an error message preventing signature capture until a valid barcode is rescanned.
Chain-of-Custody Tamper-Proof Storage
"As a compliance officer, I want a tamper-proof chain-of-custody for every sample transfer so that I can verify the authenticity and integrity of handoff records during audits."
Description

Implement cryptographic hashing and digital signature verification to lock each recorded transfer entry, ensuring any subsequent modification is detectable. Each handoff record should include the previous hash, current timestamp, user ID, and digital signature, creating a verifiable chain-of-custody. This prevents unauthorized tampering, meets regulatory compliance requirements, and provides audit-ready integrity checks.

Acceptance Criteria
Offline Transfer Entry Recording
Given a handoff is performed while the device is offline When the user submits the transfer Then the system computes the cryptographic hash, attaches the user’s digital signature, timestamps the entry, and stores the record locally without data loss
Detection of Tampered Records
Given an existing handoff record is modified after creation When the system recalculates the hash upon retrieval Then the new hash does not match the stored previous hash and the system flags the record as tampered
Chain-of-Custody Audit Verification
Given a sequence of handoff entries for a sample When an auditor requests the chain-of-custody report Then the system displays each entry with its timestamp, user ID, signature, and previous hash, and validates the integrity of the entire chain
Invalid Signature Rejection
Given a handoff entry is submitted with an incorrect or expired digital signature When the system verifies the signature Then the system rejects the entry and prompts the user to re-authenticate
Sequential Handoff Hash Linking
Given multiple sequential handoff entries for a sample When the final entry is created Then the system includes the hash of the previous entry, ensuring an unbroken cryptographic link from the first to the last handoff
User Authentication and Authorization
"As a lab manager, I want the system to authenticate users and enforce role-based permissions so that only authorized staff can record sample transfers."
Description

Require secure user login before allowing signature capture, supporting multi-factor authentication (MFA). Assign roles and permissions to ensure only authorized personnel can sign off on transfers, with distinct levels for lab managers, research assistants, and auditors. This enforces accountability, prevents unauthorized access, and aligns with data security best practices.

Acceptance Criteria
Successful Login with Multi-Factor Authentication
Given a valid username and password and a correct MFA code, when the user attempts to log in, then the system grants access, initiates a secure session, and redirects the user to the dashboard.
Failed Login due to Invalid Credentials
Given an incorrect username or password, when the user attempts to log in, then the system denies access, displays an appropriate error message, and does not initiate a session.
Research Assistant Signature Capture Authorization
Given a logged-in user with the Research Assistant role, when capturing a digital signature at sample handoff, then the system permits the action, records the user ID, timestamp, and sample barcode, and displays a confirmation message.
Lab Manager Elevated Permissions Verification
Given a logged-in user with the Lab Manager role, when assigning roles or approving transfer overrides, then the system grants access to the administrative functions and logs the action with user ID and timestamp.
Auditor Read-Only Access Enforcement
Given a logged-in user with the Auditor role, when viewing sample transfer histories and signature logs, then the system allows read-only access without any option to modify records.
Sync and Conflict Resolution
"As an IT administrator, I want the system to automatically sync offline records and guide me through conflict resolution so that sample transfer data remains consistent across all devices."
Description

Design a robust synchronization mechanism to merge offline-captured signatures with the central database, handling conflicts when multiple devices update the same record. Provide a clear UI for resolving discrepancies, preserving the correct order of handoffs based on timestamps. This ensures data consistency, avoids duplicate entries, and maintains accurate sample histories across all devices.

Acceptance Criteria
Offline Data Sync Initiation
Given a device has captured signatures offline When the device reconnects to the network Then the application automatically initiates a sync process And all offline entries are sent to the central database within 2 minutes without user intervention.
Automatic Conflict Detection for Concurrent Updates
Given two devices have updated the same sample record with different signatures When both devices sync their data Then the system identifies the conflicting fields and flags the record for resolution.
Conflict Resolution UI Workflow
Given a record has sync conflicts When a user opens the conflict resolution interface Then the UI displays both versions side-by-side with timestamps and user IDs And allows the user to select the correct version or merge entries.
Timestamp-Based Handoff Ordering
Given multiple handoff updates exist for a sample When displaying the sample history after syncing Then the records are ordered chronologically by timestamp, regardless of their original device order.
Duplicate Signature Prevention
Given a sample has already recorded a signature for a specific handoff When a duplicate signature attempt occurs (either online or offline) Then the system rejects the duplicate and displays an error message stating "Duplicate signature not allowed" And no duplicate record is created in the database.
Audit Trail Reporting Export
"As a lab manager, I want to export audit trail reports in PDF or CSV so that I can easily share compliance records with auditors and stakeholders."
Description

Provide functionality to export comprehensive audit trails for sample handoffs, including timestamps, user IDs, digital signatures, and chain-of-custody hashes. Support multiple formats (PDF, CSV) and filters by date range, user, or sample ID. This empowers lab managers and auditors to generate compliance reports quickly, facilitates regulatory reviews, and enhances transparency.

Acceptance Criteria
PDF Export for Date-Filtered Audit Trail
The exported PDF file includes only handoff records within the specified start and end date; The file contains headers: Timestamp, User ID, Sample ID, Digital Signature, Chain-of-Custody Hash; Export completes within 5 seconds; PDF layout includes company logo and page numbers
CSV Export for Specific User Audit Trail
When a user filter is applied, the exported CSV includes only records for that user; The CSV file has comma-separated values with correct headers; Export process returns a valid .csv file downloadable via the UI; Export completes without errors
Combined Filters Export by Sample ID
Given sample ID filter applied, export (PDF/CSV) includes only records for that sample; Both formats support sample-specific export; Export file name contains sample ID and timestamp; Data integrity verified by matching record count in UI
Offline Export Resilience
If user initiates export while offline, export request is queued locally; Upon reconnection, export automatically retries and completes; User notified of export status changes; No data loss or duplicate exports occur
Audit Trail Export Download and Integrity Verification
Upon successful export, user can download file from UI; Downloaded file checksum matches server-generated hash; System logs export action with timestamp and user ID in audit logs; Attempted downloads are tracked and appear in audit logs

AuthCheck

Automatically verify signature authenticity and operator identity through AI-driven analysis and optional biometric checks. AuthCheck reduces fraud risk, enforces compliance standards, and provides audit-ready validation of every transfer.

Requirements

Signature Extraction
"As a research assistant, I want the system to automatically extract signatures from transfer forms so that I can save time and avoid manual cropping errors."
Description

Implement automated extraction of handwritten or digital signatures from sample transfer documents. The system should accurately isolate signature regions using image processing techniques, ensuring high-quality input for subsequent authentication steps. This feature improves the efficiency of signature capture, reduces manual processing errors, and integrates seamlessly with the existing barcode-powered workflow of Samplely.

Acceptance Criteria
Standard Document Signature Isolation
Given a scanned transfer document with a single handwritten signature When the image is processed Then the system extracts and crops the signature region with at least 95% Intersection over Union (IoU) compared to ground truth.
Low Contrast Signature Detection
Given a document with a light-ink signature on a colored background When processed Then the system enhances contrast and accurately isolates the signature region with 90% extraction accuracy or higher.
Multiple Signatures Per Page
Given a document containing multiple signatures When the system processes the page Then it identifies, separates, and extracts each signature region and assigns unique identifiers to each extracted image.
Batch Processing of Transfer Documents
Given a batch of 50 scanned documents When run through the batch extraction module Then every signature is extracted successfully and the average processing time per document is under 2 seconds.
Integration with Barcode-Powered Workflow
Given a document with an embedded sample barcode When signature extraction completes Then the extracted signature file is linked to the correct sample record in the Samplely dashboard within 1 second.
AI Signature Verification
"As a lab manager, I want the system to automatically verify operator signatures against known templates so that I can ensure compliance and reduce the risk of sample tampering."
Description

Develop an AI-driven model to analyze extracted signatures and verify their authenticity by comparing them against stored signature templates. The solution must support confidence scoring, handle variations in signature style, and provide an explainable rationale for acceptance or rejection. This functionality reduces fraud risk, enforces compliance, and delivers audit-ready validation without disrupting lab workflows.

Acceptance Criteria
Real-time Signature Capture and Analysis
Given a user uploads a scanned signature image, when the AI model processes it, then the system returns an authenticity result and confidence score within 2 seconds.
Batch Verification with Confidence Scoring
When verifying a batch of 20 signatures, the system produces individual authenticity results and confidence scores for each signature, with at least 95% of results generated within 60 seconds.
Explainability Report Generation
For each processed signature, the system generates an explainability report highlighting at least three key signature features and similarity metrics used to determine authenticity.
Signature Variation Handling
Given signature samples with allowed stylistic variations (e.g., slant, pressure, size), when processed, the AI maintains a minimum 90% accuracy rate in authenticity decisions under these variations.
Integration with Lab Workflow
Upon successful signature verification, the system automatically logs the verification result, confidence score, and rationale report to the lab management dashboard and audit trail without manual intervention.
Biometric Authentication Integration
"As a compliance officer, I want the system to include biometric verification of operators during sample handoff so that I can ensure each action is performed by an authorized individual."
Description

Enable optional biometric checks—such as fingerprint scanning or facial recognition—at the point of sample transfer. The feature should securely capture biometric data, match it against user profiles, and log the results within the transfer record. Integrating biometrics reinforces operator identity verification, enhances security, and supports labs with strict regulatory requirements.

Acceptance Criteria
Successful Fingerprint Authentication During Sample Transfer
Given the operator has an enrolled fingerprint profile, When the operator places their finger on the scanner at the start of a sample transfer, Then the system captures the fingerprint, matches it against the stored profile with at least 95% confidence within 2 seconds, and allows the transfer to proceed.
Successful Facial Recognition Authentication During Sample Transfer
Given facial recognition is enabled for the operator, When the operator presents their face to the camera during transfer initiation, Then the system captures the image, processes it, matches it against the stored facial profile with at least 90% confidence within 3 seconds, and permits the transfer.
Rejection of Transfer on Biometric Mismatch
Given the captured biometric data does not match any enrolled profile or confidence is below 80%, When the operator attempts to initiate a transfer, Then the system rejects the transfer, displays an "Authentication Failed" message, and logs the failure event with timestamp and operator ID.
Secure Storage of Biometric Data
Given biometric data is captured, Then the system encrypts the raw data using AES-256 encryption before storage, stores it in a secure vault with access restrictions, and ensures that only authorized services can decrypt and access the data.
Audit Log Captures Biometric Verification Details
Given a sample transfer is completed, Then the system logs the operator ID, biometric method used, match confidence score, timestamp, and transfer ID in the audit log, and flags any entries with missing biometric details for manual review.
Audit Trail Generation
"As an auditor, I want a complete, exportable record of every authentication step so that I can demonstrate compliance during regulatory inspections."
Description

Automatically generate a comprehensive, timestamped audit trail for each sample transfer, recording signature verification results, biometric authentication outcomes, operator identity, and any overrides. The audit trail must be exportable in standard formats (PDF, CSV) and maintain an immutable log to support compliance audits and forensic reviews.

Acceptance Criteria
Sample Transfer Completed With Valid Signatures
Given a sample transfer is completed with valid signature and biometric authentication When the transfer is submitted Then an audit trail entry is recorded with timestamp, operator identity, signature verification result "passed", and biometric authentication outcome "passed","status":"To Do"
Sample Transfer With Supervisor Override
Given a sample transfer signature verification failure requires supervisor override When a supervisor overrides with a provided reason Then an audit trail entry is recorded with timestamp, original operator identity, supervisor identity, signature verification result "failed", override reason, and biometric authentication outcome
Audit Trail Export to PDF
Given an existing audit trail for a sample transfer When the user requests a PDF export Then the system generates a PDF containing all audit entries with correct timestamps, operator identities, signature and biometric results, and override details, and makes it available for download
Audit Trail Export to CSV
Given an existing audit trail for a sample transfer When the user requests a CSV export Then the system generates a CSV file with headers (timestamp, operator_id, event_type, signature_result, biometric_result, supervisor_override, override_reason) and includes all corresponding audit entries
Immutable Log Tamper Detection
Given an existing audit trail entry When any attempt is made to modify or delete the entry Then the system rejects the operation, logs the tampering attempt with timestamp and user identity, and preserves the original entry
Real-Time Alerting and Notifications
"As a lab supervisor, I want to receive immediate alerts when an authentication check fails so that I can investigate and take corrective action without delay."
Description

Implement real-time alerting when a signature or biometric check fails. The system should notify designated stakeholders via in-app messages and email, include details about the failure, and log the event for further review. Immediate alerts allow rapid response to potential security breaches and ensure timely remediation.

Acceptance Criteria
Failed Signature Check Triggers In-App Alert
Given a user initiates a sample transfer and the signature verification fails, when the system detects the failure, then an in-app notification is sent to the designated stakeholder within 5 seconds, containing the sample ID, operator ID, timestamp, and reason for failure.
Failed Biometric Verification Sends Email Notification
Given a user initiates a sample transfer and the biometric verification fails, when the system detects the failure, then an email is sent to all designated stakeholders within 10 seconds, including the sample ID, operator identity, timestamp, and failure cause.
Alert Logging on Verification Failure
Given a signature or biometric verification failure occurs, when the event is detected, then the system logs the event in the audit log within 5 seconds with sample ID, operator ID, verification method, timestamp, and detailed failure reason.
Multiple Stakeholder Notification Delivery
Given a configured list of stakeholders for the lab, when a verification failure occurs, then the system delivers both in-app and email notifications to all listed stakeholders within 10 seconds of the failure.
Notification Content Verification
Given a generated alert for a failed verification, when a stakeholder views the in-app or email notification, then the notification displays the operation type, sample ID, operator identity, failure type, timestamp, and a link to the detailed audit log entry.

TransferViz

Visualize handoff history with an interactive timeline and map view. TransferViz highlights pending sign-offs, displays transfer routes, and flags anomalies, enabling lab managers to monitor workflows, quickly resolve bottlenecks, and ensure no transfer goes unrecorded.

Requirements

Interactive Timeline Overview
"As a lab manager, I want to view each sample’s complete transfer history on an interactive timeline so that I can monitor workflow progress and detect any delays immediately."
Description

Implement an interactive timeline component that displays each sample’s transfer history in chronological order, allowing users to zoom in and out, filter by date ranges and sample types, and hover for detailed transfer metadata. This feature enhances visibility into workflows, aids in quick identification of bottlenecks, and integrates seamlessly with existing dashboard data to provide real-time updates.

Acceptance Criteria
Interactive Timeline Zoom and Navigation
Given the timeline is loaded with sample transfer entries, when the user clicks the zoom in or zoom out controls, then the timeline scale must update within 200ms, adjusting time intervals and entry spacing accurately without data overlap.
Date Range Filtering
Given a populated timeline, when the user selects a start date and end date and applies the filter, then only transfers occurring within the selected range must be displayed, and entries outside the range must be hidden immediately.
Sample Type Filtering
Given multiple sample types present in the timeline, when the user selects one or more sample type checkboxes and applies the filter, then the timeline must refresh to show only transfers matching the selected types, and all others must be excluded.
Hover Metadata Display
Given the timeline entries are visible, when the user hovers over a transfer entry, then a tooltip must appear within 100ms displaying transfer metadata including sample ID, origin, destination, timestamp, and handler name.
Real-Time Update Integration
Given new transfer events occur, when the backend pushes an update, then the timeline must automatically insert the new entries in chronological order within 500ms without requiring a page refresh, preserving current zoom, filters, and scroll position.
Map Route Visualization
"As a research assistant, I want to see where and how samples are moved on a map view so that I can optimize lab workflows and reduce transit times."
Description

Develop a map-based interface that plots every sample handoff route using barcode scan locations. The map should support clustering, route animation, and color-coded path status, and integrate with the geolocation data from barcode scans. This visualization helps lab managers understand physical movement patterns, optimize routing, and ensure compliance with sample handling protocols.

Acceptance Criteria
Plotting Sample Handoff Routes
Given valid barcode scan locations, when the user opens the map view for a specific sample, then the system plots a continuous route connecting scan points in chronological order with distinct start and end markers.
Interactive Route Clustering on Zoom
Given multiple sample routes overlapping in a region, when the user zooms out past a defined zoom level, then nearby routes are grouped into a single cluster marker displaying the count, and clicking the cluster zooms in to reveal individual routes.
Route Animation Playback
Given a selected sample’s route on the map, when the user clicks the animate button, then a moving marker follows the plotted path in time sequence with controls for play, pause, and speed adjustment, and the route highlights progressively.
Color-Coded Path Status Indicators
Given transfer segments with statuses (completed, pending sign-off, anomaly), when the route is rendered, then segments are colored green for completed, yellow for pending, and red for anomalies, and a legend displays color mappings.
Anomaly Flagging on Map
Given a flagged transfer anomaly on a route segment, when the map displays that route, then the segment shows a red exclamation icon, and clicking the icon opens a detail panel describing the anomaly.
Pending Sign-off Alerts
"As a lab manager, I want to receive notifications for pending sign-offs so that no sample transfer is left unapproved and overlooked."
Description

Create an alert system that flags samples awaiting user sign-off at each handoff stage. The system should send real-time notifications in-app and via email for overdue sign-offs, display pending actions prominently on dashboards, and allow users to acknowledge or escalate directly from the alert panel. This requirement ensures accountability and prevents sample movement from going unrecorded.

Acceptance Criteria
Notification Trigger for Overdue Sign-off
Given a sample at a handoff stage awaiting sign-off for more than 24 hours, When the system checks pending sign-offs every hour, Then send an in-app alert to the assigned user and log the notification timestamp.
Dashboard Pending Sign-offs Display
Given a lab manager views the TransferViz dashboard, When there are samples awaiting sign-off, Then the dashboard prominently displays a list of pending actions with sample IDs, assigned users, and overdue status.
Email Notification Delivery
Given an overdue sign-off alert is generated, When the email notification service processes the alert, Then an email is sent to the assigned user’s registered address with sample details and a direct link to the sign-off page.
In-App Alert Acknowledgment
Given an in-app alert for pending sign-off is displayed, When the user clicks the acknowledge button, Then the alert is marked as acknowledged, timestamped, and removed from the pending alerts list.
Escalation Workflow Initiation
Given an alert remains unacknowledged for 48 hours, When the escalation timer expires, Then the system automatically escalates the alert to the lab manager and copies the original user, logging the escalation event.
Transfer Anomaly Detection
"As a lab manager, I want the system to flag unusual transfer patterns so that I can investigate potential errors or compliance issues quickly."
Description

Implement anomaly detection logic that analyzes transfer data for irregular patterns (e.g., unexpected delays, route deviations, rapid successive scans). Anomalies should be automatically flagged and highlighted in both timeline and map views, with explanatory tooltips and recommended actions. This feature helps identify potential errors or mishandling before they impact research outcomes.

Acceptance Criteria
Unexpected Delay Detection
Given a sample transfer is initiated at location A and scanned at location B outside the expected transit time threshold, When the delay exceeds the configured limit, Then the system flags the transfer as an anomaly and highlights it in the timeline and map views.
Route Deviation Flagging
Given a sample is scanned at an unexpected waypoint not part of its predefined route, When the scan location falls outside the approved transfer path, Then the system automatically flags the transfer for route deviation and displays an explanatory tooltip.
Rapid Successive Scan Identification
Given a sample is scanned multiple times at different locations within a configurable minimum time interval, When the frequency of scans indicates potential duplicate or erroneous transfers, Then the system identifies this pattern as an anomaly and alerts the user with recommended actions.
Tooltip and Recommendation Display
Given an anomaly is detected for a transfer event, When the user hovers over the flagged transfer on the timeline or map, Then a tooltip appears with a clear description of the anomaly and suggested next steps.
Anomaly Visualization
Given one or more transfers are flagged as anomalies, When the user views the TransferViz timeline or map, Then anomalies are visually distinguished (e.g., colored icons or badges) and accessible via filter options.
Transfer History Export
"As a compliance officer, I want to export transfer history reports so that I can prepare audit documentation and share records with regulatory bodies."
Description

Provide functionality to export detailed transfer histories and visualizations in CSV and PDF formats. Exports should include timeline snapshots, map route images, anomaly logs, and sign-off status, customizable by date range and sample criteria. This feature facilitates compliance reporting, audit preparation, and data sharing with stakeholders.

Acceptance Criteria
CSV Export for Specified Date Range and Samples
Given the user selects a valid date range and sample filter When the user clicks 'Export CSV' Then the system generates a CSV file including timeline snapshots, map route image URLs, anomaly logs, and signer statuses for all matching transfer records, and the file downloads automatically.
PDF Export with Timeline and Map Visualizations
Given the user requests a PDF export for multiple transfers When the user specifies the export parameters and initiates PDF generation Then the system creates a PDF containing embedded timeline snapshots and map route images for each transfer, includes anomaly and sign-off sections, and provides a download link.
Filtered Anomaly Log Export
Given the user filters for anomalies in transfer history When the user exports the anomaly log Then the system produces a CSV containing only records flagged as anomalies within the filter criteria, with details of the anomaly type and resolution status.
Sign-off Status Summary Export
Given the user needs sign-off summaries When the user exports the sign-off report in CSV Then the system outputs a CSV summarizing each transfer’s current sign-off status, identifying pending approvals, and including timestamps of completed sign-offs.
Export Failure Notification
Given the user’s export request fails due to system error When the export process encounters an error Then the system displays an error message specifying the reason and provides options to retry or contact support.

BatchFlow

Streamline bulk sample movements by grouping multiple specimens into a single digital transfer session. BatchFlow generates consolidated signature requests, accelerates large-scale handoffs, and minimizes repetitive steps for researchers handling high-volume workflows.

Requirements

Rapid Barcode Scanning
"As a research assistant, I want to scan multiple sample barcodes quickly to add them to a batch so that I can prepare transfers faster and avoid manual data entry mistakes."
Description

Integrate high-speed barcode scanning capability that allows users to add samples to a batch by scanning multiple barcodes in succession. This feature should auto-detect and validate sample IDs against the database, providing real-time feedback on scan success or errors. Rapid scanning minimizes manual entry, accelerates batch preparation, and reduces input errors.

Acceptance Criteria
Initiating Rapid Scan Mode
Given a user has a batch transfer session open When the user selects the rapid scan option Then the system enters barcode scanning mode within 2 seconds and displays an on-screen scanning indicator
Valid Sample ID Recognition
Given a user scans a valid sample barcode When the barcode is read Then the system auto-detects and validates the sample ID against the database within 1 second and adds the sample to the batch list
Invalid Barcode Handling
Given a user scans an unrecognized or malformed barcode When the barcode is read Then the system displays an error message with the reason for failure and highlights the barcode in red without adding it to the batch
Real-time Feedback Display
Given continuous barcode scanning When each barcode is processed Then the system provides immediate visual and auditory feedback for success or failure within 0.5 seconds of each scan
High-volume Continuous Scanning Performance
Given the user scans at least 100 barcodes in succession When the session exceeds 100 scans Then the system maintains an average processing time of under 1 second per scan and does not crash or freeze
Bulk Sample Grouping
"As a research assistant, I want to group multiple samples into one batch so that I can prepare large-scale transfers quickly without handling each specimen individually."
Description

Enable users to select and group multiple samples into a single transfer session via a user-friendly interface. This grouping functionality should integrate seamlessly with the existing sample list and dashboard, allowing drag-and-drop or checkbox selection to streamline high-volume workflows. The grouping mechanism boosts efficiency by reducing repetitive actions and preparing batches for consolidated processing.

Acceptance Criteria
Single Batch Creation via Checkbox Selection
Given a list of samples is displayed, when the user selects multiple samples via checkboxes and clicks the “Create Batch” button, then a new batch is created containing exactly those samples and the batch appears in the dashboard with correct sample count.
Single Batch Creation via Drag-and-Drop
Given the sample list and batch panel are visible, when the user drags and drops multiple selected samples into the batch panel, then those samples are added to the batch and the batch preview and total count update accordingly.
Batch Persistence Across Sessions
Given the user has created a batch, when the user navigates away from or refreshes the page, then the batch and its attached samples persist and are displayed correctly upon returning.
Consolidated Signature Request Generation
Given a batch has been finalized, when the user initiates a signature request, then the system generates a single consolidated signature request containing all sample identifiers and metadata for the entire batch and dispatches it to the specified signatories.
Batch Modification and Removal
Given a batch contains multiple samples, when the user removes a sample from the batch or deletes the entire batch, then the batch list and sample list update correctly, and any removed samples return to the main sample list.
Batch Transfer Audit Trail
"As a compliance officer, I want to review a detailed audit trail of batch transfers so that I can verify sample movements and fulfill audit requirements."
Description

Develop a comprehensive audit trail that logs each batch transfer session, recording timestamps, user actions, and digital signatures for compliance audits. The audit trail should be accessible via the dashboard and exportable in standard formats (e.g., CSV, PDF) for regulatory reporting. Providing full traceability ensures accountability and simplifies audit preparation.

Acceptance Criteria
Dashboard Audit Trail Access
Given a logged-in user with appropriate permissions When they navigate to the BatchFlow Audit Trail tab Then they see a list of batch transfer sessions displaying session ID, timestamp, initiating user, and digital signature status
CSV Export of Audit Trail
Given the audit trail view When the user clicks the 'Export CSV' button Then the system generates and downloads a CSV file containing all displayed batch transfer records including session details, user IDs, timestamps, and signatures
PDF Export Format Compliance
Given the audit trail view When the user clicks the 'Export PDF' button Then the system generates and downloads a PDF report formatted per regulatory guidelines, including headers, footers, page numbers, and complete audit entries
Digital Signature Verification
Given a batch transfer record in the audit trail When the user selects the digital signature field Then the system displays the signer's name, signature timestamp, and verification status (valid or invalid)
Audit Trail Filtering And Search
Given more than 1,000 audit entries When the user applies filters by date range, user ID, or session status Then the system returns only matching entries within 2 seconds and updates the display accordingly
Consolidated Signature Collection
"As a lab manager, I want to send a single signature request for a batch of samples so that I can efficiently approve high-volume sample transfers while maintaining regulatory compliance."
Description

Implement a unified digital signature request workflow that aggregates signature approvals for all samples in a batch and presents them as a single consolidated request. This feature should notify the relevant stakeholders via email or in-app prompts and capture signatures in compliance with lab regulations. Consolidated signature collection reduces the overhead of obtaining individual approvals and accelerates the transfer process.

Acceptance Criteria
Initiate Batch Signature Request
Given a user has selected multiple samples for transfer When the user clicks 'Request Signatures' Then the system generates a single consolidated signature request containing all selected samples
Stakeholder Notification Delivery
Given a consolidated signature request is created When the request is submitted Then the system sends notifications via email and in-app prompts to all designated stakeholders
Signature Compliance Verification
Given a stakeholder receives the consolidated signature request When the stakeholder signs digitally Then the system validates the signature against configured lab compliance rules and timestamps the approval
Multiple Stakeholder Approval Process
Given a batch requires signatures from multiple stakeholders When each stakeholder signs Then the system marks the batch as fully approved only after all required signatures are collected
Audit Trail Generation
Given the consolidated signatures are captured When an audit is requested Then the system provides a comprehensive audit trail including signer identity, timestamps, and sample details
Batch Session Persistence
"As a lab manager, I want to save and resume batch sessions so that I can continue my work after interruptions without losing my progress."
Description

Enable batch sessions to be saved, paused, and resumed, preserving the current state of sample selections, signatures, and metadata. This functionality should store session data in real time to prevent loss of progress in case of interruptions, and allow users to reload sessions from any device. Session persistence supports long-running workflows and enhances flexibility for users handling large sample volumes.

Acceptance Criteria
Pause and Resume on Same Device
Given a user has selected multiple samples in a batch session on Device A When the user clicks the 'Pause Session' button Then the system saves the current state including selected samples, pending signatures, and metadata within 2 seconds And when the user clicks 'Resume Session' on the same device Then the session state restores exactly to the pre-paused state within 3 seconds
Resume on Different Device
Given a user has paused a batch session on Device A When the user logs into Samplely on Device B and navigates to 'My Sessions' Then the paused session appears with a 'Resume' option And when the user clicks 'Resume' Then all selected samples, signature statuses, and metadata load correctly within 5 seconds
Automatic Real-Time Saving
Given a user is actively modifying a batch session When any change occurs (sample selection, metadata entry, or signature action) Then the system automatically saves the updated session state to the server within 1 second of each change And no data is lost if the browser is closed or the network disconnects
In-Progress Signature Flow Preservation
Given a user has completed some signature steps and is awaiting others When the user pauses the session Then all completed signatures are recorded and pending signatures remain queued And upon resuming the session Then the user can complete pending signatures without redoing any prior signatures
Session Persistence After Inactivity
Given a user starts a batch session and is inactive for 4 hours When the user returns and selects 'Resume Session' Then the system restores the session state with all sample selections, metadata, and signature statuses intact Without requiring a session restart

RoleGuard

Implement customizable approval workflows and permission gates for sensitive transfers. RoleGuard routes transfer requests through designated approvers based on sample type or project, enforcing accountability, reducing unauthorized handoffs, and ensuring compliance with internal policies.

Requirements

Custom Approval Workflow Configuration
"As a lab manager, I want to configure approval workflows tailored to different sample types so that sensitive transfers are reviewed by the appropriate stakeholders and compliance is maintained."
Description

Allow administrators to set up and manage multi-step approval workflows based on sample type or project. This includes defining approver roles, ordering steps, and specifying conditional triggers for advancing requests. Integration with the overall transfer process ensures that workflows dynamically adapt to the attributes of each sample transfer, enforcing policy compliance and reducing manual coordination.

Acceptance Criteria
Single-Step Approval for Project A Samples
Given an administrator has configured a single approver role for Project A samples When a transfer request for a Project A sample is submitted Then the request is automatically routed to the designated approver And the transfer cannot proceed until the approver explicitly approves the request
Multi-Step Approval Based on Sample Type
Given an administrator has defined a two-step workflow for ‘Biohazard’ sample types When a transfer request for a Biohazard sample is initiated Then the system sends the request first to the Safety Officer And upon Safety Officer approval, forwards it to the Lab Manager And prevents further progression until both approvals are recorded
Conditional Approval Triggered by Urgent Status
Given a transfer request is marked as ‘urgent’ When an urgent transfer request meets predefined criteria Then the workflow bypasses intermediate approvers and escalates directly to the Emergency Oversight role And the system logs the conditional trigger reason in the audit trail
Approver Role Reassignment During Workflow
Given an approver becomes unavailable mid-workflow When an administrator reassigns the role to a new user Then pending requests are reassigned to the new approver And notifications are sent to the reassigned approver without manual intervention
Integration with Transfer Process
Given a configured approval workflow exists for a sample transfer When a user initiates the sample transfer in the system Then the transfer request automatically invokes the appropriate approval workflow based on sample attributes And the transfer remains in ‘Pending Approval’ status until all required approvals are complete
Dynamic Permission Gates
"As a research assistant, I want the system to block unauthorized transfers based on my role and the sample type so that I don’t inadvertently handle restricted materials."
Description

Implement permission gates that automatically enforce transfer restrictions based on user roles, sample classifications, and project assignments. Gates should evaluate transfer requests in real time, blocking unauthorized actions and prompting users to request approval when necessary. This mechanism ensures that only authorized personnel can initiate, approve, or complete sensitive transfers.

Acceptance Criteria
Unauthorized Transfer Blocking
Given a user without the required role attempts to initiate a sensitive sample transfer, when the user submits the transfer request, then the system blocks the request and displays an 'Access Denied' notification.
Project Manager Approval Routing
Given a transfer request for a sample classified under a specific project, when a technician submits the request, then the system routes the request to the designated project manager’s approval queue and sends an email notification within 30 seconds.
Real-Time Gate Evaluation
Given any user initiates a sample transfer, when the system evaluates the user's role and the sample’s classification, then it enforces the correct permission gates in real time without page reload delays exceeding 1 second.
Restricted Sample Approval Prompt
Given a user with insufficient clearance selects a restricted sample for transfer, when the user clicks 'Transfer', then the system prompts the user to request approval, provides the approval request form, and logs the request in the audit trail.
Permission Update Propagation
Given an administrator updates a user’s role or project assignment, when the update is saved, then all pending and new permission gate evaluations reflect the updated permissions within 5 seconds.
Role-Based Access Control Integration
"As an IT administrator, I want RoleGuard to sync with our RBAC system so that user permissions remain consistent across all modules without manual updates."
Description

Integrate RoleGuard with the platform’s existing Role-Based Access Control (RBAC) system to maintain a single source of truth for user roles and permissions. The integration ensures that any changes in user roles immediately reflect in approval workflows and permission gates, preventing discrepancies and reducing administrative overhead.

Acceptance Criteria
New User Role Assignment Reflects in Approval Workflow
Given a user’s role is created or changed in the RBAC system When the change syncs to RoleGuard Then the user’s permissions in approval workflows update within 5 minutes and transfer requests are allowed or blocked according to the new role
Role Revocation Immediately Suspends Approval Privileges
Given a user’s role is revoked or downgraded in the RBAC system When the change syncs to RoleGuard Then the user is immediately removed from approver lists and cannot approve any new transfers
Bulk Role Updates Synchronize Across Workflows
Given multiple user roles are updated in bulk via the RBAC API When the scheduled sync job runs Then all affected approval workflows reflect the updated roles accurately with zero synchronization errors
Audit Log Records Role Changes
Given any role assignment or modification in the RBAC system When the change syncs to RoleGuard Then an audit entry containing the timestamp, user ID, and details of the role change is recorded in the RoleGuard audit log
Fallback Behavior During RBAC Service Unavailability
Given the RBAC service is unavailable When a user initiates a transfer request Then RoleGuard denies new transfers, displays a service-unavailable message, and queues pending role syncs for processing once the RBAC service is restored
Automated Notification and Escalation
"As an approver, I want to receive timely notifications and reminders about pending transfer approvals so that no request goes unnoticed and transfers proceed without unnecessary delays."
Description

Design an automated notification engine that alerts approvers when a transfer request requires their action and escalates overdue approvals to higher-level stakeholders. Notifications should be configurable by channel (email, in-app) and support reminder schedules, ensuring timely reviews and minimizing transfer delays.

Acceptance Criteria
Notification Configuration Setup
Given I am an administrator in the Samplely system, When I configure notification preferences for a transfer request by selecting channels, frequencies, and approver roles, Then the system saves the settings and displays a confirmation message.
Approver Receives In-App Notification
Given a pending transfer request assigned to me, When the request enters my approval queue, Then I receive an in-app notification within one minute displaying the request details and action links.
Approver Receives Email Notification
Given a pending transfer request assigned to me with email notifications enabled, When the request enters my approval queue, Then I receive an email within five minutes containing the request summary, link to review, and configured branding.
Reminder Scheduling Functionality
Given a transfer request remains unapproved after the initial notification, When the configured reminder interval elapses, Then the system sends follow-up notifications at each interval until the request is approved or escalated.
Escalation of Overdue Approval
Given a transfer request remains unapproved past the escalation threshold, When the escalation timer triggers, Then the system sends an escalation notification to designated stakeholders and logs the escalation event in the audit trail.
Audit Trail Logging for Approvals
"As a compliance officer, I want a complete, exportable audit trail of approval activities so that I can demonstrate adherence to internal policies and regulatory requirements during audits."
Description

Provide detailed audit logs for all approval-related actions, including request submission, approver decisions, comments, timestamps, and escalation events. Logs must be tamper-proof and easily exportable for compliance audits, enabling full traceability of every step in the approval process.

Acceptance Criteria
Logging of Approval Request Submission
Given a user submits a transfer approval request, when the request is saved, then a tamper-proof log entry is created containing requestor user ID, sample ID, project ID, sample type, timestamp, and status "Submitted".
Recording Approver Decision
Given an approver approves or rejects a request, when the decision is made, then a log entry is recorded capturing approver user ID, decision outcome (Approved or Rejected), timestamp, and associated request ID.
Capturing Comments in Approval Workflow
Given an approver adds a comment during approval or rejection, when the comment is submitted, then the system logs the comment text, commenter user ID, timestamp, and request ID in an immutable audit record.
Escalation Event Logging
Given a request is escalated automatically or manually, when the escalation occurs, then a log entry is created with escalator user ID, reason for escalation, original approver ID, new approver ID, timestamp, and request ID.
Exporting and Verifying Audit Logs
Given a compliance officer requests export of audit logs for a specific date range or request ID, when the export is generated, then a downloadable CSV/PDF file is produced within 5 seconds, includes all relevant fields, and contains a digital signature or checksum to verify tamper-proof integrity.

Real-Time FlowHeatmap

Generate dynamic heatmaps that update in real time to display current sample congestion and workflow intensity. By visually highlighting overcrowded zones, this feature enables lab managers and researchers to instantly identify bottlenecks and take corrective actions before delays escalate.

Requirements

Real-Time Data Ingestion
"As a lab manager, I want real-time ingestion of sample scan and location data so that I can see up-to-date congestion heatmaps without delay."
Description

Ingest live sample movement data from barcode scans and lab equipment APIs, normalize and process it within a 5-second latency to ensure up-to-date information feeds into the FlowHeatmap module. Integrate seamlessly with the existing Samplely database and data pipeline, handling high-throughput environments without data loss or duplication.

Acceptance Criteria
Live Barcode Scan Data Ingestion
Given a sample barcode scan event is generated by a lab scanner, when the event is sent to the ingestion service, then the data must be normalized per the Samplely schema, ingested into the pipeline, and reflected in the FlowHeatmap dataset within 5 seconds.
High Throughput Data Handling
Given lab equipment APIs generate 1,000 sample movement events per second, when the ingestion pipeline processes this load, then there must be no event loss or duplication and all events are processed within the 5-second latency requirement.
Duplicate Event Detection and Deduplication
Given duplicate events with the same sample ID and timestamp arrive within the ingestion window, when the ingestion service processes these events, then only unique events are stored in the pipeline and duplicates are discarded or flagged to maintain data integrity.
Database Integration Seamlessness
Given normalized sample movement data is ready for persistence, when writing to the Samplely database, then the operation must complete successfully without schema errors and the data must be immediately queryable by the FlowHeatmap module.
Error Handling and Retry Mechanism
Given a transient network failure occurs during API data ingestion, when the initial ingestion attempt fails, then the system must retry up to three times with exponential backoff and log any persistent failures to ensure no data loss.
Dynamic Heatmap Rendering
"As a research assistant, I want the heatmap to update fluidly when samples move so that I can quickly identify hotspots."
Description

Develop a high-performance rendering engine that overlays a color-coded heatmap on the lab floor plan, updating fluidly as new data arrives. Implement auto-scaling intensity gradients, smooth transitions, and support for various display resolutions. Ensure the UI remains responsive and visually clear even under heavy data update rates.

Acceptance Criteria
Standard Heatmap Rendering
Given the system receives batch updates at a normal rate (≤10 updates/sec) When the user views the lab floor plan Then the heatmap overlay updates within 200 milliseconds and maintains a UI frame rate of at least 60fps.
High-Frequency Data Load Handling
Given the system receives high-frequency data updates (≥100 updates/sec) When the heatmap is rendered Then the UI remains responsive with no frame drops below 30fps and updates reflect new data within 500 milliseconds.
Intensity Gradient Auto-Scaling
Given new sample count ranges enter the system When the heatmap adjusts intensity scaling Then the color gradient dynamically rescales to reflect the current min and max congestion values without manual intervention.
Smooth Transition Rendering
Given a change in sample density zones When the heatmap updates Then color transitions occur smoothly without abrupt jumps or flickers, completing within 300 milliseconds.
Multi-Resolution Display Support
Given displays of various resolutions (e.g., 1080p, 4K, tablet screens) When rendering the heatmap Then the overlay maintains clarity and scales appropriately without distortion or pixelation across all tested resolutions.
Congestion Alert System
"As a lab manager, I want to receive alerts when sample congestion exceeds safe limits so that I can take corrective action proactively."
Description

Implement a threshold-based alerting subsystem that monitors sample density per zone and triggers notifications (onscreen, email, or push) when congestion exceeds configurable limits. Provide zone-specific thresholds, alert suppression windows, and escalation workflows to ensure timely corrective action.

Acceptance Criteria
Threshold Exceeded Notification
Given the sample density in Zone A exceeds the configured threshold of X samples per square meter, When the system detects this condition, Then an onscreen alert, email, and push notification are sent to the assigned lab manager within 30 seconds.
Configurable Threshold Setting
Given the lab manager accesses the congestion settings panel, When they modify the threshold value for Zone B and save changes, Then the new threshold is applied immediately and stored persistently in the settings database.
Alert Suppression Window
Given a congestion alert has been triggered in Zone C, When the suppression window of 15 minutes is active, Then no subsequent alerts for the same zone are generated during this interval.
Escalation Workflow Trigger
Given an initial alert in Zone D remains unacknowledged for 10 minutes, When the escalation threshold time is reached, Then a secondary alert is escalated to the department head via email and push notification.
Zone-Specific Threshold Application
Given thresholds are set differently for each zone, When congestion is evaluated, Then the system applies the correct threshold per zone and triggers alerts based on those zone-specific values.
Historical Data Overlay
"As a researcher, I want to overlay last week's heatmap so that I can analyze trends and plan resource allocation."
Description

Allow users to overlay historical heatmap data on the current view, compare different time periods, and use an interactive time slider to scrub through past sample movement patterns. Optimize data retrieval and visualization to maintain performance when displaying large historical datasets.

Acceptance Criteria
Overlay Historical Heatmap Data
Given the user has accessed the Real-Time FlowHeatmap feature and selected the historical overlay option for a specified date range, when they apply the overlay, then the heatmap displays both current and historical sample congestion data with distinct color gradients for each timeframe without obscuring underlying map details.
Compare Historical Time Periods
Given the user has two distinct historical time periods selected, when they toggle the comparison view, then both heatmaps are displayed side-by-side or as overlapping layers with a legend indicating time periods and accurate sample movement patterns for each period.
Interactive Time Slider Functionality
Given the user interacts with the time slider control, when they scrub to a specific timestamp within the historical dataset, then the heatmap updates instantly to reflect sample congestion at that exact moment within a maximum latency of 300ms.
Performance with Large Historical Datasets
Given the user applies the historical overlay to a dataset exceeding 100,000 sample movement records, when the view is rendered, then the system retrieves, processes, and displays the data within 2 seconds without UI freezing or degradation.
User Preference Persistence
Given the user has configured historical overlay settings (time ranges, color schemes), when they close and reopen the application or return to the flow heatmap feature, then their previous settings are restored and reapplied automatically.
Customization & Filtering
"As a lab assistant, I want to filter the heatmap by sample type so that I can focus on specific workflows."
Description

Enable users to filter the heatmap by sample type, project, date/time range, and other metadata. Provide customization options for color schemes, intensity scales, and the ability to save and load filter presets tied to user profiles for quick access.

Acceptance Criteria
Filter by Sample Type
Given a user selects one or more sample types in the filter panel, When the filter is applied, Then the heatmap displays only the selected sample types and updates the legend to reflect their color mapping.
Filter by Project and Date/Time Range
Given a user defines a specific project and date/time range in the filter settings, When the user applies the filters, Then the heatmap shows only samples associated with the chosen project captured within the specified timeframe.
Customize Color Scheme
Given a user opens the customization settings and selects a predefined or custom color scheme, When the user applies the new scheme, Then the heatmap’s colors update immediately and persist until changed again.
Adjust Intensity Scale
Given a user adjusts the intensity scale threshold in the customization panel, When the new threshold is set, Then the heatmap recalibrates its density representation to reflect the updated scale.
Save and Load Filter Presets
Given a user configures multiple filters and customization settings, When the user saves the configuration as a preset tied to their profile, Then the preset appears in their saved list and, when loaded, re-applies all filters and settings to the heatmap.

Bottleneck Alerts

Set customizable threshold triggers to receive instant notifications when sample queues exceed defined limits. Bottleneck Alerts proactively inform users of emerging delays, allowing timely intervention to redistribute workload and maintain optimal throughput.

Requirements

Threshold Configuration Interface
"As a Lab Manager, I want to define maximum sample queue lengths for each processing stage so that I can be alerted before delays impact throughput."
Description

Provide a user-friendly interface within the Samplely dashboard that allows lab managers and research assistants to define and customize numeric threshold limits for sample queues at each processing stage, including options for minimum, maximum, and conditional triggers. The interface should support dropdowns, sliders, and manual input fields, validate inputs in real time, and save configurations per lab or project context.

Acceptance Criteria
Threshold Entry Synchronization
Given the user adjusts the max threshold slider, the numeric input field updates immediately to the same value and vice versa
Input Validation on Threshold Values
Given the user enters a value outside the allowed range, an inline error message is displayed and the Save button is disabled; when a valid value is entered, the error is cleared and Save is enabled
Saving and Loading Threshold Configurations
Given the user saves the threshold configuration, on page reload or when switching labs the saved values populate all sliders and input fields correctly
Conditional Trigger Definition
Given the user selects a conditional trigger option, the related fields appear dynamically and upon saving the specified conditions are persisted and shown in the configuration list
Interface Accessibility Compliance
Given the user navigates using only a keyboard or screen reader, all controls (dropdowns, sliders, inputs) receive focus in order and announce ARIA labels correctly
Real-Time Queue Monitoring
"As a Research Assistant, I want the system to monitor sample queues in real time so that I know immediately when processing stages are overloaded."
Description

Continuously track and display the number of samples in each workflow stage in real time, comparing current counts against configured thresholds. The monitoring engine should push updates to the dashboard every few seconds, maintain a short history buffer, and expose an API endpoint for integration with external analytics tools.

Acceptance Criteria
Real-Time Queue Display Update
Given the monitoring engine is running When a new sample enters Stage A Then the dashboard count for Stage A updates within 5 seconds and reflects the increased count
Threshold Trigger Notification
Given a configured threshold of 50 samples for Stage B When the number of samples in Stage B reaches 51 Then the user receives an alert notification within 2 seconds stating that the threshold has been exceeded
Short History Buffer Maintenance
Given the system retains a 1-hour history buffer with 5-second intervals When the user requests the sample count history Then the API returns 720 data points sorted by timestamp
API Endpoint Data Accuracy
Given the API endpoint /queue-status is called with valid authentication When the request is made Then the response includes current sample counts for all stages matching the dashboard values and timestamped within the last 5 seconds
Low Latency Under High Load
Given 100 simultaneous queue updates per second When the monitoring engine processes updates Then the dashboard and API reflect changes with a latency of no more than 5 seconds and zero dropped updates
Instant Notification Dispatch
"As a Lab Manager, I want to receive immediate notifications when sample queues exceed set limits so that I can redistribute workload promptly."
Description

Automatically send immediate alerts when any sample queue exceeds its defined threshold via multiple channels, including in-app notifications, email, and SMS. Notifications must contain key details such as queue name, current count, threshold value, timestamp, and a direct link to the relevant dashboard view.

Acceptance Criteria
Threshold Breach via In-App Alert
Given a sample queue exceeds its defined threshold, when the breach is detected, then an in-app notification is generated within 5 seconds containing the queue name, current count, threshold value, timestamp, and a direct link to the relevant dashboard view.
Threshold Breach via Email Notification
Given a sample queue exceeds its defined threshold, when the breach is detected, then an email notification is sent within 1 minute to all subscribed users containing the queue name, current count, threshold value, timestamp, and a direct link to the relevant dashboard view.
Threshold Breach via SMS Notification
Given a sample queue exceeds its defined threshold, when the breach is detected, then an SMS notification is delivered within 1 minute to all subscribed users containing the queue name, current count, threshold value, timestamp, and a direct link to the relevant dashboard view.
Detailed Notification Content Verification
Given a notification is dispatched through any channel, when the notification is received, then it includes accurate queue name, current count, threshold value, timestamp formatted as YYYY-MM-DD HH:MM:SS, and a clickable link that directs to the exact queue view in the dashboard.
Direct Dashboard Link Accessibility
Given a user clicks the notification link, when the link is accessed, then the user is navigated directly to the corresponding queue’s detailed dashboard view without additional authentication prompts and the queue context is highlighted.
Alert Management Dashboard
"As a Lab Manager, I want to view and manage all bottleneck alerts in one dashboard so that I can prioritize and track responses efficiently."
Description

Implement a centralized dashboard that lists all active, acknowledged, and resolved bottleneck alerts. The dashboard should offer filtering and sorting by queue name, status, date, and priority, as well as controls for acknowledging, dismissing, and exporting alert logs for audit purposes.

Acceptance Criteria
Filter Alerts by Queue Name
Given multiple alerts of different queues are displayed on the Alert Management Dashboard When the user selects a specific queue from the queue name filter Then only alerts associated with the selected queue are shown and alerts from other queues are hidden.
Sort Alerts by Date
Given the dashboard displays a list of alerts with varying dates When the user clicks on the 'Date' column header Then the alerts are reordered in ascending order on the first click and descending order on the second click based on their timestamp.
Acknowledge Alert
Given an active alert is visible in the 'Active Alerts' section When the user clicks the 'Acknowledge' button for that alert Then the alert's status updates to 'Acknowledged', the acknowledgment timestamp is recorded, and the alert appears in the 'Acknowledged Alerts' section.
Dismiss Resolved Alert
Given an alert is in the 'Resolved Alerts' section When the user clicks the 'Dismiss' button for that alert Then the alert is removed from the dashboard view and its record is marked as dismissed in the alert logs.
Export Alert Logs
Given the user has applied filters for date range, queue name, and status on the dashboard When the user clicks the 'Export Logs' button Then a CSV file containing all displayed alert records with correct fields (alert ID, queue name, status, priority, timestamp, acknowledgment timestamp, resolution status) is generated and the download starts automatically.
Escalation Policy Support
"As a Lab Manager, I want unaddressed alerts to escalate to senior staff after a set time so that bottlenecks are resolved even if I'm unavailable."
Description

Allow users to configure escalation rules that automatically forward unacknowledged alerts to higher-level roles or additional contacts after a specified timeout period. The system should support multi-level escalation chains, customizable timeout intervals, and distinct notification templates per escalation step.

Acceptance Criteria
Initial Alert Escalation
Given an active alert that remains unacknowledged for the specified timeout, when the timeout elapses, then the system automatically forwards the alert to the next-level contact.
Multi-Level Escalation Chain Processing
Given a three-tier escalation chain configured, when an alert is not acknowledged within each tier’s timeout, then the system escalates sequentially through Tier 1, Tier 2, and Tier 3 in order.
Custom Timeout Interval Enforcement
Given an escalation rule with a custom timeout interval set by the user, when the rule is activated, then subsequent escalations occur precisely after the configured timeout period ±1 minute.
Distinct Notification Template Usage
Given unique notification templates assigned to each escalation step, when an alert escalates to a higher tier, then the system sends the specific template defined for that tier.
Escalation Rule Configuration Validation
Given an escalation rule created with multiple levels, timeout values, and contacts, when the user views the saved rule, then all levels, intervals, and recipients match the user’s configuration.

Throughput Trends

Track key performance metrics over selectable timeframes and visualize them in intuitive charts and graphs. Throughput Trends helps users analyze sample processing rates, identify recurring slowdowns, and measure the impact of operational changes on overall lab efficiency.

Requirements

Dynamic Timeframe Selection
"As a lab manager, I want to select custom and preset timeframes so that I can analyze throughput trends over periods that matter to my operations."
Description

Users can choose custom date ranges or preset intervals (e.g., daily, weekly, monthly) to query throughput trends. This feature integrates with the dashboard, enabling data granularity adjustments and ensuring targeted analysis of sample processing rates over relevant periods.

Acceptance Criteria
Custom Date Range Selection
Given the user opens the timeframe selector and selects a valid start date and end date within available data, when they click Apply, then the throughput trends charts and graphs update to display data only for the selected date range.
Preset Interval Selection
Given the user selects a preset interval (daily, weekly, or monthly) from the timeframe selector, when they confirm the selection, then the dashboard displays throughput trends aggregated correctly for that interval over the appropriate past period.
Invalid Date Range Input
Given the user enters a date range outside the system’s stored data limits, when they attempt to apply the selection, then the system shows a clear “No data available for selected range” message and does not update the charts.
Start Date After End Date Handling
Given the user selects a start date that is later than the end date, when they click Apply, then an inline validation error “Start date must be before end date” is displayed and the selection is not applied until corrected.
Selection Persistence After Refresh
Given the user has applied a custom or preset timeframe, when they refresh the dashboard or log out and back in, then the previously selected timeframe remains applied and the throughput trends reflect that timeframe without needing re-selection.
Metric Filter and Segmentation
"As a research assistant, I want to filter throughput trends by sample type so that I can identify which samples may be causing bottlenecks."
Description

Allow users to filter throughput data by sample type, processing stage, or operator, segmenting results to identify specific areas of performance. This filter integrates with chart rendering and data sources to provide focused insights.

Acceptance Criteria
Filter by Sample Type
Given the user selects a specific sample type in the Metric Filter panel When the throughput chart reloads Then only data points corresponding to the selected sample type are displayed and all other sample types are excluded
Filter by Processing Stage
Given the user chooses a processing stage in the filter menu When they apply the filter Then the chart updates to show throughput metrics only for samples at that processing stage and the legend accurately reflects the stage name
Filter by Operator
Given the user filters by a lab operator When the filter is applied Then the trend graph displays only the processing events performed by that operator and the data count matches the operator’s activity log
Combined Filters for Segmentation
Given the user selects multiple filter criteria (sample type, stage, operator) When they apply combined filters Then the chart displays only the data that meets all selected conditions and the UI shows each active filter tag
Persistence of Filter Settings
Given the user sets specific filters for sample type and operator When they navigate away and return to the Throughput Trends page Then their previous filter selections are retained and automatically applied to the chart
Customizable Chart Visualization
"As a lab manager, I want to choose different chart types and customize their appearance so that I can present throughput data effectively in reports."
Description

Offer multiple chart types (line, bar, area) and customization options (colors, axis labels, annotations) for visualizing throughput data. Charts update dynamically based on selected metrics and filters, ensuring clarity and adaptability to various analysis needs.

Acceptance Criteria
Chart Type Selection
Given a user is on the Throughput Trends page with sample processing data loaded, When the user selects 'Line' from the chart type dropdown, Then the chart renders as a line chart plotting sample throughput over time. Given the user then selects 'Bar', Then the chart updates to a bar chart with correctly scaled bars representing throughput per time interval. Given the user selects 'Area', Then the chart updates to an area chart with filled areas under the throughput curve and correct axis labeling.
Dynamic Data Filtering
Given a user applies a date range filter, When the filter is confirmed, Then the chart updates to reflect only the throughput data within the selected date range. Given a user selects or deselects specific sample types from the filter panel, Then the chart dynamically updates to include or exclude those data series accordingly without requiring a page reload.
Color Customization
Given a user accesses the color palette settings, When the user selects a custom color for a data series, Then the selected series updates to the new color immediately. Given a user resets to default palette, When reset is confirmed, Then all series revert to the default color scheme.
Axis Label Configuration
Given a user clicks the x-axis label settings, When the user edits the axis title text and confirms, Then the chart x-axis label updates to the new text. Given a user toggles axis label visibility, When the toggle is turned off, Then the corresponding axis label is hidden from the chart.
Annotation Feature
Given a user adds an annotation at a specific datapoint with a custom note, When the annotation is saved, Then the note icon appears on the chart at the correct datapoint and the note text displays on hover. Given a user edits or deletes an existing annotation, When changes are saved or deletion is confirmed, Then the annotation updates or is removed accordingly from the chart.
Threshold-Based Alerts
"As a lab manager, I want to receive alerts when throughput drops below target levels so that I can investigate and address issues promptly."
Description

Enable users to set threshold values for throughput metrics and receive alerts when actual performance falls below or exceeds these thresholds. Alerts are delivered via dashboard notifications and email, facilitating proactive response to workflow issues.

Acceptance Criteria
Low Throughput Threshold Breach Alert
Given a user has set a low throughput threshold of 100 samples/hour, When actual throughput falls below 100 samples/hour for two consecutive hours, Then a dashboard notification is displayed and an email alert is sent to the user.
High Throughput Threshold Exceedance Alert
Given a user has configured a high throughput threshold of 500 samples/hour, When actual throughput exceeds 500 samples/hour for one hour, Then a dashboard notification is displayed and an email alert is sent to the user.
Threshold Configuration Modification
Given existing throughput thresholds are in place, When the user updates the threshold values via the settings form and clicks Save, Then the new thresholds are persisted, displayed in the UI, and used for subsequent alert evaluations.
Alert Dismissal and Acknowledgment Workflow
Given an active threshold alert appears on the dashboard, When the user clicks Dismiss on the alert, Then the alert is removed from the notification center and an acknowledgment record with timestamp is logged.
Monthly Alert Summary Email Delivery
Given a user has opted into monthly alert summaries, When the first day of each month arrives, Then the system sends an email containing the previous month's threshold alert history to the user.
Exportable Reports and Data
"As a research assistant, I want to export throughput trend data and charts so that I can share them with stakeholders and include them in audit documentation."
Description

Provide export functionality for throughput charts and raw data in formats like CSV, PDF, and image, enabling offline analysis and sharing. Exports automatically reflect current filters and selections for consistency.

Acceptance Criteria
Exporting Throughput Data as CSV
Given a user has applied date range and sample type filters on the Throughput Trends page, when they click 'Export CSV', then a CSV file downloads containing all raw data rows matching the active filters, formatted with column headers and UTF-8 encoding.
Generating a PDF Report of Throughput Charts
Given a user is viewing a throughput line chart with selected metrics and date range, when they select 'Export PDF', then a PDF document generates containing the rendered chart at high resolution, including chart title, legend, axis labels, and applied filter details in the header.
Downloading Chart as PNG Image
Given a user has customized a bar chart visualization on Throughput Trends, when they choose 'Download Image (PNG)', then the system downloads a PNG file of the chart scaled to 1200x800 pixels, preserving color scheme and font clarity.
Ensuring Export Consistency with Active Filters
Rule: All export formats (CSV, PDF, PNG) must include only data and visuals that reflect the current filter selections (such as date range, sample type, and lab location).
Handling Large Data Exports Without Timeout
Rule: When exporting datasets exceeding 10,000 rows, the system must process the export asynchronously, display a progress indicator, and provide the download link via notification or email within 2 minutes of request submission.

Smart Workflow Recommendations

Leverage AI-driven insights to suggest targeted adjustments—such as reassigning tasks, reorganizing sample routes, or modifying station priorities—to alleviate congestion. Smart Workflow Recommendations reduce trial and error by offering data-backed strategies for smoother sample flow.

Requirements

AI Model Integration
"As a lab manager, I want the system to analyze sample flow data using AI models so that I receive targeted workflow recommendations to reduce congestion and optimize throughput."
Description

Integrate a machine learning service that continuously analyzes sample movement data, station load, and historical throughput to generate actionable workflow recommendations. The integration must support data ingestion from the Samplely database in real time, ensure model retraining with updated datasets, and provide an interface for monitoring model performance and accuracy. Expected outcomes include improved sample throughput, reduced bottlenecks, and data-backed decision support embedded within the Samplely ecosystem.

Acceptance Criteria
Real-Time Data Ingestion
Given sample movement events in the Samplely database, when new events occur, then the ML service ingests and processes data within 5 seconds of event generation.
Automated Model Retraining
Given daily cumulative data exceeds the retraining threshold, when 24 hours elapse or new data threshold is met, then the system automatically triggers model retraining and logs the start and completion times.
Workflow Recommendation Generation
Given current station load and historical throughput data, when the user requests recommendations, then the system generates at least three distinct workflow adjustment suggestions within 2 seconds, each with confidence scores.
Model Performance Monitoring UI
Given the ML service is operational, when the user accesses the monitoring interface, then performance metrics (accuracy, latency, and data freshness) are displayed and updated every minute without page reload.
Dashboard-Embedded Recommendations
Given generated recommendations, when the user views a sample's detail page, then the top recommendation is shown in the dashboard with an 'Apply' button that, when clicked, applies the suggested adjustment to the workflow configuration.
Real-Time Data Stream
"As a research assistant, I want live updates on sample locations and station backlogs so that the AI engine has the freshest data to generate reliable workflow suggestions."
Description

Implement a real-time data pipeline that captures barcode scans, station statuses, queue lengths, and processing times from all lab instruments and workstations. The stream should feed both the AI engine and the user interface, ensuring up-to-the-second visibility into sample movements. This component must be scalable, fault-tolerant, and support data buffering to prevent loss during network interruptions. Its integration is critical for delivering timely, accurate recommendations.

Acceptance Criteria
Barcode Scan Capture
Given a sample barcode is scanned at any instrument, When the scan event occurs, Then the real-time pipeline must ingest and persist the event within 2 seconds, and include the sample ID, timestamp, location, and operator ID in the data payload.
Station Status Monitoring
Given a station status changes (idle, busy, error), When the status transition occurs, Then the change must be reflected in the data stream within 5 seconds with station ID, status code, and timestamp, handling up to 100 updates per second without loss.
Queue Length Reporting
Given samples are added to or removed from a processing queue, When any change occurs, Then the system must update the queue length in the stream within 3 seconds, maintaining accuracy within ±1 sample and supporting at least 1,000 updates per minute.
Processing Time Tracking
Given a sample completes its processing at a workstation, When the end-of-process event is emitted, Then the pipeline must calculate and transmit the processing duration (end time minus start time) within 2 seconds, with a maximum timing discrepancy of 1 second.
Network Interruption Resilience
Given a network interruption occurs, When connectivity is lost, Then the system must buffer up to 10,000 events locally and, upon reconnection, transmit all buffered events in chronological order within 1 minute, without data loss or duplication.
Recommendation Dashboard
"As a lab manager, I want a clear, actionable dashboard of workflow suggestions so that I can quickly understand and implement adjustments to smooth sample flow."
Description

Design and build an interactive dashboard within the Samplely UI that displays AI-driven workflow recommendations, including suggestions for task reassignments, sample route adjustments, and station priority changes. The dashboard should present recommendations as ranked action items, allow users to drill down into underlying data, and support one-click application of selected suggestions. This feature enhances user adoption by making insights clear, actionable, and seamlessly integrated.

Acceptance Criteria
Viewing Ranked Recommendations
Given the user accesses the Recommendation Dashboard When the AI has generated recommendations Then the dashboard displays a list of suggestions ordered by priority, with each item showing a title, priority score, and brief summary
Drilling Down into Recommendation Details
Given the user selects a recommendation When the details panel opens Then it displays underlying metrics, data visualizations, and a rationale explaining why the suggestion was generated
One-Click Application of Recommendation
Given the user reviews a recommendation When they click the 'Apply' button Then the system applies changes (task reassignments, route updates, station priority adjustments) automatically and displays a success notification
Real-Time Update of Recommendations
Given workflow data changes When the user refreshes the dashboard or after a defined interval Then the recommendations list updates within 10 seconds with the latest suggestions and updated ranking
Performance under Load
Given up to 10,000 active samples and 50 concurrent users When users access and interact with the Recommendation Dashboard Then the dashboard loads in under 3 seconds and response times for drilling down or applying suggestions remain under 2 seconds
Threshold-Based Alerts
"As a lab manager, I want to receive alerts when sample queues exceed defined limits so that I can take corrective action guided by AI recommendations before delays escalate."
Description

Enable users to define custom thresholds for key metrics such as queue length, station idle time, or sample wait time. When thresholds are exceeded, the system should trigger alerts and highlight related AI recommendations. The feature must support email, in-app notifications, and SMS delivery, and integrate with existing alert preferences. This empowers users to proactively address emerging bottlenecks before they impact throughput.

Acceptance Criteria
Defining Custom Threshold Values
Given a logged-in user navigates to the Alert Settings page When the user defines thresholds for queue length, station idle time, and sample wait time Then the system saves each threshold and displays a confirmation message indicating successful configuration ensuring values persist upon page reload.
Triggering Alerts When Thresholds Exceeded
Given pre-configured thresholds are set When any metric (queue length, station idle time, sample wait time) exceeds its threshold Then the system generates an alert entry in the Alerts dashboard with timestamp, metric name, actual value, and threshold value.
Delivering Alerts via Multiple Channels
Given an alert is generated When the user has enabled email, in-app, and SMS notifications in their alert preferences Then the system sends the alert through all enabled channels within 60 seconds of threshold breach.
Associating Alerts with AI Recommendations
Given an alert entry is displayed When the user views the alert details Then related AI-driven workflow recommendations are highlighted and linked, showing at least one suggested action relevant to the exceeded metric.
Managing Alert Preferences Integration
Given a user updates their global alert preferences to disable SMS notifications When an alert is next triggered Then the system only sends notifications via the remaining enabled channels (email and in-app) and does not send an SMS.
Task Reassignment Workflow
"As a research assistant, I want to reassign sample processing tasks directly from AI suggestions so that work is balanced across the team and bottlenecks are alleviated quickly."
Description

Develop a workflow module that allows users to reassign tasks—such as sample processing or verification—to different personnel or stations based on AI suggestions. The module should display current workloads, recommended reassignments, and anticipated impact on throughput. It must handle task handoffs, update responsibilities in real time, and log changes for audit compliance. This streamlines operational adjustments and ensures accountability.

Acceptance Criteria
Peak Hour AI Suggestion Review
Given the Lab Manager launches the Task Reassignment module during peak hours When AI suggestions load Then recommendations are displayed sorted by projected throughput improvement and action buttons are enabled
Manual Task Handoff Confirmation
Given a Research Assistant selects a recommended task reassignment When they confirm the change Then the task’s Assigned To field updates in real time, the task is removed from the original assignee’s queue and added to the new assignee’s queue, and a timestamped audit log entry is created
Workload and Impact Visualization
Given the Task Reassignment module is opened When current workloads and AI-predicted throughput impacts are calculated Then a real-time chart displays user workload percentages, predicted throughput change percentages, and the entire visualization renders within 2 seconds
Audit Log Accessibility
Given an Audit Compliance Officer accesses the audit section When requested Then the system lists all task reassignment entries with date, time, original assignee, new assignee, and user who made the change, and allows export to CSV
Real-Time Dashboard Synchronization
Given a task is reassigned by User A When the reassignment is confirmed Then User B’s dashboard updates within 1 second to show the new task assignment and both users receive in-app notifications
Station Priority Customization
"As a lab manager, I want to set priority levels for specific stations so that the AI engine aligns recommendations with the lab’s most urgent or high-value workflows."
Description

Provide a configuration interface where users can assign or adjust priority levels for individual stations or workflows, reflecting critical experiments or equipment availability. The system should incorporate these priorities into the AI recommendation logic, balancing lab objectives with throughput efficiency. Configurations must be saved as profiles, supporting quick context switches between different lab activities or projects.

Acceptance Criteria
Assigning Priority Levels to Stations
Given a user is on the Station Priority Customization interface When the user sets a priority level for a station Then the system saves the level and displays it in the priority list
Saving and Loading Priority Profiles
Given a user has configured multiple station priorities When the user saves the configuration as a profile Then the profile is listed under saved profiles and can be loaded later preserving all priority settings
Applying Priority Levels to AI Recommendations
Given a profile with custom station priorities exists When the AI generates workflow recommendations Then the recommendations reflect station priorities by favoring higher-priority stations in task allocation
Switching Profiles Between Lab Activities
Given multiple saved profiles for different experiments When the user switches to a specific profile Then the system applies the corresponding station priorities and updates AI recommendations accordingly
Editing and Deleting Priority Profiles
Given a user views saved profiles When the user edits or deletes a profile Then the system updates the profile list and confirms the changes or removal

Scenario Simulator

Run ‘what-if’ simulations by adjusting parameters like staffing levels, station capacities, or sample volumes to predict their impact on workflow efficiency. Scenario Simulator empowers lab managers to plan process improvements confidently and avoid unintended delays before implementation.

Requirements

Parameter Configuration Interface
"As a lab manager, I want to easily configure various simulation parameters in a graphical interface so that I can model different workflow scenarios without technical barriers."
Description

The Parameter Configuration Interface provides lab managers with an intuitive graphical interface to define and adjust key simulation parameters such as staffing levels, station processing capacities, sample arrival rates, and priority rules. It integrates directly with Samplely's existing dashboard, enabling real-time validation of parameter inputs, preset management for commonly used configurations, and user-friendly controls like sliders, dropdown menus, and input fields. This interface ensures that users can quickly and accurately set up diverse 'what-if' scenarios, fostering informed decision-making and reducing configuration errors before running simulations.

Acceptance Criteria
Staffing Level Adjustment
Given the lab manager accesses the Parameter Configuration Interface, when the staffing level slider is adjusted to a specific value, then the corresponding input field displays the same value, the slider restricts values to the defined integer range, and a green validation indicator appears.
Station Processing Capacity Setting
Given the lab manager selects a station capacity dropdown, when a capacity option is chosen, then the interface updates the simulation parameter in real time, displays a confirmation message, and disables invalid options outside the allowable range.
Sample Arrival Rate Entry
Given the lab manager enters a numeric arrival rate in the input field, when the value is within the permitted decimal range, then the field accepts it, real-time validation shows success, and an error state appears for out-of-range values.
Priority Rules Configuration
Given the lab manager opens priority rules settings, when a rule is selected via checkbox or dropdown, then the chosen rule is applied to the simulation parameters immediately and displayed in the summary panel.
Preset Parameter Management
Given the lab manager chooses to save a parameter set as a preset, when a name is entered and the save button clicked, then the preset appears in the preset list, can be selected for future use, and duplicate names are prevented with an error message.
Simulation Engine Core
"As a lab manager, I want to run high-fidelity simulations on demand so that I can forecast the impact of potential changes on my lab’s operations before implementation."
Description

The Simulation Engine Core processes defined scenarios using discrete-event modeling to predict workflow metrics such as processing times, queue lengths, and resource utilization. It leverages current laboratory configurations, historical data, and defined parameters to run simulations efficiently, delivering detailed outputs on projected performance under varying conditions. The engine includes validation checks, parallel execution capabilities, and supports scaling to large sample volumes, ensuring accurate and timely insights for decision-making.

Acceptance Criteria
Processing Time Prediction Accuracy
Given the engine is provided with historical sample processing data and current process configurations, when a simulation is executed, then the predicted average processing time per sample shall be within ±5% of the actual historical average for identical process parameters.
Queue Length Estimation Under Peak Load
Given a defined peak load scenario based on measured arrival rates, when the simulation completes, then the maximum queue length at each station shall be within ±10% of the queue length observed in the historical data for the same load.
Resource Utilization Reporting
Given a simulation run with multiple resource types, when the simulation finishes, then the generated resource utilization report shall list each resource’s utilization percentage accurate to within ±3% of benchmark data and include start and end timestamps of busy periods.
Parallel Execution Performance
Given multiple scenarios are submitted simultaneously to the engine, when executed in parallel on a multi-core environment, then total processing time shall be reduced by at least 60% compared to sequential execution for up to 10 concurrent simulations, without errors or data inconsistency.
Large Volume Scaling
Given a simulation scenario with at least 100,000 samples, when the engine processes the scenario, then the simulation completes within 5 minutes and consumes no more than 4GB of memory, without errors.
Invalid Parameter Validation
Given a scenario with missing or out-of-range parameters, when the simulation engine is invoked, then it shall reject the input and return a descriptive error message indicating the invalid parameter and its acceptable range.
Result Visualization Dashboard
"As a lab manager, I want to view simulation results with clear visualizations so that I can easily identify potential bottlenecks and optimize the workflow."
Description

The Result Visualization Dashboard presents simulation outputs through interactive charts, Gantt timelines, heat maps, and key performance indicator (KPI) summaries. Users can filter by time intervals, stations, and sample types, zoom into bottlenecks, and annotate critical points. The dashboard seamlessly integrates within Samplely’s platform, allowing real-time toggling between live and simulated views. This visualization layer transforms raw simulation data into actionable insights, enabling lab managers to quickly identify inefficiencies and opportunities for improvement.

Acceptance Criteria
Filtering Simulation Outputs by Station and Sample Type
Given a user has run a simulation, When they select one or more stations and sample types from the filter panel, Then the dashboard updates to display only the interactive charts, timelines, and KPIs relevant to those selections within 2 seconds.
Toggling Between Live and Simulated Dashboard Views
Given the user is on the Result Visualization Dashboard, When they switch the view mode toggle from 'Live' to 'Simulated' (or vice versa), Then all dashboard components refresh to show either live data or simulation results without page reload.
Annotating and Saving Critical Points on Timelines
Given a user identifies a critical point on the Gantt timeline, When they add an annotation with text and timestamp, Then the annotation appears inline on the timeline and is persisted so it remains visible on page refresh or subsequent visits.
Zooming into Gantt Chart Bottlenecks
Given a user views the Gantt chart, When they use the zoom controls to focus on a specific time window, Then the chart scales accordingly and highlights any station bottlenecks within the selected timeframe.
Exporting KPI Summaries for a Defined Time Interval
Given the user has filtered the dashboard by a custom date range, When they click 'Export KPI Summary', Then a CSV file downloads containing all KPI metrics (e.g., throughput, wait times, utilization) for the specified interval.
Scenario Comparison Tool
"As a lab manager, I want to compare different simulation scenarios side-by-side so that I can select the optimal process configuration for my lab."
Description

The Scenario Comparison Tool allows users to view and contrast multiple simulation results side-by-side. It highlights differences in metrics such as throughput, wait times, resource utilization, and turnaround times. Users can select scenarios to compare, toggle specific KPIs, and generate differential reports. This capability empowers lab managers to evaluate trade-offs between various staffing or capacity configurations, ensuring they choose the most effective improvements.

Acceptance Criteria
Scenario Selection
Given the user has generated at least two simulation scenarios, when the user opens the comparison tool, then the user can select any two scenarios from the list for side-by-side comparison.
KPI Toggling
Given two scenarios are selected, when the user toggles specific KPI checkboxes (e.g., throughput, wait times, resource utilization, turnaround times), then only the selected KPIs are displayed in the comparison view.
Metric Difference Highlighting
Given KPIs are displayed for two scenarios, when there is a numerical difference between the scenarios for a KPI, then the system highlights positive differences in green and negative differences in red.
Differential Report Generation
Given two scenarios are selected, when the user clicks 'Generate Report', then the system exports a downloadable PDF summarizing the side-by-side KPIs, highlighting differences, and including scenario names and timestamps.
Comparison View Performance
Given two scenarios with up to 100 data points each, when the user requests comparison, then the comparison view loads within 2 seconds and displays all selected KPIs without lag.
Export & Sharing Capability
"As a lab manager, I want to export and share simulation reports so that I can present findings and support decision-making with my team and auditors."
Description

The Export & Sharing Capability enables users to generate and download comprehensive simulation reports in formats like PDF, CSV, and Excel, including detailed charts and scenario configurations. It also supports creating shareable links and integrations with email or collaboration tools to distribute findings to stakeholders. This feature ensures that simulation insights can be easily communicated, archived for compliance audits, and incorporated into broader project documentation.

Acceptance Criteria
PDF Report Generation
Given a completed simulation is displayed in the Scenario Simulator When the user selects “Export” and chooses “PDF” format Then the system generates a PDF report including simulation name, date, scenario parameters, detailed tables, and charts And the user is prompted to download a file named “Samplely_Simulation_<SimulationName>_<Timestamp>.pdf”
CSV/Excel Report Generation
Given a completed simulation is displayed in the Scenario Simulator When the user selects “Export” and chooses “CSV” or “Excel” format Then the system generates the respective file containing raw simulation data rows, scenario parameters, and column headers And the user is prompted to download a file named “Samplely_Simulation_<SimulationName>_<Timestamp>.csv” or “.xlsx”
Shareable Link Creation
Given a completed simulation is displayed in the Scenario Simulator When the user clicks “Share” and selects “Generate Link” Then the system creates a unique, time-limited URL granting read-only access to the simulation report And the link is automatically copied to the user’s clipboard and set to expire after 30 days
Email Report Sharing
Given a completed simulation is displayed in the Scenario Simulator When the user clicks “Share via Email”, enters one or more valid recipient email addresses, optional subject and message, and clicks “Send” Then the system emails the report in the chosen format as an attachment and includes the shareable link in the email body And the system logs the email addresses, timestamp, and delivery status for audit purposes
Archive for Compliance Audits
Given a completed simulation is displayed in the Scenario Simulator When the user selects “Archive Report” and confirms the action Then the system stores the report file and associated metadata (user, date, format, simulation name) in the compliance archive section And the archived report is searchable by date, user, or simulation name via the audit interface

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Press Coverage

Imagined press coverage for this groundbreaking product concept.

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Samplely Revolutionizes Lab Efficiency with Global Launch of Its Intuitive Sample Tracking Platform

Imagined Press Article

Introduction Samplely, the pioneering cloud-native platform designed to provide small and mid-sized biomedical laboratories with instant, barcode-powered visibility over every sample’s movement, officially launches worldwide on August 1, 2025. Engineered to replace outdated spreadsheet-based workflows with real-time dashboards and interactive visual timelines, Samplely promises to slash sample reconciliation time, eliminate lost specimens, and simplify compliance audits—from initial scan to final archiving. Detailed Overview Designed for lab managers and research assistants alike, Samplely integrates seamlessly into existing lab environments. Users can scan barcodes on vials, tubes, and storage racks to record sample location changes, access heatmaps of usage frequency, and generate optimized retrieval paths in seconds. By centralizing all sample metadata in a unified dashboard, labs can monitor throughput trends, set custom zone alerts, and access audit-grade logs without installing complex software or managing intricate database schemas. Key Features at a Glance • QuickFinder: Instantly locate any sample using predictive search filters that suggest locations as you type, reducing search errors and wasted time. • PathGuide: Navigate your lab layout with step-by-step optimized retrieval instructions. • ZoneAlerts: Receive instant notifications if samples leave predefined storage zones, preventing misplacements. • UsageHeatmap: Visualize retrieval frequency to reorganize storage for maximum efficiency. User Impact and Workflow Gains Early adopters report up to an 80% reduction in reconciliation time and zero lost samples within the first 30 days of deployment. “Samplely transformed our day-to-day operations,” says Inventory Ivy, Inventory Coordinator at BioNova Research Institute. “We no longer waste hours searching for misplaced specimens, and compliance audits are completed in minutes rather than days.” Research assistants echo this sentiment: “Scanning samples and immediately seeing updates on the dashboard has freed me from manual logs and minimized human error,” adds Efficient Ethan, Senior Research Assistant at GeneX Labs. Technical Architecture and Security Samplely’s cloud-native infrastructure ensures high availability, while OfflineCache provides uninterrupted access to lab maps during network outages or maintenance windows. End-to-end encryption safeguards all barcode scans and audit trails, with role-based permissions managed by IT administrators. The platform supports integration with leading LIMS and ERP systems via secure APIs, allowing labs to maintain a single source of truth for sample histories and experimental data. Availability and Pricing Samplely will be available starting August 1, 2025, with flexible subscription tiers tailored to lab size and usage requirements. Pricing packages include base access, premium support, and enterprise integrations, ensuring labs can scale Samplely to meet evolving needs. Early enrollment incentives, including two months of free premium support and complimentary onboarding, are available for labs that register before September 1, 2025. Quote from Leadership “After countless conversations with lab professionals, we recognized the urgent need for a simple yet powerful sample tracking solution,” says Dr. Maya Patel, CEO of SampleLab Technologies. “Samplely was born out of our commitment to make sample management intuitive, reliable, and fully transparent. Today’s launch marks a significant milestone in empowering researchers to focus on science, not spreadsheets.” Conclusion and Next Steps With its global launch, Samplely is poised to set a new standard in sample tracking and lab management, helping research teams unlock efficiency gains, reduce compliance risk, and maintain complete visibility over every specimen. Labs interested in a demo or pilot program can sign up at www.samplely.com/demo. Join the growing community of labs adopting Samplely to redefine how science moves forward—one barcode scan at a time. Contact Information For media inquiries and further information, please contact: Emily Chen Director of Communications, SampleLab Technologies Email: press@samplely.com Phone: +1 (800) 555-1234 Website: www.samplely.com

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Samplely Introduces RiskRadar AI to Proactively Safeguard Sample Integrity and Compliance

Imagined Press Article

Introduction SampleLab Technologies today announced the release of RiskRadar, an AI-driven feature within Samplely that automatically scores and flags high-risk events or deviations in sample handling workflows. With RiskRadar, labs gain an intelligent compliance sentinel that prioritizes critical issues, alerts users to potential breaches early, and ensures audit readiness—minimizing manual oversight and enhancing regulatory confidence. Feature Deep Dive RiskRadar leverages advanced machine learning algorithms trained on millions of sample movement records to identify patterns that correlate with sample misplacement, temperature excursions, and workflow bottlenecks. The feature continuously analyzes barcode scan timestamps, location changes, and environmental sensor data to generate a dynamic risk score for each sample. When scores exceed predefined thresholds, the system issues prioritized alerts to relevant stakeholders, enabling proactive intervention. How RiskRadar Works • Data Ingestion: RiskRadar ingests time-stamped barcode scans, zone boundary entries/exits, temperature log records, and user signatures. • AI Analysis: Machine learning models evaluate deviations from normative workflows, detecting anomalies such as extended hold times, unauthorized zone transfers, or rapid temperature fluctuations. • Risk Scoring: Each event is assigned a risk score based on severity, frequency, and contextual factors. • Alerting and Reporting: High-risk events trigger instant notifications via dashboard pop-ups, email, or SMS, while summary reports highlight risk trends over time. Use Case: Compliance Assurance Quality Assurance Officer QA Olivia at MetroBio Labs implemented RiskRadar during a pilot phase and saw a 60% reduction in reportable incidents within two months. "RiskRadar surfaced subtle workflow issues—like repeated open-door events at our cryogenic storage stations—that we never would have caught in daily logs," Olivia explains. "By addressing these anomalies immediately, we maintained uninterrupted compliance with FDA and ISO standards." Integration and Flexibility RiskRadar integrates seamlessly with existing Samplely modules such as ZoneAlerts, EvidenceVault, and TimelineFlex. Labs can customize risk thresholds for specific sample types, freezer models, or experimental protocols. The feature also supports regulatory audit modes, consolidating flagged events and remediation actions into a single exportable compliance dossier. Leadership Commentary “Our mission has always been to reduce manual burdens and empower labs with data-driven insights,” said Dr. Naveen Reddy, CTO of SampleLab Technologies. “With RiskRadar, we’re elevating compliance from a retrospective task to a proactive discipline. Labs can now focus on advancing research rather than firefighting anomalies.” Customer Success and Testimonials Early adopters report that RiskRadar has become a central component of their quality programs. “I rely on RiskRadar to catch deviations before they impact experiments,” notes Principal Investigator Dr. Sarah Thompson at Genomic Horizons. “It has transformed our approach to risk management, and our audit preparation time has dropped by 50%.” Availability and Pricing RiskRadar is available immediately to all Samplely Enterprise subscribers at no additional cost for the first year. Following the introductory period, RiskRadar will be included in the premium compliance package. Samplely administrators can activate RiskRadar in the admin console and configure custom risk profiles within minutes. Conclusion As labs navigate increasingly stringent regulatory environments and complex sample workflows, RiskRadar offers a critical layer of intelligence and automation to ensure sample integrity and audit readiness. SampleLab Technologies invites labs to join an exclusive webinar on August 15, 2025, for a live demonstration of RiskRadar’s capabilities and best practices for implementation. Contact Information Media Relations: Jordan Lee Senior PR Manager, SampleLab Technologies Email: media@samplely.com Phone: +1 (800) 555-5678 Webinar Registration: www.samplely.com/riskradar-webinar

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Samplely Unveils Seamless LIMS and ERP Integration to Streamline Lab Operations

Imagined Press Article

Introduction SampleLab Technologies today announced a comprehensive integration suite that connects Samplely with leading Laboratory Information Management Systems (LIMS) and Enterprise Resource Planning (ERP) platforms. This new capability enables labs to synchronize sample metadata, experiment records, and inventory levels in real-time—eliminating redundant data entry, reducing errors, and accelerating end-to-end lab productivity. Integration Overview The Samplely Integration Suite offers pre-built connectors, RESTful APIs, and customizable data mapping tools that facilitate secure, bi-directional data flow between Samplely and external systems such as Thermo Fisher SampleManager LIMS, LabWare LIMS, SAP ERP, and Oracle Cloud ERP. With role-based access controls, encrypted data channels, and audit logs, labs can maintain end-to-end chain-of-custody across disparate platforms. Key Benefits • Unified Data View: Automatically import sample registration data, experiment protocols, and inventory transactions into Samplely dashboards. • Automated Workflows: Trigger barcode label printing, shipment notifications, and inventory restocking based on system events. • Error Reduction: Eliminate manual CSV uploads and transcription errors by leveraging real-time syncing. • Compliance Support: Capture system-to-system transactions in audit trails, ensuring full visibility for regulatory reviews. Technical Architecture At the core of the Integration Suite is the SampleSync engine, a lightweight middleware service hosted on AWS or on-premises. SampleSync handles authentication, data transformation, and event routing. IT administrators can configure custom workflows in the intuitive Integration Console, mapping fields and setting synchronization intervals. The engine supports OAuth2, SAML SSO, and certificate-based authentication to comply with enterprise security policies. Use Case: Accelerating Experimental Timelines At Precision Biologics, the Integration Suite reduced sample onboarding time by 70%. “Before integration, onboarding a single sample into our LIMS, ERP, and inventory systems took upwards of 15 minutes,” explains IT Administrator Mark Alvarez. “Now, all records are created simultaneously with a single scan. This efficiency gain has allowed our lab teams to focus more on analysis and less on admin tasks.” Quote from Partnerships Lead “We recognize that modern laboratories depend on a suite of specialized software tools,” said Laura Chen, VP of Strategic Partnerships at SampleLab Technologies. “By delivering robust connectors and an easy-to-use integration framework, we empower labs to orchestrate their digital ecosystem seamlessly. Our Integration Suite bridges critical data silos, boosting productivity and ensuring data integrity.” Implementation and Support The Integration Suite is available to all Samplely Enterprise customers starting July 20, 2025. Implementation services include step-by-step documentation, sample configuration templates, and dedicated support from the Samplely Integration Team. Professional services packages cover setup, custom workflow design, and validation testing to ensure regulatory compliance. Future Roadmap SampleLab Technologies plans to extend the Integration Suite with support for additional platforms, including bench instrumentation, IoT sensors, and electronic lab notebooks (ELNs). Upcoming releases will introduce low-code workflow authorship and event-driven triggers, enabling labs to automate complex protocols without writing custom code. Conclusion By launching the Samplely Integration Suite, SampleLab Technologies reaffirms its commitment to empowering labs with comprehensive, connected solutions. Labs can now eliminate disparate data silos, streamline sample and inventory workflows, and maintain rigorous audit trails across their entire software stack. Contact Information For further inquiries, demonstrations, or pricing details, please contact: David Singh Director of Enterprise Solutions, SampleLab Technologies Email: enterprise@samplely.com Phone: +1 (800) 555-7890 Website: www.samplely.com/integrations

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