Overview
This article shows how to automate status updates in Labsheets with simple action-based rules. Instead of manually updating the Status field every time something changes for a sample, you can define the logic once and let the system handle it. Just set rules like “When X happens → set Status to Y,” and Labsheets will automatically update the selected column whenever that action takes place.
For example, you can mark samples as “Sample registered” as soon as they are imported, or update them to “Storage Assigned” once a storage location is added. This keeps the sample journey consistent, cuts down manual work, and makes it much easier to filter, track, and manage records as they move through each step.
The Problem
In sample workflows, teams need a clear way to track where each sample is in its journey. But when status updates depend on manual effort, records can become inconsistent, outdated, or easy to miss. This makes it harder to track progress, filter records, and maintain a reliable view of sample movement.
How Automation Helps
Action-based automation reduces this effort by updating statuses automatically when key workflow steps happen. Instead of relying on manual updates, teams can keep sample tracking consistent, reduce errors, and save time. This makes the workflow easier to manage and gives users a clearer view of progress at every stage.
Example: Automating status updates in a sample workflow
To make this easier to understand, let’s look at a simple sample journey. In this example, the Status field updates automatically as key actions happen in the Labsheet.
1. When a new sample entry is added or imported → set Status to 'Sample Registered'
Open the Sample Manager Labsheet.
Click Automation at the top of the Labsheet.
Select 'Alerts'
Click on 'Add New'
Under Automation Details, enter a name for the automation rule.
Go to Trigger actions section and click Add rule. In the condition builder, set When → Add Entry.
Then go to the What should happen section to define the action.
Select Set item value to.
Under the Column field, choose Status.
Set the value of Status to Sample Received.
Click Create to save the rule.
To trigger the action, click on 'Add entry' (or) 'Add Multiple Entries' (or) 'Import samples'.
After the samples are added, click Sync Now to refresh the Labsheet and trigger the automation.
2. When a child record is created → set Status to 'Aliquoted'
Open the Sample Manager Labsheet.
Click Automation at the top of the Labsheet.
Select 'Alerts'
Click on 'Add Rule'
Under Automation Details, give your automation rule a name.
In Trigger actions, click Add rule.
Set the condition to When → Create Child Items
Under What should happen, choose Set item value to.
Select Status as the target column.
Enter Aliquoted as the value.
Click Create to save the rule.
To trigger the automation rule, select the samples and click on 'Create Children' from the floating toolbar and create the children.
You will observe that the status of the parent samples is changed to 'Aliquoted'
3. When location is assigned to the samples → set Status to 'In Storage'
Open the Sample Manager Labsheet.
Click Automation at the top of the Labsheet.
Select 'Alerts'
Click on 'Add Rule'
Under Automation Details, give your automation rule a name.
In Trigger actions, click Add rule.
Set the condition to When → Assign Locations
Under What should happen, choose Set item value to.
Select Status as the target column.
Enter Aliquoted as the value.
Click Create to save the rule.
To trigger the automation rule, select the samples and click on 'Location Manager' from the floating toolbar and assign a location.
You will observe that the status of the parent samples is changed to 'In Storage'
Conclusion
Sample statuses can be updated automatically based on key actions in the Labsheet.
This reduces the need for manual status changes after each workflow step.
Status changes can be tied directly to actions like sample creation, aliquoting, and storage assignment.
With action-based rules, the Status field can reflect sample progress without manual updates.