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Labforms: How to Create and Use Labforms

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Written by Satya Singh
Updated today

Overview

Labforms is a feature that helps teams collect sample information from external users who do not have access to the Scispot platform. Instead of asking external collaborators to work inside Scispot, you can share a form with them so they can submit sample details directly into a Labsheet.

This is useful when you need to collect sample data from partners, clients, or other outside contributors in a more structured way.

Pre-requisites for creating a Labform

Before creating a Labform, make sure the following requirements are met:

  1. Labforms must be enabled for your workspace
    Labforms is currently available on a request basis. To learn more or enable this feature, email [email protected].

  2. The Labsheet schema must be locked
    Before creating a Labform, ensure that the schema of the target Labsheet is locked. This is required to keep the form aligned with the Labsheet structure.

    For more information, refer Schema Locking in Labsheets
    ​

Steps to Create a Labform

  1. Open the Labsheet where you want external users to submit samples.

  2. Click Settings in the top right corner.

  3. Select Share as a Form.

  4. Ensure the Labsheet schema is locked.

  5. Click Create a New Form.

  6. Fill in the form details.

  7. Select the Labsheet columns you want to show in the form.

  8. Mark any required fields as mandatory.

  9. In Advanced Settings, choose whether to allow bulk updates through the form.

  10. Click Preview to review the form.

  11. Click 'Save & Publish' to create the form.

How to Share the Form

  1. Once the form is created, click on 'Share'

  2. The link for the form is generated and available to share.

  3. Fill in the details for access control.

  4. Click on 'Save & Done'.

How External Users Can Submit Samples One at a Time

  1. Open the form using the shared link.

  2. Log in with their whitelisted email address.

  3. To submit one sample at a time, click Single Entry.

  4. Fill out the form with the required sample details.

  5. Submit the form.

How External Users Can Submit Samples in Bulk

  1. Open the form using the shared link.

  2. Log in using a whitelisted email address.

  3. To submit multiple samples at once, click Bulk Entry.

  4. Fill out the form with the required sample details.

  5. Submit the form.

Expected Outcome

  1. The submitted samples will be added as new entries in the connected Labsheet.

  2. To verify this, go to Labsheets and open the relevant Labsheet. You will see the new entries added there.

Why This Helps

  1. Labforms makes it easier to collect sample information from people outside your workspace without giving them direct platform access.

  2. It creates a more controlled and structured way to receive submissions, while still keeping everything connected to your Labsheet.

Conclusion

  1. Labforms provides a simple way to bring external sample submission into a structured Labsheet workflow.

  2. By allowing external users to submit data through a shared form, teams can collect information more efficiently without needing to provide direct platform access. This makes the intake process easier for both internal teams and external collaborators.

  3. Features like field selection, mandatory fields, bulk update settings, and controlled access through whitelisting make the process more flexible while still keeping it organized.

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