HERD & Labeling Instructions

HERD & Labeling Instructions.docx

UT HERD

1. Log into UT HERD using your UT EID & password
2. Select the icon that will appear labeled “Inventory”
3. Under “Chemical Inventory” select “Quick Chemical Entry”
4. Double check that the “PI” field says “Mayfield, R Dayne”
   1. This is were ALL of Harris Lab’s Chemicals are logged
5. To add a reagent you must first confirm that the same type of reagent hasn’t been added previously, to do this:

• Select “+ Add” at the top left corner
• You will be prompted with the window called “Select a Chemical” use either the “Search By Chemical Description” or “Search By Catalog or CAS #” and search using the reagents name/catalog/or CAS #
• If a MATCHING result is found, click the “Select” button on the entry and proceed to next step
• If NO matching results are found select “⨂ Not Found In Catalog”

1. Once at the “Add Chemical Inventory” page, ensure that the “Auto-Generate Inventory # / Barcode #” field at the top of the page is checked
2. Fill out all necessary fields, including:
   1. Chemical Information: Chemical Description (name of reagent on container), Cas # (if applicable), # of Containers, Qty per Container, Volume/Size
   2. Vendor Information: Vendor, Catalog #
   3. Location & Storage Information: Location, Storage Location, Sub-Storage Location
      1. Location: MBB:1.124
      2. Storage Location: Bench #
         1. Once a location is entered bench #’s will auto populate in the storage location field, make sure to select a PRE-EXISTING Bench # if possible

• Sub-Storage Location: Shelf Name
  1. Once a storage location is entered shelf names will auto populate in the sub-storage location field, make sure to select a PRE-EXISTING Shelf Name if possible

1. Dates: Receipt Date, Expiration Date (if applicable)
   1. If item does not have a visible Receipt Date, note in the “Comments” section “no receipt date, quite old”
2. SDS Information & Documentation: SDS URL (if applicable)
   1. Try to find SDS or MSDS online & copy and paste the link
3. To submit select “Save” at the bottom of the page

Printing Labels

BarTender Program

1. Log into UT HERD using your UT EID & password
2. Select the icon that will appear labeled “Inventory”
3. Under “Chemical Inventory” select “Quick Chemical Entry”
4. Double-check that the “PI” field says “Mayfield, R Dayne”
5. Use the different columns to filter to the reagents needed
   1. To filter by location: filter Building Code, Lab, Storage Location, & Sub-Storage Location (if applicable)
6. Once needed reagents are listed, select “Options” in the top right corner -> “Export to Excel”
7. Rename downloaded excel spreadsheet from “Export” to “Chemicals_date”
   1. : “Chemicals_22-02-18”
8. Hide columns A & E-AL
   1. Right-click on selected columns and select “Hide”
9. If on personal laptop: move file to hard drive & move to Label Desktop
10. Log in under “Label_Printer”
    1. Password: Citizen
11. Open BarTender Program
    1. Pick the corresponding size label
12. Change windows
    1. Insert hard drive
       1. Open excel file
       2. Rename “Sheet1” to “date”
          1. : “22-02-18
       3. Open the folder “Chemical Inventory” -> “To_be_labeled”
       4. Move the entire “date” sheet to “To_be_labeled”
       5. Return to previous window
    2. In BarTender go to File -> Database Connection Setup -> Configure Connection
       1. Ensure that the path listed is to “To_be_labeled.xlsx” -> Next
       2. Remove table from “Tables to Use” -> “Available Tables”
       3. Move corresponding “date” sheet from “Available Tables” to “Tables to Use”
          1. Ex.: move “22-02-18” under “Tables to Use”
       4. Select Finish
    3. In Database Connection Setup -> Tables -> Select Tables
       1. Repeat Step #13 -> OK -> Yes
       2. Exit Database Connection Setup by clicking OK
    4. From the fields under “Data Sources” click and drag “Inventory #” to where the barcode is on the preview barcode label
       1. Click through previews enough to ensure all text is fitted to labels

Label Printer                                                                          

1. To load printer
   1. Open printer -> release rollers with far right blue latch
   2. Remove label holder and stock appropriate size label, making sure to fit adjustable wall to size
   3. Ensure that the white arrow on the middle bar is in line with the white dot
   4. Release the middle bar -> pull the label roll’s tongue far enough so that the newest label is half way passed the mouth of the printer -> close the middle bar
   5. Ensure that the arrow and white dot are in the center of the labels (both are moveable)
   6. Return the rollers back down until the blue latch is secured -> close printer
2. To print
   1. Print a test record
      1. File -> Print -> 1 copy -> Selected Records: 1
   2. If test record is successful, print remaining labels
      1. File -> Print -> 1 copy -> Selected Records: 2-total #
         1. : “2-13”
      2. Once finished remember to take out & return label roll to storage box