1. Completing & Searching Entries
Core ELN Training:
Completing & Searching Entries
Welcome to CORE ELN training. This lesson will discuss the process of completing notebook entries by closing and signing them as well as searching for data within an entry. It is suggested that you watch the discussions on the "Notebooks & Entries" and "Sections, Entering & Editing Data" prior to beginning this topic. If you have already completed these lessons, then, when you are ready, please click on the page to begin.

2. Agenda Life Cycle of a Notebook Entry Closing Entries Signing Entries
Comparing Versions
Searching for Data in Entries
Integration with LIMS
This lesson will begin with an overview of the life cycle of a notebook entry. Next we will demonstrate how to close and sign an ELN entry in order to complete it. If entries are reopened and closed again, we can see how to compare versions. We will then take a look at how to search the contents of entries to find the information needed. Finally, we will see how records between the ELN and LIMS can be linked.
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3. Life Cycle of Notebook Entry
First, let’s take a look at the big picture of the typical overall ELN life cycle. In earlier lessons we learned that you can reduce redundant data entry work and make it easier for those reading entries by using standard templates. Public template entries would typically be set up ahead of time by an administrator or a department manager and stored in a template notebook.
When a scientist begins to work, they will first need to create a notebook to store their entries. Once that is set up, then they can create notebook entries to store their experimental data. Typically they will use one of the public template entries to organize their entry and add any relevant data for the current experiment. Please review earlier lessons if you need more detail on these steps.
In this lesson, we will focus on how an entry can be completed. Once the data is finalized, the notebook entry can be closed so that no further modifications can be made while it is in that state. A closed entry can then be signed by its author.
A signed entry can then have a manager or witness sign the entry to move it to a completed status. If any edits need to be made to the entry after it has been closed, the entry can be re-opened at any time, but it will need to go back through the closing process and still needs to be signed by both the author and witness before the entry can be completed.
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4. Closing and Signing Entries
Closing Entries
Takes an entry out of editable mode (prevents accidental modification)
Can still be reopened to allow edits
Adds an entry to an author’s signature queue
Executed by clicking on a function menu or button
Does not require that all sections contain data
Will trigger the contents to be indexed for searching
Signing Entries
Entry needs to be closed first before it can be signed
Each entry needs to be signed by an author and a manager (or other witness)
Requires a password to execute
When an author signs an entry it will move into manager’s signature queue (if in a signature workflow) or it will be sent to a nominated witness
You can only sign one notebook page at a time
You can still reopen your own signed entries, but you will need to close and resign them again
In the prior lesson, we worked with notebook entries that were open. Newly created entries have a default status of "Open". An open notebook entry status allows the author to add new content or modify current content. Once the author decides the entry does not need any further edits, it can then be moved to a "Closed" status. A "Closed" status prevents any further data from being added or changed. The author can close an entry by expanding the Function drop down menu and selecting the Close option. All of the data within each section of the entry does not need to be filled in to be able to close an entry. Partially filled in entries can be closed.
So what happens when an entry is closed?
- the entry is taken out of an editable mode. This will help prevent any future accidental modifications from occurring.
- closing is not a permanent status, it can still be re-opened again to allow for edits if needed.
- the closing of the entry will move the entry into the author's signature queue
- the closing event will trigger the contents to be indexed so that it is easier to search the contents within the entry.
Once an Entry has been closed, it can then be signed.
- Only closed entries can be signed.
- Signing requires a signature from the original author and a manager (or any other designated witness)
- Signing an entry requires a password to continue the process
- Signing is a sequential process. The author must sign the entry first and then the entry will move into the signature queue of the manager (if a signature workflow was attached at creation). The Entry will then wait in the manager's queue until the manager then signs the entry. Alternatively, your ELN may be configured to let the author select who will provide the second signature while they are signing instead of using a pre-defined signature workflow.
- Only one notebook entry can be signed at a time.
- You can re-open a signed entry, they are not permanently locked down. However, keep in mind that you will need to close and resign them again.
Lets move on and take a closer look at this process.
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5. Closing an Entry Select the Close Function to close the entry
Contents may take a few minutes to be indexed before it is completely closed
To close an entry, navigate to the Entry Details Page of the entry to be closed. Remember, entries do not need to be completely filled in to be closed. You can close an entry from any section in the entry. Once all the required data has been added, expand the Functions Drop down menu and select the Close option. Remember, closing can only be done by the original author of the entry. If you are the author, you will see a confirmation message that the entry has been closed and is being processed. This may take a few minutes to index.
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6. Example Closed Entry Status will be updated under main toolbar
Functions menus will change (Add/Edit Sections and Close menus removed; Sign and Reopen Menus added)
Can also view status in Entry attributes
Click on the Reload page button, and once the closing process is complete, you will then see the confirmation message that the "Entry is closed and Not Editable". The status can be seen by viewing the entry attributes. The status of "Closed" should be set to "Yes". This entry has not yet been signed so the signature and witnessed fields both show No. You will also notice that the available options located under the Function drop down menu have switched from Add/Edit sections, to Sign and Re-Open Menus, and the Close menu has been removed.
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7. Closed Entries Added to Author Signature Queue
When an entry is closed it will automatically be added to the author signature queue
There is a gadget shortcut on the ELN dashboard to find list of entries to sign
Entries that are signed or reopened will automatically be moved out of this queue
Your administrator can configure either a shared queue/signature workflow (where all authors/managers use the same task lists) or individual queues/signature workflows (where authors or managers might see only their work but might have to go to multiple queues to see all work tasks
Once an entry has been closed, it then needs to be signed. Closed entries that have a signature workflow associated to the parent notebook will automatically move to the signature queue of the author and await signing. Your administrator may need to add you to the author signature queue if your user record is not already associated to it.
Although you can sign the entry right from the entry details page right after it is closed, let’s quickly navigate to the author signature queue so that you can view the entry that we just closed. You will likely have a gadget on your dashboard that will bring you directly to a list of entries that require signing or the author queue. Once these entries are signed, they will automatically move out of the queue. Your administrator can configure the author signature queues to be either a shared queue, where all authors will access the same queue, or it can be configured to be separate queues where each author sees only their pages. A shared author queue is more useful for notebooks that may contain entries from multiple authors.
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8. Signing an Entry (Author)
Click on the menu (it will be missing if you are not the author or the entry is not closed)
A PDF will automatically be generated including all sections (tip: you can print out a hard copy)
Once you have reviewed the data, click on the Sign This Entry button at the bottom (it will be missing if you are not associated to the Author Signature queue)
Lets take a look now, at the actual signing process. Click on the gadget on your desktop to access the current signature queue. Select the entry to sign so that it opens the entry details page. Locate the Function drop down menu and expand to see the available options. If the Sign menu is missing on your entry, then it means that you are not the author of the entry or the entry has not been closed yet.
Locate the Sign option, and click on it. This will generate a PDF file that includes all sections of the Entry. The PDF file can be printed out if needed. Simply right mouse click on the document to see the options to save or print the document. You can also use the adobe icons if you mouse over the document to print and save. You can now review all of the data and then, if it is ready to be signed, click on the Sign This Entry button at the bottom of the page. If you do not see this button, then you have not been associated with the appropriate Author Signature Queue.
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9. Enter Electronic Signature
Use the same username and password as you do to log into the ELN
Don’t forget to check eSigning box at bottom
Click on Sign to execute the signature
Entry will be moved to the Management Signature Queue and removed from Author Signature Queue
The Apply signature page should now open. This will allow for the physical signing of the Entry. Enter the UserName and Password first. This must be the same username and password that is used to log into the ELN. If desired, a Reason can be selected from the dropdown and comments can be entered into the Comment box. Finally, don't forget to click on the box indicating that, "You have read and verified all of the values that you are eSigning". Once this is complete, click on the Sign button to execute the signature.
Upon saving, the entry will be moved to the Management Signature queue and will be removed from the Author signature queue. Alternatively, if your system has been configured to let the author nominate a witness, they will be able to select the second signer from the Apply Signature page.
After signing, you should see the signature event in the Events section of the Entry Details page.
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10. Signing an Entry (Manager/Witness)
Click on the gadget shortcut to find entries to sign
Navigate to the desired page by the Entry hyperlink
Managers can select the Sign function – they can NOT reopen an entry to add data (only authors can)
At the bottom of the pdf, manager will see the author signature and can click on Sign This Entry button (it will be missing if they are not associated to the Management Witness Queue)
If your administrator has configured separate signature queues, then, as the manager (or witness), locate the tile on your desktop for "Entries to Witness". This will bring you to Manager’s Queue which is a list of all entries that require a manager or witness to sign. Depending on how your administrator has set up the queue, this may be shared with multiple managers or may contain only your entries. Select the appropriate entry and click on it to open the Entry Details page. Locate the Function Dropdown menu and expand it to see the options available. As a manager, and not the author of the entry, you cannot reopen an entry to add data. Since only authors can do that, you will notice that you do not have the reopen function available.
Click on the Sign option to continue with the signing process. This will open a PDF with the author’s signature, date and time located at the bottom. There will also be a button allowing the manager to Sign the Entry. If this is missing, then you are not associated to the Management Witness Queue.
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11. Completed Entry Will be removed from Management Queue
Will be on Completed tab of Notebook
Entry Attributes will show Witnessed status
Can still be reopened, but only by author; Reopened entries will need to go through signature process again
Upon signing as the Manager or Witness, the entry will be immediately removed from the Management Queue. There will now be a Signature Event logged in the Events section of the record. We will look at how to view this later in the lesson.
If we navigate back to the Notebook, we can now locate the entry under the Completed tab of the notebook page. If we again, revisit the Attributes, this time we will now see the Signed and Witnessed status flags have been set to Yes. It's important to note that even though the entry is complete, it can still be reopened (only by the author of the entry) and edited if needed. If it is reopened, however, it must go back through the entire signature process again.
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12. Notebook Entry Status Values
Status flags controlled through multiple attributes – not mutually exclusive states. However, these rules must be followed to move between states
Open – author can add and edit content
Closed – data cannot be added or changed
Signed – author finalizes & approves content and signs with a password
Completed – both author and witness have approved content and signed with electronic signature and password
Now that we have completed the process of closing and signing an entry, let’s review the process as a whole. The status flags that control the multiple attributes are not mutually exclusive states and sometimes both states can occur at the same time. For example, an entry can be closed and signed at the same time. It's important to note, however, that an entry must be closed before it can be signed. With that said, lets look at the overall lifecycle of an entry.
An Entry will start with a status of Open. The author can add new content or modify existing content. An open entry can be closed at any time if needed. Entries do not need to have all their data entered to be closed.
Once closed, data can no longer be added or changed. An entry can be reopened if needed or it can move on and be signed by the author.
If it is signed, which indicates the author has finalized and approved the content by providing their electronic signature and password, it can be re-opened again, but if re-opened, it will need to be resigned again. Signed entries can then be completed.
Completed entries, meaning those entries approved and signed by both the author and witness, can be re-opened if needed, but if they are reopened, they will need to be resigned and recompleted afterwards.
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13. Compare Versions
Events log will track when entries are open and closed
Click on Compare Versions hyperlink to get details on what was edited
Open the PDF records for snapshot of data at that time
As entries move from open to close to reopen to close again, you can view those actions in the Event section of the Entry Details page. If you need more detail, you can click on the Compare Versions hyperlink. This will give you the Revision History Report. On this page you have access to view a pdf of the entry every time the entry was closed.
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14. How Do I Search for Keyword?
All entries that are closed will index every word within any section (content in attached files is NOT indexed)
Select the Entries > Entry > Keyword Search menu
Type the desired word and hit enter to execute the search (Tip: Use an asterisk wildcard to enter a partial word)
Any entries will be listed in a Smart table – click on a hyperlink to view the entry
Whenever an entry is closed, the contents are indexed to facilitate searching. Note that even though an entry may not be fully signed and completed, its contents will already be indexed and available for searches. If you re-open an entry to make edits, the original indexing will not be updated until the entry is closed again.
The most useful way to search ELN contents is through the Keyword Search. This will look for words contained anywhere in an entry, including any titles, configured attributes, text, spreadsheet, or presentation editors. Note that words contained within attached documents are not indexed.
To access this page, locate the Entries option from the Main Toolbar, and expand to see the available options. Locate the Keyword Search option, and click on it. This will pull up an Entry search box. Select the appropriate method of searching from the dropdown list available, and then type in the keyword to use. Hit enter to execute the search. An asterisk can be used as a wildcard character to represent a partial word. After executing the search, the matching entries will display within a smart table. Click on any hyperlink to view the entry.
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15. Entry Query Page
Standard query page lets you search entries by author, status, dates, titles, etc.
Entries can be searched also from the Entry Query page. You can access this page by locating the Entries Menu option in the Main Toolbar and expanding to see the Query Option. This will bring up an Entry Search page, proving you with various searching options. The result entries will be brought up in a smart table.
We will look at searching by chemical structures in the chemistry section of the ELN.
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16. How Do I Link LIMS Records to ELN?2 3
Add an Associations section if you do not have one on ELN entry
Enter LIMS Barcode to link to
Save the section – The details of linked records will be displayed in table on right
Now that we understand how to work with ELN entries, let’s take a minute to see how we can connect ELN and LIMS records. If you are recording your early observations in the ELN and then later follow up with further experiments in the LIMS, it is useful to have hyperlinks between the records so that other users can easily see related information.
If you are on an OPEN ELN entry, you can always add an associations section to the entry. Once the section is added, enter the barcode of the LIMS record that you want to link in the Add Barcode section. Once that is saved, you will see the attributes of that record listed in a table at the right. You can associate as many LIMS records as you want to an entry. 1
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17. How Do I Link ELN Records to LIMS?
Click on ELN icon of LIMS record to view any current links to ELN sections (anything links created from the ELN will automatically be listed here)
Create links to new ELN pages using the options at the bottom of the page
Create a New ELN entry
Add to a new link to existing associations section
Add a new associations section to existing entry
Conversely, if you are on any LIMS record, you can click on the Add to ELN button in the main tool bar. If you have any ELN entries that have been previously linked, they will be listed in this table. You can make a new connection using the sections at the bottom of the page. You have a few options – you can either start a new ELN entry page that will automatically be linked to this LIMS page. You can enter the section barcode for an existing associations section on an existing ELN entry. Or you can just enter the barcode of an ELN entry and add a new associations section to it.
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18. Review Life Cycle of a Notebook Entry Closing Entries Signing Entries
Comparing Versions
Searching for Data in Entries
Integration with LIMS
This concludes this lesson on Completing and Searching Entries. We looked at the life cycle of a notebook entry and focused on closing and signing entries. We showed how to compare versions, search for entry contents, and link to LIMS records.
If you are unsure of any of these steps, please review the appropriate chapters. If you are comfortable with these materials, please move on to the more advanced chapters of ELN.
Thank you for investing your time in CORE ELN Training.
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