Administration

Admin Guide

Configuration, user roles, permissions, and result entry setup for XYROLIMS administrators.

1. Admin

Administrators configure the system, manage other admin accounts where permitted, and oversee lab operations. Day-to-day sidebar access for each admin is controlled by module assignment.

System-wide administration

Capabilities typically reserved for administrators who manage the admin layer and org-wide visibility.

Admin management

Create, list, edit, disable, and manage admin accounts.

Module assignment

Assign modules to control which admin sidebar areas each administrator sees.

Analytics & activity

Activity list with filtering and export, including by branch where your deployment uses branches.

Password management

Change own password.

Modules and capabilities

Numeric IDs map to sidebar modules in your deployment. Two areas below apply to every administrator without a separate module ID.

1

Customer List

View customer records

2

Data Entry

View data entry work lists

3

Lab Technician

View lab technician work lists

4

Department Head

View quality checker lists

5

Sample Collection

View sample collection lists, receive samples

6

User Management

Create, edit, view, disable lab staff accounts

7

Parameters

Create, edit, clone, delete test parameters across all departments

10

Equipment

Create and manage equipment records

Result Entry Config

All admins

Configure result entry fields and templates.

Document & Terms

All admins

PDF document codes and document terms content.

Other capabilities are exposed when the corresponding module is assigned-for example stock listing (where enabled), standardization list views, enquiry and commercial document admin screens, quality and operations lists, and user reports. Your implementation team maps these to numeric module IDs in your environment.

2. Software User (Lab Staff)

Lab staff have role-based access. Each user is assigned one or more roles that determine what they can see and do within the operational workflow.

Data Entry

Enquiries, quotations, AMCs, approved commercial documents, registration, delivery notes, tax invoices, daily checks, and quality incidents (where enabled).

Sample Collection

Sample collection forms, client list, on-site measurements, and submission history.

Lab Technician

Work sheets, result entry, equipment checks, follow-ups, reagent/media preparation records.

Department Head

Data entry oversight, department addition requests, QC samples, lab technician form review, result approval, report generation and report list, equipment check approval (including failure analysis where used), media and reagent prep approvals, and sample disposal decisions.

3. Result Entry Configuration

Admins configure exactly how result entry forms behave. The robust architecture uses fields (reusable definitions) and templates (binding fields to test types).

Fields

Define key, label, type (text, decimal, date, select, file, etc.), option source (media, equipment, units), and validation rules.

Templates

Map a combination of (department, sample type, parameter, test method) to specific fields, dynamically generated at entry time.

Units

Maintain units, reorder them, and restore soft-deleted entries as needed.

Visibility rules

Control how fields behave in result entry, with ordering support alongside CRUD.

Activity history: An audit-style log records changes to result entry configuration so you can review who adjusted fields, templates, or related setup.

Admin UI: Result Entry Fields, Templates, Units, Visibility rules, and Activity history under Result Entry Config

4. Parameter Management

Admins with the Parameters module manage three primary parameter catalogs: Chemistry, Microbiology, and Environmental.

  • Extensive Metadata Sample type, test method, abbreviation, unit, detection limit, MOU, incubation temp, specification, media, price, duration.
  • Clone Parameters Duplicate an existing parameter instantly for rapid multi-method catalog creation.
  • Equipment Linkage Attach specific lab equipment to parameters to enforce calibration checks during testing.

Note: Parameter changes instantly affect Enquiry, Quotation builds, and Result Template resolutions.

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