You can now create multiple aliquots at the same time under a single item. Items with aliquots are displayed as a single line item in Inventory search results, but represent multiple discrete items with independent quantities and item histories.
Within an aliquoted item, each aliquot also has its own UniqueID, AliquotID, and QR code. Aliquot names can also be manually edited to further differentiate aliquots. Custom aliquot names can be used to implement your own naming conventions, or to group different but related samples under a single item.
By combining this feature with Inventory List, each aliquot can also be linked to its own set of experimental context or data contained in your notebook.
Aliquot Use Cases
Ideal Aliquot Use Cases
Creating an item with aliquots can make it easier to record lab samples that are aliquoted or collected in bulk quantities, but still require traceability for each individual unit.
Create items with aliquots when:
- Your samples share most metadata and you want to enter those once rather than per-sample.
- You want to view and manage all the aliquots in one place, including a history of depleted aliquots.
- You need to track quantities and usage histories for each aliquot independently.
- Samples are stored within the same bottom-level location or freezer box.
Grouping Related Samples
In certain scenarios, a group of related samples may be easier to manage as a single line item as opposed to a collection of individual items. For example: A set of tissue samples collected from the same animal or experiment.
For aliquoted items, custom aliquot names can help you label individual aliquots by sample type, timepoint, condition, replicate, or any other identifier that makes sense for your workflow. In the example below, two sets of related samples are represented by two aliquoted items and a parent-child item relationship.
When to Add Aliquots as Separate Items
You may need to represent your aliquots as separate items rather than under a single aliquoted item in the following scenarios:
When samples are spread across different freezer boxes or storage locations. Currently, all aliquots under a single item must be stored in the same freezer box or bottom-level location.
If you need parent-child relationships at the individual aliquot level. Currently, any relationships assigned to an item with aliquots will be applied to all aliquots.
If the samples have substantially different metadata, custom fields, or descriptions that cannot easily be represented using custom aliquot names
If you plan to manage them via Excel import or Bulk Update, which is not currently supported for items with aliquots.
Legacy Aliquot Use Cases
Items created without aliquots can still be represented as multiple aliquots when assigned to a freezer box location. Once a freezer box location is selected, you can select and assign multiple cells. For items represented as aliquots using this method, we recommend using “units” or “vials” as your units.
Creating Aliquots
When adding an Item to inventory, input an item name and then check the This item has aliquots checkbox that appears below.
Defining Aliquots
Click the Define Aliquots button to begin creating your aliquots. A popup will prompt you to enter:
- Number of aliquots — whole numbers only, at least 2. A maximum of 100 aliquots can be added at one time.
- Units — Applied to all aliquots
- Quantity per aliquot — applied to all aliquots. Quantities for individual aliquots can be adjusted at the final step.
Click Next to continue, or Cancel to return to the form.
Assigning a location
On the Assign Location screen, choose a storage location for the aliquots.
Assigning a location at this step is optional and can be skipped.
Selecting a freezer box takes you to the next screen where you can assign each aliquot to a specific position. A freezer box can only be selected if there are enough available cells to fit your aliquots.
Confirming Aliquots
The final screen displays a table of all aliquots being created, with the following columns:
- Name — pre-filled with the item name. Individual aliquot names can be edited.
- Aliquot ID — auto-assigned starting at 0001. Not editable.
- Quantity — Pre-filled from the previous step. Individual aliquot quantities can be edited.
- Position — shown only if freezer box cells were assigned
Edit aliquot names, quantities, or location as needed, then click confirm to return to the Add Inventory Item form.
After confirming aliquots, a new “Aliquots” tab will display all aliquots and also allow you to edit your aliquot details if needed. Click Add Item to save the item and all of its aliquots to your inventory.
Managing and Using Aliquots
Managing Aliquots from Aliquots Tab
After creating an item with aliquots, all aliquot details are displayed under the Aliquots tab of your item details. Within the aliquots tab, you can manage aliquots in the following ways.
- Add Aliquots - Create additional aliquots within the same location or freezer box
- Edit Aliquots - Customize aliquot names or quantities.
- Location - View or update the location for all aliquots
- Use Now - Specify a quantity for the specific aliquot to use. You can also click into an aliquots detail page first and then click use now at the top of the page.
- Depleted Aliquots - View aliquots that are no longer in stock.
From the aliquots tab, you can click on any of the hyperlinked aliquot names to navigate to its item details page. Each aliquot will have its own unique ID, QR code, and item history (including any ELN Inventory List entries).
Using Aliquots
You can use one or more aliquots at the same time by clicking Use Now from the search screen or at the top of the main item detail page.
From the Use Now window, you must first specify the aliquots you would like to use. If your aliquots are stored in freezer boxes, you can toggle between freezer box view and list views. Select one or more aliquots before proceeding to enter quantities used. Your chosen aliquot(s) will be listed on the side panel as you make your selections.
Next, input the quantity of each aliquot you will be using. Clicking Use Max will input the max quantity available. Using an aliquot’s entire quantity will archive it into the Depleted Aliquots list. If you want to track usage without affecting quantity, select Record usage without deducting quantity.
You can also use Aliquots within your ELN using Inventory List entries. Any aliquots added to an Inventory list entry will be displayed with its Aliquot ID underneath the item name. The Inventory List entry will be linked to the specific aliquot(s) used, and will be listed as a hyperlink within your item details page.
Additional Aliquot Properties
Location
All aliquots under a single item must share the same bottom-level location. If a freezer box is selected for the aliquoted item, each aliquot can occupy its own cell.
Editable Item Fields
When creating an item with aliquots, any standard or custom fields defined on the item form will be applied to all aliquots. Any edits made to these fields will also be applied to all aliquots.
For individual aliquots, the only editable fields are name, quantity, and location. Location must be managed at the item level, white name and quantity can be edited in bulk via the Edit Aliquots button in the Aliquots tab.
Relationships
For Item Relationships: Parent/child relationships apply to the aliquoted item as a whole, and cannot be assigned to individual aliquots
Import, Export, and Bulk Update
Currently, the excel templates for Import and Bulk Updates do not support Aliquots.
Aliquoted items will appear in Inventory Exports, but will not show the details of the individual aliquots.
Searching for Aliquots
Aliquoted items will appear in search results, while its individual aliquots can be viewed via the “use now” button (if enabled) or by clicking the aliquots hyperlink to access the aliquots tab.