Once an order has been shipped, the laboratory takes over. The lab confirms arrival, prepares for processing, and can export data to downstream systems. This article explains how to handle these steps, along with how to troubleshoot issues via the conversation tab.
Marking orders as arrived
When a customer has marked an order as shipped, it appears in the Shipped column on the Kanban board. As a lab user, you can now:
Review the sample and plate layout
Optionally make final adjustments (i.e. remove plates that didn't arrive)
Mark the order as Arrived by changing its status
This confirms that the physical samples have been received and matches them with the digital setup.
Note: In case samples haven’t actually arrived or are incomplete, use the Conversation tab to contact the customer (see below).
Once everything is in place, you can move the order into Processing. You can also move an order by dragging it on the Kanban:
Marking orders as processing
Note: Lab Portal will automatically validate whether you can drag an order to a specific column and remember the sequence of the different orders in each of the columns.
When an order is moved to the Processing status, the system assumes lab work has started. At that point:
Samples, markers, plates, and controls can no longer be edited
Order metadata (e.g. notes, deadlines) can still be updated
You can still change the order status, e.g. if it needs to go back to "Arrived" temporarily
These restrictions help preserve data integrity, ensuring the sample setup matches what was actually processed in the lab. If you try to change a locked field, a warning message will explain why edits are blocked.
Exporting order data
From the Samples screen, you can export the order in different formats using the Actions menu:
Samples CSV – One row per sample, including sample name, plate, well, and assigned markers. Useful for reviewing or backing up the complete setup.
Plates CSV – One row per plate, showing which markers are assigned at the plate level. Useful for planning lab batches or marker mixes.
Kraken XML – If your lab uses Kraken, you can generate a valid XML file formatted for Kraken imports. This includes SNP or KSNP values, plate layout, and control flags.
All exports reflect the current state of the order at the time of download. The samples CSV file is consistent with the import format and can be re-uploaded if further edits are needed (before processing begins).
Handling issues using the conversation tab
If something is wrong with the shipment—missing plates, unexpected samples, delays—use the Conversation tab to reach out to your counterparts.
The conversation view supports:
Freeform chat (visible to both sides)
Automatic messages for status, estimate, or deadline changes
This feature keeps communication tied directly to the order and avoids the need for external email threads.
In the next article, let's review how we can attach files to our order.