Samples and barcodes

What the Sample Log controls

The Samples page is shown in the Lab Panel as the Sample Log. It is the operational home for tubes, containers, swabs, aliquots, labels, receipt state, routing, rejection, transfer, and sample-level result entry.

Use this page whenever the question is about a physical sample. The order tells you what the patient requested. The Sample Log tells you what was collected, where it is, what condition it is in, and what can safely happen next.

Header actions

The order's Sample Log has two page-level actions:

• New Sample opens the Create Samples steps. Pick the order's tests, confirm their requirements, review the tubes and routing, then create the samples.
• Print All Barcodes opens one printable document containing a label for every current sample on the order, so the collector can verify the complete label set before collection.

Each label shows the patient's name with their sex and age at the encounter in a black badge, then the sample type, tube type, required quantity, and collection time. Every test code prints in its own box, so codes stay easy to tell apart. When a tube carries every test of an ordered profile, the label prints the profile name in one bold box instead of listing its tests. If any profile test was left out of the order or is collected in a different tube, the label lists that tube's tests one by one. When an order has many tests, the codes shrink to fit; if they still don't fit, the last box shows how many more tests are on the tube (for example +3), and you can see the full list in the sample details. Confirm these fields against the patient and physical tube before applying the label.

Every print button opens the print page, where you choose the Label size and see the labels before printing. Labels print as a PDF at the exact label size, so the browser never adds its date or web address and the label is not shrunk. See Printing labels, results, and receipts for printer setup.

Missing tests and replacement samples

The Missing Tests Samples table appears immediately below the main Sample Log when action is needed. It combines tests that have no active sample with rejected or recollection-required samples. Each row explains whether it is missing or replacing a rejected sample and retains the original rejection reason.

Use Create Sample on one row, or select several rows and choose Create Selected Samples. Kashef creates or reuses the minimum valid sample plan for those tests. A replacement remains linked to its rejected source sample so the original barcode and rejection decision stay visible in the audit history. A resolved row leaves the queue automatically.

The requirements step uses checkboxes: check a requirement only when it is already satisfied. Unchecked requirements remain unmet and may prevent unsafe sample creation. When an order is first created, Kashef atomically assigns every eligible test to an active planned sample; rejected samples never count as active coverage.

If a requirement such as fasting was left unconfirmed when the order was created, its tests get no sample and do not appear on the results sheet yet. They show in the table as Requirement not confirmed, with the requirement named in the reason. Once the patient meets it, select Confirm & Create, tick the requirement, and confirm. Kashef records the confirmation and creates the missing samples. If you leave it unticked, the tests keep waiting.

Sample cards

Every sample on the order appears as a card. The same card design is used on the order's Sample Log and in Samples Operations, so a tube looks the same everywhere:

• Barcode and status at the top. The colored edge follows the status: teal for collected, blue for processing, green for results or storage, and red for a rejected or cancelled sample.
• Sample type and volume: the confirmed collected volume, or the planned volume before collection.
• Test codes with a small dot for each result: grey waiting, blue entered, green approved or released, red rejected. Hover a code to see the full test name.
• Priority appears only when the sample is urgent or critical.
• A red or amber line explains a problem, such as Sample Rejected, Results Rejected, or Recollection requested.

The recorded reason appears on the sample card and near the top of its slide-over. This includes rejection, deletion, recollection, disposal, status corrections, test removal, reruns, and other saved sample explanations. Choose More recorded reasons to expand earlier explanations without leaving the list. Deleted samples retain their deletion reason in the Sample Log and wherever their audit card is shown. Collection shortfall explanations remain available as sample notes.

Click a card to open the sample. Search finds barcodes, test codes, and test names. Filters narrow the cards by status, priority, and sample type. Use Print Barcode under a card for one label, or select several cards and use Print Selected Barcodes.

To update several samples together, select their cards and choose Change Status in the toolbar. The dialog applies one target status and any supplied custody details to every selected sample, skips samples already at that status, and reports samples that fail custody or workflow checks. Leave the collection-volume and saving-location checkboxes clear to enter those values per sample, or select them to enter one shared value.

Lanes and priority

Open Operations → Samples → Samples Operations for the branch-wide physical work queue. The Current Samples tab uses three accountable lanes:

• Collected shows collected or received samples waiting for processing. Each card shows its saving location, waiting time, and stability deadline when available.
• Processing shows the technician who moved the sample to processing and its processing device, or Manual when no device is recorded.
• Results shows localized result progress and actions for result entry and approval. The lane follows the selected interface language, while laboratory test names remain canonical English in small left-to-right areas.

Scan a barcode in the box at the top of its current lane. Kashef selects the exact matching branch sample and moves its card to the top. Continue scanning to build a multi-selection.

To move a sample, drag its card by any empty space and drop it in another lane. If the card is selected, the whole selection moves with it. The move happens right away: there is no dialog and no reason to type, forward or backward. If you want to explain a move, write it in the sample with Add Note. Move Selected moves the selected cards to one phase you choose. Dropping a card inside its own lane changes nothing.

Moving a sample keeps its saving location. To change where a tube is kept, use Set Location in the sample panel. A card with a lock icon cannot move at its current result state. When every result is already recorded while a sample is still in Processing, it can still move to Results.

Each lane's search and filters are folded away to save space. Select the funnel button next to the scan box to open them; a number on the button shows how many are in use. Search finds a sample ID, order ID, patient ID, or patient name, and the filters narrow the lane by status, included test, priority, and sample type. Cards use the same design as the order's Sample Log; see Sample cards above.

The Results card has separate Result entry and Approval & release progress. Submit for Approval sends completed results to review but keeps the physical sample in Results. When every required result is approved and released, the sample moves to Stored Samples automatically and keeps its current saving location. Use Set Location if you place it somewhere else. Kashef sets its EOL from the longest retention period of its tests, or from the lab's Default sample retention (one week unless changed in Lab Settings) when no test has one. An EOL you set earlier with Set EOL is kept. A rejected result shows Results Rejected and Rerun or New Sample, which opens the sample so you can rerun the tests on the same tube or redo them on a new one.

The Stored Samples tab contains released or operational-exception samples. Filter it by EOL. Disposal is available for a single sample or bulk selection only after EOL. Disposed samples leave Samples Operations and remain visible only in the order's Sample Log for history.

Samples being sent to another branch or partner lab are not on Samples Operations. They are worked on Sample Transfers, which uses the same columns, cards, and sample panel; see the Sample transfers guide. The Sample Transfers button at the top of Samples Operations opens it, and its number shows how many samples are on that board. Samples Operations' own number counts only the samples processed in your branch.

Priority is separate from status. A critical sample can still be pending, collected, or processed. Use priority to show urgency; use status to show movement.

Sample detail slide-over

Clicking a sample card opens the sample in a side panel. The same panel opens from the order's Sample Log and from Samples Operations, so you work the same way in both places.

The panel has three parts, from top to bottom:

1. The sample — barcode with a copy button, status, priority, sample type, volume, and links to the patient and order. A colored message appears when something needs attention, for example a rejected sample with its reason, rejected results, or a routed sample.
2. Actions — everything you can do with this tube right now:
   • Next step highlights the most likely action for the sample's current state, such as moving it to processing, entering results, rerunning rejected tests, creating a new sample for a rejected tube, or moving finished work to storage. When all results are entered, it links to Review Results.
   • The everyday buttons are always visible: Change Status (or Move Sample), Add Results, Move to Storage, Set Location, Rerun Tests, New Sample (New Barcode), Add Note, and Print Label. Only the actions allowed for the sample's current state are shown.
   • More holds less frequent actions: Change Priority, Edit Sample Details, Request Transfer, Remove Tests, Aliquot / Split, Request Recollection, Set EOL, Reject / Delete, and Dispose Sample.
3. Details and History tabs:
   • Details lists the tests on this tube with each result state and how many times a test was rerun. The small buttons beside a test rerun only that test or redo it on a new sample. Below are the current location, collector, collection time, remaining volume, source, related samples (the original sample, new samples, and aliquots, each opening with one click), the reason for tests, and notes.
   • History lists every status change, placement, device handoff, storage event, transfer, and reroute with the responsible user, time, locations, and reason. In Kashef Cloud it also shows the activity history; select an entry to see its field changes. Kashef Local shows a link to review the activity in Kashef Cloud.

The Collection Guidance captured when the sample was planned stays with the sample. Follow it for the current sample even if the test catalog changes later.

Read the panel before changing the status. Many sample mistakes happen when staff act without checking the tests attached to the tube.

Common sample actions

Rerun Tests measures one or more tests again on the same tube. Choose the tests and write a short reason, such as an instrument flag or a failed QC run. Kashef clears the selected results so they can be entered again, keeps the previous values in the result history, and returns a sample in Results to Processing. Released results cannot be rerun here; correct them from the order's results review.

New Sample (New Barcode) creates a new tube with its own barcode for all or some of the tests on this sample — for example when the tube is hemolyzed, clotted, insufficient, or the wrong container. Choose the tests, write the reason, and tick This tube can no longer be used — reject it when the original tube must be rejected. Kashef moves the selected tests to the new sample, which waits for collection, and links both samples under Related Samples. Print the new label from the confirmation message, then collect the sample in the Sample Collection Workbench.

Reject / Delete records a reason. Rejection can also require new collection. Use rejection for a clinical or operational problem such as wrong container, insufficient volume, hemolysis, missing identity, delayed transport, leakage, or contamination. Deleting should be rare and should still include a reason.

Change Priority updates the sample priority. Use this when the sample must move faster than normal because of clinical urgency or manager instruction.

Edit Sample Details changes the sample type, planned volume, or manual turnaround override. Once collection is confirmed, the actual volume, collector, and collection time are custody evidence and cannot be edited from this form. A manual TAT override changes the order SLA calculation for that sample; leave it blank to use the catalog turnaround time.

Change Status lists every configured sample status except the sample's current status, so an authorized user can make a forward change or correct an earlier status directly. When several cards are selected, the toolbar's Change Status applies one configured target status to all selected samples. Choose the status that accurately reflects the physical samples. The status change reason, rejection reason, and collected volume are optional; add a reason when it helps colleagues understand the change, and Kashef records it in the custody history. Only the target status, and the collection time when moving to Collected, are required.

Creating or adding a missing sample is a planning action. It records the expected volume and reserves material for the assigned tests, but it does not claim that a physical sample has been collected. When moving a sample to Collected, enter the actual volume if known and the true collection date and time. Kashef then records the signed-in staff member as collector and starts the stability window. A measured volume also adds the physical collection event to the volume history.

A sample with no assigned tests cannot move into collection, receipt, processing, or Results. Use the Missing Tests Samples table or correct the order-to-sample assignment first. The Results state remains unavailable until every assigned test has a saved result or an explicit rejected disposition; reject the sample with a reason if it cannot be processed safely.

Add Results opens a window with only the tests on this sample, not the whole order. It is available for an active sample in Processing or Results that has assigned tests and is held by the current branch. On the Samples Operations board, Enter Results on a card opens the same window.

The window shows the patient's sex and age, the sample barcode, and one row per test or parameter with its unit and the reference range that applies to this patient. Type each value; the flag (low, high, critical) updates as you type. Calculated tests fill in automatically, and CBC tests keep their usual layout. Expected-value and narrative rows accept text; narrative rows do not show a unit, reference range, or flag. If no range applies, review the patient's age and sex and the catalog setup; Kashef saves the value without a flag.

Select Save Results to save and close the window. Changing a value that was already approved sends it back for approval and keeps the old value in the result history. Approval, release, and result comments happen on the order's full results sheet; use Open full review sheet to go there.

Overriding a reference range for one sample

Sometimes a test on this sample needs different reference values, for example when it was run at a partner lab that uses its own ranges or a different unit. Select Override range under the reference range of that row. The change applies only to this test on this sample; the test catalog is not changed. Choose one of two ways:

• Change the values keeps the range Kashef picked for the patient's age and sex and replaces its numbers: normal low and high, critical low and high, and the unit. Flags keep working with the new values.
• Write as text replaces the range with free text, such as the wording on the partner lab's report, with an optional unit. The result is not flagged.

Add an optional note, such as where the range came from, then select Apply Override. The row shows Overridden range (or Manual range · no flag). Select Save Results so the saved result and the patient report use the new range. To go back, open Edit range and choose Use catalog range. Released results cannot be changed this way. Every override is kept in the sample's activity history.

Remove Tests (under More) removes tests that must not continue on this tube, for example a cancelled test. Select the tests and enter one clear reason. To redo the tests on another tube instead, use New Sample (New Barcode).

Use Add Note to append an operational observation without replacing earlier notes. Kashef records the signed-in user and time in the sample activity history. Use it for handling or condition context; clinical results belong in the localized result workflow.

Request Transfer supports branch, partner, or destination changes when a sample must be processed somewhere else.

Collecting samples in the collection room

The Sample Collection Workbench navigation badge counts samples awaiting collection in the current branch, rather than patients or tests. It disappears when no samples are waiting. You can also open the workbench using Sample Collection Workbench at the top of Samples Operations; the link keeps you in the current branch.

Open Operations → Samples → Sample Collection Workbench. The waiting list groups pending samples by patient order, puts critical and urgent orders first, and refreshes automatically. Search by patient, phone, order, or barcode, or scan a pending sample barcode to open its patient. Only eligible samples in the current branch appear; derived samples and cancelled orders are excluded.

The patient's tubes appear in Order of draw: a numbered strip at the top shows every tube and container to prepare, in the safe drawing sequence (culture bottles, citrate, serum, heparin, EDTA, fluoride). Each tube is drawn in its real shape and cap color, so you can pick the right tube at a glance. Draw them top to bottom.

Each tube card shows its number in the draw order, the tube name and additive, the barcode, how many tests share it, and the amount to Draw — the tube's standard draw volume (for example 2 mL EDTA or 5 mL gel), not one amount per test. Tags highlight Fill exactly to the fill line and how many times to invert the tube. When a tube is processed somewhere else, a Goes to … tag names the branch, central lab, or partner lab; that is why tests that use the same tube type can still need two tubes.

Select Show handling and tests to see Lab handling (tube handling, sensitivities such as hemolysis, storage temperature, collector instructions, and lab staff requirements) and Patient preparation (fasting, patient instructions, and patient requirements not yet confirmed at reception), plus each test with the small volume it uses. If guidance is missing, ask the laboratory supervisor. Do not guess the container or amount. When a refrigerated or frozen test shares a tube that can be aliquoted, Kashef plans one draw and adds Separate an aliquot … and store it … to Lab handling: after processing, pour that test's serum or plasma into a labeled aliquot tube and store it as shown.

If the plan exceeds tube capacity, Split collection plan replaces the collection button. Use it to distribute the assigned tests across additional tubes before collection. The first tube keeps its barcode; each extra tube gets a new barcode. Print the updated labels from the order and match every label and test list to its container.

Choose Mark Collected. The dialog shows the tube again, then asks you to confirm the patient identity and the label, enter the collection time, and tick every item under Lab handling — I read and applied and Patient preparation — I verified with the patient. The sample cannot be marked collected until every item is ticked. Actual Collected Volume is optional: enter the measured volume in mL when known, or leave it blank; Kashef does not substitute the planned amount. If an entered volume is below the planned amount, record the reason. Kashef records the collector, time, volume, the confirmed checklist, and custody, then removes the sample from the queue. Staff with view-only access can review the guidance but cannot confirm collection.

Use Print all labels above the order of draw to print the labels for every tube still waiting for this patient, or the printer button on a tube to print just that label. In Mark Collected you can add an optional Collection note, such as a difficult draw or the arm used; it is saved in the sample notes.

When a sample cannot be collected now, choose Not collected and pick the reason: Patient will collect it at home, Patient will return to collect it later, or Other reason (write it). The sample stays pending collection and keeps its SLA follow-up, with a yellow tag showing the reason in the workbench and on the sample card in the Sample Log. Collect it later as usual; the tag disappears once it is collected.

Recollection still uses the existing replacement-sample workflow: create a replacement from the rejected sample's queue, then collect the new pending sample here. Preserve the original rejection record.

If the lab enables Require sample barcode verification before collection in Administration → Lab Settings → Sample collection, the dialog also requires Verify sample barcode. Scan or type the barcode from the container being collected; it must exactly match the selected sample. A missing or different barcode keeps the sample pending. The patient identity checkbox remains required, and scanning the workbench search box does not replace this confirmation check.

Stability, lineage, and volume

Set a validated Stability (Hours) under the test's Collection & Stability settings. When tests share one sample, the shortest configured window applies. Kashef captures this window for the sample and starts it from the recorded collection time. Before collection, the sample shows that its stability clock has not started. Leaving stability blank does not create a deadline or alarm.

Sample cards in the order Sample Log and every Samples Operations phase show the stability state, deadline, and minutes remaining. The sample slide-over keeps an urgent stability warning above its actions. Amber Stability expiring soon begins during the final 30 minutes; red Stability expired begins when the deadline is reached. Samples Operations and the branch and laboratory dashboards show counts of affected samples. Dashboard alarms cover active samples; rejected, released, stored, disposed, deleted, and cancelled work is excluded.

Open Operations → Core Workflow → Performance Workbench (the last item) to follow stability warnings alongside SLA work. Choose Sample Stability as the source and use the Stability filter for expired or expiring samples. Each row shows the barcode, patient/order, deadline, time remaining, and an Open sample action. Stability warnings are live and are not hidden by the historical date range. Staff with sample-view access see stability warnings; the other management alert sources still require management access.

Dashboard stability counts open this workbench with the matching stability state selected. In the laboratory overview, the link opens the branch with the most affected samples. The navigation badge counts actionable warning records available to you: branch warnings across every source you can access. It disappears when none remain.

Prioritize an expiring sample and verify its handling conditions. If stability has expired, ask the laboratory supervisor to assess suitability before further testing and recollect when laboratory policy requires it. These warnings do not automatically reject the sample or invalidate an existing result. Stability is separate from the storage retention/EOL date.

Lineage helps track aliquots or derived samples. If a child aliquot exists, do not treat it as an unrelated sample. It is connected to the parent sample and may inherit clinical context.

Use Aliquot / Split (under More) only after the source has been physically collected and its available volume is known. Choose Aliquot for a separated portion, Split for another child container from one source, or Pool Multiple Sources to combine compatible samples from the same order. Record the exact volume moved from every source, select the tests assigned to the child, add the storage or handoff location, and write a custody note. Kashef creates a unique child barcode and records each source's before/after balance.

Pooling requires a manager and an explicit irreversible confirmation. Verify every source label, patient/order, sample type, container, and contribution before confirming: pooled material cannot be separated back into its original sources. Never pool samples from different orders or patients, and never bypass an insufficient-volume stop.

Remaining Volume in the sample details shows how much material is left for remaining work. If volume is missing or too low, document the issue and follow the lab policy for recollection or cancellation.

Rejections and recollection

When a sample is rejected, write a reason that another staff member can understand without asking you. Good rejection notes include the observed issue, the affected sample, and whether recollection is needed. If a new sample is required, mark that option so the checklist and operations team know why the order is not moving.

Samples marked Require New Sample Collection appear in three connected places: Operations Workbench → Waiting for Recollection, the warning at the top of the order, and Missing Tests Samples below the order's Sample Log. Each place shows the original barcode and rejection reason. Open the item, verify what must be corrected, and create its replacement from the queue row or a deliberate bulk selection. Do not remove the original rejected record; it preserves why recollection was required.

The fastest way to recollect is New Sample (New Barcode) in the sample panel: it creates the replacement immediately and can reject the original tube in the same step. If only one test is affected, use the small button beside that test so only it moves to the new sample.

Never reject a sample because the result is abnormal. Abnormal results belong in result review. Reject samples for sample problems.

Missing and overdue collection follow-up

Every pending sample receives a collection deadline and appears in Operations → Core Workflow → Performance Workbench → Sample collection SLA. The queue prioritizes severity and shows the patient, order, barcode, assigned owner, acknowledgment, and escalation level. Level 1 begins when the deadline is missed; unresolved work escalates again after the configured follow-up intervals.

Managers and operations staff should assign an accountable branch owner with an optional handoff note. The assigned owner uses Acknowledge to accept responsibility. Record attempted contact or a safety concern before escalating. Collection closes the follow-up automatically. If the sample cannot be obtained, choose Reject and Request Recollection and optionally add a note; use Close as Not Required only after confirming the order decision. Every assignment, breach, escalation, acknowledgment, and outcome remains in the timeline and synchronizes with branch nodes and backups.

Barcode handling

The barcode is the link between the physical sample and the digital record. Print labels from the correct order and confirm the patient before collection. If a label is damaged or swapped, correct the sample record before results are entered.

Scan operational barcodes from the current lane in Samples Operations, rather than from the order Sample Log. A recognized barcode selects the exact branch sample for movement. An unknown barcode, a barcode already belonging to another order in the same lab company, or a damaged/unreadable label must be handled through Barcode Identity Stop instead of advancing the sample.

At the identity stop, compare the patient, order, sample type, requested tests, and physical containers. Choose one accountable outcome:

• Quarantine and stop work records the incident without changing any sample.
• Reject and recollect verified sample rejects the sample selected after the identity check and marks it for recollection.
• Manager override: issue a new barcode is available only to a manager. It replaces the verified sample barcode with a new unique value and preserves the previous and conflicting identities in the audit trail.

If an incident was quarantined, keep the physical sample isolated. After the identity evidence is available, scan the same label again and choose the verified resolution; Kashef updates the original incident instead of creating a disconnected history.

Every outcome requires a reason describing what was wrong, which identifiers were checked, and why the decision is safe. Never relabel an unknown sample merely to make it fit the current order.

For one sample, use Print Barcode under its card or Print Label in the sample panel. The barcode print page shows the actual printable label document in the preview frame. Choose the label template first, confirm the patient and barcode in the preview, then select Print Label Now. To print part of the order, select the required cards and use Print Selected Barcodes. For the complete order, use Print All Barcodes from the Sample Log and verify every label before printing.

Do not reuse a barcode for another patient or another order. If the wrong barcode was used, escalate to a manager and document the correction path.

Sample saving locations and custody

Before routine sample work, a manager creates the branch's physical locations under Operations → Samples → Sample Saving Locations. Use short printed codes and build a hierarchy when helpful, for example Freezer F1 → Shelf 2 → Rack B. Record the approved temperature range and deactivate a place that should no longer receive samples. A location already used in custody history stays available for audit and cannot be deleted.

Use Set Location in the sample panel to record where a tube is kept. Choose an active saving location from the order's branch; Kashef records the old and new location, the staff member, and the time in the sample history.

On the Samples Operations board, moving a sample between phases only changes its phase. The tube keeps its current saving location, and moving it to Processing records the staff member who started the work. Every move is kept in the sample history with the staff member and time.

In the order's Sample Log, Change Status, barcode-based status updates, and Receive Selected let you record a saving location or processing device when known. These fields are optional. Any selected destination must be active and belong to the sample order's branch; leave it blank when it is not recorded.

Submitting results for approval never stores the sample. As soon as every required result is approved and released, Kashef moves the sample to storage automatically; its history shows Stored automatically after results release. Use Set Location to record where it is kept. A cancelled, rejected, or deleted sample/order is marked in red and permits only Move to Storage for EOL. Kashef calculates EOL from the longest retention period among its assigned tests. When none of its tests has a retention period, it uses the Default sample retention from Lab Settings → Samples.

Stored samples can be filtered by EOL and disposed singly or in bulk only when EOL is reached. When laboratory policy requires ending its existing retention early, use Set EOL on the sample card or under More in the sample panel. Choose the EOL Date & Time: now, to make the sample ready for disposal once it is stored, or a later date to keep it longer. The form opens with the sample's current EOL when it has one. A reason is optional. Kashef replaces any existing date for that sample only and records the change in custody history. Disposal remains unavailable until the sample is in storage. Disposal requires a separate reason and records the responsible user and time. Disposed samples leave active and stored queues but remain visible in the order's sample history.

A connected AI tool can inspect a sample's current workflow, confirm an available collection or processing step, record its location, store it, set EOL or record eligible disposal. It uses your current sample permissions and records custody changes as you. Confirm only physical work that actually happened, provide the actual collection time and measured volume, and explain disposal or status corrections. Storage and disposal retain the result-completion and EOL checks. Active transfers lock these changes. If the sample changed since inspection, read its workflow again before retrying. Changing a sample status does not approve or release clinical result rows.

Reporting sample and machine incidents

Open Operations → Incidents → Incident Reporting when an unexpected sample, machine, or general operational event needs accountable follow-up. Choose the affected item (sample or machine) when available, set the observed severity, record when it happened, and describe the immediate containment and operational impact. Do not include a clinical result in an incident message when it belongs in the localized result workflow.

The reporter can follow their own incidents and read public replies. Managers and operations staff have a branch-wide incident inbox, can reply to the reporter, add private internal notes, and move a case through Open, In Progress, Resolved, and Closed. Every status change requires a note and records who made the decision and when.

Use Internal note — managers and operations only only for information that regular lab users must not see, such as an internal investigation or vendor escalation. Put instructions the reporter must follow in a normal reply. Incident records, replies, and status history synchronize between Kashef Cloud and Kashef Local for the same branch.

If you lose internal-note access before submitting, an internal message stays unpublished. Review your access or deliberately choose a public reply after removing anything private.

A connected AI tool can report an incident, search your permitted inbox, read its conversation and post replies. Staff with incident management access can also add internal notes and update status with a reason. Ask for the current incident before changing its status; a newer status change requires a fresh review. Replying appends a message, so check the conversation before retrying a request.