Managing Label Specifications

Creating Labels

Before labels can be printed from BSI, label formats must be created.  Once a label format has been successfully created, the Printing Labels dialog can be used to print the labels. Creating a new label format will prompt the user for the type of label to create. BSI supports several label file types, including .lab, .POF, and .ZPL files for Sentinel and IP label printing and .btw files for Bartender integrations. BSI also allows for printing via Labwriter to SlideMate.

Only users with the appropriate permissions can create, edit or delete label formats.

To create a label format for IP or Sentinel Printing:

Note: Prior to IP Label Printing, the lkup_printer code list must be configured to include the printer that will be used. This code list includes the following fields: Printer Name, Printer Label, Printing Method (POF, Sentinel, Bartender, or Labwriter), Printer, POF IP Address, POF Port, Drop Folder, and Active. For information on printing labels directly using a printer's IP address or setting up a printer in BSI, see Label Printing.

1. Navigate to the Labels manager. Select the New button. You will be prompted to select your label specification type.
   1. Note: The POF label specification type can be used with .pof, .lab, and .zpl file types.
2. The Editing Labels dialog will open. Click Upload and select your label specification file.
3. Navigate to the Field Mapping tab. Choose the BSI fields from the drop-down list that corresponds to each label specification field.
   1. For .lab files, use the Insert Rows icon to add and map fields.
   2. Note: When adding, changing, or deleting a mapping from variable name (CodeSoft Field) to BSI column name (Name displayed in BSI), users should keep in mind that rows with one or more blank columns will be completely ignored; therefore there is no need to delete empty rows, and extra rows need merely be cleared of data.
4. If desired, you may also select a Study ID value in the Field Mapping tab or provide a label description in the Description tab.
5. Click Save and enter a name for the label.

To create a label format for Bartender Printing:

Note: For Bartender printing, the Drop Folder value’s format will depend on whether a Mac or PC is being used. If both may be used, then instead create two distinct label formats for use with these printers, one for Mac only and the other for PC only. In the specifications, enter the appropriately formatted value in the Label File path field. 

1. Navigate to the Labels manager. Select the New button.
2. You will be prompted to select your label specification type. Select Bartender.
3. The Editing Labels dialog will open. Click Select Template and select your label specification file.
   1. If desired, you can select a File Path in the Label File field. This file path can be used to reference the drop folder for your Bartender integration.
   2. Note: Drop Folder must be defined in the lkup_printer code list in order to print labels using Bartender. 
4. Navigate to the Field Mapping tab. Choose the BSI fields from the drop-down list that corresponds to each label specification field.
   1. Note: When adding, changing, or deleting a mapping from variable name (Template Field) to BSI column name (Name displayed in BSI), users should keep in mind that rows with one or more blank columns will be completely ignored; therefore there is no need to delete empty rows, and extra rows need merely be cleared of data.
5. If desired, you may also select a Study ID value in the Field Mapping tab or provide a label description in the Description tab.
6. Click Save and enter a name for the label.

View a Label format

Anyone with access to the Labels manager can view a label format.

To view a label format:

1. Select the folder containing the label format in the left pane of the Labels manager.  Any labels and sub-folders in the selected folder will be displayed in the right pane.
2. Highlight the label format in the right pane by clicking on it anywhere in the row.
3. Select the View button.  The Viewing Label dialog will open.  No information can be changed while viewing a label format.
4. Select Close to exit the dialog.

Edit a Label Format

The Label editor will allow users to modify a selected label format by changing its name, description, associated template files, field names, Study ID and the path of the label file.

Users with the appropriate permissions can edit label formats and save them in their home directory.  Users can also open a label format from another directory, edit the format and save it to their own home directory or institution directory (depending on role permissions).  Local Administrators can save label formats in any directory that belongs to their institution.

Sentinel or IP Label printing:

1. Select the folder containing the label format in the left pane of the Labels Manager.  Any labels and sub-folders in the selected folder will be displayed in the right pane.
2. Highlight the label format in the right pane by clicking on it anywhere in the row.
3. Select the Edit button. The Editing label dialog will open.
4. On the Label File tab of the Editing Label dialog, click the Upload button to search for a data source.
5. Once the .pof, .lab, or .zpl file is selected, click Open. The path will appear in the File path: field.
6. On the Field Mapping tab, choose the BSI field from the drop down list that corresponds to the CodeSoft field. For .lab files, use the Insert Rows icon to add and map fields.
   • Note: When adding, changing, or deleting a mapping from variable name (CodeSoft Variable Name) to BSI column name (Name displayed in BSI), users should keep in mind that rows with one or more blank columns will be completely ignored; therefore there is no need to delete empty rows, and extra rows need merely be cleared of data.
7. On the Description tab, enter a description of the file, if desired.
8. Select Save.  The Save Label dialog will open.
9. Enter a name for the label or select the existing name and select Save.  If the existing name is entered or selected, the label format with that name will be overwritten unless the label format is being saved in a different folder.

Bartender or Labwriter:

1. Select the folder containing the label format in the left pane of the Labels Manager.  Any labels and sub-folders in the selected folder will be displayed in the right pane.
2. Highlight the label format in the right pane by clicking on it anywhere in the row.
3. Select the Edit button. The Editing label dialog will open.
4. On the Label File tab of the Editing Label dialog, select the Label File path where the labels will be saved before printing.
   • In a Bartender label, click the Select Template button then choose the template to be used and press Open.
   • In a Labwriter label, enter the Template Name.
5. On the Field Mapping tab, choose the BSI field from the drop down list and the corresponding to the Template Field.
   • Note: When adding, changing, or deleting a mapping from variable name (Template Field) to BSI column name (Name displayed in BSI), users should keep in mind that rows with one or more blank columns will be completely ignored; therefore there is no need to delete empty rows, and extra rows need merely be cleared of data.
6. Select Save.  The Save Label dialog will open.
7. Enter a name for the label or select the existing name and select Save.  If the existing name is entered or selected, the label format with that name will be overwritten unless the label format is being saved in a different folder.

Mapping Subject Fields in a Label Format

Subject fields can be mapped to the label format fields in the Editing Label dialog.  Subject data is retrieved based on Subject ID and Study ID. The user printing the labels must have permission to edit the subject data in order for the fields to be populated.

To map subject fields:

1. On the Label File tab of the Editing Label dialog:

   • For POF. ZPL, and Sentinel files, click the Upload button to search for a data source.
   • For Labwriter files, add the template name and select the Label File.
   • For Bartender files, select the template and the Label File Path.
2. On the Field Mapping tab, select the Study Id using the Ellipsis (...) button.
3. Select the Insert Row button.
4. In the BSI field, use the drop-down menu to select the subject attribute of the Study ID.  Continue inserting rows as needed to populate the fields.
5. In the corresponding label format field, manually enter the field name that the BSI subject attribute corresponds to.
6. Edit the label as needed and select Save.
   • If saving a new label format, the Save Label dialog will open. Users will be prompted to enter a name for the label or select the existing name and select Save. If the existing name is entered or selected, the label format with that name will be overwritten unless the label format is being saved in a different folder.
   • If saving a pre-existing label format, a dialog will open to notify the user of a successful save.

Delete a Label Format

Users with the appropriate permissions can only delete label formats from their home directory.

To delete a label format from the Labels Manager:

1. Select the label format to be deleted from the Contents table.
2. Select the Delete button.  A dialog will be displayed to confirm that you wish to delete the label format.
3. Select Yes to delete the label format.