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How to Upload Lab Data in SampleServe (New DataFiles System Walkthrough)
In this video, we walk through how to upload laboratory data into SampleServe using our new DataFiles system.
DataFiles is your central hub for all lab data uploads — whether submitted by you, your laboratory, or from previously uploaded sample location files. This update makes lab data imports more flexible and much easier to manage.
🔹 What You’ll Learn in This Video
✔️ How to download and review the sample CSV template
✔️ What “flat file format” means (rows + column headers)
✔️ How to upload lab files that don’t exactly match our template
✔️ How to match and map your column headers
✔️ How auto-matching remembers your format for future uploads
✔️ How to fix sample location mismatches
✔️ How to assign units and chemical fractions
✔️ How to review errors and make bulk fixes
✔️ How to confirm your lab data appears in Analytical Tables
📁 Flat File Format Requirements
Your lab file must be in a flat file format, meaning:
Column headers across the top
Sample locations and associated data in rows
You do not need:
X/Y coordinates
Start and end depths
If you have them, you’re welcome to include them — but they are not required.
The key requirement is that your file is structured in rows and columns so we can match the data correctly.
🔄 Column Matching Made Simple
During upload, you’ll:
Drag and drop your file.
Match your file’s column headers (left side) to SampleServe’s accepted headers (right side).
Ignore columns you don’t need.
Confirm matching.
The system remembers your format — so once matched, future uploads of that same file structure are nearly automatic.
Example:
“Result Parameter Name” in your lab file = “Chemical Name” in SampleServe
“Lab Analysis Time” = “Analysis Time”
If something doesn’t auto-match, simply select the correct field from the dropdown.
📍 Sample Location Matching (Important!)
Before uploading lab data:
Make sure your sample locations are already created in your project.
Lab data connects to your project by matching sample location names — not by media type (soil, groundwater, etc.).
If there’s a mismatch (for example: MW 3 vs MW-3), you can manually correct it during upload.
⚙️ Bulk Fix Options
You’ll also be able to:
Standardize date formats
Assign result units (e.g., PPB)
Select chemical fraction (choose “Total” if your file does not specify one)
Chemical fraction selection is required for reporting functionality.
📊 Reviewing & Confirming Your Data
Before finalizing:
Review the preview table (Excel-style editor)
Filter by errors
Make bulk fixes
Or return to Excel to adjust and re-upload
Once complete:
Download the original file
Download the reformatted file
Verify results under Reports → Analytical Tables
If your upload date appears and results populate correctly — you’re good to go.
🚀 Why This Update Matters
You no longer need to perfectly match our sample CSV template.
As long as your lab provides a flat file:
Match the columns once
Save the format
Upload easily going forward
This significantly reduces the time and friction involved in uploading lab data.
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