# Sample List for Batch Import

To process many samples, add them to Clarity LIMS by importing a Microsoft Excel spreadsheet file (\*.xls or \*.xlsx). This method also applies to updating sample information.

### Requirements

* The sample list must be in \*.xls or \*.xlsx format.
* The sample list's column header names must match the default fields in the LIMS.
* The following column header names cannot be changed: **Sample/Name**, **Container/Name**, and **Sample/Well Location.**
* The following columns must be populated: **Sample/Name** and any sample-level custom fields that the system administrator requires.
* By default, import up to a maximum of 3456 samples from a single sample list file. To import more than 3456 samples, divide the samples into multiple files.

### Create a sample list

1. Download a sample list template from the **Projects and Samples** view in Clarity LIMS.
2. Open the sample list template.

   By default, the template contains the following information:

   * **\<TABLE HEADER>** and **\<SAMPLE ENTRIES>** tags (red/purple text).

     These identifying tags are required by the LIMS import process. **Do not edit these tags**.
   * **Column headers** (white text on blue background)

     These headers must reference the names of the fields containing the information to capture for a sample. If editing the column headers or creating additional headers, make corresponding changes to the fields in Clarity LIMS. See [#add-and-configure-custom-fields](https://help.connected.illumina.com/clarity-lims/clarity-lims-v6.3-and-lablink-v2.5/configuration/custom-fields#add-and-configure-custom-fields "mention").
3. Populate the columns with the information associated with the samples. Enter the data into the rows between the **\<TABLE HEADER>** and **\<SAMPLE ENTRIES>** tags. Insert additional rows as needed.
4. Save the file and import it into a project (see [#upload-and-modify-samples](https://help.connected.illumina.com/clarity-lims/clarity-lims-v6.3-and-lablink-v2.5/clarity-lims-v6.3-reference-guide/projects-and-samples/samples-accessioning/..#upload-and-modify-samples "mention")).

   If the sample list specifies a container name that does not exist in Clarity LIMS, the system creates the container.

### Tips for data entry <a href="#creatingsamplespreadsheets-configuringspreadsheetsforusabilityandspeed" id="creatingsamplespreadsheets-configuringspreadsheetsforusabilityandspeed"></a>

Refer also to [guidelines-and-tips-for-batch-sample-import](https://help.connected.illumina.com/clarity-lims/clarity-lims-v6.3-and-lablink-v2.5/clarity-lims-v6.3-reference-guide/projects-and-samples/samples-accessioning/guidelines-and-tips-for-batch-sample-import "mention").

* Enter dates using Excel date cell formatting.
* To preserve currency characters (e.g. $), currency is best entered as a string (rather than using the Excel currency category).
* Numbers can be entered either as numeric or string values.
* If there are drop-down lists of values in Clarity LIMS, enter these exact values in the sample list.
* Container well locations are always **Row:Column**. The actual dimensions depend on the container type configuration.
* Excel may sometimes automatically alter values, depending on the type of data being entered.

For example, for Boolean fields such as **Stored On Site?** below, numeric values of **zero** and **false** will evaluate to **FALSE** whereas **non-zero numeric values** and **true** will evaluate to **TRUE**. Other values will result in an error on import.

| **Custom Field/Sample Material** | **Custom Field/Stored On Site?** | **Custom Field/Sample Location** | **Custom Field/Date Received** |
| -------------------------------- | -------------------------------- | -------------------------------- | ------------------------------ |
| Tissue                           | 1 *(TRUE)*                       | Freezer #1                       | 06/01/2014                     |
| Serum                            | true *(TRUE)*                    | Freezer #1                       | 06/01/2014                     |
| Tissue                           | 0 *(FALSE)*                      | Fridge #2                        | 07/15/2014                     |
| Serum                            | false *(FALSE)*                  | Fridge #2                        | 07/15/2014                     |
| Tissue                           | yes *(ERROR)*                    | Fridge #2                        | 07/15/2014                     |

### Configuring sample list spreadsheets for usability and speed

Spreadsheet programs like Microsoft Excel contain features for increasing usability and speed when entering data. For example, the following configurations are available:

* Add drop-down lists of options that correspond to options available in Clarity LIMS. Use the Named Range and Data Validation Excel features.
* Hide header columns required by the system but not required.

The Clarity LIMS support team can create custom, efficient sample list templates.