Create and track samples

What you will accomplish

Issue a sample from a formula so its type, quantity, storage location, notes, formula, and linked development record remain traceable in the sample registry.

This record is evidence for review. It does not automatically grant QA approval or release the product.

Before you start

• Product Development and the Sample Registry are available on Pro, Business, Lab, and Enterprise. Free and Maker users can save formulas and upgrade when ready to track development samples.
• On Business, Lab, or Enterprise, assign the formula to the correct workspace. A personal Pro formula does not need an organization workspace.
• Save a formula version before issuing a linked sample.
• Link the formula to its development record when the sample belongs to a project.
• Create or confirm the named storage location where the sample will be kept.

Issue the sample

1. Open the formula record.
2. Find Sample activity.
3. Select Issue Sample.
4. Choose the Sample type.
5. Enter the Quantity.
6. Choose the Qty unit.
7. Choose the named Storage location.
8. Enter the review context in Notes.
9. Select Issue Sample.

The sample keeps a link to the exact saved formula version used at issuance. Editing the formula later does not change that sample's source version.

When you issue a sample from a batch, it uses the saved formula version recorded by that batch, including when the formula has a newer version. A stability study linked to a batch follows the same source. Conflicting versions or a missing recorded batch version must be reviewed before issuing the sample.

Available sample types include Bench, QC, Stability, Retained, Client, Pilot, and Packaging. Choose the type that describes the issued sample; the label does not record a review result by itself.

Review the connected record

1. Open Samples at /samples.
2. Select the generated sample code.
3. Review Connected records.
4. Review Storage.
5. Review Packaging when a packaging variant was connected.
6. Review Observations & notes for the saved bench observations, limitations, and next steps.
7. Use Track sample to correct notes, storage, or testing state. This does not approve the sample or release a batch.

After saving a tracking change, the sample details refresh. If a save result is unclear, reload and review the saved record before trying again. If someone else changed the sample, review the latest record before submitting your retained edits.

You can also start from /samples. Choose a workspace, then optionally select a development project and formula. Leave both blank for an exploratory workspace sample.

Check your work

• Confirm the sample code appears in Sample activity and the sample registry.
• Confirm the quantity and unit match the issued amount.
• Confirm the storage location identifies where the physical sample can be retrieved.
• Confirm the formula and product-development links point to the intended records.
• Confirm Formula version at issuance opens the saved version used for this sample.

If something does not look right

• If Formuley asks for a workspace on a team plan, assign the formula to an available workspace before issuing the sample.
• If a storage location is rejected, choose an active location available to the same workspace.
• If the project link is absent, return to Development brief on the formula and save the correct Linked project.

Next steps

• Document a formula trial.
• Start a stability study.
• Open the matching video guide.