General Areas

Landing page & functionality

The Landing page of the web site has two views

Non-Authenticated User view

The user will be presented with the login box and a language selection when first calling up the site. The user will have the option to provide their Webtrieve ID, Password and preferred language for site display.

User Login Fields

Clicking logon will attempt to log the user in using the provided credentials. If unsuccessful, an error message will be displayed.

The available list of functionality available to unauthenticated users is limited to:

Forgotten your Password

The user will be presented with the login box and a language selection when first calling up the site. They will have the option to provide their Webtrieve ID and Password.

The Forgotten Your Password screen

Register for Login

If the user does not have access credentials to the web site this link will allow them to provide their details via a registration form on screen.

This screen requires a certain set of details to be provided. Once submitted, the contents will be sent to a relevant operational group based on the Country and State provided by the user. A site-based email notification group will also be notified across all regions.

This process does not grant the requester instant access to Webtrieve – completion of this application will require an ALS representative to process the request before the user can access Webtrieve.

Register for Login screen

Authenticated User view

Once successfully authenticated, the user will be displayed one of a number of configurable home pages. This will be detailed later in My Account.

The default home page is displayed below – the login box has disappeared, a number of news items are displayed on the main screen and the registered user options are now available in the top right hand corner of the screen. The menu is now also available to the user to navigate the site functionality. All of this functionality will be described in following sections.

Home Page View for Authenticated Users

Contact Us

The Contact Us screen is available from the footer of all screens, irrespective of whether the user has yet logged in.

The screen below is displayed to the user and an email will be sent to the appropriate regional distribution list for processing.

Contact Us Page


The Logout option at the top right hand corner of the page will log the user out of the current browser session when it is clicked.

The users credentials will be discarded and the user will need to login again via the Landing Page to reuse Webtrieve.


The Dashboard is new in Webtrieve and can be configured as the user’s home page.

A number of widgets are displayed on the home page – some being permanent widgets and the others being user-optional widgets. Permanent widgets will always be displayed on the dashboard; the optional widgets can be added to the dashboard as the user likes.

A time-frame selector defines the time period for which all the widgets are applied. Depending on the user’s classification (End User, Distributor, Territory Manager) an additional company filter selection can be applied to filter the results. The graphical widgets that report statistics or time-based measures will always be reporting samples as per the customer and time filters applied.

The dashboard can be printed for off-line review.

Dashboard Overview

A normal dashboard view

Available Dashboard Widgets

Widget Description Type
Condition Summary

The filtered list of samples for the current user broken down into sample condition. A percentage and numerical measure is displayed.

Clicking on any of the slices in the condition summary pie chart will display the tabular results.

Compartment Summary

Similarly, the filtered list of samples is broken down by Compartment Type. Clicking on a section of the pie chart will display a list of samples filtered by the Compartment Type selected.

The Top X filter allows the user to view the donut chart across the top 5, 10 or all compartment types.

Problem Summary

A bar chart categorizing the filtered sample set by Problem Code. Clicking on a bar in the graph will display a list of samples filtered by that Problem Code.

A Top X filter will also display the top 5, 10 or all problem codes in the current sample set.

Average Sample Transit The time between a sample being taken and it being received by the laboratory is termed Transit time. A single averaged measure across the displayed samples is shown. Permanent
Average Lab Turnaround Average Lab Turnaround time reports the time from when a sample is received by the laboratory to when the sample report is generated. This value is also averaged across the filtered sample set. Permanent
Total Sample Turnaround Total Sample Turnaround time is the measure of Transit + Laboratory turnaround time. Permanent
Information Shortcut links to any guides or manuals that are relevant to the site will be listed here. Optional
My Hotlinks

Hotlinks are personal shortcuts that can be added from most screens within Webtrieve. The list of hotlinks added by the user along with how many times they’ve been used is listed in this widget.

Clicking on any of the hotlinks will take the user to that screen.

News Shortcut links to any current news articles will be displayed in this dashboard widget. Optional
Submissions – Unprinted Any sample submissions that have been performed but not yet printed onto labels are displayed in this widget. Optional
Submissions – Not received Submissions that have been printed to labels but not yet received by the lab are highlighted here. A timeframe is also indicated so any exception cases can be reviewed and chased up. Optional

Add/Remove Dashboard Widgets

A number of dashboard widgets will always display on the dashboard by default. There are also a number of optional dashboard widgets that can be added / removed as desired by the user.

Any optional dashboard widgets that are not currently displayed on the dashboard will be listed in the Add Widget list, outlined in green below. Selecting a dashboard widget and clicking the add icon next to the list will add the widget to the dashboard.

The dashboard widget selector

To remove an optional dashboard widget, a red cross icon will be displayed on the dashboard widget. Clicking this icon, will remove the widget and it will appear again in the Add Widget list.

An optional deshboard widget with the remove widget cross icon

Change Dashboard timeframe

The "Filtering By" list on the dashboard displayed below allows the user to narrow down the range of samples to be displayed on the dashboard.

Filtering the dashboard by supplying date and company criteria


The Help screen allows the user to download the Webtrieve help file in the language of their choice in PDF format.

Help files will be available in a number of formats

My Account Page

The My Account page is where the user will maintain all their user configuration settings used throughout the site.

Some settings are visible dependent on the user’s role. For example, in the screenshot below Areas 1, 2, 3 are available to all users. Area 4 is only available to some site administrators.

My Account page

Area 1 – User Details

Update Your Profile

The Update Profile page allows the authenticated user to review their details as they appear in the ALS database. Changes are logged and a notification of the changes sent to ALS for processing.

On this page there are additional links allowing the user to:

The user can view and update their details

Change Password

The Change Password screen allows the user to change their password.

Once these conditions are met the password will be changed and will need to be supplied when the user next logs in.

Changing Password

Special Note:

Address Book

The Address Book is a new feature in Webtrieve that allows users to maintain a basic quick list of Contacts and their email addresses that can be used to distribute Email Summary reports, another new feature of Webtrieve.

This screen allows the user to add, edit or delete Email Contacts. This feature does not interface with Outlook, Hotmail, Gmail or any other external list of contacts the user may have.

Adding a Contact

Adding a Contact to the Address Book

Updating or Deleting a Contact

Updating or Deleting a Contact from the Address Book

View Your Dashboard

The View Your Dashboard option is simply a link to the new Dashboard feature in Webtrieve and will take the user to the Dashboard View. The Dashboard can also be accessed from any other page in the site by clicking the Dashboard navigation link at the very top of the screen.

The Dashboard View can also be reached from the My Account section

Area 2 – General Settings


The General Settings area contains all the settings that are not specific to certain functions in Webtrieve and one-off configurations.

Miscellaneous User Settings

The Miscellaneous User Settings page is displayed below:

Miscellaneous settings options

Change Start Page

Change Start Page

The user can define which page is displayed to them once they successfully login.

The available options are

Select Displayed Menus

Selecting the displayed menus

The following menu items are available to the user – some menu items are mandatory and others are optional!

Sample Submission

Sample Submission configuration options

A new configuration setting called the Equipment Age Sampling Threshold is now available. This number represents the maximum number of hours that should exist between sampling on a piece of equipment. If this number of hours is exceeded, a warning is displayed to the user. An example of how this works is displayed below:

Sampling Threshold example

A piece of equipment has been previously sampled and a certain number of hours associated with the Unit. A full online submission is performed and the new hours on the Unit are entered.

If these new hours on Unit exceed the previous hours on Unit by more than the Sampling Age Threshold, a warning will be displayed. This was previously a fixed value, but can now be configured per user.

This value is not configurable per customer or per equipment, just per online user.

Auto-Clear Setting

The Auto-Clear setting provides a configuration setting that determines a threshold period for when new samples are no longer considered "new". All New Samples appear in the New Samples list until they are viewed or marked as viewed.

Depending on sampling frequency, New Samples can build up quite quickly. The Auto-Clear setting can be configured to remove All Normal Samples, All Samples after 7 days of diagnosis or not perform any automated processing on new samples at all. The full array of choices is displayed below.

Auto-Clear setting drives the cleaning out of samples

Maintain Tags

Tagging of results is a new concept in Webtrieve and replaces the hierarchical Compartment Groups in previous versions of Webtrieve. Results from any search results screen can be tagged for later retrieval.

The Maintain Tags list can be accessed from the Account Settings page under General Settings | Maintain Tags link.

The Maintain Tags screen allows the user to view their list of Tags, how many results are associated with each tag and to clear, rename or remove Tags.

Search Tag Maintenance

Clicking on the tag name in the list above will allow the user to edit the name and comment of the tag.

Clicking the View icon will display the tagged results associated with the tag.

The icons to the right of the list indicate the actions that can be performed on each set of tags.

From the left the icons indicate:

Clear the contents of the tagged list.
Edit the Tag name or comments
Delete the Tag and any sample links. This does not remove samples, only the tag.

A new tag can be added from the bottom of the Maintain Tags list by clicking Add New Tag. This can also be performed from within search results screens.

Reset Settings to Default

There are a lot of configuration settings and colours that can be configured within Webtrieve and if it all becomes too much, the user can opt to reset their settings to the original "factory settings".

These factory setting configurations are configured by the Webtrieve "Template User". When a user requests their settings to be reset, they will inherit the settings of the Webtrieve Template User.

Resetting user configuration options

Furthermore, the user can opt to reset all their settings or only some of them as per the above screenshot. Any selected options will be reset.

Regional Settings

Webtrieve now allows users to specifically set their preferred date and time format settings. This works independently of network rules or local client settings.

Simply select the preferred date/time format and this setting will be applied across the web site and all reporting functionality available.

Configuring the regional date and time settings

Area 3 – Display Settings


Under the My Account section, the Display Settings area allows the configuration of columns, colours and everything related to search results presentation.

Colour Settings

The Colour Settings page allows the configuration of colours that apply to

The process is as follows:

Configuring Test Colours is a similar process to the previous section. Some minor differences exist in the logical grouping of the tests.

Configuring Test Colours

The Test Colour configuration screen consists of a colour palette and a list of tests logically grouped by the Test Group to which they belong.

The colour palette works in a similar way as the previous screen. When assigning the colour selected, there is an additional option to apply the colour to individual tests or all tests in the Test Group.

Column/Row Settings

The Column/Row Settings page allows the user to change settings related to lists of results that are displayed in Webtrieve.

Changing Unit list column settings

The process of modifying list column and row settings is as follows:

When modifying Summary Columns or Print List Columns, the user can indicate for each column:

Searching for Samples


Searching is one of the most powerful functions in Webtrieve – the following sections will highlight the existing search features and some of the new tagging features recently introduced.

User Defined Search

The search screen allows the user to perform on demand searches or save search criteria for later use.

Search Screen functionality

The screenshot below displays the Search screen. The screen is comprised of a number of sections including:

Search Criteria screen

Default Results Display

When a user performs a search, the "Display Results Using" option at the bottom of the screen will determine how the search results are displayed.

The two options available include:

Selecting how results are displayed

Search Criteria Types

There are certain types of criteria that can be supplied when providing search criteria.

The Legend button on the Search screen provides additional tips on how to enter criteria to optimize the searching process.

Various types of search criteria types include:

Using Pick Lists

Below is an illustration of a normal pick list in Webtrieve – pick lists will be displayed on a variety of items in the sample database.

At the top of most pick lists there will be a filter control that allows the user to filter the pick list by items starting with or containing particular text.

Entering the text and clicking the arrow will filter the list.

When items are selected, the currently number of items selected will appear at the top of the pick list to indicate how many items have been chosen.

A Viewing Page selector at the bottom of the pick list allows quick navigation on large lists, allowing the user to jump many pages in the list in one go if the user chooses not to filter.

The Show Selected Items button will "collapse" the list down to display only the selected items. This can be toggled again to show all items.

Certain pick lists are filtered in a master-detail relationship. For example, if a number of companies are selected in the Company pick list, the Unit pick list will only display Units for the selected companies.

Ad-hoc Searching

Ad-hoc Searching is the quickest way that a user can supply search criteria and display results. The user simply provides their criteria in the Search screen and determines to view the results using the Summary View or one of different List Views.

This Ad-hoc Search criteria provided will be reset every time the user logs back into the site, however unless cleared, the criterion will remain for that browsing session.

Saving, Modifying and Deleting Searches

If the criterion that is to be applied is often used or complex, the search criterion can be saved as a permanent search.

The criteria screen by default allows the user to perform ad-hoc searching when saving and naming the search is not required.

Ad-Hoc Searching

If search criteria is to be saved for later use, the Save Search button can be clicked and a Search Name supplied. A comment can also be saved against the search.

Saving a search

Clicking save & search will save the search and criteria, then display the results. Search names and comments can be updated in the same way.

Deleting a search

A pre-saved search can also be deleted if it is no longer required. Select the search from the Searches list and a Delete Search button will appear allowing the user to delete the search.

My Tagged Results

Tagged Results are a new concept in Webtrieve and allow the user to mark any samples, equipment or companies with a particular "tag" meaningful to the user.

There is no need for any type of relationship between the results marked as a certain tag – this allows the user much more flexibility in grouping their results.

A list of Tagged searches

The illustration above shows a numer of tagged results for the current user. The list displays

See Section 4.5 on how to add results to a tagged list.

My Saved Searches

When viewing My Saved Searches from the menu screen, a list like the one below will be displayed. It is very similar to My Tagged results screen with a few minor differences.

Listing a User’s saved searches

Some items of note:

Viewing Search Results

After supplying search criteria using an on-demand search or a saved search, the user has the option to view the results in a variety of ways.

Using the Summary View

The Summary View allows a hierarchical presentation of the results, allowing an overall view of the search results.

Results are broken down into a 3 level master-detail list setup of Companies, Units and Compartments. All the Units for the selected company are displayed. All the Compartments for the selected Unit are displayed.

If the number of Companies or Units is more than can be displayed on screen at one time, list paging will be used to help navigate through the results. The number of companies or units that are displayed can be configured through the My Account section.

Summary View displaying all companies, units and compartments from a search

Within each section of the Summary View are button links to the Company, Unit or Compartment lists. These lists will display the entire list of Companies, Units or Compartments resulting from the search. These lists are explained in the next section.

The user can return to the search screen to modify the search criteria by clicking on the Criteria button.

The columns displayed in the Summary View can be configured via the My Accounts section. A number of columns will always be displayed but whether most columns are displayed and their sequence in the list can be configured by the user.

The Summary View is good at providing a hierarchical view of results data, but it does require a lot of navigation to see the entire results set if a lot of samples are returned. The List Views described in the next section provide a more ‘light-weight’ way of reviewing results.

Using List Views

List Views can be generated from the Search screen or from the Summary View.

The type of list displayed when results are found can include - Company, Unit, Compartment or Sample. The columns and sequence of the columns for these individual lists can also be configured from the My Accounts section.

A normal Sample list

These lists contain standard list functionality that the user would already be familiar with from other applications or web sites.

If a lot of results are displayed paging is available; paging can also be turned off if all results are to be displayed on the one screen. Sorting in ascending or descending order of the results can be achieved by clicking on any of the column headers. An indicator will display what column the list is being sorted by.

At the top of the list screen are two combo boxes labeled Action and Tagging.

The following tables define the Actions available from each of the lists:

Company List Actions

Action Description
Download selected as CSV Selected companies will be exported in CSV format.
Download selected as XML Selected companies will be exported in XML format.

Unit List Actions

Action Description
Download selected as CSV Selected units will be exported in CSV format.
Download selected as XML Selected units will be exported in XML format.

Compartment List Actions

Action Description
Sample Summary Report A Sample Summary report can be generated and sent to email recipients for the last sample on each of the compartments selected.
Perform Full Submission Selected compartments will be passed to the Full Submission screen where submission information can be entered and labels printed.
Perform Basic Submission A fast-track submission process that will allow the user to quickly print submission labels for the selected compartments
Download selected as CSV Selected compartments will be exported in CSV format.
Download selected as XML Selected compartments will be exported in XML format.
Pre-Print Avery 12 labels A page of Avery 12 labels will be printed for each compartment selected
Pre-Print Avery 21 labels A page of Avery 21 labels will be printed for each compartment selected
Pre-Print Avery 21-BS labels A page of Avery 21-BS labels will be printed for each compartment selected

Sample List Actions

Action Description
Sample Summary Report Each sample selected will be included in a Sample Summary report that can be emailed to email contacts.
Download selected as CSV The selected samples and sample results will be exported in CSV format
Download selected as XML The selected samples and sample results will be exported in XML format
Mark as Viewed New Samples can be marked as viewed so those samples no longer appear in the New Samples list.

The Tagging combo box allows the following options:

Option Description
Add selected to > *new* tag Selected results will be added to a brand new tag description.
Add selected to > xxx tag Selected tag results will be added to a pre-existing
Maintain Tags This takes the user to the screen where any tags they have created can be cleared, renamed or deleted. No items in the list need to be selected.
Summary of Tagged results This takes the user to a summary screen of all their tagged results. No items in the list need to be selected.

Viewing Samples and Equipment details


Viewing equipment sampled and reporting sample results is the primary objective of Webtrieve. The following sections illustrate the best ways to review sample results data.

Sample details

The Sample details screen displays the entire sample history for a piece of equipment. When viewing the Sample details screen, the most recently sample is usually viewed so all the previous sampling history is visible in a tabular format.

Below is illustrated a sample on a hydraulic system including the full sample history, fluid reference minimum and maximum suggested levels that have been configured, the equipment information box and the sample diagnosis and rating.

A menu area contains links to other functionality that can be performed around the current sample; this functionality will be described in the following sections.

The Sample details screen

Displayed along most of the left hand side of the sample details screen is the sample and test results trending history.

This includes:

Date Sampled, Equipment and Fluid Hours and a record of the maintenance history on fluid and filters, if present.

An important column present is the Test column that lists the full list of tests that have been performed on the equipment during any of the historical sampled dates. If a test has been performed at some point it will be visible on screen.

The sample results are colour coded coinciding with the individual sample test result for that particular sample and these colour settings can be configured individually for each user. Any testing results outside normal parameters can quite clearly be seen.

Finally, the Min/Max columns display Equipment Reference levels for the tests performed. See Section 7.3 for more information on setting up Equipment Reference Levels.

Many of the column headers displayed on the sample details screen can provide additional information when reviewing the sample, including:

On top of some sample point columns, it is possible to see additional icons as displayed below.

These icons indicate whether any image based tests exist against the sample, and/or if any feedback has been recorded against that sample.

Diagnosis Columns with icons

Sample Information

On the right hand side of the Sample Details screen, summary information about the sample is displayed.

The Fluid, Type and Grade used on the sample are all displayed.

The Sample Severity condition ranging from Normal to Sever is displayed and color coded.

A Problem Code is displayed if a problem category was identified with the sample, along with a reference legend explaining what the Problem Code describes.

The Sample Diagnostic Text is also shown along with any customer comments applied to the sample.

Equipment Summary details

At the bottom right hand side of the Sample Details screen is displayed the summary equipment information for the current sample.

This information is displayed in Company, Unit and Compartment areas, with key identifying information about each shown. The colours are customizable to be easily identified.

A link to additional details on the Company, Unit and Compartment information is provided so more detailed information can be viewed.

Company Details

The Company details screen provides all information about the selected company, including all contact and communication details.

A paged list of sampled Units is also displayed so that all Units sampled for the current user can be seen. Each of the Units is linked to their respective details screen providing drill down information for that unit and its compartments.

Feedback can be provided against the Company or any of the Units from the Company details screen, by clicking the icon

Company details screen

Unit Details

Similar to the Company details screen, the Unit details screen provides detailed information about the Unit, the owning Company and any sampled Compartments for that Unit. Each of the Compartments for the Unit display the last sample recorded along with the condition of the Compartment at that time.

Similarly, from the Unit details screen, feedback can be left against the Company, Unit or any of the Compartments.

Unit details screen

Compartment Details

Finally, the Compartment details screen includes all the information included in the previous screens from the Company, Unit and Compartment details screens. The last samples performed on the Compartment are also listed along with the Severity ratings diagnosed on each.

Feedback can be left against Company, Unit, Compartment or any of the Samples using the Feedback icon. Links to each of the samples are provided to drill down into the sample information itself.

A link back to the originating sample is available at the top of the page if the details screen was reached via a sample details screen.

Compartment details

Updating Sample Data

Frequently, when samples are received by the lab the sample may have been submitted in haste or submission errors were made when submitting and important sample information was omitted.

Usually the information that needs to be corrected is the Time on Equipment and the time on the fluid or filter in the compartment. Two screens are available to accomplish this.

From the Sample Details screen, in the Select Information to Update section:

Update Fluid Value Discrepancies will allow the trending fluid age data to be corrected.

The Update Sample Details screen allows updating of key sample data on the current sample only.

Edit Fluid Discrepancies

The Edit Fluid Discrepancies tool was developed to identify any discrepancies in Compartment and Fluid Age values recorded on a Compartment. It is a way of updating the time on Compartment and Fluid across all samples on a compartment.

The difference in Fluid Age between samples is compared with the difference in Compartment Age. If the differences are outside of a tolerance factor, the discrepancy will be highlighted.

Checking for Discrepancies Time on Compartment does not correlate with recorded time on Fluid

When the differences between the Compartment times do not match the Fluid Age times, a discrepancy is detected and flagged to the user.

Updates to the Compartment or Fluid Time can be recorded to remove the discrepancies.

Edit Sample Details

A simpler concept, but done at the individual sample level, is the Edit Sample Details screen. This screen allows the user to update any of the recorded sample-level information that could be submitted via the submission process.

No equipment or results level information can be changed with this screen.

Once changes are recorded, the changes will be visible within the Sample Details screen.

Depending on the permissions level of the user making the changes, the changes will be applied to the sample in the ALS database and be reflected through all sample reporting functionality, not just the Sample Details screen.

Editing Sample Details

Any of the fields displayed in the above figure can be modified from time measures to whether the filter and fluid was changed.

An auditing history of changes made against the sample is listed so any corrections and who made them is visible.

Sample Graphing and Imaging results

On the right hand side of the sample details screen there are links to view the Sample Graphs or Sample pages/images that exist against the current sample.

Clicking either link will display in detail either the pages/images or graphs for that sample.

Displaying Filter Patch pages/images Displaying MPE Imaging Sample pages/images screen complete with sample information and navigation

Not all samples will contain imaging, and often samples will not contain both filter patches and MPE imaging.

Basic sample information can be viewed on the pages/images screen and the navigation links allow the user to scroll between the pages/images on subsequent samples without having to return to the list.

Similarly, Webtrieve has pre-configured graphs that exist for particular Compartment Types depending on the testing package performed. Relevant graphs displaying trending data of the sample history of the compartment can be viewed.

Sample pages/images

For graphs that have multiple series displayed, clicking on the series name at the bottom of the graph will toggle on/off the trend line.

To view a graph in more detail, clicking the icon at the bottom of the graph will display the graph using an enlarged view for additional detail. A navigation aid to cycle through the standard graphs for that sample is displayed alongside the graph. This is illustrated below.

Enlarged Standard Graph

Trending Analysis

Trending Analysis can be performed by preselecting a number of tests of interest from the Sample Data screen then clicking the Trending Analysis link from the functions menu.

Select the tests of interest. Here Aluminium, Nickel, Chromium, Copper and Silicon are selected.

Click the Trending Analysis link on the right hand side of the Sample details screen.

Trending Analysis screen

Supplying & Reviewing Feedback

Supplying Feedback

Within Webtrieve, feedback can be provided against all levels of information from Company down to Sample information. This can be done from the details screen for companies, equipment or samples.

Supplying feedback from a sample Supplying feedback on equipment or a company

On the Company/Equipment Details screen, the icon will allow the user to provide feedback.

Viewing Feedback

Any feedback that has been left against equipment or samples is indicated via search results lists by the feedback icon in the feedback column.

The image to the left indicates feedback has been left against the sample.

Clicking on the icon will display the feedback form with the feedback that was recorded, displaying the feedback form below.

Viewing feedback left on sample

Historical feedback left against the company, equipment or sample is displayed in a list as well as the option to provide new feedback is presented to the user.

Users can also provide attachments when leaving feedback, which can be reviewed later.

Investigating and Reporting on Feedback

There are several ways to review feedback left on equipment or samples. These include:

Viewing Compartment Feedback

From the Sample Details screen, the View Compartment Feedback option under the navigation menu will display all sample feedback for a compartment or feedback on the compartment itself.

The View Compartment Feedback screen displays all sample and compartment feedback. Alternatively, the list of feedback can be filtered by Sample or Compartment feedback only.

There is also a searching option to find any feedback that contains a search string typed in by the user.

View Compartment Feedback screen

Action Alerts

As part of equipment maintenance it is very important that when an issue is detected with equipment that corrective action be taken as soon as possible to prevent further problems.

The Action Alerts menu option will allow users to do this by adding feedback on alert samples (samples with a severity of Caution, Abnormal or Severe).

The Action Alerts page will list alert samples that have no current feedback or processing currently underway – these samples need attention to avoid deterioration.

The list can be filtered by Company, Date or Problem Code. The default date range used to display the list is the current date minus one month.

Reviewing Alert Samples and creating feedback

Some alert samples may legitimately require no action against them – these can be selected from the list and marked as no action required. When this is done, those samples will be removed from the Action Alerts list.

Those samples that do require attention should have feedback created against them and the Date Action column will have the date the instruction was added.

These samples requiring action can be selected and printed as an action list report for the workshop to proceed with corrective maintenance or corrective action.

Review Feedback History

Additional Feedback can be made against equipment or samples and this feedback can be reviewed via the Review Feedback History screen. This screen allows further filtering functionality to filter feedback by equipment characteristics including Unit ID, Makes and Model information.

Reviewing Alert Samples and creating feedback

Once Feedback has been made, it can be marked as Viewed to ensure that all feedback has been reviewed. The number of new responses is highlighted to the user.

Feedback can also be downloaded in CSV format for offline review.

Samples Menu


The Samples menu navigation item allows users to focus on Sample related maintenance.

The Sample menu includes the following items:

Each of these options will be outlined in the following sections.

New Samples

The New Samples list displays to the user all of the samples that have been published to them that have not yet been viewed.

The New Samples list can be configured in the Account Settings section to be the home page for the user and is often a popular "first stop" when the user logs into Webtrieve.

Once Samples have been viewed through this list, each sample viewed is flagged as "delivered" and will not appear in the New Samples list again. If a user is also viewing their samples through the mobile application, viewing samples through the mobile application will mark their new samples as viewed.

A typical New Samples list

The operation of the Samples list otherwise operates exactly the same with all the list functionality available to the user as a normal sample list.

The users "Auto Clear" setting (See Section 3.2) will manage what samples and what severities appear in the New Samples list. See that section for more information on how the Auto-Clear functionality works with New Samples.

Diagnosed within 7 Days

Diagnosed within 7 Days report

The Diagnosed within 7 Days report is simply a system search that displays to the user all their samples that have been diagnosed within the last 7 days. This view does not take into account whether the user has already viewed the sample or not.

The functionality of the list is that of a normal sample list with all the functionality that is available to that user’s role – be they an End-User, Distributor or Territory Manager.

Sample Submission

Webtrieve offers users to perform online submission which captures equipment and sampling information that is provided when the sample is sampled and provided to the lab.

The following sections outline the process of performing online submissions.

Finding Equipment to create Submissions

The screen below displays the interface used to identify equipment to be submitted.

Identifying equipment in order to perform online submissions

Any of the following optional submission filter criteria can be supplied including

The results list will contain all the equipment matching the criteria. The user proceeds to select the equipment to be sampled using the checkboxes in the list.

There are 3 actions that the User can then perform

Performing Basic Submissions

Basic submissions are submissions that use all the same equipment information from the previous submission. No age on fluid or filter or equipment is supplied. In addition, no Change information on Filter or Fluids is supplied either.

Performing Full Submissions

Full Submissions allow the complete range of information to be entered against the sample but require more effort to data enter against the submission.

The follow screens and details outline what each of the values cover in the Full Submission screen.

Unit ID, CompartmentIdentify the equipment being sampled.

Sampled DateWhen the equipment was sampled

Unit Hr/Km and New Hours MeterTime on the unit and the compartment

Cmpt (Compartment) AgeHours on the compartment since it has been overhauled. If overhauled, set as 0

Fluid Changed/AgeWhether the fluid was changed and time on the filter.

Filter Changed/AgeIf present, whether the filter was changed and time on the filter.

Oil Top UpFluid consumption on the Compartment.

Service TypeSelect an option from the list, if applicable

Work Order numberIf the sample was included as part of a batch of samples.

Comments, MaintenanceAdditional information can be recorded on the maintenance or special considerations.

Additional columns can also be displayed relating to the fluid and the company as additional reference information when performing the submission.

Once the submission details are recorded, clicking Save Sample Submissions will submit the samples read for label printing.

Sample Submission List

The Sample Submission list allows the user to manage and review all online submissions from when the submissions are first created to when the samples reach the laboratory.

Managing Online Submissions

The 3 main views of the Sample Submission List include:

Each of these submission list views have the option to filter the list by a period of time being

The results displayed to the user can also be downloaded in either CSV or XML format for processing offline if desired.

Functionality specific to each of the submission list views is defined in the following sections.

Unprinted Submissions and Submissions Not Received are also available as dashboard widgets in smaller more presentation.

There are also optional dashboard widgets that can be selected to display these submissions from the Dashboard screen – this helps to monitor these outstanding submissions more closely.

Generating Print Labels (any view)

The ability to generate printed submission labels is available to the user from each of the 3 submission list views. This functionality is only available to the user that generated the submission.

A print label format need only be chosen and a number of submissions selected – the user can then click Print Selected and a screen with Print Labels will be displayed. This Print Label sheet can then be printed to a printer loaded with the appropriate blank print labels.

Unprinted Submissions

The Unprinted Submissions view represents online submissions (either basic or full submissions) that have not yet been printed to labels to be applied to the sample bottles.

Once submissions have been printed they will be removed from the Unprinted Submissions list and move to the Outstanding Submissions – Not Received list view. The user can still print labels from all views, but the submissions status has changed.

Unprinted Submissions can also be selected and edited if the current user was the user that created the submission. Any submissions that do not display a checkbox to select that submission were not generated by that user.

Unprinted Submissions that can be selected using the checkbox in the list, can also be deleted by that user.

Outstanding Submissions – Not Received

This list view of submissions displays submissions that have been printed and a sample does not yet exist in the ALS database for that Tracking Number. This usually represents a sample submission that has been sent to ALS and is in transit.

However, for samples that have not yet been sent to ALS, options to modify the submission and reprint the print labels are also provided. Submissions can also be deleted in this state.

The ability to edit, print labels and delete submissions is available only to the user that created the submission.

Outstanding Submissions – Received By Lab

This list view of submissions displays submissions that have been received and logged by ALS but have not been completely data entered and processed by the lab.

Submissions will only appear in this list for a short amount of time as they are usually in the middle of processing and will soon be diagnosed. As a result, this list view is often empty.

There is no option to delete, edit or print submissions already received by the laboratory.

Sample Status

The Sample Status report is a pre-defined system search that displays to the user their samples that have been sent, received and data entered by ALS but are not diagnosis complete.

Each of the samples is further broken down displaying the tests that are to be performed on each sample and the status of the tests within that sample.

Sample Status report

Tracking Number Search

The Tracking Number Search report displays to the user a range of Tracking Numbers and their status in the lab at that point in time.

Tracking Number Search results

The user enters a range of Tracking Numbers – up to 1000 samples will be returned back to the user at any time.

The results displayed will indicate if the sample has been received, data entered or diagnosed and notified.

New Samples Exceptions

The New Samples exceptions report displays to the user any samples unviewed samples that exceed and Equipment Levels that have been configured. Samples that exceed any of the limits defined in the Equipment Levels will be displayed in a Summary View list to be reviewed.

As per the New Samples list, once a sample that exceeds the levels has been viewed it will no longer be displayed in the Fluid Exceptions view.

Fluid Exceptions Summary

Equipment Menu


The Equipment menu contains a number of links to screens that are related to the performance and maintenance of the customer’s equipment. This functionality will be described in each of the following sections.

Equipment Manager

The Equipment Manager screen provides a couple of features to the user including:

Equipment Manager screen

Maintain Equipment Levels

The Maintain Equipment Levels screen allows users to setup reference levels for combinations of fluids and Equipment Models. These Equipment Levels can even be made specific to a particular set of companies for users.

Once these levels are setup they can be used to review exceptions on the Lab Data screen and they can be used via the New Samples Exceptions report to identify samples that exceed the levels setup.

User Roles and their functionality

Depending on the authorization level of the online user account, the functionality available to the user will vary. There are basically two different usage profiles of Equipment Levels being:

The following sections will describe the full functionality available when the user has Update Mode. Whether an online user can or can’t modify Equipment Levels is configured by ALS.

From the Levels Matrix screen, the user has two options being:

Level Maintenance Options

The button that allows users to Create New Levels is only visible to users with Update Mode.

Equipment Levels Matrix

The Equipment Levels Matrix is a tool to help the user identify Compartment Type/ Model combinations where fluid reference levels do not yet exist. It is only available to users who have Update Mode for Equipment Levels. The View Levels Matrix button is available from any screen within the Maintain Equipment Levels process provided the user is authorized.

Using the Levels Matrix

The Levels Matrix is a tool to help the user identify Compartment Type/ Model combinations where fluid reference levels do not yet exist.

The View Levels Matrix button is available from any screen within the Maintain Equipment Levels process and is displayed below.

Viewing the Compartment Type/Model combinations available

Selecting a Compartment Type from the list will display the Compartment Type and Model combinations available to the user and if and how many sets of levels exist against that combination.

In the screenshot above, one set of Equipment Levels already exist for the user against the generic Compartment Type – no levels exist yet against any other Type/Model combinations.

If a combination of levels is missing the user can simply click on the "add new levels" link and the Maintain Equipment Levels screen will be pre-populated with that selected information.

Creating new levels for unpopulated Make/Model combinations

Important Note It is possible for more than one set of levels to exist for a particular Compartment Type, Make and Model combination as that equipment combination may exist for different levels for a different set customers in the users sample database.

Creating New Levels

Creating a new set of levels is quite straight forward – the user can determine a Compartment Type, Make and Model combination to populate from the Levels Matrix. Alternatively, the user can create a set of levels from the beginning.

The screen below illustrates the Create New Equipment Levels screen after coming from a Make/Model combination for a Diesel Engine in the Levels Matrix.

Starting a new set of levels

Note that the Compartment Type and Make/Model attributes are already populated.

Other criterion can also be supplied:

Clicking Save Equipment Criteria and Levels will save the Equipment Levels criteria and automatically populate historical levels for samples performed on that type of equipment.

When initially calculating the test reference levels, the sample history for that user that matches the equipment criteria supplied will be considered.

When calculating the historical test levels the following important conditions apply:

Configuring Equipment Test Levels

When equipment test levels are initially calculated, a standard deviation of 1 will be used to determine the upper and lower limits of the sample population used.

The number of standard deviations used can be: 1, 1.5 or 2. The user only needs to select a different standard deviation and click “Calculate and Save Levels” to alter the limit levels.

When generating the standard deviation values, for each test method in the set of samples:

Calculating Historical Test Levels for the criterion

The Custom Minimum value and Custom Maximum values are the actual values that will be displayed to the user against sample lab data. These custom values are automatically calculated by the Standard Deviation calculation but can be further configured by the user if required to cater for other considerations that may apply.

Maintain Existing Levels

Once sets of Equipment Levels have been created, these will appear in the Existing Levels list on the Maintain Existing Equipment Levels screen.

The Users list of existing Equipment Levels

Selecting one of these will allow the user to edit those Equipment Levels.

When viewing existing levels, the option also exists for the user to remove those levels if they are no longer required. A Delete Cross (see the image below) will be displayed allowing the user to remove those levels.

The cross icon allows the user to delete existing levels.

To Be Inspected

The To Be Inspected summary view provides the user a summary view of all Compartments where an unviewed sample has a non-normal severity.

In most cases, these non-normal samples will indicate the equipment in question requires some attention or servicing and should be inspected as a priority.

To Be Inspected

Bulk Fluid Update

There are occasions when Compartment fluids need to be updated en-masse. This screen lets you select multiple Compartments of a particular Fluid Type, and update those Compartments to be a different Fluid Type

Bulk Fluid Update

Reports Menu


Webtrieve offers a separate menu section dedicated to online management reporting and operational monitoring of sample and equipment feedback.

Access and Security Requirements

Management Reports are only available to designated users and this permission is configured by ALS Group. If your online user account requires Management Reporting access please contact your local ALS Laboratory.

The Management Reports offered via Webtrieve include:

Other reporting based screens are located under the Reports menu, including:

There are 2 methods of generating these management reports:

Custom Management Reports

From the search screen, the user can select the management report option when providing filtering criteria. Providing filtering criteria for a management report is exactly the same process as providing filtering criteria for a results list.

Clicking the Show button will take the user to the Custom Management Reports screen.

Selecting the management reports option from the search screen

The user can arrive at the Custom Management Reports screen from the Search screen or from the Custom Management Reports menu option under the Reports menu.

Selecting the management report and display options

The Custom Management Reports option is driven by the full range of criterion that can be supplied from the Search screen. Clicking the Change Criterion button will take the user back to the Search screen to amend filtering criteria.  

The user should choose the appropriate selection for the following selections:

Condition History


The Condition History report displays a categorization of equipment by severity rating over a period of time. The results can be grouped by Compartment, Make/Model or time period.

Report Grouping

The Condition History report can be displayed grouped by the following:

Capturing Equipment based criterion Capturing period-based criterion

Standard Filter Criteria & Output Format

The standard Condition History management report can be filtered by:

It should be noted that using the customized Condition History management report method allows the supply of many more criterion.

Graphical Output Presentations

Depending on the Report Grouping selected, the results will be displayed differently:

Condition History by Compartment Type Condition History by Make/Model Condition History by Unit Condition History by Month

Fluid Age and Condition


The Fluid Age and Condition report is focused at results at the sample level and is an exception report that helps to identify sample conditions that require remedying.

Report Grouping and Sorting

The Fluid Age and Condition report can be displayed grouped by the following:

Reported results can be sorted within the selected grouping by

Standard Filter Criteria & Output Format

The standard Fluid Age and Condition report can be filtered by:

It should be noted that using the customized Fluid Age and Condition management report method allows the supply of many more criterion.

Graphical Output Presentations

Depending on the Report Grouping selected, the results will be displayed differently:

Fluid Age by Compartment Type, sorted by Severity Fluid Age by Make/Model, sorted by Severity.

Turnaround Time


The Turnaround Time report is focused on reporting the metrics of travel time for a sample to the lab and processing time within the lab once that sample is received.

Report Grouping

The Turnaround Time report does not implement a grouping concept but reports turnaround times over monthly or yearly periods. Selecting either monthly or yearly will present the data in the preferred method.

Standard Filter Criteria & Output Format

The standard Turnaround Time report can be filtered by:

It should be noted that using the customized Fluid Age and Condition management report method allows the supply of many more criterion.

Graphical Presentation

The Turnaround Time report separates the total turnaround time into two sections:

Each of these measures is broken down into different periods – the period of time depends on whether the measure reported is Transit or Laboratory time. Transit time is typically reported in days; laboratory time is reported in hours.

The Transit and Laboratory times and percentages are also visually displayed in a histogram graph.

Turnaround Time by Month

Action Alerts

The Action Alerts screen is a tool that reports on all feedback that has been logged against equipment or samples for particular companies.

Feedback can be reviewed by feedback date, specific problem codes that need addressing and whether the feedback requires any action.

Reviewing feedback that requires action

If feedback is for recording purposes only, the feedback can be selected and “No Action” recorded.

Reviewing feedback that has had action taken

Analysis Menu


The Analysis menu contains functionality that allows users to perform some elementary analysis on sample data. The data and statistics produced can also be exported out of Webtrieve for analysis in external software packages, such as Excel.

Advanced Graphical Analysis

The Advanced Graphical Analysis screen allows the user to plot up to 5 sets of sample data and plot different elements of the selected data against each other for review.

Unlimited data sets, or Series, can be defined and reused for later analysis, using the same familiar filtering criteria and functionality as provided by the Search screen. Each of these Series can be given a name for easy recognition.

Analysis Package Screen

Displaying the Advanced Graphical Analysis screen for the first time will display to the user the screen below.

On the left hand side of the screen is the area where results are displayed graphically; on the right hand side of the screen, the analysis package, data series and chart axes can be specified.

A Guide is also provided to the user by clicking on the Guide button in the very top right corner.

The initial Analysis Package screen

Creating a New Analysis Package

Displaying the Advanced Graphical Analysis screen for the first time will display to the user the screen below.

Starting an Analysis Package
  1. From the top of the screen select “Design a new package”
  2. Select an appropriate X-Axis and Y-Axis
  3. Select one or more series from the series lists
    • The Filter icon will allow the user to change the criteria
    • The Eraser icon will remove the currently selected series selection
    • The Disk icon will export the individual series data to a data file
  4. Clicking the Generate/Refresh Analysis Results button will calculate and plot the data selected.
Generated results

Refining Results

At the bottom of the generated results are two items of note.

Two ways to refine search results

The icon outlined in red is the Expand Results icon that will reproduce the generated results in a full screen chart allowing for more detail to be displayed on larger result sets.

The chart legend, outlined in green, is interactive. Clicking one of the series in the Legend will toggle on and off the results displayed in the chart. This functionality will also work on the Expanded Results display. 

Supplying Series Criteria

Clicking on one of the Filter icons on the Series lists will take the user to the Series Criteria screen.

The Series Criteria screen works very much like the normal Search screen.

Series can be created, updated and deleted as required.

Series Criteria screen

News Menu


Webtrieve offers a section where news articles and important information has been recorded and can be viewed by users at any time.

Some of these articles relate to new offerings by Webtrieve or supporting technical information that may be of help to users.

All users have the option to view all news articles from the News menu within

Special Maintenance Articles

From time to time, Webtrieve will need to be maintained and updated. During these times, maintenance notices will be posted informing users of any downtime that may be experienced. These maintenance windows are usually scheduled during times that will cause the least interruptions.

If any maintenance notices are current, these notices will pop up for a short time on the home page of Webtrieve per login until the maintenance has been completed.

Viewing News Articles

All news articles are accessible from the News menu. Clicking on one of the categories in the News menu will display any articles in that category.

Webtrieve will also display on the home page a number of current news articles – clicking any of these article links will also take the user to that category, with that article selected.

To view other articles in the same category, click their title in the list and the article content will then be displayed. To select another category, choose another category from the news menu.

Viewing Articles in the News category

Articles will be displayed for the category selected from the menu.

Older articles that have passed their archive date are still displayed on the site, but will have a lock icon next to the title.

Appendix A: Trouble Shooting

This appendix is dedicated to trouble shooting known support items commonly experienced.