LabCollector storage is organized in a hierarchical structure. Each level represents a physical reality in the laboratory and ensures precise traceability of samples and materials.

1. Accessing Box Creation

You can create a new box through:

• Admin → Storage → Manage Storage → Create New Box
• Or via Tools → Storage Browser

The creation window is available in both the Storage Browser and the Storage Manager.

2. Selecting the Storage Equipment

First, select the equipment (e.g., freezer, fridge, cabinet, room) where the new box will be stored.

You may:

• Create a box inside an existing rack/drawer
• Create a new rack/drawer and a box at the same time

Add new drawer/rack in…

Enter the rack name and click Add.

Add new drawer + new box in…

This option allows you to create both elements simultaneously.

If the rack already exists, it will automatically appear in the form.
If you leave the rack field empty, the box will be considered floating inside the equipment.

3. Defining the Box

Once the location is defined:

1. Enter the Box Name
2. Add a Description (optional but recommended for clarity)
3. Choose the Box Type
4. Select the Size/Format

Box Types and Formats

LabCollector supports multiple storage formats to match real laboratory configurations.

Box with Grid Divider

This format is designed for structured storage with fixed positions. The box contains a defined grid layout such as 9×9 or 10×10. Each position is uniquely identified using coordinates like A1, B3, or C7. This format is commonly used for cryoboxes storing tubes or vials. It allows precise position-level tracking and is ideal for ensuring strict sample traceability.

Box with No Grid

This format is used when positional mapping is not required. The container does not contain predefined coordinates. It is suitable for bulk storage or for items that do not need individual position tracking. This format offers flexibility while maintaining container-level traceability.

Bag or Container

This format represents flexible storage units such as bags or non-rigid containers. It does not include positional mapping and is designed for bulk materials or grouped storage items.

Microplate or Tube Tray

This configuration follows standard plate layouts such as 96-well or 384-well formats. Positions are automatically structured according to standard laboratory coordinate systems. It is particularly useful for high-throughput workflows and screening applications where structured well identification is required.

Visotube for Straws

This format is dedicated to straw-based storage systems, often used in cryopreservation environments. It supports specific indexing adapted to straw organization. Additional configuration details are available in section 6.1.6 of the documentation.

Special Format Configuration

If a standard grid does not meet your needs, you can define a custom format by clicking the special format icon . This allows you to manually define and lock box positions using a point-and-click interface. It is particularly useful for non-standard geometries or custom container designs. 

You can also change storage equipment if you want to create a new box in another place. Select a rack and the position where the new box will be created. 

Finally, if you want to save this box as a model, choose the option and give the box a name, then click on the save box as a model. Next time a new box needs to be created, you have the option to choose any of the models you have created. 

Saved models are displayed in Admin à Storage à Manage Storage à Models and can be edited or deleted through this menu.

You can also generate a list of boxes and racks inside a piece of storage equipment by choosing Auto-fill . This automatic filling is based on details in the form below. 

First, you need to define your box/container format (you can apply a model). Then, choose the auto-fill method according to your needs. 

• Manual settings will increment the names based on a prefix.
• CSV will use the names provided in your file.

It's also possible to add the expiration date and minimum quantity options in the replicate box tool.