WRAP and ADRC Sample Label Generation SOP

SOP for creating labels for samples collected from WRAP, ADRC, and linked study participants.
  1. Navigate to the following folder: G:\Team\AD_Program_InternalCollab\WRAP and ADRC Manual Label Generators
    1. If you do not have access to this folder, submit a ticket to SMPH IT requesting access using the following link: https://helpdesk.medicine.wisc.edu/hc/en-us/requests/new?ticket_form_id=600448
  2. Copy the “WRAP and ADRC Manual Label Generators” folder to your local C drive. This will help the process run quickly. DO NOT cut/move the folder or any of its contents to another location.
  3. Open the “Input” folder, then open the appropriate csv file for the study for which you are creating labels.
    1. WRAP labels (wrap_appointment_list.csv)
      1. Fill in all 3 columns, with each row corresponding to one visit.
        1. participant_id: WRAP####
        2. appointment_type_id: enter Appt Type ID from chart below that corresponds to Appt Type in Booked, or whichever Appt Type ID will create the label set needed for the visit type. Using the exact Booked visit type is not necessary as several Appt Type IDs will create identical label sets.

          Appt Type ID

          Booked Appt Type

          Whole Blood Labels

          Serum Labels

          Plasma Labels

          CSF Labels

          562

          WRAP BD

          10

          4

          20

          -

          561

          WRAP LP

          -

          -

          15

          30

          1141

          WRAP Community Visit

          		 10

          4 

          20 

          - 

          1. Note: If a WRAP participant has both a BD and LP with the same appointment date the label generator will consider these combined visits and only print 20 Plasma labels (i.e., it will exclude LP Plasma.)
        3. appointment_date: MM/DD/YYYY
      2. Save and close the csv file.
      3. example of wrap_appointment_list.csv
    2. ADRC labels (adrc_appointment_list.csv)
      1. Fill in all 3 columns, with each row corresponding to one visit.
        1. participant_id: adrc#####
        2. appointment_type_id: enter Appt Type ID from chart below that corresponds to Appt Type in Booked, or whichever Appt Type ID will create the label set needed for the visit type. Using the exact Booked visit type is not necessary as several Appt Type IDs will create identical label sets.

          Appt Type ID

          Booked Appt Type

          Whole Blood Labels

          Serum Labels

          Plasma Labels

          CSF Labels

          998

          *ADRC Visit Physical and Med Hist

          10

          8

          20

          -

          999

          *ADRC Visit 1

          10

          8

          20

          -

          1132

          ADRC Community Visit

          10

          8

          20

          -

          1001

          *ADRC Biomarker (LP Only)

          -

          -

          15

          40

          1010

          *ADRC LP

          -

          -

          15

          40
        3. appointment_date: MM/DD/YYYY
        4. visno: enter the visit number as an integer. Entering an even visit number will remove Whole Blood labels from the label set for the visit.
      2. Save and close the csv file.
      3. example of adrc_appointment_list.csv
    3. Other studies (generic_label_list.csv)
      1. Fill in at minimum the first 3 columns, with each row corresponding to one label/vial. 
        1. participant_id: free text field
        2. sample_type: free text field
        3. appointment_date: MM/DD/YYYY
        4. extra_row_data: free text field for any additional information that needs to be on the label, can be left blank
      2. If you are using partially used label sheets, you can add blank rows to the spreadsheet to leave blank spots where the sheet no longer has labels. Alternatively, you can rearrange the labels after they have been created as described in Step 5b.
      3. Save and close the csv file.
      4. example of filled out generic_label_list.csv
  1. Open the executable (file ending in .exe) that corresponds to the csv file that was just updated. The file will open as a black screen, then close automatically when the label document has been created.
  2. Open the “Output” folder, then open the Word document that was just created. The study name and date of creation will be in the name of the document.example of Generic_Brady_labels
    1. If you run the same executable more than once in the same day, it will overwrite the output document with the same name. 
    2. If you are using partially used label sheets, you may need to move some labels to different parts of the page to appropriately fill the label sheet. To do this, you will need to extend the table and create empty cells where labels can be moved to. 
      1. Click on the first label (to add empty rows above) or last label (to add empty rows below) in the document.
      2. Select the “Table Layout” tab from the toolbar above the document.
      3. Select “Insert Row Above” or “Insert Row Below” to insert as many rows as needed for rearranging the labels to fit the sheets.
      4. Highlight all of the rows in the document, and in the “Cell Size” section of the toolbar, change the height of the rows to 0.6”.
      5. Click and drag existing labels into the empty cells.
      6. example of rearranged labels
    3. Print the labels onto Brady LaserTab labels (part number LAT-56-361-2.5). Before the labels print, a pop-up may appear asking if you still want to print even though the margins are small; select “Yes."

Keywords:
biofluids, labels, samples, WRAP, ADRC 
Doc ID:
154229
Owned by:
Margaret M. in Wisconsin Alzheimer’s Program
Created:
2025-08-18
Updated:
2025-09-29
Sites:
Wisconsin Alzheimer’s Program