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Register Entries in the Materials Inventory

Single entry registration

In this example, we will see how to register one microscope in the Lab Instruments Collection. The same procedure should be followed to register any other Object in other Collections.

  1. Click on the Lab Instruments Collection folder in the main menu.
  2. Click the + New Instrument  in the main page
  3. Fill in the form
  4. Save


  1. Select New Object from the More drop down menu (as shown below)
  2. Select the relevant Object type from the list (Instrument, in this case).
  3. Fill in the form
  4. Save


Batch registration of entries

To register several entries of the same type from a file:

  1. Navigate to the relevant collection (e.g. Lab Instruments).
  2. Select Batch Register Objects from the More drop-down menu (see figure above)
  3. Select the Object type (Instrument in this case).
  4. Download the template file and fill in the relevant information.
  5. Upload the file.


Rules to follow to fill in the template .tsv file

  1. Identifiers:
    1. Identifiers are given by /SPACE/PROJECT/OBJECT_CODE, e.g /MATERIALS/EQUIPMENT/INS1. Users can provide their own identifiers, or these can be automatically generated by openBIS.
    2. To have identifiers automatically generated by openBIS, completely remove the identifier column from the file.
  2. Lists. In fields that have lists to choose from (called Controlled Vocabularies), the code of the term needs to be entered. Term codes can be seen under Utilities -> Vocabulary Browser.
  3. Parents. Use the following syntax to enter parents: identifier1, identifier2, identifier3.
  4. Parents annotations. Use the following syntax to annotate parents: identifier:xxx;COMMENTS:xxxx\identifier:yyy;COMMENTS:yyyy. Where COMMENTS is the property used for the annotation in this case (to be replaced with the actual property used).

Batch update

To modify the value of one or more fields in several Objects simultaneously:

  1. Navigate to the relevant collection (e.g. Lab Instruments).
  2. From the Columns drop down menu in the table, select Identifier and the field(s) you want to update (e.g. Last calibration date), as shown below.

3. If you have several entries in the table, and only need to update a few of them, you can filter the table. You can enter the names or codes in the filter field of the table and use the Global OR option to search. Please note that this is a global search, and it will likely return more results than needed. These can be removed afterwards from the exported file.

4. Export the table choosing the option Export visible columns with visible rows from the Exports and.. drop down menu (see picture below).

DO NOT export the table in plain text for batch update, otherwise all text formatting will be lost on update!

5. Remove any entry you do not want to update from the exported file (if any).

6. Fill in or modify the fields to update in the exported file.

7. Select the Batch Update Objects option from the More.. dropdown menu in the Collection page

8. Select the relevant Object type, e.g. Instrument .

9. Upload the file modified before.

Copy entries

To create a copy of an existing entry, select Copy from the More.. drop down menu in the Collection page.

When an entry is copied, the user has the option to link parents, copy children into the Parents’ collection and copy the comments log.

Move entries

To move entries to another Collection, select Move from the More… drop down menu in the Collection page.