Creating and Tracking Films

Register individual film sheets and track their lifecycle

In This Tutorial

What is an Individual Film?

An individual film is the smallest trackable unit in the Wavechrome Film Portal. It represents a single radiochromic film sheet from a specific box, with its own unique identifier, status, and measurement history.

Film Hierarchy
Batch
Box
Film ← (You are here)
Film Lifecycle

Each film progresses through multiple states:

  • Available: In box, ready for measurement
  • Used: Has been measured
  • Archived: Stored for reference/compliance
  • Disposed: Removed from inventory
  • Expired: Past expiration date

Screenshot: Individual film detail display

Creating a New Film

Create film records within a box to track individual sheets.

Accessing Film Creation
Steps to Create a Film:
  1. Navigate to Films → Boxes
  2. Click on the box you want to add films to
  3. Click "Add Films" button
  4. Specify the number of films to add
  5. Click "Create Films"
Film Creation Options

When creating films, you can:

  • Create Multiple Films: Add several films at once
  • Set Initial Status: Mark as available or custom status
  • Auto-Generate IDs: System creates unique identifiers
  • Assign Custom IDs: Manually specify identifiers

Screenshot: Film creation form in box management

Film Identifiers

Each film needs clear identification for tracking and reference purposes.

Unique Film IDs

The system automatically generates unique identifiers for every film:

  • System ID: Unique across entire platform (e.g., "FILM-2024-12345")
  • Custom ID: Your internal reference (e.g., "QA-001-001")
  • Barcode: Optional physical barcode reference
ID Formatting

Recommended format for custom film IDs:

[BATCH]-[BOX]-[SEQUENCE]

Example: EBT3-BOX-001-001

Tip: Physical Labeling

Print custom IDs on small labels and attach them to the film itself for easy identification in the lab.

Film Types and Purposes

Films can be categorized by their type and intended purpose, which affects how they're tracked and used.

Film Type Options
  • Whole Sheet: Complete film sheet (standard)
  • Half Sheet: Cut film piece (for small samples)
  • Quarter Sheet: Further divided piece
  • Custom Size: Specify dimensions for special use
Film Purpose Classification

Films can be tagged with their intended purpose:

Calibration

For creating dose-response curves and reference standards

Reference

For establishing measurement baselines

Patient QA

For treatment verification

Research

For experimental studies

Screenshot: Film type and purpose selector

Film Status Management

Each film has a status that indicates its current state and availability.

Film Status States
Available - Ready for Use

Film is in the box and ready for measurement

Used - Measured

Film has been measured and has associated data

Archived - Stored

Film is kept for reference but not for new measurements

Damaged - Unusable

Film is physically compromised and cannot be used

Disposed - Removed

Film has been removed from inventory

Changing Film Status

To update a film's status:

  1. Click on the film to open its detail page
  2. Click the "Change Status" button
  3. Select the new status
  4. Add notes explaining the status change (optional)
  5. Click "Update Status"

Screenshot: Film status dropdown and change interface

Film Detail View and Uploads

Each film has a detail page showing all its information and associated data.

Detail Page Contents

The film detail page displays:

  • Film identifiers (System ID, Custom ID)
  • Parent batch and box information
  • Current status with timestamp of last change
  • Film type and purpose
  • Dimensions and specifications
  • Associated measurements (if any)
  • Uploaded scan images
  • Film history and activity log
Uploading Film Scans

You can attach scan images to films for visual reference:

Steps to Upload Scans:
  1. Open the film detail page
  2. Click "Upload Scan" in the Scans section
  3. Select image file (TIFF, JPG, PNG supported)
  4. Optional: Add description or notes about the scan
  5. Click "Upload"
Supported Formats
  • TIFF: High-quality scientific format (recommended)
  • JPEG: Standard compressed format
  • PNG: Lossless compressed format
  • Maximum Size: 50 MB per file

Screenshot: Film detail page with scan uploads

Film Tracking and History

The system maintains a complete history of every action taken on each film.

Activity Log

Each film's activity log shows:

  • Date created
  • Status changes and when they occurred
  • Measurements recorded against this film
  • Scan uploads and annotations
  • User who performed each action
Measurement Association

When a film is used in a measurement:

  • The measurement is linked to the film record
  • The film status automatically updates to "Used"
  • The measurement appears in the film's detail page
  • You can click to view or edit the measurement
Audit Trail

All film-related activities are recorded for audit purposes:

  • Creation, modification, and deletion records
  • User identification for each action
  • Timestamp for precise timing information
  • Complete traceability for regulatory compliance

Screenshot: Film history timeline and activity log

Pro Tip: Film Scanning

Upload a photo of the film's visual appearance (color change from radiation) before measurement. This creates a visual record and helps validate measurement results later.

Summary

Individual films are the smallest trackable unit in your inventory. Each film gets a unique identifier, status tracking, and complete history. Create films within boxes, assign them purposes, track status changes through their lifecycle, and attach scans for visual documentation. The system maintains complete audit trails for regulatory compliance and traceability.