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Swedish Food Agency’s Web Portal for Proficiency Testing and Reference Materials – User Guide

1. Log in .................................................................................................................................. 1

2. Log out ................................................................................................................................ 2

3. Reset a (forgotten) password............................................................................................... 2

4. Switch between Proficiency Testing and Reference Materials ........................................... 3

5. Change your password ........................................................................................................ 3

4. Order Reference Materials .................................................................................................. 4

4.1. Check the status of RM orders .................................................................................... 5

4.2. Continue with a draft order .......................................................................................... 5

5. Register for Proficiency Testing ......................................................................................... 5

4.3. Check your active PT registrations .............................................................................. 7

4.4. Continue with a draft registration ................................................................................ 7

6. Report results for Proficiency Testing ................................................................................ 7

7. Edit or add information for a contact person, or an invoice address .................................. 9

8. Edit or add a delivery address ............................................................................................. 9

8.1. Edit an alter an existing delivery address .................................................................... 9

8.2. Add a new delivery address ......................................................................................... 9

9. Frequently asked questions (FAQ) ................................................................................... 10

1. Log in

• Go to: https://laboratory.livsmedelsverket.se. • Enter your username (your email address) and password.

o Your username is case sensitive. I.e. enter your e-mail only in small letters.

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• Click on LOGIN.

o With some web browsers, you may encounter problems at the login page. If this is the case, please try another web browser. (Google Chrome is the supported browser, but other browsers may work as well.)

• The Home page will look like similar to this:

2. Log out

• Click on in the top right corner of the page. • Select OK.

3. Reset a (forgotten) password

• Go to: https://laboratory.livsmedelsverket.se • Click on “Forgot password?” • Enter your account e-mail address and click on “Request

Reset Link”. o Make sure to enter your e-mail only in small letters.

• Check your inbox for the e-mail titled “Requested Password Reset Link”. • Open the e-mail and click on the link Reset Password. • The link will open your web browser, which will display the message “Your Password

has been reset. Please check your inbox.”

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• Check your e-mail inbox for the e-mail titled “Password reset” with contains your

temporary password. • Copy the temporary password, and again go to: https://laboratory.livsmedelsverket.se • Enter your e-mail address and enter the temporary password. Click on Login.

• You will now be requested to enter your own password to complete the process.

Please make sure that the new password fulfils the requirements below!

• Click on Change password to complete the process. • You should now be logged in to the web portal. • If the password reset doesn’t work, your “New password” and “Repeat password”

might not have been identical. Repeat steps 1–12 and try again. If it still fails, please contact us as [email protected] for assistance.

4. Switch between Proficiency Testing and Reference Materials

• Click on the square symbol at the top right corner of the page. • Select if you want to administer Proficiency Testing or Reference Materials

5. Change your password

• Click on Settings in the menu on the left side of the home page.

• Click on CHANGE PASSWORD.

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• Enter your old and new password. Your password must:

o Be at least 17 characters long o Contain at least 1 UPPERCASE letter o Contain at least 1 lowercase letter o Contain at least 1 number o Contain at least 1 symbol

• Confirm with CHANGE PASSWORD.

4. Order Reference Materials

• Select Reference Materials with on the top right corner of the webpage. • Click on the red plus sign at the bottom right corner of the page to create a new

order. • Fill out the first page of the order (for most of the fields, you will only have one option

to choose):

o Notes: Optional: Enter comments about the order. o Submitter portal client: This information is pre-filled and should not be

changed. o Requester: Choose who is placing the order. o Ship to contact: Select the delivery address. o Invoice address: Select the invoice recipient. o Currency: Select your currency o Customer invoice reference: Enter your invoice reference [The text entered

here will appear on the invoice] o Customer PO number: Enter your purchase order number [The text entered

here will appear on the invoice] o Transport type: Select mode of transport (Post is only available for customers

within Europe) • Click NEXT to proceed with selecting which RM you want to order.

o Alternatively, save with SAVE AS DRAFT.

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• Click o the red plus sign to add a row to your order. • Select the desired Reference Material and enter the number of vials under Quantity. • Add more rows with the red plus sign until the order is complete.

o You can also delete rows with the trash can. • Click NEXT to proceed with the order.

o Alternatively, save with SAVE AS DRAFT. • Optional: Upload a purchase order by clicking SELECT FILES. • Click SAVE & SUBMIT to submit the order.

o Alternatively, save with SAVE AS DRAFT. • Click YES to confirm that the order should be submitted.

IMPORTANT: You will not receive an e-mail confirmation, but instead you can follow the status of the order directly on the web portal.

4.1. Check the status of RM orders

• Click on Home in the menu on the left. • Click on Orders in processing. • Click on the blue eye to the right of an order to see more information and status

for the order. o If you have a tracking number for your shipment, it will be shown here.

4.2. Continue with a draft order

• Click on Home in the menu on the left. • Click on My Draft Orders. • Click on the blue pencil to the right of an order to continue working on it.

5. Register for Proficiency Testing

In the web portal, you need to register for each individual PT Round separately:

• Select Proficiency Testing with the square symbol in the top right corner of the page.

• Click on the red icon at the bottom right corner of the page.

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• Select the PT round you want to register for and click OK.

• In the same way as for an RM order, fill out the form (for most of the fields, you will

only have one option to choose from):

o Submitter portal client: This information is pre-filled and should not be

changed. o Requester: Choose who is placing the registration. o Ship to contact: Select the delivery address. o Invoice address: Select the invoice recipient. o Currency: Select your currency. o Customer invoice reference: Enter your invoice reference [The text entered

here will appear on the invoice]. o Customer PO number: Enter your purchase order number [The text entered

here will appear on the invoice] o Transport type: Select mode of transport (Post is only available for customers

within Europe) • Click on SAVE & SUBMIT to submit your registration.

o Alternatively, save with SAVE AS DRAFT • Click YES to confirm that the registration should be submitted.

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o Please note: No e-mail confirmation of the registration is placed, but instead it

is possible to follow the status of your PT participation directly on the web portal.

4.3. Check your active PT registrations

• Click on Home in the menu on the left. • Click on In Progress. • Click on the blue eye to the right of an order to see more information about the

registration. o If you have a tracking number for your shipment, it will be shown here.

4.4. Continue with a draft registration

• Click on Home in the menu on the left. • Click My Draft. • Click on the blue pencil to continue working on the registration.

6. Report results for Proficiency Testing

• Select Proficiency Testing with the square symbol at the top right corner of the page.

• Click on Home in the menu on the left. • Click on In Progress • Click on the blue pencil in a box to report method data and results. • For each sample; click on the plus sign to the left of the sample to expand and show the

analyses. • Report your method data and results as in the picture below.

IMPORTANT: After filling out a few rows with results, the form will sometimes become “slow”. To counter this, save your results with SAVE at the top right of the page. Then continue with filling out your results.

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• For each analysis, it is possible to report up to two different (2) results. o You could e.g. report one results from an ISO method and one result from an

alternative method. o Only fill out both rows if you have two different results to report. If you only

have results from one method, leave the other row empty. • If you have no results to report for an analysis, leave the corresponding cells empty.

o Do not report results like “-“ or “N/A” • For each reported result, select the method used in the drop-down menu.

o If your method is not available, choose “Other”. o Optional: leave a comment in the field “Notes”.

• For food analyses; quantitative results can be reported with up to three decimal places.

o E.g. 3.45 or 3,456 o You can use either a comma (,) or a period (.) as the decimal sign.

• For drinking water analyses; quantitative results should be rounded to the nearest integer.

o E.g. report “34” and not “34.5”. • For both food and drinking water analyses, zero results should be reported as “0”.

o Results “less than” , e.g. “<1” or “<100”, “>1” etc. cannot be reported. • Make sure to click SAVE your results every now and then, since the web form will

otherwise become “slow”. • Repeat the reporting procedure for all three samples (A, B and C). • When you are finished, click SAVE&CLOSE, then click YES.

o Your results are now saved and submitted.

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o The results can be (re-)entered and saved as many times as you like, until the

reporting deadline.

7. Edit or add information for a contact person, or an invoice address

On the web portal, you can edit or add a delivery address (see below).

However, if you want to edit or add a information for a contact person, or an invoice address, you need to contact us at [email protected].

8. Edit or add a delivery address

IMPORTANT: Any changes you make to your contact address will be directly transferred to our customer database. They will not be manually inspected and will be used “as is”. Therefore, please double-check the information carefully before submitting.

8.1. Edit an alter an existing delivery address

• Click Contacts in the menu on the left side of the Home page. • To the right of the address to be changed, click on the blue pencil. • Change the information and click SAVE.

o Some fields are pre-filled and cannot be changed. o The maximum length in each field is 80 characters (including spaces)

8.2. Add a new delivery address

• Click Contacts in the menu on the left side of the page. • Click on the red button with the plus sign at the bottom right of the page to add a

new delivery address. • Fill in your contact details (encircled in blue in the figure below).

o Some fields are pre-filled and cannot be changed. o The maximum length in each field is 80 characters (including spaces)

• When you are finished, click SAVE.

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9. Frequently asked questions (FAQ)

I get “Error 403” when I try to go to the web portal, what should I do?

• Verify that you are using the Chrome web browser. • Please reset your web browser and see if that resolves the problem.

o Go to “Settings” → Clear cache, cookies and history. o Restart the web browser.

• If you still have problems, please contact us at [email protected], and provide us with the following information:

o The approximate time when you attempted to reach the web portal o Your IP address and location

 Go to http://whatismyip.com and copy your:

• Public Ipv4 • IP Location • ISP

I do not get an e-mail with a link to reset my password.

• Please try again, and make sure to enter the same e-mail that is connected to your account.

o Your username is case sensitive. I.e. enter your e-mail only in small letters.

• If you still have problems, please contact us at [email protected]. • Please provide us with the following information:

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o The approximate time when you attempted to reset your password o Your IP address and location (se above)

I cannot reset my password?

• From experience, this if often due to entering the wrong password, or if the new password does not fulfil the requirements. Please try again, and make sure that your new password fulfils the criteria:

o At least 17 characters long o At least 1 UPPERCASE letter o At least 1 lowercase letter o At least 1 number o At least 1 symbol

• If you still have problems, please contact us at [email protected]

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Swedish Food Agency’s Web Portal for Proficiency Testing and Reference Materials – User Guide

1. Log in .................................................................................................................................. 1

2. Log out ................................................................................................................................ 2

3. Reset a (forgotten) password............................................................................................... 2

4. Switch between Proficiency Testing and Reference Materials ........................................... 3

5. Change your password ........................................................................................................ 3

4. Order Reference Materials .................................................................................................. 4

4.1. Check the status of RM orders .................................................................................... 5

4.2. Continue with a draft order .......................................................................................... 5

5. Register for Proficiency Testing ......................................................................................... 5

4.3. Check your active PT registrations .............................................................................. 7

4.4. Continue with a draft registration ................................................................................ 7

6. Report results for Proficiency Testing ................................................................................ 7

7. Edit or add information for a contact person, or an invoice address .................................. 9

8. Edit or add a delivery address ............................................................................................. 9

8.1. Edit an alter an existing delivery address .................................................................... 9

8.2. Add a new delivery address ......................................................................................... 9

9. Frequently asked questions (FAQ) ................................................................................... 10

1. Log in

• Go to: https://laboratory.livsmedelsverket.se. • Enter your username (your email address) and password.

o Your username is case sensitive. I.e. enter your e-mail only in small letters.

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• Click on LOGIN.

o With some web browsers, you may encounter problems at the login page. If this is the case, please try another web browser. (Google Chrome is the supported browser, but other browsers may work as well.)

• The Home page will look like similar to this:

2. Log out

• Click on in the top right corner of the page. • Select OK.

3. Reset a (forgotten) password

• Go to: https://laboratory.livsmedelsverket.se • Click on “Forgot password?” • Enter your account e-mail address and click on “Request

Reset Link”. o Make sure to enter your e-mail only in small letters.

• Check your inbox for the e-mail titled “Requested Password Reset Link”. • Open the e-mail and click on the link Reset Password. • The link will open your web browser, which will display the message “Your Password

has been reset. Please check your inbox.”

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• Check your e-mail inbox for the e-mail titled “Password reset” with contains your

temporary password. • Copy the temporary password, and again go to: https://laboratory.livsmedelsverket.se • Enter your e-mail address and enter the temporary password. Click on Login.

• You will now be requested to enter your own password to complete the process.

Please make sure that the new password fulfils the requirements below!

• Click on Change password to complete the process. • You should now be logged in to the web portal. • If the password reset doesn’t work, your “New password” and “Repeat password”

might not have been identical. Repeat steps 1–12 and try again. If it still fails, please contact us as [email protected] for assistance.

4. Switch between Proficiency Testing and Reference Materials

• Click on the square symbol at the top right corner of the page. • Select if you want to administer Proficiency Testing or Reference Materials

5. Change your password

• Click on Settings in the menu on the left side of the home page.

• Click on CHANGE PASSWORD.

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• Enter your old and new password. Your password must:

o Be at least 17 characters long o Contain at least 1 UPPERCASE letter o Contain at least 1 lowercase letter o Contain at least 1 number o Contain at least 1 symbol

• Confirm with CHANGE PASSWORD.

4. Order Reference Materials

• Select Reference Materials with on the top right corner of the webpage. • Click on the red plus sign at the bottom right corner of the page to create a new

order. • Fill out the first page of the order (for most of the fields, you will only have one option

to choose):

o Notes: Optional: Enter comments about the order. o Submitter portal client: This information is pre-filled and should not be

changed. o Requester: Choose who is placing the order. o Ship to contact: Select the delivery address. o Invoice address: Select the invoice recipient. o Currency: Select your currency o Customer invoice reference: Enter your invoice reference [The text entered

here will appear on the invoice] o Customer PO number: Enter your purchase order number [The text entered

here will appear on the invoice] o Transport type: Select mode of transport (Post is only available for customers

within Europe) • Click NEXT to proceed with selecting which RM you want to order.

o Alternatively, save with SAVE AS DRAFT.

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• Click o the red plus sign to add a row to your order. • Select the desired Reference Material and enter the number of vials under Quantity. • Add more rows with the red plus sign until the order is complete.

o You can also delete rows with the trash can. • Click NEXT to proceed with the order.

o Alternatively, save with SAVE AS DRAFT. • Optional: Upload a purchase order by clicking SELECT FILES. • Click SAVE & SUBMIT to submit the order.

o Alternatively, save with SAVE AS DRAFT. • Click YES to confirm that the order should be submitted.

IMPORTANT: You will not receive an e-mail confirmation, but instead you can follow the status of the order directly on the web portal.

4.1. Check the status of RM orders

• Click on Home in the menu on the left. • Click on Orders in processing. • Click on the blue eye to the right of an order to see more information and status

for the order. o If you have a tracking number for your shipment, it will be shown here.

4.2. Continue with a draft order

• Click on Home in the menu on the left. • Click on My Draft Orders. • Click on the blue pencil to the right of an order to continue working on it.

5. Register for Proficiency Testing

In the web portal, you need to register for each individual PT Round separately:

• Select Proficiency Testing with the square symbol in the top right corner of the page.

• Click on the red icon at the bottom right corner of the page.

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• Select the PT round you want to register for and click OK.

• In the same way as for an RM order, fill out the form (for most of the fields, you will

only have one option to choose from):

o Submitter portal client: This information is pre-filled and should not be

changed. o Requester: Choose who is placing the registration. o Ship to contact: Select the delivery address. o Invoice address: Select the invoice recipient. o Currency: Select your currency. o Customer invoice reference: Enter your invoice reference [The text entered

here will appear on the invoice]. o Customer PO number: Enter your purchase order number [The text entered

here will appear on the invoice] o Transport type: Select mode of transport (Post is only available for customers

within Europe) • Click on SAVE & SUBMIT to submit your registration.

o Alternatively, save with SAVE AS DRAFT • Click YES to confirm that the registration should be submitted.

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o Please note: No e-mail confirmation of the registration is placed, but instead it

is possible to follow the status of your PT participation directly on the web portal.

4.3. Check your active PT registrations

• Click on Home in the menu on the left. • Click on In Progress. • Click on the blue eye to the right of an order to see more information about the

registration. o If you have a tracking number for your shipment, it will be shown here.

4.4. Continue with a draft registration

• Click on Home in the menu on the left. • Click My Draft. • Click on the blue pencil to continue working on the registration.

6. Report results for Proficiency Testing

• Select Proficiency Testing with the square symbol at the top right corner of the page.

• Click on Home in the menu on the left. • Click on In Progress • Click on the blue pencil in a box to report method data and results. • For each sample; click on the plus sign to the left of the sample to expand and show the

analyses. • Report your method data and results as in the picture below.

IMPORTANT: After filling out a few rows with results, the form will sometimes become “slow”. To counter this, save your results with SAVE at the top right of the page. Then continue with filling out your results.

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• For each analysis, it is possible to report up to two different (2) results. o You could e.g. report one results from an ISO method and one result from an

alternative method. o Only fill out both rows if you have two different results to report. If you only

have results from one method, leave the other row empty. • If you have no results to report for an analysis, leave the corresponding cells empty.

o Do not report results like “-“ or “N/A” • For each reported result, select the method used in the drop-down menu.

o If your method is not available, choose “Other”. o Optional: leave a comment in the field “Notes”.

• For food analyses; quantitative results can be reported with up to three decimal places.

o E.g. 3.45 or 3,456 o You can use either a comma (,) or a period (.) as the decimal sign.

• For drinking water analyses; quantitative results should be rounded to the nearest integer.

o E.g. report “34” and not “34.5”. • For both food and drinking water analyses, zero results should be reported as “0”.

o Results “less than” , e.g. “<1” or “<100”, “>1” etc. cannot be reported. • Make sure to click SAVE your results every now and then, since the web form will

otherwise become “slow”. • Repeat the reporting procedure for all three samples (A, B and C). • When you are finished, click SAVE&CLOSE, then click YES.

o Your results are now saved and submitted.

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o The results can be (re-)entered and saved as many times as you like, until the

reporting deadline.

7. Edit or add information for a contact person, or an invoice address

On the web portal, you can edit or add a delivery address (see below).

However, if you want to edit or add a information for a contact person, or an invoice address, you need to contact us at [email protected].

8. Edit or add a delivery address

IMPORTANT: Any changes you make to your contact address will be directly transferred to our customer database. They will not be manually inspected and will be used “as is”. Therefore, please double-check the information carefully before submitting.

8.1. Edit an alter an existing delivery address

• Click Contacts in the menu on the left side of the Home page. • To the right of the address to be changed, click on the blue pencil. • Change the information and click SAVE.

o Some fields are pre-filled and cannot be changed. o The maximum length in each field is 80 characters (including spaces)

8.2. Add a new delivery address

• Click Contacts in the menu on the left side of the page. • Click on the red button with the plus sign at the bottom right of the page to add a

new delivery address. • Fill in your contact details (encircled in blue in the figure below).

o Some fields are pre-filled and cannot be changed. o The maximum length in each field is 80 characters (including spaces)

• When you are finished, click SAVE.

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9. Frequently asked questions (FAQ)

I get “Error 403” when I try to go to the web portal, what should I do?

• Verify that you are using the Chrome web browser. • Please reset your web browser and see if that resolves the problem.

o Go to “Settings” → Clear cache, cookies and history. o Restart the web browser.

• If you still have problems, please contact us at [email protected], and provide us with the following information:

o The approximate time when you attempted to reach the web portal o Your IP address and location

 Go to http://whatismyip.com and copy your:

• Public Ipv4 • IP Location • ISP

I do not get an e-mail with a link to reset my password.

• Please try again, and make sure to enter the same e-mail that is connected to your account.

o Your username is case sensitive. I.e. enter your e-mail only in small letters.

• If you still have problems, please contact us at [email protected]. • Please provide us with the following information:

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o The approximate time when you attempted to reset your password o Your IP address and location (se above)

I cannot reset my password?

• From experience, this if often due to entering the wrong password, or if the new password does not fulfil the requirements. Please try again, and make sure that your new password fulfils the criteria:

o At least 17 characters long o At least 1 UPPERCASE letter o At least 1 lowercase letter o At least 1 number o At least 1 symbol

• If you still have problems, please contact us at [email protected]