# Sample details

> Open a sample request to edit its quantity, cost and dates, follow its status history, discuss it in comments and export the order sheet.

Source: https://docs.vestislabs.com/sampling/sample-details/

The **Sample Details** window shows everything about one sample request in a single place: its information, its status history and the comments of your team. You can edit most fields right there.

**Where to find it:** Sampling → Sample Management
**Requires:** permission `SAMPLING_VIEW,SAMPLING_UPDATE`

## Open the sample details

1. **Find the sample**
   From the left sidebar, click **Sampling**, then **Sample Management**. Use the search and filters to find the request. See [Sampling](https://docs.vestislabs.com/sampling/sampling/) for the list and its views.

   ![Searching for T-shirt in Sample Management leaves the T-shirt samples in the list](https://docs.vestislabs.com/assets/sampling/assets/sample-details/60-find-sample.webp)

2. **Open the details**
   In the table view, click the speech-bubble icon at the end of the row, or open the row menu and click **Edit/View**. In the card view and the kanban view, click the card's image or name, or use **Edit/View** in its menu. A small number on the speech-bubble icon shows how many comments the sample has.

   ![The Sample Details window with the sample information on the left, and the status history and comments on the right](https://docs.vestislabs.com/assets/sampling/assets/sample-details/61-open-details.webp)

You can also open the details from the **Active Alerts** panel on the Sampling Dashboard by clicking **View** in the alert's menu.

## Read the sample information

The **Sample Information** list on the left shows these fields:

| Field | What it shows |
|---|---|
| **Item Name**, **Item Code** | The style name and code for a product sample, or the material name and code for a material sample. |
| **Type** | The sampling type. |
| **Category** | The style category, or the material category. |
| **Supplier** | The supplier of the style or material. |
| **Color** | The colour name, and its code and Pantone code when they exist. |
| **Size** | The sample size. Shown for product samples only. |
| **Quantity**, **Currency**, **Unit Cost** | The order quantity and cost. |
| **Total Cost** | Quantity multiplied by unit cost, in the sample's currency. |
| **Health** | The health badge, and whether the ex-factory date is confirmed. |
| **Created At** | When the request was created. |
| **Agreed Due Date**, **Actual Due Date** | The planned and the current expected due date. |
| **Last Status Update** | When the status last changed. |
| **Notes** | Free text. It shows **No notes** when empty. |
| **Supplier Confirmation** | **Not requested**, **Requested — awaiting response** or **Confirmed**. |

## Edit the sample information

Fields that can be edited show a pencil icon when you point at them.

1. **Change the type**
   Click the **Type** value and pick another sampling type in the list, or type a new name to create one.

   ![The Sampling Type list that opens when you click the Type value](https://docs.vestislabs.com/assets/sampling/assets/sample-details/62-change-type.webp)

2. **Edit the quantity, currency or unit cost**
   Click the value, change it in the small window and click **Update**. The quantity must be a whole number of 0 or more, and the unit cost must be 0 or more. For **Currency**, pick a currency from the list.

   ![The small Quantity window with the value selected, and the Cancel and Update buttons](https://docs.vestislabs.com/assets/sampling/assets/sample-details/63-edit-cost.webp)

3. **Set the due dates**
   Next to **Agreed Due Date**, type the date as mm/dd/yyyy, or click the calendar icon and pick a day. **Actual Due Date** works the same way, but only for users who have the permission to update the actual due date. Others see the date without being able to change it.

   ![The calendar that opens from the date field next to Agreed Due Date](https://docs.vestislabs.com/assets/sampling/assets/sample-details/64-due-dates.webp)

4. **Write a note**
   Click the value next to **Notes**, type your text and click **Update**.

   ![The Notes value being edited with Cancel and Update below it](https://docs.vestislabs.com/assets/sampling/assets/sample-details/65-notes.webp)

## Change the status

The status of the request is shown at the top of the right-hand side, next to **Status History**, which lists every change with its date and the user who made it. It shows **No status history available** until the first change.

1. **Click "Update Status"**
   Under the sample information, click **Update Status**. A list of the statuses of your brand opens.

   ![The list of statuses that opens from Update Status, with Manage Statuses at the bottom](https://docs.vestislabs.com/assets/sampling/assets/sample-details/66-update-status.webp)

2. **Select the new status**
   Click a status. The badge and the **Status History** update straight away.

   ![The status list with Completed highlighted, ready to be clicked](https://docs.vestislabs.com/assets/sampling/assets/sample-details/67-select-status.webp)

To add, rename or delete statuses, click **Manage Statuses** at the bottom of the list. See [Manage sampling statuses](https://docs.vestislabs.com/sampling/manage-sampling-statuses/).

## Use the comments

The **Comments** area is where your team discusses the sample. It shows **No comments yet** until someone writes the first one.

1. **Write a comment**
   Type in **Add a comment...** and click **Add Comment**. Type @ to mention a team member.

   ![A comment typed in Add a comment... with the Add Comment button now active](https://docs.vestislabs.com/assets/sampling/assets/sample-details/68-add-comment.webp)

2. **Attach a file (optional)**
   Click **Attachment** below the box to expand it, then click **Click to select a file to attach**. The accepted file types and the size limit are shown under the box. Click the **x** to remove the file before you post.

   ![The Attachment area expanded under the comment box, with the file picker and the accepted file types](https://docs.vestislabs.com/assets/sampling/assets/sample-details/69-attachment.webp)

3. **Reply to a comment**
   Click **Reply** under a comment, type your answer and click **Reply**. Click **Cancel** to close the box.

   ![The reply box under a comment, with Cancel and Reply buttons](https://docs.vestislabs.com/assets/sampling/assets/sample-details/70-reply.webp)

4. **Edit or delete your comment**
   Click the three-dot menu on your own comment and choose **Edit** or **Delete**. A deleted comment stays in the list as **Comment deleted**. Replies have the same menu, and editing a reply has **Save** and **Cancel**.

   ![The three-dot menu of a comment with Edit and Delete](https://docs.vestislabs.com/assets/sampling/assets/sample-details/71-edit-delete-comment.webp)

5. **Choose what goes on the order sheet**
   Use the switch on a comment to include or leave out the comment and its attachment in the order sheet email and in the printed order sheet. Hover the switch to read the explanation.

   ![The switch on a comment with its tooltip about the order sheet email](https://docs.vestislabs.com/assets/sampling/assets/sample-details/72-order-sheet-switch.webp)

> [!NOTE]
> The switch is shown to users who are allowed to update comments. Comments are included on the order sheet by default.

## Export the order sheet

Click **Generate Order Sheet** under the sample information, then choose:

- **Export to Excel** to download a spreadsheet of the sample.
- **Export to PDF** to open the printable order sheet in a new tab. See [Print the sample order sheet](https://docs.vestislabs.com/sampling/print-sample-order-sheet/).

## Other actions

Click **Other Actions** for the rest of the actions on the sample:

- **Send Request** emails the order sheet to your supplier. It is available only while the status is **Created**.
- **Revoke Order Sheet Link** ends the access of everyone who still has the link from a request email. A confirmation, **Revoke Order Sheet Link**, explains that sending the request again creates a new link. The option is grey until a link has been shared.
- **Confirm ex-factory** records that the sample has left the factory. It is greyed out once confirmed.
- **Override health** sets the health of the sample by hand.
- **Supplier confirmation** asks the supplier to confirm the ex-factory date, or records their answer.

**Confirm ex-factory** and **Supplier confirmation** appear only for users who have those permissions. Each action is explained in [Sampling](https://docs.vestislabs.com/sampling/sampling/#row-actions).