iLab

Indiana University School of Medicine uses iLab as the enterprise-wide core facility management system for all research service cores and shared resources. The migration from Core Ordering and Reporting Enterprise System (CORES) to iLab started in early 2020 and is scheduled to be completed by December 2020.

iLab is a web-based management service designed to provide a unique platform for core facilities to efficiently support the management of service requests, equipment scheduling, project tracking, communication, billing, and reporting. Another benefit of iLab is the ability for the research community to access core facilities through one centralized portal that is easy to navigate and is accessible from anywhere investigators work.

Access iLab

Log in to iLab to request services, reserve equipment or monitor the status of a project.

Log in to iLab

Frequently Asked Questions

User Registration

  • How do I register for an iLab account?

    For a step-by-step guide (including visuals from the iLab system), access the Agilent iLab Help Site.

    iLab system registration, a high-level overview:

    1. Log into the iLab system with your Indiana University credentials.
    2. Once authenticated, choose the PI that you work with or your institution’s administrator will be notified for registration approval. Once your registration is approved, you will receive access to iLab and the site you wish to utilize.
    3. Enter your personal information.
      -First name
      -Last name
      -Phone number
      -Affiliated institution (Indiana University)
      -Primary role at institution
    4. Indicate the Lab/Research Group with which you are affiliated (enter the group name, PI name, or financial approver for the lab).
    5. Your registration is complete and will be completed momentarily. In some cases, registration may take up to 24 hours.
  • What if I do not see my lab/PI listed in the drop-down list?

    In this situation, please contact the research cores team at iLabIUSM@iupui.edu for assistance.

  • Does the PI also need an iLab account or can I manage the lab/research group on their behalf?

    All members of a lab or research group be active registrants with the iLab system. Both PIs and individuals designated a lab/research group manager can actively manage the lab/research group. For detailed information regarding the management of a lab/research group within iLab, access the iLab Help Site.

  • My PI has not received my membership request for approval. Who can I contact?

    Your PI should receive notification of your membership request for approval via email. If this doesn’t happen, or if the email is overlooked, your PI (or a designated lab/research group manager) can view membership requests in the iLab system. For a step-by-step guide (including visuals from the iLab system), access the Agilent iLab Help Site.

    1. Within the iLab system, navigate to the Membership Requests & Fund Numbers tab.
    2. All membership requests requiring action (i.e., accept or decline) will be listed at the top of this page, under the header “Membership Requests.”
    3. For each membership request, click on the “accept” or “reject” button.
    4. If accepted, the iLab user will be added to your lab/research group. You will then be able to assign funding access to this user.
    5. If rejected, there is no further action necessary.

     

  • Is there a way to track the progress of iLab registration?

    Once your registration is submitted you will receive a “Welcome to iLab” email from Agilent. You can check the status of your request to join your PI’s lab by going to “My Groups” in the left-hand side menu.

    If more than 24 hours have passed since you submitted your registration and you have not received the “Welcome to iLab” email please contact the research cores team at iLabIUSM@iupui.edu for assistance.

  • Can I be a member of more than one lab?

    Yes, every iLab user can be a member of multiple labs/research groups. Please note, membership in a lab/research group does require approval from the PI or a designated lab/research group manager.

  • I accidentally requested approval to another lab. How do I cancel/delete the request?

    In this situation, please notify the PI (outside of the iLab system, preferably via email) that your request was made in error and should be declined. View a step-by-step guide for declining your request on the Agilent iLab Help Site.

    If you are accepted into the lab/research group in error, you can be removed from the lab/research group by the PI or a designated lab/research group manager. View a step-by-step guide for deleting a member on the Agilent iLab Help Site.

    Additionally, System Administrators can initiate your removal from the lab/research group. If you require assistance from one of our system administrators, please email your request to iLabIUSM@iupui.edu.

  • Do I need to have one charging account ready before I register my own iLab account?

    No, it is not necessary to have a charging account before registering for an iLab account. For a step-by-step guide to registration (including visuals from the iLab system), access the Agilent iLab Help Site.

    1. Log in to iLab with your Indiana University credentials.
    2. Once authenticated, choose the PI that you work with or your institution’s administrator will be notified for registration approval. Once your registration is approved, you will receive access to iLab and the site you wish to utilize.
    3. Enter your personal information:
      -First name
      -Last name
      -Phone number
      -Affiliated institution (Indiana University)
      -Primary role at institution
    4. Indicate the lab/research group with which you are affiliated (enter the group name, PI name, or financial approver for the lab).
    5. Your registration is complete and will be completed momentarily. In some cases, registration may take up to 24 hours.
  • I am associated with one lab group, but the service charges will be charged to another PI’s account due to collaboration. What should I do?

    In this situation, the lab/research group to which you belong must request the ability to utilize the account number that needs to be charged. The account number must be manually added, and will require approval from the account owner. At Indiana University, the account owner for all sponsored program accounts is the PI and the account owner for all non-sponsored program accounts is the Fiscal Officer. Access a step-by-step guide to manually adding a fund number on the Agilent iLab Help Site.

    1. Navigate to the Membership Requests & Fund Numbers page.
    2. On this page, scroll down to the “Manually add a new Fund Number” header.
    3. Type the requested account number in the blank cell and click the “add” button.
    4. This request must route, via the iLab system, to the designated account owner. Once the request is approved by the account owner, the requestor will receive notification via email.
    5. Once approval is granted, the requestor must assign the ability to use this account to its group members.
  • I am a PI and do not have an iLab account. Is there a way to utilize iLab for only billing, for example, through charge entry?

    It is not possible to be billed through iLab without first creating an iLab account. However, once your account is set up it is necessary to actively utilize the system – as long as you have billing accounts associated with your lab in iLab a core can bill you for services provided through the charge entry feature in iLab.

  • As a PI, how can I assign my account to my group members?
    Adding or removing account numbers for each of your lab/research group members can be done in the Manage Fund Numbers section of the Membership Requests & Fund Numbers tab. For a step-by-step guide, including visuals from the iLab system, access the Agilent iLab Help Site.
  • As a PI, what can I do if my account is not in iLab?
    In this situation, please contact iLabIUSM@iupui.edu for assistance
  • As a PI, can I reassign other accounts to my group members?
    Adding or removing account numbers for each of your lab/research group members can be done in the Manage Fund Numbers section of the Membership Requests & Fund Numbers tab. For a step-by-step guide, including visuals from the iLab system, access the Agilent iLab Help Site.
  • Besides the PI assigning account access, is there an alternative way to request account access for lab members?

    Adding or removing account numbers for lab/research group members is the primary responsibility of the PI of the lab or their assigned lab/financial manager. This can be done in the Manage Fund Numbers section of the Membership Requests & Fund Numbers tab. For a step-by-step guide, including visuals from the iLab system, access the Agilent iLab Help Site.

    If the PI or their lab/financial manager is unable to manage the account access for their lab, requests can be sent to iLabIUSM@iupui.edu.

  • My Contract & Grant (C&G) account shows up in my lab/research group list of available accounts, but my non-C&G account does not. How do I get access to my non-C&G accounts in iLab?

    In this situation, the lab/research group to which you belong must request the ability to utilize the account number that needs to be charged. The account number must be manually added, and will require approval from the account owner. At Indiana University, the account owner for all sponsored program accounts is the PI and the account owner for all non-sponsored program accounts is the Fiscal Officer. Access a step-by-step guide to manually adding a fund number on the Agilent iLab Help Site.

    1. Navigate to the Membership Requests & Fund Numbers page.
    2. On this page, scroll down to the “Manually add a new Fund Number” header.
    3. Type the requested account number in the blank cell and click the “add” button.
    4. This request must route, via the iLab system, to the designated account owner. Once the request is approved by the account owner, the requestor will receive notification via email.
    5. Once approval is granted, the requestor must assign the ability to use this account to its group members.

Requesting and Viewing Services

  • Do I need to contact the core prior to requesting service through iLab?

    Core policies may vary, but in general it is not necessary to contact the core prior to requesting services through iLab. As long as the core has services listed in the Request Services tab in iLab a service request may be initiated through iLab without first contacting the core. For a step-by-step guide to requesting services, including visuals from the iLab system, access the Agilent iLab Help Site.

  • How do I view the status of my service request?

    The status a service request can be viewed in either the “View Requests” dashboard, which can be accessed in the left-hand side menu under the “Core” sections, or within the “View My Requests” tab of a specific core’s page. View step-by-step guides to viewing requests via the “View Requests” or “View My Requests” options.

  • Where can I check all the existing reservations I made?

    If you have made a reservation with a core it can be viewed under “My Reservations” in the left-hand side menu. For a step-by-step guide, including visuals from the iLab system, access the Agilent iLab Help Site.

Reserving Equipment

  • How can I reschedule my instrument reservation?

    For a step-by-step guide, including visuals from the iLab system, access the Agilent iLab Help Site.

    Core policies may prevent or limit a user’s ability to modify an instrument reservation. If you are unable to reschedule an instrument reservation using the instructions below, please contact the core directly.

    To change a reservation, first find it on the calendar. You have multiple options to change the reservation:

    1. Click on the reservation to bring up the edit mini-menu to the left. Then, click on the bottom event icon to open up the reservation detail window, as discussed in the Create a Reservation section.
    2. Drag the top of the reservation (title with reservation times) to move the entire reservation to another time slot (either on the same or or even another day).
    3. Double-click on the reservation to open up the reservation detail window, as discussed in the Create a Reservation section.
    4. Drag the bottom of the reservation (white handle bar) up or down to extend/reduce the length of the reservation. Note that you can only change the end time by dragging in this way.
    5. View additional reservation information by hovering over the reservation.

Billing

  • I want to use a specific account for my service request but I do not see the account number listed under my payment options. What do I do?

    In this situation, the lab/research group to which you belong must request the ability to utilize the account number that needs to be charged. The account number must be manually added, and will require approval from the account owner. At Indiana University, the account owner for all sponsored program accounts is the PI and the account owner for all non-sponsored program accounts is the Fiscal Officer. Access a step-by-step guide to manually adding a fund number on the Agilent iLab Help Site.

    1. Navigate to the Membership Requests & Fund Numbers page.
    2. On this page, scroll down to the “Manually add a new Fund Number” header.
    3. Type the requested account number in the blank cell and click the “add” button.
    4. This request must route, via the iLab system, to the designated account owner. Once the request is approved by the account owner, the requestor will receive notification via email.
    5. Once approval is granted, the requestor must assign the ability to use this account to its group members.
  • I want to split the payment for the service between two account numbers. Is that possible?

    Yes, payment for a service can be split between two account numbers. When setting payment information select the + Split Charge option, choose the appropriate accounts, and assign the percentage to be allocated to each account.

  • Can an external user from an institution that also uses iLab, provide his account number for billing instead of a purchase order?

    An external user may provide any information they would like in the Purchase Order free text field. However, External users will not be billed through the iLab system. Information used in the iLab system will be used to create KFS Customer Invoices, which will then be mailed or emailed to the external user for payment. Any reference information provided in iLab (PO number, account number, etc.) can be included on the KFS invoice.

  • How should I generate an estimate of service and/or equipment usage for a new user who did not register his/her iLab account yet?

    An estimate cannot be generated for a user through iLab unless they have first registered for an iLab account. If you need to send an estimate to a user who is not registered in iLab it will need to be calculated and sent outside of the system.

Benefits of iLab

  • iLab provides unlimited support directly to end users.
  • PI’s and financial managers can easily manage what budgets their lab members have access to.
  • Users can easily track the status of service requests orders and reserve time on instrumentation.
  • Billing is automatic and is integrated with the reservation/usage tracking system giving real-time usage metrics and budgeting capabilities.
  • Safeguards prevent users from reserving time on (or using) equipment that requires training.

Contact iLabIUSM@iupui.edu for questions related to registration and billing.

Need iLab support?

Visit the iLab Help Site to find information on all aspects of the iLab system, or contact iLab support at 1-800-690-2957.

Email the IU School of Medicine iLab Help Desk to join the iLab listserv.

iLab Help Site

Email the IU School of Medicine iLab Help Desk

iLab News

a researcher at work in the lab

Research service cores moving to a new management software called iLab

iLab Core Facility Management software was recently chose as the enterprise-wide core facility management system for all research service cores. The new software allows the research community to access core facilities through one centralized portal that is easy to navigate and is accessible from anywhere investigators work.

Read more