iLab FAQs - Registration and Researchers

If you are a BCM user, follow these instructions:

Go to https://bcm.ilab.agilent.com/account/login and sign in with your BCM credentials. 

Fill out the registration page, select your PI/lab, and verify your contact information. If you are a Core staff member without a home Lab, search for a lab under the Core’s name.

Don’t see your lab? See “Why can’t I find/join my lab?”

Once you register, your PI and/or lab manager will receive a notification that you have requested membership to their lab in iLab. The PI or lab manager will need to approve your membership request and grant you access to a charge source(s), which will be used to pay for requests in a core.

If you are outside of BCM, follow these instructions:

Go to https://bcm.ilab.agilent.com/account/43/signup and complete the registration form. You will receive a welcome email from iLab, typically within one business day, with login credentials

Labs are created automatically in iLab for every person who has a sponsored account under their name. If you are a PI encountering this issue, see “Why can’t I add/use a charge source/account/grant in my Lab?”

If you don’t have a funding account that can be used to create a lab, reach out to ilabs-support@bcm.edu for help.

Labs are created automatically in iLab for every person who has a funding account under their name. You should be able to register and be automatically assigned to your Lab. If you don’t see the Lab you are looking for, see “Why can’t I add/use a charge source/account/grant in my Lab?”

If you don’t have a funding account that can be used to create a lab, reach out to ilabs-support@bcm.edu for help.

On your lab page, select the Members tab. Scroll down and select the button “Link Existing User”. Search for their given name. Select the role they should have and assign start/end dates if desired. 

Once they have joined, you can edit their permissions by clicking the pencil icon next to their name in the member list. You can set them as a lab Financial Contact in this manner.

There are two primary ways to find a core facility, service, or equipment within iLab:

Browse a list of available Cores by clicking on the core facilities link in the left-hand menu. Under the “View” dropdown, you may switch between institutions. 

Search for a Core, service, or equipment by name by typing in the search bar in the upper right-hand corner and click go.

While accounts under the PI’s name should automatically appear in iLab, there are some circumstances where an account may not be usable. Causes typically include one or more of the following:

• The account has a deficit in S4 SAP
• The grant has expired in S4
• The account’s fund is missing the “SERVICES” sponsored class in S4
• The employee ID associated with the account in S4 is incorrect or invalid

Reach out to your department’s financial admin for support in resolving this. They will likely need to submit a JIRA ticket with the Master Data team. Once corrections are made, it will appear in iLab overnight.

See: https://help.ilab.agilent.com/37179-using-a-core/264636-schedule-equipment

Login to iLab. Click on list all cores on the left-hand menu or search for a core or service in the search box in the upper right-hand menu.

On the core site, click on the Request Services tab. Click on the initiate request button next to the service of interest. Fill out all the information on the subsequent form. Click save completed form button after completing all fields. Provide payment information when applicable. 

Click the Submit Request to Core button at the bottom of the page to complete the submission and send the request to the core for processing. The core will review your request, and when applicable will provide a quote. You may be notified to approve the estimated cost before service can begin.

Users must have the PI or Group Manager role to approve requests. You can update Lab member roles by going to your Lab page, clicking the Members button, and clicking the pencil icon next to the member you want to edit.

To approve requests, see: https://help.ilab.agilent.com/36900-managing-your-group/300355-view-requests

Login to iLab. On the core site, click on the View My Requests tab. Click on the dollar sign next to your request. In the payment information pop-up, you can select a charge source from a drop-down menu if you are a BCM user. If you are not a BCM user, you can enter your PO# in the free-text payment field. Click Save.

On the core site, click on the View My Requests tab. Click on the dollar sign next to your request. In the payment information pop-up, you can select a charge source from a drop-down menu if you are a BCM user. If you are not a BCM user, you can enter your PO# in the free-text payment field. Click save.

On the Lab’s page, under the Membership Request & Charge Sources tab, you can choose which lab members have access to which sources.

Under Disable/Enable Charge Sources, you can disable a source completely for the whole lab.

If you have your own lab, you can request access to another researcher’s grants:

1. Open iLab and navigate to the desired lab’s page
2. select the Membership Requests & Charge Sources tab
3. Under “Request access to additional charge sources”, type in the grant information.
   1. Company code is B001
   2. Cost Centers start with a C (ex. C1211500). If it starts with an F or P, change the letter to a C.
   3. WBS elements have letters at the beginning, like GR or RE (ex. RE.00000002.001)
   4. Funds are just numbers. Don’t forget any leading 0s, as Excel often removes them.  (ex. 010000000)
4. The account owner will get an email for your access request and can approve it.
5. Now you can start charging this grant.

If you encounter an error while trying to add an account, double check the account information. Also see “Why can’t I add/use a charge source/account/grant in my Lab?”

The PI owning the account should have received an email with a link they can follow to approve access.

In the left side menu, select Invoices, and search for an invoice.

To download an individual invoice, click the magnifying glass on the right hand side of the selected invoice.

At the top of the page, choose to download or email the invoice. 

To bulk download invoices, select the checkboxes of the invoices you would like to include. The checkbox is on the right side of the table’s listing.

Then, at the top of the page, select Bulk Actions and choose what you’d like to do.

If you are trying to get an invoice you don’t have access to in iLab or if you don’t have an iLab account, please email ilabs-support@bcm.edu. Include dates and service request numbers in your message.

The iLab Help Site is a fantastic resource covering all of the features of iLab. For other inquiries about using the iLab software, contact iLab-support@agilent.com. For issues with billing or BCM related questions, contact ilabs-support@bcm.edu.