New Mexico BioTrack Cultivation Guide

Use this guide to work on your Grow module in Flourish Software.

Grouping & Organization

Flourish provides the following stages of organization. Each has a Plants screen and a Group screen. Drying and Processing have a Plants and Harvest screen.

• Inventory: Where clones, seeds, and tissue culture barcodes are located
• Mother: Where mother plants are located
• Vegetation
• Flower
• Harvest (Drying Plants)
• Drying (Where we “cure” and the plants, and possibly trim)

The cultivation facility has Areas. The same area can handle more than one phase. Configure the Areas in Settings.

Flourish uses groups to organize plants and perform actions like moving them to new phases, rooms, or harvest. Groups contain one or more strains, and plants can be moved between groups individually or by strain. Plants pulled from BioTrack are placed into default groups ("Room Name – Strain Name") and must be moved to non-default groups before all functions are available.

Group Naming

To best utilize the grouping feature, please define a group naming strategy. Whatever will be most meaningful to your operation. It is best to maintain consistency once a group naming convention has been established. Here are some recommendations:

• Example 1: [Strain Name] - [Cycle] - SPR-23-001
• Example 2: [Strain Name - Cut Date] - Fire OG Clones - 10-01-23
• Example 3: [Strain Name - Room - Cut Date] - GG4 - Prop 1 - 10-4-23

Create Strains, Cultivation Items, and packages

In BioTrack clones, seeds, and tissue cultures are assigned a barcode (package ID) and stored within Inventory. You use the packages you create to create plants.

Before you create a plant, you need three things:

1. Strains
2. Items of Clones/Seeds/Tissue Cultures.
3. Packages of Clones/Seeds/Tissue Cultures.

This article uses the example of a Clone Item, and the Seeds/Tissue Cultures process is the same.

Create strains

Go to Manage Settings > Inventory > Strains > Create New Strain Type the Strain name. Type the Strain abbreviation. Fill in the other required fields as needed - Veg and Flowering days will give expected flowering and harvest timestamps if the number of days is set. Fill in any other optional fields as desired. Click Save.

Create Strain Video

Create Clone Items

You can create your Clone Items inventory in two ways.

• Create a "Clone Item" for every strain (Strain Specific Item). You have multiple items, one per strain, and when you create a package of clones, you will not need to designate the Strain.
• Create one "Clone Item" for all the strains. When you create a package of clones, you designate the strain.

Create a Strain-Specific Clone Item

Go to Manage Settings > Inventory Go to Create New Item to create the new item with its associated strain. Use a consistent naming convention. Ex: “Clones - [Strain Name]” Inventory type: Cannabis. Class: Cultivation. Category: Clone Select Strain Set the UOM. For clones, this is ‘Each’ Set the source type as ‘Immature Plants’. Click 'Save'.

Video

Create a Clone item to use for any strain

You can also create a clone item with no strain designated and use it to create a package of clones of any strain.

1. Go to Manage Settings > Inventory
2. Go to Create New Item to create the new item with its associated strain.
3. Use a consistent naming convention. Ex: “Clones - All Strains"
4. Inventory type: Cannabis.
5. Class: Cultivation.
6. Category: Clone
7. DO NOT Select Strain
8. Set the UOM. For clones, this is ‘Each’
9. Set the source type as ‘Immature Plants’.
10. Click 'Save'.

Video

Create a package of clones

Video

Using a Strain-specific Item

Use the steps below to create a package of clones using the Strain-Specific Clone Item.

Navigate the Cultivation Module Grow Find the Veg or Mother Group to cut plants from. Select the action drop-down: Package From Plants Chose the source info: Group. Strain within the group. Plant ID. Fill in the info to create: Select an item (Clone - Strain Name). Select the number of packages (barcodes) to create. Select the plants per package. Click Review & Confirm Select the details Area of New Pkg Created Date/Time Other details. Click Create New Package.

Using An - "All Strains" Item

Use the steps below to create a package of clones using an item with no strain designated.

Navigate the Cultivation Module Grow Find the Veg or Mother Group to cut plants from. Select the action drop-down: Package From Plants Chose the source info: Group. Strain within the group. Plant barcode. Fill in the info to create: Select the item “Clones - All Strains". Select the Item Strain. Select the number of packages (barcodes) to create. Select the plants per package. Click Review & Confirm Select the details Area of New Pkg Created Date/Time Other details. Click Create New Package.

Create Plants from Clones, Seeds, and Tissue Culture

We will pull from Inventory and create plant barcodes for individual plants. Within Flourish, all plants are part of a Group. Groups are useful for organizing the cultivation operation and moving plants in bulk between phases and locations. You can split, combine, and rename groups as needed.

Set-up

• Define a group naming convention
• Ensure at least one area is created within each phase

Actions

1. Navigate to the Inventory screen in Flourish and find the barcode of clones/seeds/tissue culture that you are going to plant into
2. Use the Action /Create plants. This is equivalent to clicking New Plant under Shortcuts in BioTrack

   

3. Fill out the screen (see screenshot below).
   1. Type Total Plants.
      This number can not exceed the “Available” quantity in the source package/barcode. See the screenshot below.
   2. Plant Strain is selected according to the source.
   3. Phase (Vegetative, Mother, Flowering)
   4. Group - New or add to Existing Group
   5. Choose an Area (Room in BioTrack)
   6. Select Create Date/Time.
4. Click Proceed

Video

Change Strains

If a plant was accidentally assigned the wrong strain, it can be easily corrected.

1. Select one or more plants from the Vegetative or Flower plant grid
2. From the action menu, click "Change Strain"
3. Within the Change Plant Strain modal, select the correct Strain
4. Click "Update # plant(s)"

Video

Change Items

You can change the item's name if the wrong item was selected on a new package creation.

Find the barcode or item name to be changed in the All-Packages Grid of Flourish. Select Action/Change Item Select your new item from the drop-down menu. Click Proceed.

Video

Move plants: Locations and growing phases

BioTrack has no designation between vegetative, mother, or flowering growth stages or locations. These actions will update the “Room” for the plants.

Set-up

• In Flourish we create Areas for each phase

Video

Move Plants

1. Move an entire Group
2. Move part of a group using Split Group
3. Move a set of plants, which will call the Split Group screen

Move an entire Group: Select a Group Use the menu Action to move it Select the Destination Phase and Area Confirm. This will update the room in BioTrack for all plants within the group
Move part of a group using Split Group: Select the Group Use the menu Action to move it Split by Plant or by Strain for multi-strain groups Choose a New Name, Phase, and Location Click Split Group to update the plant areas
Move a set of plants: Select one or more plants from the plant grid Use the menu Action to move them This will open up the Split Group screen which shows what plants you are moving Select the Date Choose a New or Existing group Choose the Name (new group), Phase, and Area Click Split Group to move these plants In BioTrack the area will be updated, if different.

Destroy Plants

Plants must be scheduled for destruction and then destroyed.

1. Select one or more plants from the Vegetative Plants or Flowering Plants grid or from Inventory Module > "Plants" drop-down menu > All Plants grid.
   You can hold Shift and click multiple rows.
2. Navigate to the Action menu and click "Schedule Destroy"

1. You will see the plants “Scheduled for Destruction”

1. Fill out the Required fields:
   1. Destroy Date
   2. Note
   3. Pick a reason from the drop-down
2. Select the plants scheduled for destruction and click “Destroy Plants” in the action menu

   

3. Use the modal to Destroy

This is a final action and can't be undone. Flourish will display an error if the 72-hour waiting period isn't complete. The destruction screen supports scanning plant IDs.

1. Select the plants that are currently scheduled for destruction
2. Use the Destroy Plants menu action to complete this process
3. View the Destroyed Plants in the Inventory > All Plants screen by using the filter for "Dead" plants

🔍 Find and Resolve out of Sync Plants

If a plant is destroyed in Flourish Software but shows as out of sync, it means the destruction did not complete successfully in BioTrack. The plant is considered destroyed in Flourish, but it still exists in BioTrack until the sync is successful.

A successful sync will update BioTrack and mark the plant as destroyed there as well.

1. Go to the Inventory module.
2. Click Plants/All plants.

   

3. Select Plants:Dead from the dropdown to locate any that might have sync issues.

   

4. Use the Sync Status filter to locate "Out of Sync" plants.

   

   

5. Click the red sync status icon to open the Sync Status Detail modal, where you can review the error.
6. Click “Retry” directly in that modal to attempt resyncing.

   

7. View the message.

   

8. Ensure the plant is in sync.

Video

Log Plant Waste

Plant waste is recorded on a plant group basis

1. Select the Vegetative or Flowering Group
2. Navigate to the action menu, click "Record Waste"
3. From the Record Waste modal enter the Required fields:
   1. Waste Weight
   2. Date
4. Click "Record Waste for Group"

Video

BioTrack Harvest

Regular Harvest Workflow

This is the typical workflow of cutting down the plants to harvest them.

Schedule Harvest

1. Select a Flower Group and click Create a Harvest from the action menu
2. Choose the Drying Room
3. Provide a Harvest Name
4. Chose the Date/Time to harvest
5. Click “Harvest”
   1. In BioTrack this “Schedules the Harvest” and “Moves” the Plants to this location

Flourish	BioTrack

Video

Log Wet Weights

Now proceed to log the wet weights for the plants.

1. Go to Settings
2. Select Configuration
3. For multiple facilities, select the Cultivation facility
4. Locate the Harvest card and use this setup:

What do the settings mean?

Actions

1. Select the Harvest Group.
2. Click "Edit Harvest Wet Weights"
3. Enter the weight(s) as needed in the Harvest Log
4. You can enter multiple lines by clicking “+Add New Record” if weighing the plants in batches. You’ll see the total weight at the top right of the screen.
5. Click Done.

Video

Submit Wet Weights from Flourish to “Harvest” in BioTrack

Once the wet weights are logged, we must submit them to BioTrack.

1. Click “Sync Harvest” at the top left of the screen
2. Verify the weights are as expected
3. Click on the "Strain(s)" to sync. You’ll see the row turn green.
4. Click “Proceed with Sync”

Sync Harvest Screen	Corresponding BioTrack Screen

Submit weights/sync video

Move the Harvest in Flourish to Processing

When we’re ready to record the dry weights.

1. Select a Harvest Group and click "Move Harvest" from the action menu
2. Select a Destination Area
3. Choose a Move date/time
4. Click "Confirm Move"

Log Dry Weights

1. Go to Settings
2. Select Configuration
3. For multiple facilities, select the Cultivation facility
4. Locate the Processing card and use this setup:

What do the settings mean?

Record Dry Weights

1. Select Processing Harvest Group
2. Click "Edit Harvest Dry Weights"
3. Enter the weight(s) as needed in the Harvest Log
4. Click Done.

Dry Weights video

Cure Harvest into Inventory

You “Cure” the Harvest to create inventory from previously logged dry weights.

1. Click “Cure” at the top left of the harvest log
2. Click “Proceed” to confirm

1. For reference, after clicking the 'Cure' button in BioTrack:
   
2. Harvest Log with Cure Completed

   

Results

• This is a “Final” action in BioTrack
• This does the following:
  • Records the weights across all plants
  • Marks them as cured
  • Creates a package in inventory of Flower for the total Dry Flower with Item name of “Flower - Strain Name”
  • Creates a package in inventory of Other Plant Material for the total Dry Trim with Item name of “Other Plant Material - Strain Name”
  • Creates a waste entry for the total Waste, and a package in inventory of Waste with Item name of “Waste - Strain Name”

You can see these in the Harvest Packages

Also visible in Inventory

Manicure Harvest Flow

COMING SOON

The Next Step

The next Step - BioTrack Inventory.