Page 1 VIA Freeze™ Operating Instructions Original instructions VIA Freeze VIA Freeze VIA Freeze cytiva.com...
Page 2: Table Of Contents
Labels and symbols ............................13 Emergency procedures ..........................15 System description .................... 17 System overview ............................18 VIA Freeze Uno components ........................19 VIA Freeze Duo components ........................21 VIA Freeze Quad components ........................23 SBS plate accessories ..........................25 3.5.1...
Page 3 Table of Contents 6.2.4 Email server ..............................100 6.2.5 Service screens ............................. 102 6.2.6 Connect to Chronicle ..........................106 Settings screen ............................... 107 Access and export stored data ......................... 112 Maintenance ....................... 117 Cleaning before planned service ......................118 Cleaning ................................119 Heat transfer pad replacement ........................
Page 4: Introduction
1 Introduction Introduction About this chapter This chapter contains important user information, descriptions of safety notices, intended use of the product, and lists of associated documentation. In this chapter Section See page Important user information About this manual Associated documentation VIA Freeze Operating Instructions 29614231 AD...
Page 5: Important User Information
1 Introduction 1.1 Important user information Important user information Read this before operating the product All users must read the entire Operating Instructions before installing, oper- ating, or maintaining the product. Always keep the Operating Instructions at hand when operating the product. Do not install, operate, or perform maintenance on the product in any other way than described in the user documentation.
Page 6: About This Manual
Scope of this manual This manual covers the VIA Freeze range of controlled rate freezer instruments. There are three models available: VIA Freeze Uno, VIA Freeze Duo, and VIA Freeze Quad. The illustration below shows the three VIA Freeze models.
Page 7: Associated Documentation
Introduction This section describes the user documentation that is delivered with the product, and how to find related literature that can be downloaded or ordered from Cytiva. User documentation for VIA Freeze The user documentation is listed in the table below.
Page 8: Step Action
User documentation and other literature related to VIA Freeze can be downloaded from the web. Follow the steps below to access the documentation. Step Action Go to the product page on cytiva.com. Navigate to DOCUMENTS. Select the type of document and download the chosen literature. VIA Freeze Operating Instructions 29614231 AD...
Page 9: Safety Instructions
2 Safety instructions Safety instructions About this chapter This chapter describes safety precautions, labels and symbols that are attached to the equipment. In addition, the chapter describes emergency and recovery procedures. In this chapter Section See page Safety precautions Labels and symbols Emergency procedures Important WARNING...
Page 10: Safety Precautions
2 Safety instructions 2.1 Safety precautions Safety precautions Introduction VIA Freeze is powered by mains voltage and handles materials that can be hazardous. Before installing, operating or maintaining the system, you must be aware of the hazards described in this manual. Definitions This user documentation contains safety notices (WARNING, CAUTION, and NOTICE) concerning the safe use of the product.
Page 11 Only properly trained personnel are allowed to operate and main- tain the product. WARNING Accessories. Use only accessories supplied or recommended by Cytiva. WARNING Do not use the product if it is not working properly, or if it has suffered any damage, for example: •...
Page 12 2 Safety instructions 2.1 Safety precautions WARNING Hazardous substances and biological agents. When using hazardous chemical or biological agents, take all suitable protec- tive measures, such as wearing protective clothing, glasses and gloves resistant to the substances used. Follow local and national regulations for safe operation and maintenance of this product.
Page 13: Labels And Symbols
2 Safety instructions 2.2 Labels and symbols Labels and symbols Introduction This section describes the nameplate, labels, and other safety and regulatory labels and symbols. Nameplate The nameplate provides information about the model, manufacturer, and technical data. Description of symbols and text The following symbols and text may be present on the system label: Label Meaning...
Page 14 2 Safety instructions 2.2 Labels and symbols Label Meaning Warning symbol, positioned near the working surfaces of the instrument that get very cold during operation. Power off. Power on. VIA Freeze Operating Instructions 29614231 AD...
Page 15: Emergency Procedures
2 Safety instructions 2.3 Emergency procedures Emergency procedures Emergency shutdown Disconnect from the mains supply by following the steps below. Step Action Press the power switch located on the rear of the instrument to the O posi- tion. Switch off the mains power at the wall. Power failure In case of a power failure: •...
Page 16 2 Safety instructions 2.3 Emergency procedures Step Action Make sure that the condition that caused the emergency shutdown is corrected. Make sure the power cord is connected to the power outlet. Press the ON/OFF switch at the back of the instrument to the ON position (I). VIA Freeze Operating Instructions 29614231 AD...
Page 17: System Description
This chapter gives an overview of the VIA Freeze instruments, and a brief description of their function. In this chapter Section See page System overview VIA Freeze Uno components VIA Freeze Duo components VIA Freeze Quad components SBS plate accessories Touchscreen user interface VIA Freeze Operating Instructions 29614231 AD...
Page 18: System Overview
3 System description 3.1 System overview System overview The VIA Freeze instruments are powered by an iMX6 ARM microcontroller running a Linux operating system. The system has an integrated SATA solid state drive that is used to boot the OS and store all system information. The VIA Freeze instruments are operated and controlled from the touch screen on the instrument.
Page 19: Via Freeze Uno Components
3 System description 3.2 VIA Freeze Uno components VIA Freeze Uno components Front components 3 4 5 Part Description Handle Thermocouple feedthrough route Society for Biomolecular Screening (SBS) mount Heat transfer pad Release button Cold chamber Touchscreen user interface VIA Freeze Operating Instructions 29614231 AD...
Page 20: Rear Components
3 System description 3.2 VIA Freeze Uno components Rear components Part Description Lid handle Power switch Fuse IEC C14 power socket Thermocouple ports Rear air vents USB port Ethernet port Bottom air vent VIA Freeze Operating Instructions 29614231 AD...
Page 21: Via Freeze Duo Components
3 System description 3.3 VIA Freeze Duo components VIA Freeze Duo components Front components Part Description Heat transfer pad SBS mount Cold chamber Touchscreen user interface Thermocouple feedthrough route Release button Handle VIA Freeze Operating Instructions 29614231 AD...
Page 22 3 System description 3.3 VIA Freeze Duo components Rear components Part Description Power switch Fuse IEC C14 power socket Bottom air vent Rear air vents Thermocouple ports USB port Ethernet port VIA Freeze Operating Instructions 29614231 AD...
Page 23: Via Freeze Quad Components
3 System description 3.4 VIA Freeze Quad components VIA Freeze Quad components Front components Part Description Heat transfer pad SBS mount Cold chamber Touchscreen user interface Thermocouple feedthrough route Release button Handle VIA Freeze Operating Instructions 29614231 AD...
Page 24 3 System description 3.4 VIA Freeze Quad components Rear components Part Description Power switch Fuse IEC C14 power socket Rear air vents Thermocouple ports USB port Ethernet port Bottom air vents VIA Freeze Operating Instructions 29614231 AD...
Page 25: Sbs Plate Accessories
3 System description 3.5 SBS plate accessories SBS plate accessories In this section Section See page 3.5.1 Overview 3.5.2 SBS plate rating 3.5.3 Choosing an SBS plate VIA Freeze Operating Instructions 29614231 AD...
Page 26: Overview
VIA Freeze instrument. For a list of other accessories and spare parts compatible with the VIA Freeze instru- ments, visit cytiva.com/cryo Note: Accessories must be replaced based on their usage, for example, if magnets have been dislodged.
Page 27: Sbs Plate Rating
3 System description 3.5 SBS plate accessories 3.5.2 SBS plate rating 3.5.2 SBS plate rating Introduction Adapter plates are specified with a rate to a given temperature with a given loading. The rating is based on tests at typical application conditions. All plates can be cooled to a lower temperature than their rating, and operation at temperatures lower than the rated temperature is acceptable.
Page 28: Choosing An Sbs Plate
3 System description 3.5 SBS plate accessories 3.5.3 Choosing an SBS plate 3.5.3 Choosing an SBS plate Introduction SBS plates have different dimensions depending on whether they hold bags or vials. For bags, skip to Choose a flat plate or rack, on page 30.
Page 29 3 System description 3.5 SBS plate accessories 3.5.3 Choosing an SBS plate Follow the steps below to determine the correct bore diameter for the vials chosen for the procedure. Step Action Measure the diameter of the vial at the insertion depth using a Vernier caliper.
Page 30 3 System description 3.5 SBS plate accessories 3.5.3 Choosing an SBS plate Step Action Measure the maximum diameter of the cap using a Vernier caliper. Note the reading on the Vernier caliper in mm. Choose a center-to-center distance for the SBS plate that is at least 0.1 mm larger than the value noted above.
Page 31: Touchscreen User Interface
3 System description 3.6 Touchscreen user interface Touchscreen user interface Overview The operation and user interface is identical for all VIA Freeze instruments. All three models have a 25.6 cm (10.1”) touchscreen user interface mounted on the front of the system.
Page 32 3 System description 3.6 Touchscreen user interface Part Description Navigation bar: • Indicates which menus are currently active. Currently active operations or menus listed in the navigation bar can be selected as required by tapping them. • The button furthest on the left on the navigation bar contains the username of the current user.
Page 33 3 System description 3.6 Touchscreen user interface Icon System mode Holding: The instrument is holding at a set temperature and is using the engine to maintain this temperature. Finished: The system has successfully finished the run. Follow the on-screen instructions to proceed. Standby: Default mode.
Page 34: Installation
Installing the product Electrical connections About the installation The initial installation will be done by Service personnel or Application Specialists from Cytiva, or other staff who are authorized by Cytiva to install VIA Freeze. VIA Freeze Operating Instructions 29614231 AD...
Page 35: Safety Precautions
4.1 Safety precautions Safety precautions Installing and moving the product WARNING The product must be installed and prepared by Cytiva personnel or a third party authorized by Cytiva. CAUTION Heavy object. Use suitable lifting equipment when moving the VIA Freeze Duo or VIA Freeze Quad instruments. Two people are required to lift the instruments safely.
Page 36: Site Preparation
4 Installation 4.2 Site preparation Site preparation Introduction This section describes the site planning and preparation that should be performed before the product is installed. In this section Section See page 4.2.1 Room requirements 4.2.2 Site environmental requirements 4.2.3 Power requirements VIA Freeze Operating Instructions 29614231 AD...
Page 37: Room Requirements
Introduction This section describes the requirements for the room where the instrument is placed. VIA Freeze Uno dimensions and weight The following illustration shows the dimensions of the VIA Freeze Uno instrument. Parameter Value 29.3 cm (11.5") 35.9 cm (14.1") 44.9 cm (17.7")
Page 38 4 Installation 4.2 Site preparation 4.2.1 Room requirements VIA Freeze Duo dimensions and weight The following illustration shows the dimensions of the VIA Freeze Duo instrument. VIA Freez e Parameter Value 36.1 cm (14.2") 44.6 cm (17.6”) (with handles) 38.3 cm (15.1”) 61 cm ( 24") 93.7 cm (36.6”) (lid open)
Page 39: Space Requirements
4 Installation 4.2 Site preparation 4.2.1 Room requirements VIA Freeze Parameter Value 55.3 cm (21.8”) 63.8 cm (25.1”) (with handles) 38.3 cm (15.1”) 61 cm (24”) 93.7 cm (36.6”) (lid open) Weight 62 kg (137 lbs) Space requirements WARNING Access to power cord. Do not block access to the power cord. The power cord must always be easy to disconnect.
Page 40 4.2 Site preparation 4.2.1 Room requirements The VIA Freeze Uno is designed for benchtop mounting, and the VIA Freeze Duo and VIA Freeze Quad can be benchtop or floor mounted. Prepare a clean working area on a stable laboratory bench or on the floor where the instrument has the clearances listed in the table below.
Page 41: Site Environmental Requirements
4 Installation 4.2 Site preparation 4.2.2 Site environmental requirements 4.2.2 Site environmental requirements Introduction This section describes the environmental requirements and conditions for installation of the VIA Freeze instruments. CAUTION The product is designed for indoor use only. CAUTION Do not use the product in a dusty atmosphere or close to spraying water.
Page 42 4 Installation 4.2 Site preparation 4.2.2 Site environmental requirements NOTICE Make sure the work surface is firm and free from debris. Do not run the system on a soft surface such as a carpet. Note: The instrument does not generate nor release any particles. The instrument has a filter used to prevent external particles from entering the internal components of the instrument.
Page 43: Electrical Power Requirements
Cytiva. Electrical power requirements The following table specifies the power requirements for the VIA Freeze instruments. Parameter Requirement Model VIA Freeze Uno VIA Freeze Duo VIA Freeze Quad Supply voltage 100 to 240 VAC 100 to 240 VAC...
Page 44: Installing The Product
37 for space requirements). The VIA Freeze Uno can be lifted and carried by a single user with the front and rear handles. The VIA Freeze Duo and VIA Freeze Quad must be lifted by two people, each person using one of the large black handles on the sides of the instruments.
Page 45: Network Settings
4.3 Installing the product Network settings For maximum security, Cytiva recommends that you connect the system to your intranet only, and configure your intranet-to-internet firewall to allow communication with Chronicle. For details about the network profile and required network services, refer to the VIA Freeze Privacy and Security Manual (29443719).
Page 46: Electrical Connections
Safety precautions WARNING Power cord. Only use power cords with plugs delivered or approved by Cytiva. WARNING Supply voltage. Before connecting the power cord, make sure that the supply voltage at the wall outlet corresponds to the requirements for the instrument.
Page 47 4 Installation 4.4 Electrical connections Step Action Connect the supplied mains power cord to the IEC power socket on the rear of the instrument. Connect the mains power cord to the mains socket outlet. VIA Freeze Operating Instructions 29614231 AD...
Page 48: Operation
5 Operation Operation About this chapter This chapter gives instructions on how to operate the VIA Freeze instruments in safe way. In this chapter Section See page Start-up and shutdown Run a protocol Link mode feature VIA Freeze Operating Instructions 29614231 AD...
Page 49: Start-Up And Shutdown
5 Operation 5.1 Start-up and shutdown Start-up and shutdown Introduction This section gives instructions for basic operation of the VIA Freeze instrument. In order to use the VIA Freeze instrument, a user profile is required. An administrator must define user profiles with appropriate access rights. See Section 6.2.3 User management, on page 92 for more information.
Page 50 5 Operation 5.1 Start-up and shutdown Step Action Tap the Username input field. Result: The on-screen keyboard appears. Enter your username and then tap OK. Follow the same process to enter your password in the Password input field. Note: Section 6.2.3 User management, on page 92 for information about user authentication and setting up user accounts.
Page 51: Logging In For The First Time
5 Operation 5.1 Start-up and shutdown Step Action Tap Log in. Note: If the login attempt failed, for example because the wrong password was entered, an error message will be shown and the display will remain on the Log in screen. Result: The Home screen appears on the display.
Page 52 5 Operation 5.1 Start-up and shutdown Step Action On the Log in screen, enter your username, and the default password. The default password is [user type]_[serial number]. For example, if the serial number (SN) is VFR1234567, the default passwords are: User type Default password (SN: VFR1234567)
Page 53 5 Operation 5.1 Start-up and shutdown Step Action Tap Log out. Result: The user is logged out and the session is ended. The log in screen is shown. Shutting down the VIA Freeze instrument Step Action Tap Log out or shut down on the Home screen. Result: The options to log out or shut down are presented on the screen.
Page 54 5 Operation 5.1 Start-up and shutdown Step Action Tap Shut down. Result: The following message appears on the screen: Tap Shut down to confirm the shutdown. Tap Cancel if you do not want to shut down the instrument. Result: Shutdown takes around one minute, until the screen turns black. VIA Freeze Operating Instructions 29614231 AD...
Page 55 5 Operation 5.1 Start-up and shutdown Step Action Once shutdown has completed, press the ON/OFF switch at the back of the instrument to the OFF position (O). VIA Freeze Operating Instructions 29614231 AD...
Page 56: Run A Protocol
5 Operation 5.2 Run a protocol Run a protocol In this section Section See page 5.2.1 Typical workflow 5.2.2 Set up the VIA Freeze for a procedure 5.2.3 Start a procedure 5.2.4 Monitor a procedure 5.2.5 Finish a procedure VIA Freeze Operating Instructions 29614231 AD...
Page 57: Typical Workflow
5 Operation 5.2 Run a protocol 5.2.1 Typical workflow 5.2.1 Typical workflow The table below shows the typical workflow for a cryopreservation procedure. The protocol can be changed to suit the specific process and cell lines used. For a more thorough guide to cryopreservation please refer to Cryopreservation as a Key Element in the Successful Delivery of Cell-Based Therapies—A Review Phase...
Page 58: Set Up The Via Freeze For A Procedure
When designing SOPs in which the SBS plates are loaded outside of the cold chamber, it is recommended to discuss best practices for the proposed workflow with Cytiva. It is imperative that condensation build up is minimized during this case; various method- ologies and SOPs can be adopted to achieve correct operation.
Page 59 5 Operation 5.2 Run a protocol 5.2.2 Set up the VIA Freeze for a procedure Step Action Place the SBS plate or plates into the instrument before the run begins. Make sure the SBS plate or plates fit securely into the corresponding SBS mount or mounts at the bottom of the cold chamber.
Page 60 Follow the steps below to optionally attach one or more thermocouples to the instru- ment. Step Action Open the lid of the instrument and remove the thermocouple feedthrough route. VIA Freeze Uno VIA Freeze Duo and VIA Freeze Quad VIA Freeze Operating Instructions 29614231 AD...
Page 61 5 Operation 5.2 Run a protocol 5.2.2 Set up the VIA Freeze for a procedure Step Action Rotate the magnetic cover 180 degrees to reveal the thermocouple ports. Plug one or more of the supplied T-type thermocouples into the thermo- couple ports at the back of the instrument.
Page 62 5.2.2 Set up the VIA Freeze for a procedure Step Action Feed the sensor end of the thermocouple or thermocouples from the back of the instrument through the gap in the lid. VIA Freeze Uno VIA Freeze Duo and VIA Freeze Quad VIA Freeze Operating Instructions 29614231 AD...
Page 63 5 Operation 5.2 Run a protocol 5.2.2 Set up the VIA Freeze for a procedure Step Action VIA Freeze Duo and VIA Freeze Quad only: Flip the thermocouple feed- through route so that the pronged end faces away from the slot. VIA Freeze Duo and VIA Freeze Quad only: Thread the thermocouple sensor or sensors through the openings in the thermocouple feedthrough route and reinsert it into the slot.
Page 64 5 Operation 5.2 Run a protocol 5.2.2 Set up the VIA Freeze for a procedure Step Action Result: Leave the thermocouple sensor end or ends until loading the samples, as described in Load samples, on page Close the lid to the cold chamber. VIA Freeze Operating Instructions 29614231 AD...
Page 65: Start A Procedure
5 Operation 5.2 Run a protocol 5.2.3 Start a procedure 5.2.3 Start a procedure Select a protocol Step Action Tap Select protocol on the home screen. Result: The Protocols screen is shown. Up to six protocols can be displayed on the screen at one time.
Page 66: Record Details
5 Operation 5.2 Run a protocol 5.2.3 Start a procedure Step Action Inspect the protocol by using the navigation arrows (1) at the bottom of the screen to select the different segments. The text next to the arrows (2) displays the parameters set for the selected segment. Note: To make sure there is enough time for preparation and loading of the samples, check that there is a Dwell segment set at an appropriate temper-...
Page 67 5 Operation 5.2 Run a protocol 5.2.3 Start a procedure Step Action Optional. Tap the field under Batch name to bring up the on-screen keyboard. Enter the name for the run (references in logs and records). Optional. Tap the field under Comment to bring up the on-screen keyboard.
Page 68: Monitor A Procedure
5 Operation 5.2 Run a protocol 5.2.4 Monitor a procedure 5.2.4 Monitor a procedure Overview During a procedure, the user interface displays a live graph showing temperature (vertical axis) against time (horizontal axis). There are two lines automatically displayed on the graph, and shown in the key at the top right: •...
Page 69: Load Samples
5 Operation 5.2 Run a protocol 5.2.4 Monitor a procedure Load samples NOTICE Take care when placing SBS plates into the cold chamber. Dropped plates can damage the chamber upon impact. The samples can be loaded when the protocol reaches the segment and temperature intended for sample loading.
Page 70 5 Operation 5.2 Run a protocol 5.2.4 Monitor a procedure Step Action If the instrument displays the status Holding, tap Resume. Hold or abort a procedure The following table describes the options available to the user on the user interface throughout the protocol.
Page 71: Finish A Procedure
5 Operation 5.2 Run a protocol 5.2.5 Finish a procedure 5.2.5 Finish a procedure Unload samples and finish protocol CAUTION Risk of cold burn. Temperatures of the working surface can reach as low as -110°C. At this temperature, contact with skin can lead to cold burns.
Page 72 5 Operation 5.2 Run a protocol 5.2.5 Finish a procedure Step Action Follow your internally validated procedure for handing the samples. Tap Finish when the samples have been unloaded. Result: The following screen is displayed: VIA Freeze Operating Instructions 29614231 AD...
Page 73: Heating Cycle
5 Operation 5.2 Run a protocol 5.2.5 Finish a procedure Step Action Tap Finish. Result: The instrument immediately begins the heating cycle. Heating cycle NOTICE To allow the moisture to evaporate, make sure the lid remains open during heating. After a run has been completed and the Finish or Abort button has been tapped and confirmed, the instrument begins a heating cycle.
Page 74: Link Mode Feature
5 Operation 5.3 Link mode feature Link mode feature In this section Section See page 5.3.1 Overview 5.3.2 Using Link mode VIA Freeze Operating Instructions 29614231 AD...
Page 75: Overview
• The VIA Freeze instruments must have the Link mode feature installed. Note: The Link mode feature is only available on VIA Freeze instruments running software version 3.1 and above. Contact your local Cytiva repre- sentative for more information. • The VIA Freeze instruments must be registered on Chronicle. See https://pre- gmp.chronicle.bio...
Page 76: Using Link Mode
5 Operation 5.3 Link mode feature 5.3.2 Using Link mode 5.3.2 Using Link mode Start a procedure Follow the instructions below to start a procedure. Step Action Switch on the VIA Freeze instruments and start your eSOP on Chronicle. Put the VIA Freeze instruments into remote control mode by tapping the Chronicle Link button on the Log in screen of each instrument.
Page 77 5 Operation 5.3 Link mode feature 5.3.2 Using Link mode Step Action Result: Chronicle can remotely control the VIA Freeze instruments. The following screen appears on each instrument. Complete the tasks of the eSOP on Chronicle to start the procedure. Note: After scanning the instruments, as per the eSOP, the protocol profile is displayed in the protocol screen on each VIA Freeze instrument.
Page 78 5 Operation 5.3 Link mode feature 5.3.2 Using Link mode Monitor a procedure During the procedure, a live graph is displayed in the protocol screen on each VIA Freeze instrument. For more information, see Section 5.2.4 Monitor a procedure, on page 68 Cancel a procedure The procedure can be canceled at any time.
Page 79 5 Operation 5.3 Link mode feature 5.3.2 Using Link mode Step Action Result: The process continues to the heating cycle, as described in Heating cycle, on page VIA Freeze Operating Instructions 29614231 AD...
Page 80: Menu Operation
6 Menu operation Menu operation About this chapter This chapter contains information on the different menu screens and settings acces- sible from the user interface. Details of the actions available to the user are described for each of the menu screens. In this chapter Section See page...
Page 81: Home Screen
6 Menu operation 6.1 Home screen Home screen Home screen for administrators After logging in to the VIA Freeze instrument, the Home screen is shown. The following icons are visible for users with the role Admin. Part Description Select protocol: Access to the Protocols screen, from which a run can be started and controlled.
Page 82 6 Menu operation 6.1 Home screen Home screen for operators After logging in to the VIA Freeze instrument, the Home screen is shown. The following icons are visible for users with the role Operator. Part Description Select protocol: Access to the Protocols screen, from which a run can be started and controlled.
Page 83: System Manager Screen
6 Menu operation 6.2 System manager screen System manager screen In this section Section See page 6.2.1 Overview 6.2.2 Protocol management 6.2.3 User management 6.2.4 Email server 6.2.5 Service screens 6.2.6 Connect to Chronicle VIA Freeze Operating Instructions 29614231 AD...
Page 84: Overview
6 Menu operation 6.2 System manager screen 6.2.1 Overview 6.2.1 Overview Users with the role Admin can view and access the System manager screen. Tap System manager on the Home screen to view the following screen: Part Description Create new protocol: Enter the protocol editor to create a new protocol.
Page 85: Protocol Management
6 Menu operation 6.2 System manager screen 6.2.2 Protocol management 6.2.2 Protocol management Introduction Only Admin users can create new protocols, and edit or delete existing protocols, via the System manager screen. Two protocols are preset, Default protocol and Performance protocol. In addition, protocols can be downloaded from Chronicle onto the VIA Freeze instrument.
Page 86 6 Menu operation 6.2 System manager screen 6.2.2 Protocol management Segment Values Parameter Description Cool Heat Dwell Rate Select a value from Select a value from This parameter (degrees per 0.01°C to 2.00°C per 0.01°C to 1.50°C per defines the rate of minute) minute minute...
Page 87 6 Menu operation 6.2 System manager screen 6.2.2 Protocol management Step Action Enter the name of the protocol in the Title field. Note: The name of the protocol cannot be edited later. Optional. Enter a description of the protocol in the Description field. Tap the navigation arrows at the bottom left of the screen to navigate between the protocol segments.
Page 88 6 Menu operation 6.2 System manager screen 6.2.2 Protocol management Step Action Use the up and down arrows to modify the value for each parameter, and select the desired parameters as applicable. See the previous section for additional information on parameter options. Tap: •...
Page 89 6 Menu operation 6.2 System manager screen 6.2.2 Protocol management Step Action Tap the protocol you want to edit. Result: The protocol screen appears, with the first segment selected. Optional. Edit the description of the protocol by tapping the text box below Description, typing a new description, and tapping OK.
Page 90 6 Menu operation 6.2 System manager screen 6.2.2 Protocol management Step Action • New, to add a new segment after the highlighted segment. Tap Save. Tap OK on the confirmation dialog box to proceed. Check that the protocol is present on the Select and run protocol screen by accessing Home →Select and run protocol.
Page 91 6 Menu operation 6.2 System manager screen 6.2.2 Protocol management Step Action Note: If no action is taken, the prompt will time out after 15 seconds and the protocol will not be deleted. Tap Delete to delete the protocol, or Cancel to return to the protocol editing screen.
Page 92: User Management
6 Menu operation 6.2 System manager screen 6.2.3 User management 6.2.3 User management Introduction This section describes the user authentication and provides instructions for creating and modifying user accounts on the VIA Freeze instrument. Users can be created locally on the instrument, or using the Chronicle software. All users are shown on the User management screen.
Page 93: Add A New User
6 Menu operation 6.2 System manager screen 6.2.3 User management Default admin account The VIA Freeze instrument comes with a default Admin account: • Username: admin • Password: The password has no characters by default so there is no need to type anything into this field.
Page 94 6 Menu operation 6.2 System manager screen 6.2.3 User management Step Action Tap the text box under Username and enter the username using the on- screen keyboard. Tap OK. Tap the drop-down menu below Access level and select the role for the new user from the list.
Page 95 6 Menu operation 6.2 System manager screen 6.2.3 User management Edit or delete a user Step Action From the User management screen, select the user to edit. Result: The Edit user menu appears. VIA Freeze Operating Instructions 29614231 AD...
Page 96 6 Menu operation 6.2 System manager screen 6.2.3 User management Step Action To activate, suspend, or delete the user, select the user state from the User state drop-down menu. Note: If a user is suspended, they will not be able to log in to the instrument. However, an Admin user can activate the user account again at any time.
Page 97: Set Session Timeout
6 Menu operation 6.2 System manager screen 6.2.3 User management Step Action To reset the password for the user, tap the box next to Reset password. Tap Save. Tap OK on the confirmation dialog box to return to the User management screen.
Page 98 6 Menu operation 6.2 System manager screen 6.2.3 User management Step Action On the User management screen, tap Session timeout. Result: The on-screen keyboard appears: Type a value for the session timeout in minutes, then tap OK. Note: The session timeout value must be an integer. Tap OK on the confirmation dialog box to return to the User management screen.
Page 99 6 Menu operation 6.2 System manager screen 6.2.3 User management NOTICE When automatic login is enabled, it will be harder to integrate the instrument into a 21CFR Part 11 compliant process. Do not enable this feature if 21CFR Part 11 compliance is required for your standard operating procedure (SOP).
Page 100: Email Server
6 Menu operation 6.2 System manager screen 6.2.4 Email server 6.2.4 Email server To enable email export of data stored on the VIA Freeze instrument, an email server must be set up as follows. After the email server is set up, data can be exported via email as described in Section 6.4 Access and export stored data, on page 112.
Page 101 6 Menu operation 6.2 System manager screen 6.2.4 Email server Step Action Repeat step 2 with the relevant entries for the Server port, Email account, and Password. Tap Save. Tap OK on the confirmation dialog box to return to the Email Server screen. VIA Freeze Operating Instructions 29614231 AD...
Page 102: Service Screens
6 Menu operation 6.2 System manager screen 6.2.5 Service screens 6.2.5 Service screens Overview Only Admin users have access to the service screens. Tap System manager →Service screens to access the service screens. The following options are displayed on the screen: Part Description Service manager: Provides technical information and servicing...
Page 103: Change Time And Date
Backup manager: Back up data on the system via a USB flash drive. Calibration menu: For service use only. If calibration of the sensors on the instrument is required, please contact Cytiva for calibration servicing. Date & time: Allows the user to change the timezone, time, and date.
Page 104 6 Menu operation 6.2 System manager screen 6.2.5 Service screens Step Action Type the date and time in the Current local time box in the format YYYY- MM-DD HH:MM:SS. Select the correct timezone from the Current timezone drop-down menu. Optional. To synchronize the time via the instrument's time server using NTP, tap Enable network time synchronisation.
Page 105 6 Menu operation 6.2 System manager screen 6.2.5 Service screens Step Action Tap Save. Tap OK on the confirmation dialog box. Restart the instrument for the new date and time settings to take effect. VIA Freeze Operating Instructions 29614231 AD...
Page 106: Connect To Chronicle
6 Menu operation 6.2 System manager screen 6.2.6 Connect to Chronicle 6.2.6 Connect to Chronicle Before connecting, the instrument must be created in Chronicle. An API key is auto- matically created for the instrument. To connect the VIA Freeze instrument to Chronicle automation software, enter the Chronicle menu: Step Action...
Page 107: Settings Screen
6 Menu operation 6.3 Settings screen Settings screen Overview All users have access to the settings screen, regardless of user role. Tap Settings on the Home screen to view the following options: Part Description Change password: Change the password of the logged in user. Change email: Change the email address of the logged in user.
Page 108 6 Menu operation 6.3 Settings screen Step Action Optional. Tap the toggle switch next to Show passwords to view the pass- word. Tap the text box under Old password to bring up the on-screen keyboard. Type the old password and tap OK. Tap the text box under New password to bring up the on-screen keyboard and type the chosen new password.
Page 109 6 Menu operation 6.3 Settings screen Step Action Result: A dialog box appears confirming the password has been changed. Tap OK to proceed. Result: After the password is successfully changed, the user will be logged out and the login screen is shown. Change email All user roles can change the email associated with the currently logged in account by following the steps below.
Page 110 6 Menu operation 6.3 Settings screen Step Action Tap Save to proceed. Tap Cancel to return to the Email screen. Tap OK on the confirmation dialog box to return to the Email screen. Change user details All user roles can change the first name and/or last name associated with the currently logged in account by following the steps below.
Page 111 6 Menu operation 6.3 Settings screen Step Action Tap Save. Tap OK on the confirmation dialog box to return to the Change details screen. VIA Freeze Operating Instructions 29614231 AD...
Page 112: Access And Export Stored Data
6 Menu operation 6.4 Access and export stored data Access and export stored data Introduction When a run has been completed, all the data from that run is permanently stored as a record on the VIA Freeze. For a full list of actions stored inthe event log, refer to the Privacy and Security Manual, see User documentation for VIA Freeze, on page The run data can be exported in both .pdf and .csv file formats to either a USB flash...
Page 113 6 Menu operation 6.4 Access and export stored data Step Action Tap the protocol information bar for an individual protocol to view the protocol summary screen with further information, such as the run graph. Tap Back to return to the Cryo records screen. Check the check box next to the desired protocol for export.
Page 114 6 Menu operation 6.4 Access and export stored data Step Action Choose the appropriate export option from the drop-down list and tap Export. After exporting to USB flash drive, tap Eject USB before safely removing the USB flash drive. Export alarms and events logs Follow the steps below to export events, alarms, or system logs.
Page 115 6 Menu operation 6.4 Access and export stored data Step Action Select the log type from the drop-down list at the top of the screen: Events or Alarms. Scroll through the list using the navigation arrows on the bottom left side of the screen.
Page 116 6 Menu operation 6.4 Access and export stored data Step Action After exporting to USB flash drive, tap Eject USB before safely removing the USB flash drive. To clear the alarms and events log, tap Clear at the bottom right side of the screen.
Page 117: Maintenance
To ensure that the system works according to specifications, planned maintenance should be performed annually by a Cytiva service engineer, or service personnel authorized by Cytiva. A list of planned maintenance actions is presented in this chapter. In this chapter...
Page 118: Cleaning Before Planned Service
7 Maintenance 7.1 Cleaning before planned service Cleaning before planned service Cleaning before planned maintenance/service To protect the safety of service personnel, all equipment and work areas must be clean and free of any hazardous contaminants before a Service Engineer starts maintenance work.
Page 119: Cleaning
7 Maintenance 7.2 Cleaning Cleaning Introduction Regular cleaning of the VIA Freeze instrument and aluminum accessories reduces the chance of sample contamination within the cold chamber and helps maintain the performance of the instrument and accessories. Cleaning products NOTICE Do not use acetone to clean the system since this can damage the paint.
Page 120 7 Maintenance 7.2 Cleaning Step Action Unplug the power cord and any other cables or wires from the back of the instrument. Spray or dampen a lint-free cleaning cloth with an appropriate cleaning product. NOTICE Do not spray the cleaning product directly onto the VIA Freeze or use a cloth that is overly wet or saturated.
Page 121: Heat Transfer Pad Replacement
All VIA Freeze instruments are supplied with spare heat transfer pads. Replacement pads can be purchased by contacting Cytiva or your supplier. It is recommended to replace the heat transfer pad when it gets dirty or damaged to optimize the performance of the instrument.
Page 122: Servicing And Calibration
7 Maintenance 7.4 Servicing and calibration Servicing and calibration We recommend that the VIA Freeze instrument is serviced and calibrated every year. Please contact Cytiva or your supplier to make arrangements. VIA Freeze Operating Instructions 29614231 AD...
Page 123: Troubleshooting
If the suggested actions in this guide do not solve the problem, or if the problem is not covered by this guide, contact your Cytiva representative for advice. In this chapter...
Page 124: Alarms
8 Troubleshooting 8.1 Alarms Alarms Overview The Alarms panel is displayed in the status column on the right side of the screen. When no alarms are active, the panel displays the message: System is healthy. No action required. If an alarm sounds, the Alarms button becomes active, and the panel displays the message: System is alarming.
Page 125: Turn Off An Alarm
8 Troubleshooting 8.1 Alarms Turn off an alarm When an alarm is triggered, follow the steps below to acknowledge and turn off the alarm. Step Action Tap the Alarms button to view the alarm type. Result: A pop up will appear stating: •...
Page 126 Check that the vents are not to be overheating is above 35°C. obstructed. If the problem persists, contact your local Cytiva representative. The system was not The system was not shutdown Acknowledge the alarm. shutdown properly properly through the user inter- face.
Page 127 Engine fan is not spinning. Check that the vents are not failure on engine obstructed. If the problem persists, contact your local Cytiva representative. Critical power Engine is not receiving power, Check that the vents are not failure on engine often due to overheating obstructed.
Page 128: Resume Interrupted Procedure
8 Troubleshooting 8.2 Resume interrupted procedure Resume interrupted procedure If a power failure occurs during a protocol, the interrupted protocol can be manually resumed upon restarting the instrument. Note: The user must first determine if it is appropriate to resume the protocol, based on the temperature profile during the run, and the temperature of the cryo-plate when the process is resumed.
Page 129 8 Troubleshooting 8.2 Resume interrupted procedure Step Action Tap Resume. Note: Tapping Cancel will return the user to the Home screen, but will not remove the option to manually resume. As long as a new protocol has not been started, the previous protocol can be resumed. Result: The Run graph is displayed.
Page 130: Get Help
8.3 Get Help Get Help Introduction You can submit your case online by creating an account on the Cytiva Web Portal at cytiva.com. To directly report the event, click on My Account and select Support Cases. The following sections list the information that should be always reported in case of any event.
Page 131: Reference Information
9 Reference information Reference information About this chapter This chapter lists the technical specifications of VIA Freeze. The chapter also includes a chemical resistance guide, recycling information, regulatory information, ordering information, and Health and Safety Declaration form for service. In this chapter Section See page Specifications...
Page 132: Specifications
9 Reference information 9.1 Specifications Specifications VIA Freeze Uno Technical specification Parameter Specification Model number VF_30001 Verified cooling rate -1°C/minute to -70°C at 18°C ambient with verified capacity Verified capacity 48 x 2.0mL vials filled to 1.0mL on SBS sample plate Verified temperature range Ambient to -80°C...
Page 133 9 Reference information 9.1 Specifications VIA Freeze Duo Technical specification Parameter Specification Model number VFD_30006 Verified cooling rate -1°C/minute to -70°C @ 18°C ambient with verified capacity Verified capacity 96 x 2.0mL vials filled to 1.0mL on 2 SBS sample plates Verified temperature range Ambient to -80°C Lower temperature limit...
Page 134 9 Reference information 9.1 Specifications VIA Freeze Quad Technical specification Parameter Specification Model number VFQ_30010 Verified cooling rate -1°C/minute to -70°C at 18°C ambient with verified capacity Verified capacity 192 x 2.0mL vials filled to 1.0mL on 4 SBS sample plates Verified temperature range Ambient to -80°C Lower temperature limit...
Page 135: Recycling Information
Follow applicable local regulations for recy- cling of batteries and accumulators. Instructions for disposal At the end of the life of a VIA Freeze instrument, please contact Cytiva to arrange disposal and recycling. VIA Freeze Operating Instructions 29614231 AD...
Page 136 9 Reference information 9.2 Recycling information Follow the instructions below for disposal of the instrument: Step Action Separate all electronic components (terminal strips, power supplies) from the instrument. Decontaminate the instrument following appropriate procedures depending on the type of environment in which the instrument was located. Dispose of electronic components as specified by local regulations depending on material used in the construction of the components.
Page 137: Regulatory Information
9 Reference information 9.3 Regulatory information Regulatory information Introduction This section lists the regulations and standards that apply to the product. Your product is marked or listed according to the applicable regulatory requirements for your region. Local language translations are only provided according to regulatory requirements. In this section Section See page...
Page 138: Contact Information
9.3.1 Contact information 9.3.1 Contact information Contact information for support To find local contact information for support and sending troubleshooting reports, visit cytiva.com/contact. Manufacturing information The table below summarizes the required manufacturing information. Requirement Information Name and address of the legal manu- Biosafe S.A.
Page 139: European Union And European Economic Area
9 Reference information 9.3 Regulatory information 9.3.2 European Union and European Economic Area 9.3.2 European Union and European Economic Area Introduction This section describes the information that applies to the product in the European Union and European Economic Area. Conformity with EU Directives Refer to the EU Declaration of Conformity for the directives and regulations that apply for the CE marking.
Page 140: Great Britain
9 Reference information 9.3 Regulatory information 9.3.3 Great Britain 9.3.3 Great Britain Introduction This section describes the information that applies to the product in Great Britain. Conformity with UK Regulations Refer to the UK Declaration of Conformity for the regulations that apply for the UKCA marking.
Page 141: Eurasian Economic Union (Евразийский Экономический Союз)
Customs Union and (or) the Eurasian Economic Union. Requirement Information Name, address and telephone See Manufacturing information number of manufacturer Importer and/or company for Cytiva RUS LLC obtaining information about 109004, Moscow importer internal city area Tagansky municipal district Stanislavsky str., 21, building 5, premises I,...
Page 142 ул. Станиславского, д. 21 стр. 5, помещ. I, ком. 24,25,29 Российская Федерация Телефон: +7 985 192 75 37 Адрес электронной почты: rucis@cytiva.com Description of symbol on the nameplate Описание символов на заводской табличке This Eurasian compliance mark indicates that the product is...
Page 143: North America
Note: The user is cautioned that any changes or modifications not expressly approved by Cytiva could void the user’s authority to operate the equip- ment. This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to part 15 of the FCC Rules.
Page 144: China
9 Reference information 9.3 Regulatory information 9.3.6 China 9.3.6 China This section describes the information that applies to the product in the People's Republic of China. 有害物质声明 (DoHS) Declaration of Hazardous Substances (DoHS) 根据 SJ/T11364-2014《电子电气产品有害物质限制使用标识要求》特提供如下有关污染控制方面的信息。 The following product pollution control information is provided according to SJ/ T11364-2014 Marking for Restriction of Hazardous Substances caused by electrical and electronic products.
Page 145 9 Reference information 9.3 Regulatory information 9.3.6 China 电子信息产品污染控制标志说明 Explanation of Pollution Control Label 该标志表明本产品含有超过中国标准 GB/T 26572 《电子电气产品中限用物质的限量要求》中限量的有害物质。标志中的数字为本产品的环保使用期，表明本产品在正常使用的条件下，有毒有害物质不会发生外泄或突变，用户使用本产品不会对环境造成严重污染或对其人身、财产造成严重损害的期限。单位为年。为保证所申明的环保使用期限，应按产品手册中所规定的环境条件和方法进行正常使用，并严格遵守产品维修手册中规定的定期维修和保养要求。产品中的消耗件和某些零部件可能有其单独的环保使用期限标志，并且其环保使用期限有可能比整个产品本身的环保使用期限短。应到期按产品维修程序更换那些消耗件和零部件，以保证所申明的整个产品的环保使用期限。本产品在使用寿命结束时不可作为普通生活垃圾处理，应被单独收集妥善处理。 This symbol indicates the product contains hazardous materials in excess of the limits established by the Chinese standard GB/T 26572 Requirements of concentration limits for certain restricted substances in electrical and electronic products.
Page 146 9 Reference information 9.3 Regulatory information 9.3.6 China 有害物质的名称及含量 Name and Concentration of Hazardous Substances 产品中有害物质的名称及含量 Table of Hazardous Substances’ Name and Concentration 部件名称有害物质 Component Hazardous substance name 铅汞镉六价铬多溴联苯多溴二苯醚 (Pb) (Hg) (Cd) (Cr(VI)) (PBB) (PBDE) VF_30001 VF_30006...
Page 147: South Korea
9 Reference information 9.3 Regulatory information 9.3.7 South Korea 9.3.7 South Korea Introduction This section describes the information that applies to the product in the Republic of Korea. Compliance statement NOTICE Class A equipment (equipment for business use). This equipment has been evaluated for its suitability for use in a business environment.
Page 148: General Regulatory Statements
9 Reference information 9.3 Regulatory information 9.3.8 General regulatory statements 9.3.8 General regulatory statements Introduction This section describes the information that is applicable to more than one geograph- ical region. EMC emission, CISPR 11: Group 1, Class A statement NOTICE This equipment is not intended for use in residential environments and may not provide adequate protection to radio reception in such environments.
Page 149: Ordering Information
9 Reference information 9.4 Ordering information Ordering information Introduction This section lists accessories and user replaceable spare parts that are available for the VIA Freeze instruments. Please visit cytiva.com/cryo to find the latest information. Accessories Product Product name Freezer code...
Page 150 9 Reference information 9.4 Ordering information Product Product name Freezer code compati- bility ASY_30058 SBS plate multiwell adapter ASY_30059 SBS plate 96 x 1 mL Nunc vial ASY_30060 SBS plate 48 x 1.5 Nalgene vial ASY_30061 SBS plate 48 x 2 mL Nalgene vial ASY_30062 SBS plate 48 x 2 mL large size vial ASY_30063...
Page 151 9 Reference information 9.4 Ordering information Product Product name Freezer code compati- bility ASY_30099 SBS plate release button ASY_30101 Thermocouples: T-Type with calibration for use with VIA Freeze range (pack of 4) ASY_30104 SBS adapter 1 x 250 ml bag plate for VIA Freeze VIA Freeze Duo (excludes foam insert) ASY_30106...
Page 152: Health And Safety Declaration Form
Service Ticket #: To make the mutual protection and safety of Cytiva service personnel and our customers, all equipment and work areas must be clean and free of any hazardous contaminants before a Service Engineer starts a repair. To avoid delays in the servicing of your equipment, complete this checklist and present it to the Service Engineer upon arrival.
Page 153 To make sure the mutual protection and safety of Cytiva personnel, our customers, transportation personnel and our environment, all equipment must be clean and free of any hazardous contaminants before shipping to Cytiva. To avoid delays in the processing of your equipment, complete this checklist and include it with your return.
Page 154 QR code. cytiva.com Cytiva and the Drop logo are trademarks of Life Sciences IP Holdings Corporation or an affiliate doing business as Cytiva. Biosafe, Chronicle, VIA Extractor, and VIA Freeze are trademarks of Global Life Sciences Solutions USA LLC or an affiliate doing business as Cytiva.

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