SDS Manager FAQ

ID #1098

Getting started: Multi location, SDS to import

~ 0 min

n/a

2023-03-14 13:04

In this article we will show you how to get started using SDS Manager to manage your library of Safety Datasheets. We will cover the following areas:

Step 1: Create your locations

Step 2: Import your existing SDS files

Step 3: Update the Safety Data Sheets you imported to latest version

Step 4: Add any missing SDS or Chemicals to your locations by searching our database of 10Million+ Safety Data Sheets.

Step 5: Create QR code poster to allow your employees to access the SDS library using QR code

Step 6: Invite your employees to join you on SDS Manager (Optional)

Step 7: Look through the SDS that contains restricted chemicals and substitute where necessary (Optional)

Step 8: Create Secondary container labels for very hazardous chemicals (Optional)

Step 9: Print out SDS binders if you prefer to have hard copies on the locations (Optional)

Step 1: Create your locations

For organizations with large number of SDS, it can be beneficial to organize the Safety Data Sheets by locations / departments.

With a location structure, you can delegate administrator access for a subset of locations to other team members. It also allows you to let your employees only have access to Safety Data Sheets relevant for the site they are working.

You can create a location structure with unlimited number of levels.

With SDS Manager, you link your SDS to locations. The

Below is an example of a location hierarchy. The number in the parentheses is the number of SDS linked to each location.

You manage your location structure under the menu "My locations" and use the indicated buttons to create new locations and the "+" button to create child-locations.

Create location structure

Step 2: Import your existing SDS files

If you currently have your SDS files stored on a file-share, you can easily import all your SDSs to SDS Manager.

You can simply ZIP your folders with SDS-files and import them to SDS Manager.

If you have the SDS-files stored in a folder hierarchy, you can zip the whole folder structure and we will automatically create a location structure matching your folder structure and add the SDS to each location in the same way you have then on your file server.

When SDS Manager import the SDS files, we analyze them and extract all the content found inside the SDS tiles and make them available for you in your new SDS library.

It is pure magic, and SDS Manager is the only company that have such an import feature.

Import zip of sds

When SDS Manager import your ZIP file, the locations are automatically created and the SDS are added to the corresponding locations:

After the import you will be notified about all SDS you imported that are outdated and should be updated with the updated version we have in our database.

To upload a single SDS file, you choose the "Upload PDF file".

Upload SDS file

If you already have SDS-binders (PDF files that contain multiple SDS files) for each of your locations, you can simply upload the SDS-binder file to a location in our SDS Inventory Manager.

We will automatically read the PDF you import and find out what SDS are in the file and add them automatically to the location.

With this method you can populate your SDS inventory manager with thousands of SDS in a matter of minutes. The only requirement is that you have an SDS-binder for each location in your company

Step 3: Update the Safety Data Sheets you imported to latest version

New revisions of Safety Data Sheets are issued every 1 to 3 years.

New revisions are issued because of new regulatory requirements, or corrections or new discoveries by the supplier. Users of chemicals are required to have the latest version of the SDS in their library.

SDS Manager are crawling tens of thousands of supplier websites for new revisions of safety datasheets and add them to our database of more than 10 million SDSs.

When you use SDS manager, you will be alerted when we find new versions of SDS in your library. In the header bar of SDS Manager, you will see the alert icon showing the number of outdated SDS you have in your library. In the example below we have 9 outdated safety data sheets that need to be updated.

When you click on the notification bell, you will get to the page with "SDS where newer version exists" where we will list the SDS you have in your library where we have found a newer version of the SDS

To see the changes between the SDS you are currently using and the new version of the SDS you click the "Diff." button. This will show you a side by side view of the changes made in the new version.

You can choose to upgrade one SDS at a time (1) or you can upgrade all SDS to latest revision/version in one operation (2)

Step 4: Add any missing SDS or Chemicals to your locations by searching our database of 10Million + Safety Data Sheets.

You manage your SDS Library under Location Management

To add a SDS for a product simply search for the product name and press the + icon to add the SDS to your location.

Search for SDS

If you want to add the same SDS to multiple locations in one operation, you should use the Global SDS Search page" when adding SDS to your library.

Add SDS to multiple locations in one operation

Step 5: Create QR code poster to allow your employees to access the SDS library using QR code

Employee that only need read access to Safety Data Sheets can get access using QR-codes.

If you have multiple departments, you may want to create a separate QR code for each department so that employees that scan the QR code only see the SDS that belongs to their department.

To create such a QR-code-login you open ‘User management’ (1), press ‘Add QR login user’ (2) and name the user and press ‘Create QR login user’. We recommend you name the account with a name that describe what SDS the QR code have access to. Next you select the locations you want the QR code login to access (4) and press ‘Change access’. The QR code login will get read access to all SDS on the locations you give the user access.

QR Code poster to access SDS library

When the QR code user is created, you can view the QR code by pressing the QR icon (1)

The button "Print QR code for login" will generate a poster with the QR code (2)

If you want to give access to your SDS library from your intranet, you can simply create a QR code user, scan the QR code and copy the link and add it to your intranet (3)

The button "Email access link to your team" allow you to share access via email.

You can or click on the image or scan the below QR code with your mobile phone to see how this will look for your employees.

If you want the link to access all SDS in your organization, the QR code user must be granted access to all locations.

You can create many “QR code users” – e.g., one for each of your locations or a “QR code user” that gives access to all the SDS your organization has in the SDS library.

Step 6: Invite your employees to join you on SDS Manager

With SDS Manager you can add unlimited numbers of users. We suggest that you only create user accounts for employees that will administrate the SDS library.

Invited users can have an Admin Role, Staff or No Access Role.

You have flexibility to decide access type on location level. A user can be given an Admin role on one location and read-only access to other locations.

To be able to add SDS to a location the user needs an Admin role on that location.

Step 7: Look through the SDS that contains restricted chemicals and substitute where necessary

SDS Manager has an overview of all chemicals that are listed on a number of restricted lists like ZDHC, California Proposition 65, REACH and more.

The substances in these lists are identified with either EC or CAS number.

SDS Manager will extract the CAS and EC numbers from section 3 of the SDS you use, and we will check if any of the CAS/EC numbers are found in any of the restriction list.

In SDS Manager you will be able to list all the SDS you have in your SDS Library that have components found in any of these restriction lists.

Below is an example of how we list products with components on restricted list:

The above list is a prospective list of products that you need to assess.

When you have verified that the content is acceptable, you may want to mark the SDS as 'Approved'

Step 8: Create Secondary container labels for very hazardous chemicals

On the label icon you can generate Secondary Container labels.

Print label

The labels have QR code to view the actual SDS file and QR code to track chemical usage and disposal.

Icons from the Safety Data Sheet, Hazard statements and Prevention statements are shown to the large size of the labels.

Secondary container label

Step 9: Print out SDS binders if you prefer to have hard copies on the locations (Optional)

For each location in SDS Inventory Manager you will find a 'Print binder' button. This button will generate a PDF file that contains all the SDSs stored on that location. On the first page of the SDS Binder you will find a table of content of all the SDS in the binder.

The PDF file can be printed out if you need hard copies.

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