How to use the SDS Lookup to create your SDS library
The SDS Lookup allows you to create a library of safety data sheets for chemicals you use in your processes. Having this library allows you to centrally manage these data sheets, conduct your risk assessments and share the SDS with your workers. This will allow you to better drive safe working practices with your chemicals and ensure compliance with regional regulations.
The SDS Lookup functionality must be enabled by the Evotix team. If you are interested in procuring this service, or would like to understand more about it, please contact your Customer Success Manager (CSM) or Customer Development Manager (CDM).
Check out this short video
How does it work?
Once enabled you will have the option available when creating or editing a GHS SDS record to select the Product Name using the SDS Lookup.
In CoSHH Activity Assessment and Job Hazard Analysis modules you will have the option to search for and attach the SDS PDF to the module record.
A user must be able to edit the records in order to access the attachment area.
If a user has permission to delete attachments, they will also be able to remove the attached PDF.
Using GHS SDS as the example:
Create a GHS SDS record, and tick ‘Select Using SDS Lookup:
When selected, you will be able to search for your product name using the SDS Lookup:
Select the cog wheel and use the search to find the SDS. You will be presented with a search table, with two options. You can use the search bar you are presented with, or you can use the advanced search option.
The first search option allows you to quickly search on product name and supplier:
Advanced search allows you to add specific criteria:
When you search using either option, you will be presented with SDS which match your search criteria:
Please note, the search will return SDS in your user language. Other languages are available however the search operates according to your Assure user language.
We recommend sorting the search results by revision dates to see the most up to date records first.
You can view a preview of the SDS before selecting it to ensure you are choosing the correct SDS for your chemical. Selecting the preview button will open the SDS in a new tab.
If you cannot find the SDS you are looking for, you can use the ‘Upload your own SDS’ option.
When you select ‘Upload your own SDS’ you will be presented with the option to upload a PDF:
Choose your file and press upload. If successful, you will be able to ‘Use Now’ to select that data sheet.
If there is an issue with the upload, you will be presented with an error message containing some suggestions as to why the upload failed:
Once you have selected an SDS it will automatically populate the fields of your GHS SDS record, as well as adding the SDS PDF to the record attachments.
For example, Section 5 Fire Fighting Measures shows the data from the SDS populated in the fields to the right:
If there is data within the SDS and we are unable to place it into a field, it will show in relevant section, in a new field called ‘Other Data’. You will need to review this data and manually place it into the correct Assure field, while it remains in the ‘Other Data’ field it will not show on reports, filters etc.
In the example below, some H Statements were not able to be correctly identified, so the data from the PDF has been displayed so it can be reviewed, along with the PDF to ensure the correct H Statements are added to the section. If you ‘Dismiss’ the other data you will not be able to retrieve it, you can view the full SDS PDF at any time in the Attachments for the record.
If you need to remove the SDS Lookup link, you can do so. All data will remain in the fields, however the record will no longer be linked to the SDS Lookup:
Please note: if you remove the link, you will not be notified if a new version of the SDS is available.
Using CoSHH Activity Assessment as the example:
In the CoSHH Activity Assessment, when you edit the record and navigate to the attachment area:
You will see a new attachment button labelled SDS Lookup:
When you click on the button, you will be presented with a search table, enter your chemical name, or chemical supplier into the search field and press enter:
The fields you can search on are product name and supplier.
If you select Advanced Search, you will be able to search on product name, supplier, CAS number and product code.
You will be presented with SDS which match your search criteria:
Please note, the search will return SDS in your user language. Other languages are available however the search operates according to your Assure user language.
We recommend sorting the search results by revision dates to see the most up to date records first.
You can view a preview of the SDS before selecting it to ensure you are choosing the correct SDS for your chemical. Selecting the preview button will open the SDS in a new tab.
If you cannot find the SDS you are looking for, you can use the ‘Upload your own SDS’ option.
When you select ‘Upload your own SDS’ you will be presented with the option to upload a PDF:
Choose your file and press upload. If successful, you will be able to ‘User Now’ to select that data sheet.
If there is an issue with the upload, you will be presented with an error message containing some suggestions as to why the upload failed:
Once you have selected an SDS it will be automatically attached to your record.
For all modules with the SDS Lookup, you will see an icon on the record card once it has been linked:
Note: The Job Hazard Analysis module will also work in the same way as CoSHH Activity Assessment.
Updates to linked Safety Data Sheets
If an SDS you have selected is updated by the manufacturer, and the update is available, you can select nominated users to receive an email notifying them of the available update.
You can do this in the System Settings. Users must have the ‘Manage System Settings’ supervisor privilege to access the System Settings.
There is the option to select individual users, and the users available to select will be pre-filtered to those who have permission to manage SDS updates.
Alternatively, you can select from the notification groups for ease of managed
Users selected will receive information only on the records they have permission to edit. Please ensure the users selected collectively cover any organisational units which may have records linked to SDS.
There is a new supervisor privilege you can allow for your users to control who can manage safety data sheet updates:
It is necessary for a user to have the ability to edit a module record to view and process any updates.
When the ‘Manage Safety Data Sheets’ supervisor privilege is allowed, the users will be able to access the SDS Updates area in the Settings menu:
This will default to showing you a list of any pending SDS updates which require processing.
Using the Filters option you can view updates which are pending, completed or superseded. This allows you to retain a history of the updates to your data sheets:
A completed update is one where all affected records have been processed.
A superseded update state is where a version update is not processed, and a newer version is released. For example, if a record is created on Version 1 (V1) of an SDS, and Version 2 (V2) is later released, the update from V1 to V2 will appear as pending but will not be processed. When Version 3 (V3) is subsequently released, the status of the update from V1 to V2 will show as superseded, while the update from V1 to V3 will display as pending and ready for processing.
A pending update is one which requires processing. There are module records which need to be updated to the new version.
To process an update:
Click on the three-dot menu, and select Update:
The records you see on the update page will be directly linked to your Assure module permissions. You will only see records in modules and organisational units you have permission to edit. Processing an update will make edits to the record.
At the top of the update page, you will be able to access both the old and the new version of the data sheet. This will allow you to review the SDS and check for changes:
You will be able to see any affected GHS SDS, CoSHH Activity and Job Hazard Analysis records. These are records which are linked to the old version of the data sheet and need updating to the new version:
Select the update button:
You will have two options when processing the update:
Reset approval process: this will show if the approval process is enabled in the system settings and module settings for the module. When processing an update for a record which is approved in the workflow, you might choose to reset the approval process so the record must be fully reviewed and marked as approved again following the update.
Publish to portal: this will always show as unticked regardless of whether the originating record is currently published to the portal. This ensures users are intentional about whether the update can be published to portal immediately.
Note: there are additional settings available in module setup which also control whether a record is immediately available on the portal.
Once you have made your selections, click update.
Once processed the record will show as updated:
In the module record, you will see a version history created for each update processed:
There is a new ‘Versions’ item available in the Supporting Items section of the left navigation bar.
The record in this example is now on version 3. You will have the option to download a zip file of the previous versions of the record. This zip will contain a PDF report output of the record before the update occurred, as well as the attachments on that record.
As the update process occurs, the SDS PDF on the record will be replaced with the new version.
The Version option will only show on GHS SDS, CoSHH Activity Assessment and Job Hazard Analysis if you are using the SDS Lookup function.
Please note, the ability to version a module record is only available as part of SDS Lookup
The report the versioning will use is the one selected as ‘Is Portal Report’ in Settings > System Configuration > Module Setup > Module (eg. CoSHH Activity Assessment) > Reports:
Note: some modules only have one report available. The report will always output in the version as a PDF.