How to use the SDS Lookup to create your SDS library

Prerequisites

Before using the SDS Lookup, confirm the following:

• The SDS Lookup functionality must be enabled by the Evotix team. To procure this service or to understand more about it, contact your Customer Success Manager (CSM) or Customer Development Manager (CDM). 
• The user must have edit permission on the relevant module record (GHS SDS, CoSHH Activity Assessment/Hazardous Substance Activity Assessment, or Job Hazard Analysis) to access the SDS Lookup.
• To remove attached SDS PDFs, the user must have delete attachments permission.
• To manage SDS updates, the user must have the Manage Safety Data Sheets Supervisor Privilege and the ability to edit the relevant module records.

Overview

The SDS Lookup allows the creation of a library of Safety Data Sheets for chemicals used in processes. Having this library enables central management of data sheets, conduct of risk assessments, and sharing of SDS with workers.This supports safe working practices with chemicals and ensures compliance with regional regulations.

Where the SDS Lookup is Available

Once enabled, the option to select the Product Name using the SDS Lookup is available when creating or editing a GHS SDS record. In the CoSHH Activity Assessment and Job Hazard Analysis modules, the option to search for and attach the SDS PDF to the module record is available. 

Check out this short video

Using the SDS Lookup - GHS SDS Module 

Step 1 -Enable the SDS Lookup on a GHS SDS Record 

Create a GHS SDS record and tick Select Using SDS Lookup. When selected, the Product Name can be searched using the SDS Lookup.  

Step 2 - Search for the SDS 

Select the cog wheel and use the search to find the SDS. A search table is presented with two options: a basic search bar or the advanced search option. The first search option allows a quick search on product name and supplier. Advanced search allows the addition of specific criteria. 

When using Advanced Search, the following search fields are available:

• Product Name
• Supplier
• CAS Number
• Product Code

The search returns SDS in the user's Assure language. Other languages are available, however the search operates according to the Assure user language. Sorting the search results by revision dates is recommended 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.

Step 3 - Upload Your Own SDS (if Required)

If the SDS cannot be found, the Upload your own SDS option can be used. 

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:

Step 4 - Field Population and Other Data 

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.

Removing the SDS Lookup Link 

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 the SDS Lookup - CoSHH Activity Assessment Module (Hazardous Substance Activity Assessment)

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.

Step 1 - Configure Update Notifications 

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.

Step 2 - Configure the Manage Safety Data Sheets Supervisor Privilege 

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:

Step 3 - Review Pending Updates 

The SDS Updates area defaults to showing 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:

Step 4 - Process an Update 

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:

Version History 

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.

AI Metadata

• Product Area: GHS SDS, CoSHH Activity Assessment, Job Hazard Analysis, SDS Lookup, Risk module
• User Role: Assure Administrator, EHS Manager, Chemical Safety Manager, users with edit permissions on GHS SDS / CoSHH Activity Assessment / Job Hazard Analysis records; users with the Manage Safety Data Sheets Supervisor Privilege
• Tags: SDS Lookup, Safety Data Sheet, GHS SDS, CoSHH Activity Assessment, Job Hazard Analysis, SDS library, SDS update, version history, Other Data, Manage Safety Data Sheets, chemical management, Sphera, supervisor privilege
• Version/Region: All Assure versions; all regions. Feature must be purchased and enabled by Evotix.
• Important synonyms: SDS = Safety Data Sheet = MSDS; GHS SDS = Globally Harmonised System SDS; CoSHH = Control of Substances Hazardous to Health; SDS Lookup = SDS database lookup; SDS Library = centralised SDS register; Other Data = unmatched SDS field data; Version History = SDS record versioning
• Suggested embedding keywords: SDS Lookup Assure, safety data sheet library Assure, GHS SDS lookup, CoSHH SDS attachment, Job Hazard Analysis SDS, upload own SDS Assure, SDS update notification Assure, Manage Safety Data Sheets privilege, SDS version history Assure, SDS Other Data field, chemical safety management Assure, SDS Lookup enabled Evotix
• Relevant modules and cross-module implications: The SDS Lookup spans three Assure modules: GHS SDS (where SDS data auto-populates record fields), CoSHH Activity Assessment (where the SDS PDF is attached to the record), and Job Hazard Analysis (same behaviour as CoSHH Activity Assessment). SDS update management is configured in System Settings and controlled by the Manage Safety Data Sheets Supervisor Privilege. Version history is created in GHS SDS, CoSHH Activity Assessment, and Job Hazard Analysis records when updates are processed. The Is Portal Report setting in Module Setup determines the report format used for version PDF outputs.