The "detailed method" is the more comprehensive way to create a new SDS in your system. Use this method to create an SDS when you have to enter its hazard ratings and/or physical properties, or when you want to enter and format its primary text file for ideal presentation in Comply Plus (on the SDS Home page).
When creating an SDS in this way, you can define all of the following data for it, but note that only certain items are required:
● Corporate Internal ID: An ID number/code by which this SDS is identified at the Corporate level.
● Site Internal ID: An ID number/code by which this SDS is identified at your local site.
● Proprietary SDS Status: An option that sets the SDS visible only to users with permission to view proprietary SDSs.
● Common Name (required): The most common name of the corresponding product.
● Revision Date (required): The date when this revision of the SDS was completed/published.
● SDS Language: The language in which the SDS content is written.
● SDS Format: The format in which the SDS content is organized.
● Manufacturer (required): The company who manufactures this product. (Must be selected from the manufacturer index.)
● NFPA ("fire diamond") Hazard Ratings: Health, Flammability, Reactivity, and Other.
● HMIS ("color bar") Hazard Ratings: Health, Flammability, Reactivity, and PPE.
● Physical Properties: The product's specific gravity, flash point, density, vapor density, VOC, physical state, primary unit of measure (as sites with the Chemical Inventory module licensed), and shelf life.
● Temporary SDS Status: If appropriate, set the new SDS as a temporary placeholder while the permanent SDS is still in process.
● Primary Text File: The .TXT file that will appear in full on the new SDS's Home page. You can enter or copy-and-paste the text and insert section headers that improve user navigation of the text.
● Additional SDS File: The SDS text in a file format in addition to (or instead of) the primary text file.
Note: If you are creating an SDS with properties similar to an existing SDS in your system, this may not be the most efficient way to create the new SDS. It may be quicker to clone the existing SDS and alter its copy as necessary; see Cloning an SDS for details.
To create an SDS (detailed
method):
Starting at the Application Administration page (How do I get there?), do the following:
1. In the menu on the left, under DATA, click New SDS.
Fields appear for defining the new SDS's identification and hazard ratings.
2. Enter the new SDS’s Corporate Internal ID and its Site Internal ID at your site.
3. Select the Proprietary SDS check box to set the new SDS as proprietary. (Proprietary SDSs are invisible to all users who don’t have permission to access proprietary SDSs.)
4. Enter the new SDS's Common Name and Revision Date.
5. Select the new SDS's language and format.
6. Select the
new SDS’s Manufacturer by clicking the edit (
)
icon and selecting the desired manufacturer from the manufacturer index.
(If the desired manufacturer does not appear in the index, an administrator
can add it; see Administration:
Manufacturers.)
7. Enter all the new SDS's known NFPA and HMIS hazard ratings.
8. Click Next in the upper right.
A new display appears for entering the new SDS's physical information.
9. Enter all known values for the product’s Specific Gravity, Flash Point, Density, Vapor Density, and VOC. Be sure to select each value’s correct Operator and Unit of Measure.
Note: If a value’s Operator is anything other than Range, enter the numeric value in its High field and leave its Low field blank.
10. Select the product’s Physical State.
11. If the Chemical Inventory module is licensed at your site: Select the product’s Primary Unit of Measure (the unit in which the product is most commonly measured in your inventory records).
12. Enter the product’s Shelf Life and choose the appropriate unit of time in the adjacent menu.
13. Click Next in the upper right.
A new display appears for defining the SDS's text content.
14. If this is a temporary SDS (a placeholder until a fully indexed SDS arrives from Sphera), select the appropriate check box and choose the Reason for this. The text for the temporary SDS will default to whatever text is defined for your site on the administrative Sites page (see Site Settings); if no temporary SDS default text is defined for your local site, the new SDS’s text will default to the temporary SDS default text defined for the Corporate site.
15. To skip the creation of the SDS text file (because, for example, you plan to upload the SDS text file later), select the appropriate check box and skip to the next step. Otherwise, paste or type the contents of the SDS document into the SDS Text box; this content will be saved as the new SDS's primary text file. To insert section headers, place the cursor wherever you want to insert a header, type the header title in the field below the SDS Text box, and click Add Section Header. The header appears in the SDS Text box.
16. Click Save in the upper right.
A new display opens, showing that the new SDS has been created.
17. Read the on-screen information regarding:
● The location of the new SDS file
Note: When Comply Plus tells you the physical location where files are stored, that location is relative to the server where the Comply Plus website is running. Therefore, if it tells you that the files exist in a directory with a drive letter of G:, that G: is on the web server, not your individual workstation.)
● The naming convention that must be applied to any .pdf or .gif files that you want to upload for the new SDS
● Temporary SDSs only: The number you should write on the corresponding physical SDS before sending it to Sphera for indexing
18. To upload an SDS file (such as a .pdf or a .gif) to represent the new SDS immediately, click Browse... and select the desired file, then click Upload to upload it into your system. If you don’t wish to upload a file for the new SDS at this time, click Next in the upper right.
You are taken to the SDS Home page of the SDS you just created.
● Creating an SDS (Simple Method)
● Viewing and Working with SDSs > The SDS Home Page
