When you want to create a new SDS with properties similar to an existing SDS in your system, cloning an SDS might be the best method. This makes a copy of the existing SDS, and you can alter the following properties of the copy as necessary for the new SDS:
● Common Name (required): The most common name of the corresponding product.
● Manufacturer (required): The company who manufactures this product. Enter the company name manually or select one from the manufacturer index.
● Revision Date: The date when this revision of the SDS was completed/published.
● Corporate Internal ID: An ID number/code by which this SDS is identified within your company at the Corporate level.
● Site Internal ID: An ID number/code by which this SDS is identified within your company at your local site.
● Language: The language in which the SDS content is written.
● SDS Format: The official format in which the SDS content is organized.
● SDS File: A text or image file representing the SDS content. If this is a .TXT file, you can set it as the primary text file: the text file appearing in full on the SDS's Home page.
● Temporary SDS Status: If appropriate, set the new SDS as a temporary placeholder while the permanent SDS is still in process.
In addition, you can copy ("roll") any or all of the following data from the existing SDS to the new SDS:
● Attachments: Supplementary documents or links attached to the SDS.
● Hazard Classifications: Labels, codes, pictograms, and classifications indicating the hazards of handling the product.
● Ingredients: The product's chemical ingredients.
● Location Assignments: The locations where the product is used or stored.
● Local Hazard Ratings: NFPA/HMIS hazard ratings entered for the product at this site, differing from the product's global, Corporate-level ratings.
● Physical Data: 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.
● Product Category Assignments: The product categories to which the product belongs and the categories from which it is excluded.
● Site Assignments: The sites where the product is used (available at Corporate only).
● Storage Conditions: The product's storage pressure, temperature, and type used in Tier II Regulatory Reporting.
● Synonyms: Alternate names for the product.
● User-Defined Data: Additional data entered for the SDS in user-defined fields.
Note: Some data types may be selected to "roll" to the new SDS by default. These default selections can be set for each site; see Site Settings for details.
To clone an SDS:
Starting at the SDS Home page of the SDS you want to clone (How do I get there?), do the following:
1. Click the Clone SDS icon on the SDS toolbar.
2. The Common Name, Manufacturer, Revision Date, Internal ID, Language, and SDS Format fields will show the information of the parent SDS. Enter the new SDS’s data in each field.
3. To upload a text/image file for the new SDS, click the Browse… button to browse your local files. When you select a file, its path will appear in the SDS File field.
4. To create the new SDS as a temporary SDS (i.e., an SDS serving as a placeholder until a permanent, professionally indexed SDS can be ordered from Sphera to replace it), check the Create as a temporary SDS checkbox.
5. If you entered a file of the .TXT format in the SDS File field, check the Upload SDS file as Primary Text File checkbox if you want this file to become the new SDS’s primary text file. (A primary text file is the SDS text that appears in full on an SDS’s Home page.)
6. Using the Roll checkboxes, choose which indexed data will be copied from the parent SDS to the new SDS.
7. Click the Save button to clone the new SDS. (If you chose to create this SDS as a temporary SDS in step 4, a pop-up message will show the new SDS’s temporary SDS number and what to do with this number.) The new SDS will be created and you will be taken to its Home page.
