Chemical Manager - April 22, 2024

Replace SDS

Transfer internal information from one SDS to another SDS

Customer Challenges

Need to transfer product data (internal number, risk assessments, amount registrations...) to another SDS.

  • Used SDS is expired but product still sold.
  • The same chemical bought from another supplier with another SDS.

Customer Benefits

  • Don't need to archive the current SDS and add all info again for replacement SDS
  • No lost risk assessment versions
  • Neat and tidy inventory with less unnecessary duplicates
  • Improvements from legacy feature Search and Replace:

1. Initiate from the current SDS, not from the replace product

2. Select what locations to include in the replace

3. All information can be transferred

Description of improvements

Replace SDS and transfer internal information to another SDS – This feature allows the customer to take all or selected information and documentation that they have added to an SDS, such as Internal Number, Synonyms, Risk Assessments, Amounts, External Documents etc., and transfer it to another SDS from the database.

Common use cases for this feature:

  • When there is a duplicate in the database and the SDS the customer has added is the one that gets set to Expired. Solution: Find the active SDS and transfer all info to that one instead. It is the same product, only a different SDS.

  • The supplier changes something in their SDS management. This forces the customer to subscribe to an additional SDS, other than the SDS they were originally subscribed to. E.g. there was an SDS for “various colours” of a paint. But now the manufacturer creates one SDS per colour. The customer must replace that outdated “various colours” SDS with a “Sunny Yellow” SDS.

  • The customer uses multiple suppliers for a bulk chemical. The customer swaps from Supplier A to Supplier B for the exact same chemical. All documentation can now be transferred to the new supplier's SDS.

  • A customer requires an SDS in a specific language but can only obtain an English language SDS. Afterwards, their supplier creates an SDS in the required language. The customer can now transfer all documentation to the new SDS in the correct language.

  • This feature can technically be used to transfer information from one product to another. But be very mindful of what information you select to keep if the product is not the same. Maybe not information should be transferred in that swap. Do you use the same amounts? Is the risk assessment or WPD relevant?

  • It is possible to use this feature to transfer information from one product to another. However, the customer must use caution when selecting what information to keep if the product is different. Is the correct information being moved over in the transfer? Are the same amounts being used? Is the risk assessment or WPD relevant?

1. Pick one or more product(s)...

...in your inventory (Admin column or bulk action) that you want to swap the SDS for. The information and documentation added to this product is the local information you want to keep. If you want the transfer of information to happen in multiple/all locations that the product exists in, please pick all applicable locations as the transfer only happens in selected locations.

2. Search the database...

... for a new SDS to transfer the local information to.

3. Select what should happen with the original SDS...

...Should it be kept in active state, archived or deleted?

4. Pick what information to transfer...

... A copied risk assessment will be created for the new SDS if the option to keep the risk assessment is ticked.

5. Confirm...

...The local information is now transferred to the new SDS.

Legacy & New Chemical Manager documents - Summary of transferable information and documentation:

  • Risk assessments
  • Workplace descriptions
  • Amounts registrations
  • Product information: Everything found on the Product information page or added via the Edit Product information form that is not directly coming from the SDS.

Do not confuse with following features:

  • -SDS Request – If a product doesn’t exist in the database, a request to get it added can be sent to our SDS Services team.

  • -Request SDS update – This feature is about sending later versions of an SDS to the SDS Services team so they can update it in the database. The product is the same. Nothing has changed in the customer’s account except that they helped EcoOnline update our database quicker.

  • -Substitute product – This is a way the customer’s important work of finding better and less harmful products for their business. The product itself gets replaced for another product with completely different properties. It is a documentation tool for the substitution work, not a cleaning tool to swap an SDS for another for the same product.
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