SDS browse list – quick start

1.     Click on the [N]ew SDS button below the list:

2.     Select New blank SDS or New SDS from template.

3.     For the template case, the program shows a list of templates. Select a template that matches your type of product (e.g.,  a glass cleaner, a floor stripper, a hair conditioner, paint, etc.):

 

 

Managing help (SDS browse list)

 

·       To set or cancel automatic help: Check or uncheck “Automatic background help” in Preferences (File -> Preferences -> “Other settings” tab).

·       To display help again manually: Click on the help button [?], at upper right. Shortcut: [Ctrl]-?


Help [?] button, SDS browse list

 

 

 

 

 

SDS browse list – details

What is it?

·       A list of existing safety data sheets (SDSs) and SDS templates.

·       It’s the first thing you see when opening SDScribe™.

·       Text colors (key in right corner above list)

1.     Black: SDS

2.     Red: template

3.     Blue: archived SDS

4.     Purple: archived template

Browse list controls and functions

 
SDS browse list.

1.     Quick search box (top left): Enter what you are searching for, then click on the magnifying glass. Or press [Enter] or [Tab] on your keyboard to activate. Among other things, you can enter and search for:

a.      A product or chemical name;

b.     A product number;

c.      A supplier name;

d.     A CASEC, EU Annex 3 index, or RTECS number;

e.      A GHS hazard (H-) code or GHS precautionary (P-) code;

f.       The words “Archived”, “Prop. 65”, or “Template

g.      Modifiers that you can enter with the search text:

                                               i.     Quotation marks around your search, to indicate that you are looking for an exact match. Without quotes the program will perform a partial, “starts-with” search.

                                              ii.     An asterisk (*) as a prefix, to indicate that the program should look for a match anywhere within the field text (a “contains”-type search). For example, the search “*colorado” will  match a record with the field content “ArizonaColoradoNewMexico”.

                                            iii.     The prefix “Contains ”, to search among the ingredients of a mixture. For example, “Contains sodium borohydride” or “Contains 16940-66-2” would cause the program to find SDS records where an ingredient (component) of the product is sodium borohydride. Note that the “Contains” prefix does not perform the same function as the asterisk modifier.

2.     Recent searches (top left, button with pop-up menu) — Keeps your last ten quick searches, in case you want to repeat a search.

3.     Column freeze (“slider”, lower left) — Keeps one or more columns visible when you scroll horizontally, like a spreadsheet.

4.     [N]ew SDS (button with pop-up menu) — Create a safety data sheet, either starting with a blank entry form (“New blank SDS”) or by using a template (“New SDS from template”). If you [Alt]-click on the button, the pop-up menu will list the names of templates you can select.

5.     [-] (button) — Delete one or more SDSs or templates, including all related components, hazards, exposure levels, etc. The row(s) you want to delete must first be highlighted. WARNING: You cannot reverse a deletion.

6.     [D]uplicate (button with pop-up menu) — Duplicate one or more highlighted SDSs or templates in the list. You can perform a simple duplication of an SDS, or duplicate it and simultaneously make the duplicate into a template. For the template case, the program will present a dialog offering to delete content that is probably unique to a particular substance.


Duplicate an existing SDS as a template. The program will offer options to delete specified content which may be present in the cloned SDS.

 

7.     [A]ll (button with pop-up menu) — Displays SDS and/or template records in the browse list:

a.      Any — All records (of any type, including archived);

b.     Archived — Any archived SDSs or templates (no current records);

c.      Safety data sheets — Current SDSs (no templates, no archived records);

d.     Safety data sheets and templates — Current SDSs and templates (no archived records);

e.      Templates — Current templates (no SDSs, no archived records).


“All [J]” button options (pop-up menu).

8.     S[u]bset (button) — Show only the records that you have selected (highlighted rows in the browse list).

 

9.     [F]ind (button with pop-up menu) — Performs specific types of searches. 

If the browse list is displaying a number of records which is fewer than the total number available, then the program will ask whether the search should consider only the listed records (“Find within current selection”). There is also an option to exclude archived records. To avoid this request dialog, hold down the [Alt] key while selecting from the [F]ind pop-up menu; with this action, neither option will be selected.

 


“Find within” and “Skip archived” prompt associated with the [F]ind button pop-up menu.

 


“[F]ind” button pop-up menu.

 

a.      Find using Query Editor… — Displays a dialog in which you can perform particular searches, including multi-level ones. Allows you to save searches to disk for future use. When writing multiple-line (multi-level) searches, always place the “OR” search conditions before the “AND” search conditions.

 

Query editor

 

b.     Current SDSs — Finds records that do not have the Archive box checked and which do not have the Template box checked.

c.      Current templates — Finds records that do not have the Archive box checked, and which do have the Template box checked.

d.     Current any items — Finds records that do not have the Archive box checked (of any type).

e.      Archived any items — Finds records that have the Archive box checked (of any type).

f.       SDSs issued more than [months] ago… — Finds SDSs that have an issue date (on the SDS "16 Other" tab) more than a specified number of months before today's date. The program will prompt you to enter the number of months to “look back” from today’s date.

g.      SDSs issued since [date]… — Finds SDSs that have an issue date (on the SDS "16 Other" tab) on or after a date which you specify. The program will prompt you to enter the target date.

 

Some jurisdictions require that an SDS be reviewed within a certain number of months or years from the date on which it was last released. For example, at present Australia, China, and Singapore require a review every 5 years; Taiwan every 3 years.

 

More common is a requirement that the SDS be released within a certain number of months of discovering new information pertinent to the SDS, such as changes in hazard classification or protection requirements. For example, US-OSHA presently requires an SDS release within three months of discovering the need for a revision (“significant” changes in hazards or protection requirements).

 

The Canadian requirement is a release within 90 days of “significant new data”. A European Chemicals Agency (ECHA) summary guide (for the EU/EEA) uses the term “without delay” and further requires “The update must also be provided to all former recipients to whom the substance or mixture has been supplied within the preceding 12 months”.

 

 

h.     COSING prohibitions — Finds SDSs representing substances or SDSs representing mixtures (with components) that European Community (EC) regulations identify as being prohibited from use in cosmetics within the European Union/European Economic Area (EU/EEA).

i.       COSING restrictions — Finds SDSs representing substances or SDSs representing mixtures (with components) that the EC identifies as being usable in cosmetics only under specific conditions, typically concentration limits.

j.       Prop. 65 current listings [for label warning] — Finds SDSs representing substances or SDSs with components that have current California Proposition 65 (Prop. 65) listings. A current listing is one for cancer or reproductive harm, which has not expired.

k.     Safer Choice yellow or gray — Finds SDSs for substances or SDSs with components that have “Yellow triangle” or “Grey square” EPA designations. These designations indicate that the substances have limited or no use as ingredients in a product formulated to be eligible for an EPA “Safer choice” label.

 

10.  [P]rint (button with pop-up menu) — Presents options for printing records from the browse window.  

a.      Print listed records — Displays a dialog listing available report templates, for printing a “Quick Report” on the listed SDSs. We have provided some sample templates to get you started. 

The dialog also allows you to edit an existing report template, or to create a new one. In either case, click on the Open report designer button. If convenient, you can open one of the sample templates we provided from the Quick Report editor’s File menu, and then save the template under a different name. That way, you can work on a copy of the original without affecting the sample itself.


Print safety data sheets and/or SDS templates by choosing a Quick Report template, and clicking on “Print a listed report”. Or click “Open report designer” to display the Quick Report editor.

The file name on disk for an SDS report template should begin with the prefix: “SDSs_”,  so that it will appear in the list the next time you want to print it. For example, if you made a copy of  a sample template named “SDSs_general.4QR” and then replaced some of its columns with firefighting-related columns (fields), then you might name it something like “SDSs_fireHazards.4QR”.

 

b.     (Find and print) all current — Finds all SDS and template records which are not marked as Archived, and prints them using a Quick Report template (“SDSs_general_fmt.4QR”). If this file is not in the “Reports” folder, then you will receive an error message and printing will not proceed. After the printing completes, the records listed in the browse window should be the same as before printing.

c.      (Find and print) archived — Finds all SDS and template records which are marked as Archived, and prints them using a Quick Report template (“SDSs_general_fmt.4QR”). If this file is not in the “Reports” folder, then you will receive an error message and printing will not proceed.. After the printing completes, the records listed in the browse window should be the same as before printing.

d.     (Find and print) all templates — Finds all template records and prints them using a Quick Report template (“SDSs_general_fmt.4QR”). If this file is not in the “Reports” folder, then you will receive an error message and printing will not proceed. After the printing completes, the records listed in the browse window should be the same as before printing.

 

11.   “v” (SDS Actions button, with drop-down menu) — Includes options for generating and printing labels, saving SDSs to disk in pdf and Microsoft Word formats, and certain other functions. Discussion concerning the menu options follows immediately below.


“V” (SDS Actions) button drop-down menu.

SDS Actions menu items

1.     Create simple labels [label editor] — This menu item displays a Label Editor dialog. The "Label" tab on this dialog allows you to drag fields from the SDS field listing ("List of fields") onto a white label design area at right. There are options for changing font, size, style, alignment, color, etc.

The "Layout" tab on the dialog allows you to specify the type of paper ("Print Setup" button), the number of labels that should appear on each sheet of paper, and the printing order. These features are useful if you are planning to use sheets of Avery or similar pre-cut labels.

The "Save" button at the bottom of the dialog enables you to save your label configuration to disk as a template, once you have completed your label design. You can then re-load the label template in the future ("Load" button).

When you wish to print two fields together (one directly after another horizontally) on the label, you can drag the second field on top of the first, and it will immediately follow the first field when printed. For example, you can combine the fields ID_supplier_address1 and ID_supplier_address2 in this fashion; if the ID_supplier_address1 fields is empty, but the ID_supplier_address2 field has contents, then the ID_supplier_address2 content will "slide" over to the left. 

The Label Editor dialog is useful only for relatively simple labels. It can print fields from the main SDS table, but not from related tables. Thus, it cannot print hazard statements, exposure levels, regulations, synonyms, etc., that are associated with an SDS product.


The Label Editor dialog.

2.     Generate SDS labels — This menu item will generate the full GHS-type label for each SDS record in the browse list. It’s as if you double-clicked to open the entry form for each SDS, went to the "Label" tab, and clicked on the "Build label" button.

The program presents a dialog, prompting you to select a format and other preferences for the labels. There are options to skip SDS records which have existing labels (“Don’t overwrite an existing label”), and to print (“Print a label for each listed SDS”).

NOTE: This option makes changes to the individual SDS records.

 


Generate labels, options dialog.

 

3.     Print bottle label 1 x 4 in — This menu item produces a relatively basic, 1-inch by 4-inch bottle label for each listed SDS record. One label will print on each sheet of paper. Displays the standard system print dialogs before printing. The label contains, where available in the individual SDS record:


Label, 1 x 4 inch.

a.      Chemical name (if the ID_chemical_name field is empty, the program will print the ID_product_name field instead).

b.     CAS number, EC number, UN number, and chemical formula.

c.      Signal word.

d.     Hazard pictograms (horizontally, up to nine), provided that the product is *not* designated as a non-hazardous material.

e.      Supplier name, address, and telephone.

f.       The statement, "Full labeling information is provided on the outside package."

 

4.     Print bottle label 11 x 8.5 in — This item produces an 11-inch by 8.5-inch bottle label (landscape orientation, printed approximately at the size of standard paper) for each listed SDS record. One label will print for each sheet of paper. Displays the standard system print dialog before printing. The label contains, where available:


Label, 11 x 8.5 inch.

a.      Chemical name (if the ID_chemical_name field is empty, the program will print the ID_product_name field instead).

b.     CAS number, EC number, UN number, and chemical formula.

c.      Signal word.

d.     Hazard statements.

e.      Precautionary statements, separated into the 200-400-500 series and the 300 series (first aid).

f.       Hazard pictograms (vertically), provided that the product is not designated as a non-hazardous material.

g.      Supplier name, address, telephone, and company logo, at the bottom.

 

5.     Print bottle label 4.25 x 5.5 in —  The program will display the standard system print dialogs before printing.

a.      Chemical name (if the ID_chemical_name field is empty, the program will print the ID_product_name field instead).

b.     CAS number, EC number, UN number, and chemical formula.

c.      Signal word.

d.     Hazard statements.

e.      Precautionary (P-) statements, separated into the 200-400-500 series and the 300 series (first aid).

f.       Hazard pictograms (vertically), provided that the product is *not* designated as a non-hazardous material.

g.      Supplier name, address, telephone, and company logo, at the bottom.



Label, 4.25 x 5.5 inch.

 

6.     Save SDS labels to pdf files — This menu item attempts to write the generated label ("Labels" tab on the SDS data entry form) for each listed SDS record as a Portable Document Format (pdf) file on disk. 

The program will display a dialog, for you to select a file name format for the pdf files that it will create.

 


Save SDS labels to pdf files dialog.

By default, the file name will have the format:  Label_[product name]_[version].pdf

 

After you click the OK button on the dialog, the program will then prompt you to select a destination folder where it will place the pdf files (or where it will place the "target" folder with the pdf files inside).

 

Additional notes:

 

1.      You can specify additional details for each file name, such as the SDS product number and the last-modified date and time (as "YYYYMMDD_HHMMSS").

2.      If the name for a particular pdf file contains any characters that are not permitted under the Windows operating system, the program will remove these characters before saving the file.

3.      In order to use this feature, you must have the Win2PDF® print driver installed on your workstation. If you do not have this print driver, then this menu item will be disabled (gray text).

4.      By default, the program will create a "target" folder on disk in which to place the pdf files it writes. The name of this folder will be of the format "Files_YYYYMMDD_HHMMSS", where the date and time correspond to the time at which the write to disk begins. You can un-check this option ("add a folder within the selected folder on disk"), to place the files directly in a destination folder. You can also check a box to "replace existing files on disk with the same name".

5.      Some versions of Windows have a maximum of 260 characters in the full path to the destination. If you select a destination folder that is too deeply nested within other folders, so that the “long path” file name exceeds this limit, then the program will display an error message. You will need to go back and specify a folder that is less nested inside other folders. For example, you might select your "Documents" folder.)

6.      The write to disk for a particular SDS record will not succeed if:

a.      The label area in the SDS has no contents (i.e., the word processing area on the "Label" tab is empty).

b.      An existing folder at the destination has the same name as the pdf file to be written to disk.

c.      An existing file at the destination has the same name as the pdf file to be written to disk, and you did not specify to overwrite existing files ("replace existing files on disk with the same name").

d.      There is an access privilege limitation, locked file, or similar operating system error, which prevents the program from writing files to the destination you have selected.

 

 

7.     Save SDSs to pdf files [English] — This menu item works in a similar fashion to the item “Save SDS labels to pdf files”, in the sense that it attempts to write a generated pdf file to disk for each listed SDS record. In this case, however, the file represents the SDS itself, from the "Build report" tab on the SDS data entry form. The program displays the same dialog as discussed earlier for selecting a naming convention. By default, the file name will have the format:  SDS_[product name]_[version].pdf

 


Save SDSs to pdf files dialog.

8.     Save SDSs to pdf files [non-English] — This menu item works in a similar fashion to the item “Save SDSs to pdf files [English]”, except it uses the non-English SDS content from the "Build NE report" tab, on the SDS data entry form.

 

9.     Save SDS labels to Word files — This menu item attempts to write the generated label ("Label" tab on the SDS data entry form, for each listed record) as a Microsoft Word-compatible (*.doc) file on disk. The methodology matches that of the “Save SDS labels to pdf files” menu item, but does not require the presence of the Win2PDF® print driver.[i] 

The program will display the dialog for selecting a file name format for the Word files that it will create. By default files will have the format: Label_[product name]_[version].doc.

 

10.  Save SDSs to Word files [English] — This menu item attempts to write the generated SDS ("Build report" tab on the SDS data entry form, for each listed record) as a Microsoft Word-compatible (*.doc) file on disk. The methodology matches that of the “Save SDSs to pdf files [English]” menu item, but does not require the presence of the Win2PDF® print driver. 

The program will display the dialog for selecting a file name format for the Word files that it will create. By default files will have the format: SDS_[product name]_[version].doc.

 

11.  Save SDSs to Word files [non-English] — This menu item attempts to write the generated SDS ("Build NE report" tab on the SDS data entry form, for each listed record) as a Microsoft Word-compatible (*.doc) file on disk. The methodology matches that of the “Save SDSs to pdf files [non-English]” menu item, but does not require the presence of the Win2PDF® print driver. 

The program will display the dialog for selecting a file name format for the Word files that it will create. By default files will have the format: SDS_[product name]_[version].doc.

 

12.  List Substances for SDS — Displays the Substances linked to the highlighted rows, opening the Substances browse in a separate window. If there are no highlighted SDSs, then this menu item won’t be available.

 

13.  Create batch from SDS — Uses the items in the Component table (SDS Section 3) to create a record in the Batches section of SDScribe™. Exactly one SDS should be highlighted in the list. If the menu item is not enabled (gray), then you either haven't highlighted one SDS, or you may need to enter a supplementary inventory license (contact Hazard Solutions for more information).

The program initially looks for a Substance record that is associated with the SDS, and then checks for existing batches of the same Substance. If there are existing batches, it offers to copy one of the existing batches into a new batch. If there are no existing batches to copy, or if the user declines to use one, then it will use the SDS-associated Substance record (if it exists) as a basis for the new batch. Each component of the Substance becomes a batch ingredient. 

If there is no SDS-associated Substance record, then the program will create one from the SDS contents. In this case, the components in SDS Section 3 become the components of the Substance. The program then creates the batch from the new Substance record.

The program will prompt you to enter a batch number, which preferably would be unique from the other batch numbers.

After creating the record, the program will move to the Batches section of the program, and display the new batch.

 

14.  List batches for SDS — This menu item will display batches (in the batches browse list) for Substances which are associated with highlighted SDSs in this list. If none of the highlighted SDSs have Substance associations, or if none of the SDS-associated Substances have batches, then the program will indicate that there are no related batches.

You must have one or more SDS records highlighted to use this feature.

15.  Make template from SDS — This menu item will duplicate one highlighted SDS in the list and make the duplicate into an SDS template. You must have exactly one SDS highlighted in the browse list, and the SDS must not itself be a template.

The program will display a dialog for duplicating an existing SDS as a template (the same dialog used with the [D]uplicate button, shown earlier), allowing you to selectively remove content from the original that should not remain in the template. For example, you probably do not want the name, CAS number, product number, etc., of the original chemical to remain in the template; in this case, you would check the first box, to remove Section 1 items (identifiers).

Once you have pressed the Duplicate SDS as a template button on the dialog, the program will open the new template for you to edit. Templates have a pale yellow background, whereas normal SDSs have a light peach color.


[Rev. 1.16.2019]

 


[i] Win2PDF® is a publicly-available Windows application for converting documents to Portable Document Format (pdf). It creates a "virtual" print driver for generating pdf files on disk. It is available at modest cost from Dane Prairie (http://www.win2pdf.com).

 

If Win2PDF® is not installed, then the "Save...to pdf" options in this menu will be grayed out. If you have another Windows pdf print driver (e.g., pdf995 or similar), you can still write pdf files to disk for each SDS individually. Select "File -> Print" from the word processing area for the generated label or SDS that you wish to write. Then select your pdf driver in the system print dialog, to write the file to disk.

 

Some Windows pdf applications permit you to drop Word files directly on them (or on a shortcut, say, on your desktop). The pdf application will then create a batch of pdf files corresponding to the Word files. Thus, you could select one of the "Save...to Word" options in this menu, generate the Word files on disk, and then drop the Word files on a shortcut to your pdf application.

 

Hazard Solutions LLC does not own, lease, license, market, or otherwise profit from Win2PDF® installations. We have no control over what versions of Win2PDF® are currently being offered, and can make no warranty regarding its continued suitability or usability with SDScribe™.