Update a data sheet or use a newer version

To update a sheet yourself, open it, click Edit mode, make your changes, tick the Accept box confirming that you have read through and checked the sheet, and click Save. To take over a newer version that someone else has saved, open the sheet: the New version detected dialog appears, and Use switches your register to the newest version.

Data sheets are shared by all companies that use the Substance register. Every time a data sheet is saved, a new version is added to the shared library, and every other company that has the sheet is offered that version. Your usage rows, risk assessments and active status are your company’s own and are not shared.

Before you start

You need the Create right on the Substance register row to edit a sheet and to be offered newer versions. The Edit right is not enough; see the rights on The data sheet page. Your user administrator sets the right.
If a newer version is available, take it over before you edit; see “Your save starts from your version” below.
The sheet must be active. While a sheet is inactive, Edit mode is disabled with the tooltip “You need to activate this substance before you can edit it”; see Deactivate a data sheet.
Open the sheet; see Find a substance and read its safety data sheet.

Steps

Take over a newer version

Open the sheet. If a newer version exists, the New version detected dialog opens at once with “A newer version of this datasheet is available”. Under Details, Updated by and Company show who saved the newest version, and Updated at when.
Click Preview to compare your version with the newest side by side. Changed fields are highlighted.
Click Use to switch to the newest version, or Close to keep your current version for now.

After Use, the message “Datasheet has been updated to the latest version” appears, and the sheet shows the newest content. Your active status is kept.

Edit the sheet

On the Datasheet tab, click Edit mode.
Change the fields you need. On this form, Name, the supplier, Address, Telephone, Release date and Audited date are required. A sheet can have been created without Address and Telephone, because the New datasheet dialog does not require them; the first time you edit such a sheet, fill them in before you can save.
To replace a data sheet file, click Upload next to the data sheet field and choose Norwegian datasheet or English datasheet, then pick the new file. It replaces the file in that language when you save.
Adjust the P and H statement codes, the YL group and the hazard pictograms with the select button next to each field. In the list that opens, click a code or pictogram to add or remove it.
Tick the Accept box, which confirms that you have read through and checked the sheet, and click I approve in the Read through and approve dialog.
Click Save.

What you should see

The page reloads with your changes. The last-updated date on the sheet shows today, and Revisions view is available to compare versions. Your usage rows stay on the sheet.

Good to know

Your save is shared. Other companies that have this sheet see that a newer version is available and can choose to use it. Correct only what is true for the product itself; company-specific information belongs in the usage rows; see Register where a substance is used and assess the risk.
Your save starts from your version. When you save, your save becomes the newest shared version. Its content is built from the version you had open, while the data sheet files are carried over from the newest shared version unless you upload a new file. If someone saved a later version than yours, the content changes in that later version are not in your save, and every other company that has the sheet is offered your version. If a newer version is available, take it over with Use first, then edit.
How you notice newer versions. On the Index tab, an orange “!” next to a sheet has the tooltip “A newer version of this datasheet is available”. The dialog opens every time you open the sheet until you click Use. Users without the Create right on the Substance register row are not told.
History is kept. Every saved version is kept. Click Revisions view on the Datasheet tab to compare two versions side by side; see The data sheet page. For a sheet that has only one version, the button is disabled: “This datasheet does not have a revision yet”.
On a saved sheet in the Substance register, a file cannot be removed, only replaced. Each file can be up to 20 MB.
R and S codes in the Substance register are shown only on sheets that already have them, and cannot be changed: “This setting was phased out in 2017 and can no longer be updated”.
Dates are not checked. Release date and Audited date are two required dates that are recorded as you type them. ABMS does not compare them with today, and nothing reminds anyone to review the sheet.
Activating or deactivating a sheet does not create a new version.