Register where a substance is used and assess the risk

Open the data sheet, go to the use and analysis tab and click Edit mode. Click Add new row, then fill in the row in the table: Task, Method of use and the other fields are saved when you leave them. Click a cell under Analysis (H, F or E) to set the risk before measures in the risk matrix, and a cell under Residual risk to set the risk after measures.

Each usage row describes one place or way your company uses the substance. Usage rows and their risk assessments belong to your company only; they are not shared with other companies and do not change the data sheet.

Before you start

You need the Create right on the Substance register row to add, change and delete usage rows and to set risk values. With the Read right you can view, search, filter and sort the rows. Your user administrator sets these rights.
Only people with the Edit right or higher on the Substance register row can be chosen as Responsible on a usage row in the table. The Edit right does not let anyone change usage rows; see the rights on The data sheet page.
The risk matrix is your company’s default matrix for the Substance register, used for all sheets. It is set up on the Admin tab; see Manage substance register dropdowns and matrices.
Use a wide browser window. This article describes the desktop layout.

Steps

Add a usage row

Open the sheet (see Find a substance and read its safety data sheet) and click the use and analysis tab, next to Datasheet.
Click Edit mode.
Below the table, click Add new row, or one of the buttons next to it for 10 or 50 blank rows.
Click a cell in the blank row and type. The row is saved the first time you change one of its fields.

You can also click New above the table, in view or edit mode, to fill in a row in a dialog, and click Save there.

Describe the use

In edit mode, fill in the cells on the row. Text cells are saved when you click outside them; lists are saved when you choose a value.
- Task, Method of use, Duration, Quantity: free text.
- Your company’s global fields, such as location or department: choose one or more values.
- Substitute: choose whether the substance can be or has been substituted.
Use Column sections if a column is hidden: Expand all shows every column.

Assess the risk

In edit mode, click the row’s cell under Analysis: H, F or E. The risk dialog opens with the tabs Health, Fire and Environment.
On each tab, click the matrix cell for the consequence and probability before measures. Click a selected cell again to clear it.
Save the dialog. The analysis values are saved for all three categories and copied to Residual risk.
Fill in Action with the measures you will take.
Click the row’s cell under Residual risk and set the risk after measures in the same way. Saving here changes only the residual risk.

Follow up

Set Status: Open, In progress, Closed or No action.
Choose a Responsible and set a Due date if the row needs follow-up.
Click View mode when you are done.

What you should see

In view mode, each risk cell shows consequence × probability, coloured by the matrix cell; an empty assessment shows 0. The rows stay on the tab when you reload the page.

Good to know

Set Analysis before Residual risk. Saving the analysis values overwrites the residual risk with the same values. If you change the analysis later, set the residual risk again.
Closed rows are locked for risk. For a usage row with status Closed, the risk dialog does not open. Change the status first.
View mode does not open the matrix. Clicking a risk value in view mode shows “Please switch to edit mode to change the matrix values”.
Nothing is sent. Choosing a Responsible or a Due date does not notify anyone, and nothing reminds anyone when the due date passes. The status changes only when someone changes it.
Formal follow-up. To give someone a task that is tracked, send it as an action from the Actions tab of the sheet; see Create an action and send it to someone. The New action button needs the Create right on the Substance register row and an active sheet.
Delete a row with the trash icon in edit mode, and confirm “Are you sure you want to delete this item” with “Yes”. A blank row that was never saved disappears without asking.
Blank rows that you leave empty are dropped when you switch to View mode.
Export above the table downloads the sheet information and its usage rows to Excel. It needs the Create right on the Substance register row; see The Use and analysis tab.