Deactivate a data sheet

A data sheet in the Substance register cannot be deleted. When a substance is no longer in use, you deactivate its sheet instead: open the sheet and, under Status on the Datasheet tab, select Inactive. The change is saved at once. An inactive sheet stays in the register and is still visible to everyone who can open it, marked with a red background in the index. You can activate it again the same way.

Before you start

You need the Create right on the Substance register row to change the status. Users without the Create right on the Substance register row see the status as text and cannot change it. Your user administrator sets the rights.
Deactivating affects only your company’s register. The shared copy of the sheet that other companies use is not changed.

Steps

Deactivate a sheet

Open the Substance register and find the sheet on the Index tab. See Find a substance and read its safety data sheet.
Click the sheet’s name. The sheet opens on the Datasheet tab.
Under Status, select Inactive. There is no Save button: the change is saved as soon as you select it.

Activate a sheet again

Open the inactive sheet from the index. It has a red background there, or you can filter the index on the active/inactive column.
Under Status, select Active. The change is saved at once.
If a newer version of the sheet has been published in the meantime, the New version detected dialog opens. Choose whether to use the newer version; see Update a data sheet or use a newer version.

What you should see

In the index, the inactive sheet is shown with a red background. If the active/inactive column is selected, it shows Inactive for the sheet.
On the sheet’s page, Edit mode is disabled while the sheet is inactive. Its tooltip reads “You need to activate this substance before you can edit it”.
The sheet’s Updated at date in the index changes to the day you changed the status.

Good to know

Inactive does not mean hidden. For a sheet in your register, inactive is a marking, not an access limit: every user with the Read right on the Substance register row still finds the sheet, can open it and can download its data sheet file. To list only the sheets in use, filter the index on the active/inactive column and choose Active.
No new version. For a sheet, changing the status does not create a new version of the data sheet, and other companies are not told about it.
Usage rows and actions stay. For a sheet, the usage rows on the use and analysis tab and the actions on the Actions tab are kept when you deactivate it. A new action cannot be created from an inactive sheet.
To change the sheet’s content, activate it first, then use Edit mode.