Export and share the substance register

On the Index tab of the Substance register, Export downloads the register as an Excel file, and Get link to share gives you a link and a QR code that open the index exactly as you have set it up. Both use what you have set up on the index: your selected columns, filters, sort order and search text. Set up the index first, then export or share.

Before you start

To share a link you need the Read right on the Substance register row. Export is shown only to users with the Create right on the Substance register row. Your user administrator sets the rights.
The person who opens your link also needs the Read right on the Substance register row.
The index shows only Name until you choose more columns, and the export contains the same columns. Choose the columns you want first; see The substance register index.

Steps

Set up the index

Open the Substance register and select the Index tab.
In Select columns, tick the columns you want.
Use Filter to limit the list, for example on the active/inactive column to leave out inactive sheets, or on a global field such as location.
Type in Search and press Enter if you want to limit the list by text.
Click a column heading to sort.

Export to Excel

Click Export.
Your browser downloads a file named “Datasheet.xlsx”.

Click Get link to share (tooltip “Get link to share this filtered index”).
The QR Code for This Page dialog opens with a QR code for the link.
Click Copy to copy the link, or Download to save the QR code.
Send the link, or show the QR code, to your colleagues.

What you should see

The Excel file has one row per sheet in the list, with the columns you selected, in your order, and with your filters, search text and sort order applied. It contains all matching sheets, not only the page you are looking at.
The shared index. Someone who opens your link sees the index as you set it up: the same columns, filters, search text and sort order. A banner at the top reads “This is a shared Index. Any changes won’t be saved. If you want the configuration to be saved, click here to get back to Personal index”. Clicking “here” takes them back to their own index with their own settings.

Good to know

Saved per user. For the index, your columns, filters and sort order are saved for your user and come back next time you open the register. Your colleagues’ indexes are not affected, and opening a shared link does not change the saved settings of the person who opens it.
Inactive sheets are included in the export and the shared index unless you filter them out.
One sheet as PDF. To print a single data sheet’s details, open the sheet and use Export to PDF on the Datasheet tab. Everyone who can open the sheet can do this. See The data sheet page.
Usage rows of one sheet. To export where a substance is used and its risk assessment, open the sheet and use Export on its use and analysis tab. This export needs the Create right on the Substance register row. See The Use and analysis tab.