Find and copy sheets in the global index

The Global index tab in the Substance register lists the shared data sheets that all companies using the Substance register draw from. Search for the substance, then click the copy button in the Copy column and accept the disclaimer that Antenor takes no responsibility for the sheet. The sheet is added to your company’s register. You copy one sheet at a time. Click a row to open the shared sheet first and compare its versions before you copy it.

Before you start

You need the Admin right on the Substance register row. The Global index tab in the Substance register is shown only to users with that right. Your user administrator sets it.
Without the Admin right, users with the Create right can still add a shared sheet to the register from the New datasheet dialog, by typing its article number or name. See Add a safety data sheet to your register.
The shared sheets are written and updated by users at the companies that use the Substance register. Check the sheet’s content before you rely on it.

Steps

Find a shared sheet

Open the Substance register and select the Global index tab.
Type in the search box (Search) and press Enter. The search looks in the name, article number, supplier and data sheet file names, and matches a full date in the date columns.
Look through the list. Each row shows Name, Article number, Supplier, Release date, Audited date, Updated at, Datasheet, Updated by (who saved the version) and Copy.

Look at a shared sheet and its versions

Click the row. The shared sheet opens on its own page.
Use Revisions view to compare two versions of the sheet side by side. Every saved version is listed, newest first, with its date and who saved it. Choose the two versions to compare; the swap arrow (⇄) changes which one is shown on which side. The view works as on your own sheets; see The data sheet page.
Copy the sheet from this page, or click Back to global index to return to the list.

Copy a sheet to your register

Click the copy button in the Copy column of the sheet’s row, or on the shared sheet’s page.
A dialog asks you to accept that Antenor takes no responsibility for the content of the data sheet. Accept it to continue, or close the dialog to cancel.
The message “Copy successfully.” confirms the copy.

What you should see

The sheet is now in your register on the Index tab, with the same content and version as the shared sheet.
In the Global index, the Copy column now shows Existing instead of the copy button, because the sheet already exists in your register.
If you try to copy a sheet you already have, the dialog Existing datasheet! says “Can not copy an existing datasheet” and nothing is copied.

Good to know

One sheet at a time. Copy sheets one by one, and check each one in your register afterwards.
Copying changes nothing in the shared index. For a copied sheet, only your register gets a new entry. Later, when someone saves a newer version of the shared sheet, users with the Create right are told on your copy that a newer version is available. See Update a data sheet or use a newer version.
Your own changes are shared. When anyone in your company with the Create right on the Substance register row saves a change to a sheet in your register, the change is saved as a new version of the shared sheet as well.
Usage rows are your own. For a copied sheet, where the substance is used and its risk assessment are registered on the sheet in your register, and are never shared. See Register where a substance is used and assess the risk.