Manage substance register dropdowns and matrices
The setup that the Substance register’s usage rows rely on is on the Admin tab, in two sections. Dropdowns holds the dropdown fields, such as location or department, that each usage row on a sheet’s use and analysis tab can be tagged with. Matrix holds the risk matrices: the default matrix is the one every sheet’s usage rows are assessed in, and here you change its name, description, texts and colours. New matrices are created by Antenor; contact Antenor if you need one.
Before you start
Section titled “Before you start”- You need the Admin right on the Substance register row. The Admin tab in the Substance register is shown only to users with that right. Your user administrator sets it.
- Global fields are shared with other modules. Only users with the Admin level on the Super area row of their rights can rename a global field, remove it from the Substance register or change its values. To do this on this tab, they also need the Admin right on the Substance register row; without it, they can still rename a global field and change its values under Super > Global Fields (see The Global Fields page). With the Admin right on the Substance register row, you manage the fields that belong to the Substance register only. Ask your user administrator if a global field needs changing.
- The tab can also show a Sentences section. It is maintained by Antenor and is not covered here.
Steps: manage the dropdowns
Section titled “Steps: manage the dropdowns”Which fields you see
Section titled “Which fields you see”- Open the Substance register and select the Admin tab.
- Open the Dropdowns section. It lists the dropdown fields assigned to the Substance register’s usage rows: global fields added to the Substance register, and fields that belong to the Substance register only. Each field has a value box that opens its values.
- The section has no option to create a field or to add a global field. If the Substance register needs another field, contact Antenor.
Rename or remove a dropdown
Section titled “Rename or remove a dropdown”- Rename (for a global field, only users with the Admin level on the Super area row): click the pencil (Edit) next to the field. In Edit Field, change Field name and click Update. For a global field the dialog warns: “Editing the value will affect all modules in which it is in use. Are you sure you would like to continue?”
- Remove a global field (only users with the Admin level on the Super area row): click the trash icon next to it and confirm “Please confirm that you would like to remove this field from the module”. The field is taken out of the Substance register only, and you see “Drop-down removed successfully”.
- Delete a field of the Substance register: click the trash icon next to it and confirm. You see “Drop-down deleted successfully”.
Manage the values in a dropdown
Section titled “Manage the values in a dropdown”Click the field’s value box to open its values. For a global field, only users with the Admin level on the Super area row can make the changes below; for a field of the Substance register, you can. The list works the same way as on the global fields page; adding a value, with or without translation, is described in Add a value to a global field, with or without translation.
| What you want | How |
|---|---|
| Add a value | Click Add new, type the value and click Save, or Cancel. |
| Edit a value | Click the pencil (Edit) on the value, change the text and click Update. |
| Deactivate or activate a value | Click Deactivate or Activate. A deactivated value is listed last with “[Deactivated]” after it. |
| Delete a value | Click Delete and confirm. For a field of the Substance register the confirmation reads “Are you sure you want to delete this value?”; for a global field it reads “Deleting the value will affect all modules in which it is in use. Are you sure you would like to continue?” |
| Merge values | Tick the merge checkbox (Merge) on the values, then open the Merge fields dialog. Check the values under Fields to merge, choose the value that survives under Select a name, and optionally rename it with Use new name. The dialog warns: “Merging values will overwrite current value everywhere they are in use”. |
Steps: manage the matrices
Section titled “Steps: manage the matrices”- On the Admin tab, open the Matrix section. It lists your company’s matrices and shows which one is the default.
- Choose the matrix you want to change.
- Change its name or Description if needed.
- Change the texts for the three risk types on the tabs Health, Fire and Environmental. Each risk type has its own header and row texts, with Translation for the texts.
- Set the colours of the cells.
- To make this matrix the one used for all usage rows, tick Set as default/active.
- Click Save matrix.
What you should see
Section titled “What you should see”- Dropdowns: the fields and values are offered on every usage row in the use and analysis tab, in edit mode, where a row can have several values per field. They are also available as columns and filters on the Index tab, and the index search finds sheets by these values. The dialog for a new usage row has no dropdown fields; fill them in on the row afterwards.
- Matrix: the default matrix, with its texts and colours, is the matrix users see when they set the health, fire and environment risk of a usage row.
Good to know
Section titled “Good to know”- Size cannot be changed. For a matrix, the size, from 3 to 5, is set when the matrix is created and cannot be changed afterwards. If you need a different size, contact Antenor.
- One matrix must be the default. For the Substance register, at least one matrix is always the default; you cannot leave the module without one.
- New matrices. Creating a matrix is done by Antenor. Contact Antenor if you need a new one.
- Global changes reach every module. Renaming a global field, or editing, deleting or merging its values, changes it in all modules that use it, not only in the Substance register.
- The whole Admin tab is described in The global index and Admin tabs.
Next step
Section titled “Next step”- Register where a substance is used and assess the risk
- Add a value to a global field, with or without translation