The Use and analysis tab

The use and analysis tab is the second tab on a data sheet page, next to Datasheet. It lists your company’s usage rows for the substance: one row per place or way the substance is used, with a risk analysis before and after measures for health, fire and environment, and follow-up fields. Usage rows belong to your company only; they are not shared with other companies and are not part of the data sheet’s versions. The table has a view mode for reading and an Edit mode for changes. This page describes the wide desktop layout.

Rights

Right on Substance register	What it allows on this tab
Read	View the rows, search, filter, sort, show and hide column sections.
Edit	Nothing more on this tab; changing usage rows needs the Create right. The person can be chosen as Responsible on a usage row in the table.
Create	Also Export, Edit mode, New, adding and deleting rows, and setting risk values.

The order of the rights levels is described in The data sheet page. Your user administrator sets these rights.

The controls appear in this order above the table.

Control	What it does	When it is shown
Search box	Type and press Enter, or click the magnifier. Finds rows where Task, Method of use, Duration, Quantity, Action, the status, the responsible person’s name, the substitution value or a global-field value contains the text. A full due date (dd.mm.yyyy or dd/mm/yyyy) finds rows with that Due date. The search is saved for you on this sheet.	Always.
Filter	Pick one column to filter on: a global field, Task, Method of use, Duration, Quantity, Substitute, Status, Responsible, Action or Due date.	Always.
Export	Downloads an Excel file named after the sheet. It starts with the sheet information (article number, name, codes, symbols and so on), followed by the usage rows with the group headings Identification, Analysis, Treatment and Residual risk. The file follows your current filters, search and sort.	With the Create right.
Edit mode / View mode	Switches the table between reading and editing. Leaving edit mode removes blank rows that were never saved.	With the Create right.
New	Opens a dialog for one new usage row (see New row dialog below).	Always shown; disabled without the Create right.

Column sections

Under Column sections, Expand all shows every column and Collapse all hides the collapsible ones. You can also expand or collapse one section at a time; Manual selection then lights up as an indicator.

Columns

Columns are listed in the order they appear, grouped under Identification, Analysis, Treatment and Residual risk. In edit mode, text cells are saved when you click outside them after a change, and lists and dates are saved as soon as you choose a value. There is no Save button.

Column	View mode	Edit mode
Global fields	The values chosen for the fields your company has added to the Substance register, such as location or department. Collapsible.	Choose one or more values.
Task	Text.	Free text.
Method of use	Text.	Free text.
Duration	Text. Collapsible.	Free text.
Quantity	Text. Collapsible.	Free text.
Analysis: H, F, E	For a usage row, the risk before measures for health, fire and environment: consequence × probability, coloured by the matrix cell; 0 when not set. Clicking shows “Please switch to edit mode to change the matrix values”.	Click to open the risk dialog.
Substitute	The substitution value.	A list of five values about whether the substance can be or has been substituted.
Status	Open, In progress, Closed or No action.	List of the same four values. Set by hand only; it does not change on its own when the due date passes.
Responsible	The person responsible. Collapsible.	List of active users with the Edit right or higher on the Substance register row. Choosing someone does not notify them.
Action	Text. Collapsible.	Free text.
Due date	Date.	Date picker. No reminder is sent.
Residual risk: H, F, E	For a usage row, the risk after measures, shown like Analysis.	Click to open the risk dialog for the residual risk.
Trash icon (Delete)	Deletes the row after the confirmation “Delete datasheet item”: “Are you sure you want to delete this item”, with the buttons “Cancel” and “Yes”.	Same. A blank row that was never saved is removed without asking. Needs the Create right.

Click a column heading to sort. Your sort is saved for you on this sheet. The table shows 10 rows per page.

Below the table (edit mode)

Control	What it does
Add new row and the buttons for 10 and 50 rows	Add blank rows. A blank row is saved as a usage row the first time one of its fields is changed.

Risk dialog

Opens when you click an Analysis or Residual risk cell in edit mode, with the Create right, on a usage row whose status is not Closed.

Item	What it does
Title	Names the sheet.
Tabs Health, Fire, Environment	One matrix per risk category.
Matrix	Your company’s default Substance register matrix (3 × 3 to 5 × 5), with probability on one axis and consequence on the other. Click a cell to select it; click it again to clear it. The matrix and its texts and colours are set on the Admin tab; see Manage substance register dropdowns and matrices.
Saving	From an Analysis cell: saves the before-measures values for all three categories and copies them to Residual risk. From a Residual risk cell: saves the residual risk only.
Close	Closes the dialog.

New row dialog

New opens a dialog titled Add data sheet with only the fields Task, Substitutes and Status. Fill in Method of use, Duration, Quantity, Action, Responsible, Due date and the global fields in the table afterwards; see Usage rows, risk values and matrices in the Substance register. Set the risk values in the table in edit mode after the row is added; see “Risk dialog” above. Save (or Enter) adds the row; Cancel closes the dialog.