Shared data sheets, versions and dates in the Substance register

In the Substance register, the product information of a data sheet is shared by all companies that use the Substance register, while your company’s use of the substance is your own. This page lists, as lookup tables, what is shared and what is your own, what each action does to the shared library and to your register, how version numbers and newer versions work, what each date means, the nine hazard pictograms, and how data sheet files are stored. The screens are described in The data sheet page and The global index and Admin tabs.

What is shared and what is your company’s own

Item of a data sheet in the Substance register	Shared or own	Detail
Article number, Name, supplier, Address, Telephone	Shared	Stored in every version of the shared sheet.
Release date, Audited date	Shared	Stored in every version of the shared sheet.
P and H statement codes and the YL group, and on older sheets R and S statement codes	Shared	The statement codes on the shared sheet, for example H225 or P280; see The data sheet page. R and S codes were phased out in 2017: they are shown only on sheets that already have them and cannot be changed. The catalogue of codes that can be chosen is one list for all companies, maintained by Antenor.
Symbols (hazard pictograms)	Shared	Stored in every version of the shared sheet.
Norwegian and English data sheet files	Shared	A file uploaded to a sheet is attached to the newest shared version of that sheet.
Version number	Shared	One numbering per shared sheet, across all companies.
Who saved each version	Shared	The person’s name and company are shown to every company that has the sheet, in the New version detected dialog and in Revisions view, and to users with the Admin right in the Global index. For a person at Antenor, the company is shown as “Antenor AS”.
Status (Active or Inactive)	Your company’s own	Each company sets its own status for a sheet.
Usage rows on the use and analysis tab, with all their fields and risk values	Your company’s own	Never shared and not part of the sheet’s versions.
Risk matrices and dropdown fields for the usage rows	Your company’s own	Set on the Admin tab of your Substance register.
Actions on the Actions tab of a sheet	Your company’s own
Favourites, selected columns, filters, sort order and search text	Each user’s own	Saved for each user.

What each action does

Action on a data sheet	Shared library	Your register	Version number in your register
New datasheet: create a new sheet	A new shared sheet is added as version 1, with you as the person who saved it.	The sheet is added with Active status.	1
New datasheet: the article number already exists	Nothing is saved. The article number is checked against both the shared library and your register.	Nothing is saved.	—
Use in the error dialog for an existing article number, then Save	Nothing is written.	Use fills the form with the details of the existing shared sheet. Save adds the sheet to your register with the details the form holds at that moment and the files of the newest shared version; a change you make in the form before saving stays in your register only.	The newest shared version’s number
Copy from the Preview in the New datasheet dialog, or from the Global index	Nothing is written.	The sheet is added with the shared sheet’s content, files and version number.	The shared sheet’s version number
Save in Edit mode on the Datasheet tab	A new shared version is added, numbered one higher than the highest version that exists, with the content of the form you saved and you as the person who saved it. The data sheet files are carried over from the newest shared version; a file you upload replaces the file in that language.	Your register switches to the new version. The usage rows, statement codes and linked actions move to it, and your status is kept.	The new number
Use in the New version detected dialog	Nothing is written.	Your register switches to the content and files of the newest shared version. Your status is kept.	The newest shared version’s number
Active or Inactive under Status	Nothing is written.	The status is saved at once.	Unchanged
Delete a data sheet	Not possible.	Not possible; deactivate the sheet instead. See Deactivate a data sheet.	—

Version numbers and newer versions

Rule	Applies to
A shared data sheet starts at version 1, and every save in Edit mode, by any company, adds the next number.	Every shared data sheet in the Substance register.
A newer version is available when the shared library has a higher version number for the sheet than the sheet in your register. Dates are not compared.	The orange “!” on the Index tab and the New version detected dialog.
The Index tab lists only the newest version your company holds of each sheet. Older versions are seen in Revisions view, which lists every shared version of the sheet, also versions your company never used.	Your company’s register.
The Global index lists only the newest version of each shared sheet.	The Global index tab.
The version number of your company’s sheet is printed as “Version:” in the footer of the PDF from Export to PDF.	Export to PDF on the Datasheet tab.

Who is told about a newer version, and how to take it over, is described in Update a data sheet or use a newer version.

Details of the Global index list

These details add to The global index and Admin tabs, which describes the tab for users with the Admin right on the Substance register row.

Item on the Global index tab	Detail
Updated by	Shows the first name and last name of the person who saved the newest version, a dash, and that person’s company, for example “Kari Nordmann - Example AS”. For a person at Antenor the company is “Antenor AS”.
Search	Besides name, article number, supplier, file names and a full date, the search also finds text in Updated by, so you can search for a person or a company.
Datasheet	The file name in your language, or in the other language if the shared sheet has no file in yours.
Column headings	Click a heading to sort; drag a heading to move the column.

Dates

Date	Shown on	What it holds
Release date	The data sheet page, the index, the Global index, the exports and the PDF	The date typed by the person who saved that version of the shared sheet. ABMS has no rule that compares it with today.
Audited date	The same places	The date typed by the person who saved that version of the shared sheet. ABMS has no rule that compares it with today.
Updated at on the Index tab, and the last-updated date on the Datasheet tab	The index, the data sheet page, the exports and the PDF	The last time the sheet in your company’s register was created with New datasheet, saved in Edit mode, switched to a newer version with Use, changed between Active and Inactive, or given a new file; see The substance register index.
Updated at in the New version detected dialog	The dialog	When the newest shared version was saved.
Updated at on the Global index tab	The Global index	When the newest shared version was saved.
The date in the Read through and approve dialog, which opens when you tick Accept before saving a new or changed sheet; see Add a safety data sheet to your register	The dialog	Today’s date, taken from your computer’s clock.
The date of each version in Revisions view	Revisions view	When that shared version was saved.

The nine hazard pictograms

Symbols on a data sheet are chosen from these nine pictograms. The names are shown as tooltips in the index, are found by the index search, and are written in the Excel export of the index.

Pictogram name
Toxic
Corrosive
Explosives
Flammable
Gas under pressure
Caution - used for less serious health hazards like skin irritation
Longer term health hazards such as carcinogenicity (shown exactly like this in ABMS)
Oxidising
Dangerous to the environment

Data sheet files

Rule	Applies to
A sheet has at most one Norwegian and one English data sheet file.	Every data sheet in the Substance register.
An uploaded file keeps its file name, with letters outside the English alphabet, such as æ, ø and å, converted to plain English letters and the characters # and / removed.	Uploading a data sheet file.
If the shared sheet already has a file with the same name, a number is added to the new file’s name, for example “sds (1).pdf”.	Uploading a data sheet file.