Exports and the PDF printout in the Substance register
The Substance register has three outputs: Export on the Index tab gives the register as an Excel file, Export on a sheet’s use and analysis tab gives one sheet with its usage rows as an Excel file, and Export to PDF on the Datasheet tab gives one sheet’s registered information as a PDF. This page lists exactly what each file contains. On a computer, both Export buttons need the Create right or higher on the Substance register row, and Export to PDF needs the Read right; see Rights and notifications in the Substance register and The Users page and the rights table. Who can use each button, and how to set up the index before exporting, is described in Export and share the substance register.
Index export (Datasheet.xlsx)
Section titled “Index export (Datasheet.xlsx)”| Item of the index export | Content |
|---|---|
| File | “Datasheet.xlsx”, with one worksheet named “Datasheet”. |
| Columns | The columns you have chosen in Select columns, in your order. If you have never chosen columns, the file has only the name column. The column with the favourite star and the orange “!” is not exported. |
| Heading row | One heading per column, in your language, in bold, with Excel’s filter buttons. |
| Rows | One row per data sheet that matches your filters and search, sorted in your sort order, from all pages. Every other row is shaded. |
| Name, Article number, supplier | The text on the sheet. |
| Release date, Audited date, Updated at | Excel dates with the display format month/day/year, for example 10/21/2026, in both languages. You can change the display format in Excel. |
| Datasheet | The data sheet file name in your language, or in the other language if the sheet has no file in yours. |
| Symbols | The names of the hazard pictograms, separated by commas. No images. |
| R, S, P, H and YL settings | The codes, separated by commas, in alphabetical order. A code that is no longer in use has “ [Deactivated]” after it. |
| Substitute | The substitute value of the sheet’s most recently created usage row. |
| Active/inactive | The heading is the word for status in your language. Each row says active or inactive. |
| Dropdown fields of the usage rows | The values used on the sheet’s usage rows. |
Use and analysis export (one sheet)
Section titled “Use and analysis export (one sheet)”The file is named after the data sheet, for example “Acetone.xlsx”, and has one worksheet named “Datasheet Items”. It has two parts.
Part 1, the sheet information, one row per field, with the field name on the left:
| Row in part 1 | Content |
|---|---|
| Title row | The heading “Datasheet”. |
| Article number, Name, supplier, Address, Telephone | The text on the sheet. |
| Status | Active or inactive. |
| Datasheet | The name of the Norwegian data sheet file; empty when the sheet has no Norwegian file. |
| “Data sheet (English)” | The name of the English data sheet file; empty when the sheet has no English file. |
| Release date, Audited date, Last updated | Dates as day.month.year. |
| R and S settings | Only if the sheet has R or S codes. |
| P and H settings, YL group | The codes, separated by commas. |
| Symbols | The pictogram images. |
Part 2, the usage rows, after a blank row:
| Item of part 2 | Content |
|---|---|
| Group heading row | Identification over the dropdown fields and Task, Method of use, Duration and Quantity; Analysis over H, F and E; no group heading over Substitute; Treatment over Status, Responsible, Action and Due date; Residual risk over the last H, F and E. |
| Column order | Dropdown fields (alphabetical by field name), Task, Method of use, Duration, Quantity, H, F, E (analysis), Substitute, Status, Responsible, Action, Due date, H, F, E (residual risk). All columns are included, whether or not they are collapsed on screen. |
| Rows | The usage rows that match the filters and search saved for you on that sheet, in the sort order saved for you on that sheet. All pages are included. |
| H, F, E | For a usage row, the risk value as a number: consequence × probability, or 0 when not set. No matrix colours. |
| Due date | Written as year-month-day, for example 2026-10-21. |
| Responsible | The person’s name. The cell is empty if the person is no longer active or no longer has the Edit right or higher on the Substance register row. |
| Status, Substitute | The value in your language. |
| Dropdown fields | The chosen values, separated by commas. |
PDF printout (Export to PDF)
Section titled “PDF printout (Export to PDF)”| Item of the PDF from Export to PDF | Content |
|---|---|
| File | Named after the sheet, with spaces replaced by underscores, then an underscore and the sheet’s internal number in your register, for example “Acetone_123.pdf”. The number changes each time your register switches to a new version of the sheet. A4 pages. |
| Header | The sheet name and your company’s logo. |
| Body | Article number, Name, supplier (labelled “Supplier” in English in both languages), Address, Telephone, Status, the data sheet file names, Release date, Audited date, Last updated, R and S codes (only if the sheet has any), P and H codes and YL group, and Symbols as images. |
| Data sheet file names | Each name is a link, marked “(Norwegian)” or “(English)”. The link opens the file in ABMS, so the reader must be able to log in and have the Read right on the Substance register row. |
| Dates | Day.month.year. |
| Codes | Listed in alphabetical order. |
| Footer on every page | “Version:” with the version number of your company’s sheet, the last updated date (day.month.two-digit year), the page number of the total, and a line stating that the printout is an uncontrolled copy from the management system. |
| Language | Labels in your own language, except the English labels noted above. |
| Not included | Usage rows, risk assessments and actions. |