Usage rows, risk values and matrices in the Substance register

Usage rows are the rows on a data sheet’s use and analysis tab in the Substance register: one row per place or way your company uses the substance, with a risk analysis before and after measures. This page lists, as lookup tables, what the New row dialog contains, what each status does, how the filters and sorting on the tab work, how a risk value is calculated and coloured, how the risk dialog is laid out, and what changes on the Admin tab do to existing usage rows. The tab itself is described in The Use and analysis tab.

The New row dialog

Item of the dialog opened by New on the use and analysis tab	Detail
Title	Add data sheet, the same title as the dialog for a new data sheet, although this dialog adds a usage row.
Fields shown	Task, Substitutes and Status. Substitutes sets the value shown in the Substitute column. No other fields are shown in the dialog.
Save or Enter	Adds the usage row.
Cancel	Closes the dialog without adding a row.
Other fields	Method of use, Duration, Quantity, the risk values, Action, Responsible, Due date and the dropdown fields are filled in on the row in the table, in Edit mode, after the row is added.

Action on a usage row is a free-text field for the measures; it is not linked to the actions on the data sheet’s Actions tab.

Usage row statuses

Status of a usage row	What it does
Open	A label only. The risk dialog opens for the row.
In progress	A label only. The risk dialog opens for the row.
Closed	The risk dialog does not open for the row’s Analysis and Residual risk cells. Change the status to change the risk values.
No action	A label only. The risk dialog opens for the row.

A usage row’s status changes only when someone with the Create right or higher on the Substance register row (see The Users page and the rights table) chooses another status. A passing Due date does not change it, and no one is notified of a status change.

Filters on the use and analysis tab

Filter, in the toolbar of the use and analysis tab next to the search box, lets you choose one column and opens a filter dialog for it. Your filters are saved for you on that data sheet, and a row must match all filters and the search text.

Column filtered on the use and analysis tab	Filter control	Rows that remain
Task, Method of use, Duration, Quantity, Action	A text box.	Rows where the field contains the text, regardless of case.
Substitute, Status	A button per value; click to select one or more.	Rows with one of the selected values.
Responsible	A list of users; choose one or more.	Rows with one of the selected persons as Responsible.
Due date	A start date and an end date; the end date can be set once a start date is chosen.	Rows with a Due date in the range, both days included.
A dropdown field	A button per value; click to select one or more.	Rows with at least one of the selected values.

Reset in the filter dialog clears the filter on that column; Ok closes the dialog.

Sorting on the use and analysis tab

Rule	Applies to
The table can be sorted on Task, Method of use, Duration, Quantity, Action, Due date, Responsible (by the person’s name), Status and Substitute.	The usage rows of one data sheet.
In ascending order, Status sorts as Closed, In progress, No action, Open, with rows that have no status first. Descending order reverses this. The order follows the English names of the statuses, also when ABMS is shown in Norwegian.	Sorting on Status.
The sort order is saved for you on that data sheet and is also used by Export on the tab.	The usage rows of one data sheet.

How a risk value is calculated

Rule	Applies to
For each of H (health), F (fire) and E (environment), a usage row stores one consequence level and one probability level for the analysis before measures, and one of each for the residual risk after measures.	Every usage row.
The value shown in the cell is consequence × probability. For example, consequence 4 and probability 3 show 12.	The Analysis and Residual risk cells.
The highest possible value is 9 in a 3 × 3 matrix, 16 in a 4 × 4 matrix and 25 in a 5 × 5 matrix.	Your company’s default matrix.
A cell with no assessment shows 0.	The Analysis and Residual risk cells.
The colour of a value is the colour of the same cell in your company’s current default matrix. When your company changes the colours of the default matrix, values already entered are shown in the new colours.	The Analysis and Residual risk cells.
The Excel export of the tab writes the numbers without colours.	Export on the use and analysis tab.

The risk dialog

Item of the risk dialog on the use and analysis tab	Detail
Tabs	Health, Fire and Environment. Each tab shows your company’s default matrix: the size and colours are the same on all three tabs, and the column and row texts are set separately for each tab.
Top axis	Labelled “Most probable frequency of recurrence”. Probability levels are numbered from 1 on the left, with the matrix’s column texts above the numbers.
Side axis	Labelled “Most probable consequence”. Consequence levels are numbered from the highest at the top to 1 at the bottom, with the matrix’s row texts beside the numbers.
Cells	One cell can be selected per tab. Clicking another cell moves the selection; clicking the selected cell clears it.
Save	Shown in Edit mode. Saves the selections on all three tabs and closes the dialog.
Close	Closes the dialog without saving the selections.

Changes on the Admin tab and their effect on existing usage rows

The Matrix section of the Admin tab is described in The global index and Admin tabs. These are the effects of each change in the Substance register:

Change in Matrix on the Admin tab	Effect
Clicking Save matrix	The changes are saved, with the message “Matrix updated successfully”.
Changing the cell colours of the default matrix and clicking Save matrix	The risk values on every usage row of every data sheet in your company’s Substance register are shown in the new colours. The numbers do not change.
Changing the column or row texts	The new texts are shown in the risk dialog. Existing values do not change.
Ticking Set as default/active on another matrix and saving it (when your company has more than one matrix)	That matrix becomes the one used for all usage rows, and the previous default matrix stops being the default automatically. Existing values keep their numbers; their colours are taken from the matching cells of the new default matrix.
Unticking Set as default/active on the only default matrix	Not saved. The error message is “There must be at least one default matrix”.
The matrix name	Required, and must be different from the names of your company’s other Substance register matrices.

The usual starting setup of the Substance register is one 5 × 5 matrix named “Default”, set as the default, with five levels from very low to very high on both axes and green, yellow and red cells. Your company may have changed it since. New matrices can only be created by Antenor; if your company needs another matrix, see Get help from Antenor support.