1.1. How to Reset your Password for your Online-SDS account

Losing or forgetting your password can be frustrating, however performing a password reset in your Online-SDS account is a quick and simple process. Below we've outlined the password reset process. In addition, you can opt to watch the password reset training video, on our YouTube Channel, that covers this topic.

1. Navigate to your company's Online-SDS account.
   
   
2. Click on the Log In button on the top menu bar.
   
   
   
3. On the next screen, you will click the link to Reset Password.
   
   
   
4. Next, enter your email address and click the button to Reset Password
   
   
   
5. Next, you will receive an email with a special link to click in order to set your new password.
   
   
   
6. After clicking the link in the email, you will be directed to a page on your Online-SDS account to set your new password.
   
   
   
7. Now you are free to use your new password to login to your Online-SDS account!

 

 

1.2. How to search for a SDS

Search for SDS within your account

To search for a specific SDS that is already in your account, use the search feature on the Home Page of your system.

You can search by the following criteria:

• • Product Name
  • Ingredient Name
  • Synonyms
  • Manufacturer Name
  • CAS Number

Choose the binder in which you want to search

On the Home Page, after you enter a search term you can also choose the binder in which you want to search. The system defaults to the Master binder which is the highest level binder in your account. If you would like to search a different binder, simply click on the dropdown menu and select the binder in which you want to search.

If you do not enter any search criteria, simply click on the green Search for SDS button to access the complete list of all SDS contained within your account.

1.3. How to Add an SDS to a binder from Warehouse Search

NOTE: The following workflows assume that you are logged in to your Online-SDS account with Administrator privileges.

Click on the Warehouse Search button on the top menu to access KHA’s SDS Warehouse. The Warehouse contains a large collection of safety data sheets from many different manufacturers that are available to you for use. You can search this warehouse if you need to add an SDS to your system for a product that you don’t already have in your binder(s).

Type your search terms into the search box and click Search for SDS.

The system will return a list of matching SDS for the product you searched for. Now you can add any of these SDS to your system.

How to Add an SDS to a binder from Warehouse

1. 1. 1. Click on the Add link for the product(s) you would like to add.
         
         
         
      2. Once you have selected the SDS you want, click the Go button.
         
         
         
      3. Next, select the binder you want to add the SDS to.
         
         
         
      4. Once you select the binder, click Continue.

 

 

 

1.4. How to use Advanced Search

Using the Advanced Search feature allows you to search for SDS with more precision than a general search. There are over twenty data points that are captured from each SDS that KHA processes and each of those data points are searchable when using Advanced Search.

NOTE: using Advanced Search only searches SDS that are currently in your account. For example, you cannot perform an Advanced Search on SDS that are in the Warehouse.

How to use Advanced Search

1. 1. Click on Advanced Search link on home page.
      
      
      
   2. Click on the checkbox next to each Search Criteria that you want to use for your search.
      
      
      
   3.  Define the values for each Search Criteria that you are using for your search.
      In this example, we are searching for a specific CAS#.
      
      
   4. Scroll to the bottom of the page and click the Search button.
      

Advanced Search Results

The search results page for Advanced Search will list the SDS that match your search criteria.

How to add SDS to your account from Advanced Search Results

NOTE: The following workflow assumes that you are logged in to your Online-SDS account with Administrator privileges.

1. 1. Click on the Add link for the product(s) you would like to add.
      
      
      
   2. Once you have selected the SDS you want, select the Queue Action to Copy SDS to Binder; then click the Go button.
      
      
      
   3. Next, select the binder you want to add the SDS to; then click the button to Copy Selected.
      
      

Note: In the example above, we were performing an advanced search of SDS that are already in our binders.

 

 

1.5. How to Search for Inactive SDS

NOTE: The following workflow assumes that you are logged in to your Online-SDS account with Administrator privileges.

Within your Online-SDS account, Administrative users have the ability to Inactivate an SDS within your account. As a system administrator, you have the ability to view and reference SDS that have been moved to the system’s archive (InActive SDS).

In order to search inactive SDS within your account, you must first access the Advanced Search feature.

Access Advanced Search

On the Home Page, you will find a link to access the Advanced Search feature.

Execute Advanced Search

When logged in as an administrative user, when you click on Advanced Search, the first option you will see is Status.

From here, you can choose the InActive status in order to search inactive SDS within your account.

Click the blue Search button once you have selected a Status.

How to Add an Inactive SDS to a binder

In your Online-SDS account, you cannot add Inactive SDS to your binders. Instead, you must first follow the process for How to change the Active Status of an SDS from Inactive to Active. Once you have changed the status to Active, the SDS will reside within the Master Binder.

Next, follow the process to Move / Copy an SDS to a binder.

 

 

1.6. How to Move / Copy an SDS

NOTE: The following workflow assumes that you are logged in to your Online-SDS account with Administrator privileges.

If you ever need to move or copy an SDS record from one binder to another, you can do so by using the Move / Copy SDS function. 
This function is found under the Binder Management in the top navigation menu.

How to Move / Copy an SDS from one binder to another

1. 1. Select Move / Copy SDS from the Binder Management menu
      
      
   2. Choose the binder to Move From and the binder to Move To; then click the Continue button.
      
      
   3. Next, select the SDS you wish to copy or move by checking the box next to each SDS record.
      
      
      
   4. Finally, scroll to the bottom of the page and choose whether you wish to copy the SDS or simply move the SDS to another binder.
      

1.7. How to Remove an SDS

NOTE: The following workflow assumes that you are logged in to your Online-SDS account with Administrator privileges.

If you ever need to remove an SDS record from your Online-SDS account, you can do so by using the Remove SDS function. 
This function is found under the Binder Management in the top navigation menu.

1. Select Remove SDS from the Binder Management menu.
   
   
   
2. Choose the binder to Remove From; then click the Continue button.
   Optionally, you can check the box to only view SDS that match the binder location exactly. If left unchecked, the search results will include SDS records that are shared among the binder you select and other binders within your account.
   
   
   
3. After clicking the Continue button, you will be directed to a page that lists all the SDS within the binder you selected.
   To remove an SDS, simply click on the checkbox next to the item you want to remove, you can select multiple SDS if needed.
   
   Click the Remove Selected button to complete this task.

NOTE: Removing an SDS means that it will no longer be available within your account unless you add it back in to your account. If you want to inactivate (archive) an SDS, please follow the process to Change the Active Status of an SDS.

 

 

 

1.8. How to Combine SDS to Create an SDS Backup File

NOTE: The following workflow assumes that you are logged in to your Online-SDS account with Administrator privileges.

Although your company is using Online-SDS to get away from physical paper SDS books, you may still have a need to maintain a physical SDS book. Within your Online-SDS account, you can create PDF files that combine multiple SDS into one file and then print that PDF so that you have a physical copy of the SDS.

1. The first step in this process is to determine which SDS within your Online-SDS account that you want to combine. For this example we will be selecting all SDS within one binder location to create the PDF file.
   To begin, we will perform an SDS search from the Home Page for the binder for which we wish to create the PDF.
   
   
   
2. After clicking the Search for SDS button on the Home Page, you will be directed to a page that lists all of the SDS contained within the binder you chose. On this page, you will want to click the link to Add All to Queue.
   
   
   
3. After you have added all SDS to the Queue, select Combine SDS from the Queue Action dropdown menu.
   Click the Go button.
   
   
   
4. On the next page, enter your email address and select the options for your PDF file.
   Click the Combine SDSs button.
   
5. Next, you will see your Request Number along with a link to check the status of your request.
   You will also receive an email once the system finishes building the PDF file.
   
6. If you ever need to check the status of your request later, you can also do so from the Home Page by clicking the link to Check Combine SDS request.
   
   
   

 

 

2.1. How to Add Users to your Online-SDS account

NOTE: The following workflows assume that you are logged in to your Online-SDS account with Administrator privileges.

As an Administrative user, you have the ability to add new users to your Online-SDS account as needed. If you don't have Administrator privileges and need to add a new user, you should first consult the Administrator for your Online-SDS account.

Below we've outlined the process of adding a new user. In addition, you can opt to watch the training video on how to Create and View Users, on our YouTube Channel, that covers this topic.

1. First, log in to your Online-SDS account and go to the User Management menu and select Create New User.
   
   
   
2. On the next page, enter the information as needed for the new user account.
   
   
   Required Fields to create a new account include:
          - Email Address
          - First Name
          - Last Name
          - Password
          - Template (these options will vary depending on how your facility is setup)
   
   
3. In addition, you will need to select the default binder for this user (Master Binder is the default).
   Here, you can also use the CC function to copy people on the email that will be sent to the new user to confirm their account.
   
   
   
4. Finally, click the Add User button to complete this task.
   Once the new user has been added, the new user along with anyone who was CC'd, will receive an email with the account's login credentials. If you don't see the email in your inbox, please check Spam/Junk email folders as our automatic emails can sometimes be filtered by email clients.

 

 

2.2. How to Deactivate a User account

NOTE: The following workflows assume that you are logged in to your Online-SDS account with Administrator privileges.

As an Administrative user, you have the ability to deactivate users from your Online-SDS account as needed. If you don't have Administrator privileges and need to remove a user, you should first consult the Administrator for your Online-SDS account.

1. First, log in to your Online-SDS account and go to the User Management menu and select View Users.
   
   
   
2. Next, click the Edit button for the user account you wish to remove.
   
   
   
3. Once you click the Edit button, you will be directed to the Edit User page.
   Scroll to the bottom of the page and click on the link to Deactivate User.
   
   
   
4. Once you deactivate a user's account, they will no longer be able to login to their Online-SDS account unless you choose to activate it once again.
   If you ever need to reactivate a user account, just follow the same process covered on this page.
   When reactivating a user account, the link shown above will read Activate User.

 

 

3.1. Create, View and Edit Binders

NOTE: The following workflows assume that you are logged in to your Online-SDS account with Administrator privileges.

How to Create Binders in your account

As you begin the setup process for your account, you will use the following workflow to create binders in which SDS will be filed for your facility. You also should keep in mind the binder structure of your company or facility and create binders according to that organizational structure.

1. 1. From the Binder Management menu, select View Binders.
      
      
      
   2. On the next page, you will see this section at the top of the page where you can add a new binder to your account.
      
      
      
   3. Enter the name of the binder (location, department, product category, etc.).
      
   4. Choose the binder in which this new binder will be nested.
      
   5. Enter a Department ID (optional).
      
   6. Include a description of the binder’s contents (optional).
      
   7. Click the Add Binder button.

How to View Binders that are in your account

If you ever need to view a list of all the binders within your account, you can do so by following these instructions.

1. 1. From the Binder Management menu, select View Binders.
      
      
      
   2. On the next page you will see a complete list of binders that are active in your Online-SDS account.
      

How to Edit Binders that are in your account

If you ever need to edit any of the binders within your account, you can do so by following these instructions.

1. 1. From the Binder Management menu, select View Binders.
      
      
      
   2. Looking at the list of binders, click on the Edit button for the binder you want to edit.
      
      
      
   3. On the Edit Binder page, you can update information related to the binder.
      
      
      
   4. Once you have updated the information, click on the Submit Binder Edit button at the bottom of the page.
      
      

 

3.2. How to Move a Binder within your account

NOTE: The following workflow assumes that you are logged in to your Online-SDS account with Administrator privileges.

Key Concept: Parent-child relationships in your binders establishes a hierarchy between records in your Online-SDS account. For more information, please watch our video regarding binder hierarchy on our YouTube channel here.

There may be instances when you need to completely move a binder and it's SDS contents within your Online-SDS account. Regardless of the reason why, the process is the same.

In fact, we are going to use the same process as we would use if we were to Edit Binders.

1. From the Binder Management menu, select View Binders.
   
   
   
2. Looking at the list of binders, click on the Edit button for the binder you want to move.
   
   
   
3. On the Edit Binder page, update the Parent Binder. The Parent Binder represents the binder under which this one will be nested.
   In this example, we are going to move the Job Site Chemicals binder below the Projects binder.
   
   
   
4. In the screenshot below, you will see that we re-organized the binder structure by moving the Job Site Chemicals binder below the Projects binder.
   
   
   For more information, please watch our video regarding binder hierarchy on our YouTube channel here.

 

 

3.3. How to Remove a Binder from your account

NOTE: The following workflows assume that you are logged in to your Online-SDS account with Administrator privileges.

There may be times when you need to delete a binder from your Online-SDS account, in which case you should follow the process outlined below.

1. Always remember that your Online-SDS account will not allow a binder to be removed when it has SDS contained within it.
   To remove SDS from a binder, you can choose to either Move / Copy SDS to another binder location or you can choose to Remove SDS from a binder.
   
   If you need to Remove SDS from a binder, please follow these instructions to Remove SDS.
   If you need to Move SDS from one binder to another, please follow these instructions to Move / Copy SDS.
   
   
2. To begin this process of deleting a binder, go to the Binder Management menu and select Remove Binder.
   
   
   
3. Once you have identified the binder you wish to delete and you have removed all SDS from that binder, you will be able to do so.
   Simply choose the binder from the dropdown menu. All binders that are available to be removed will be highlighted in blue which indicates that those folders have no SDS contained within them. However, you can only remove one binder at-a-time.
   
   
   
4. Once you choose a binder and click the Delete button, you will receive a success message on the screen.
   

 

 

4.1. How to access a View SDS page

Before you can access a View SDS page, you must first perform a SDS Search. By clicking on any of the product names in the center “Product Name” column of the search results, you will launch the View SDS page for that product, which summarizes the associated SDS. Below is an example of what a typical View SDS page looks like.

Information included on a View SDS page

 

 

4.2. Information included on View SDS pages

Each safety data sheet within your Online-SDS account has a page where you can view details related to the SDS; we call this the View SDS page. These pages are accessible to anyone who has access to your Online-SDS account. Because the Hazard Communication Standard specifically states SDS must be readily accessible to employees you do not need to be logged in to access the View SDS pages.

Some of the information you will find on these pages include the following:

1. Basic Information
   
2. NFPA Information
   
3. HMIS Information
   
   
   
4. DOT Information
   
   
   
5. GHS Information
   
   
   
6. Physical Properties
   
   
   
7. Ingredient Information
   
   

 

 

4.3. Actions that can be performed from a View SDS page

The View SDS pages are accessible to anyone regardless if they are logged in as an Administrator or not. This is to ensure that SDS are readily available to all employees as required by OSHA. There are a number of different actions that can be performed from the View SDS page; these actions will differ depending on whether or not you are logged into your Online-SDS account as an Admin user. Below we will outline the actions that can be taken when a user visits a View SDS page while logged in as an Administrative user versus the actions that can be taken by a user who accesses the View SDS page as a user who is not logged in as an Administrator.

Actions that can be performed: Not logged in as a user on your Online-SDS account

When you access a View SDS page as a frontline user (a user that accesses your Online-SDS account without logging in) there are a few actions that can be taken from the View SDS page.

• • Download SDS - This button will open the SDS, in a new browser window, and give you the opportunity to download the SDS document in PDF format directly from your browser window. For more information about how to Download a SDS, please see our training series video on our YouTube channel.
    
    
  • Print Label - This button will allow you to print secondary container labels for the product. For more information about secondary container labels, please see our training series video on our YouTube channel. 
    
    
  • Send SDS - This button will allow you to send the SDS to someone via email directly from the View SDS page. For more information regarding how to send a SDS, please see our training series video on our YouTube channel.

Actions that can be performed: Logged in as an Administrator on your Online-SDS account

As an Administrative user on your Online-SDS account, you will have a few more options on the View SDS pages.

• • Download SDS - This button will open the SDS, in a new browser window, and give you the opportunity to download the SDS document in PDF format directly from your browser window. For more information about how to Download a SDS, please see our training series video on our YouTube channel.
    
    
  • Print Label - This button will allow you to print secondary container labels for the product. For more information about secondary container labels, please see our training series video on our YouTube channel. 
    
    
  • Edit - Using the Edit button will allow you to edit the information of the SDS, which also includes any custom fields that your company may be using. This is also where you control the Active Status of an SDS. For more information about how to Edit a SDS, please see our training series video on our YouTube channel.
    
    
  • Attach - Using the Attach button will allow you to attach a local document to the SDS record. Document formats that can be uploaded include, .jpg, .doc, or PDF. For more information about attaching local documents, please see our training series video on our YouTube channel.
    
    
  • Send SDS - This button will allow you to send the SDS to someone via email directly from the View SDS page. For more information regarding how to send a SDS, please see our training series video on our YouTube channel.
    
    
  • Copy SDS to Binder - This button allows you to copy the SDS record to another binder within your Online-SDS account.

 

 

4.4. Using the Edit button on View SDS pages

NOTE: The following workflows assume that you are logged in to your Online-SDS account with Administrator privileges.

As was covered in the previous section, Actions that can be performed from a View SDS page, the Edit button found on the View SDS page is only accessible to Administrative users. This is due to the fact that this Edit function is extremely powerful and should only be used by people with the permission to do so.

Typically, you will have no need to edit an SDS record unless your company is using Custom Fields that are specific to your facility or company; the values of which are also controlled with the Edit function. Editing HAZCOM information for an SDS record is STRONGLY DISCOURAGED and should not be taken lightly. Below is a complete list of data points that can be edited for any SDS record within your Online-SDS account. If you believe there to be an error in the information found on an SDS, it's best to contact the manufacturer to confirm any errors found within SDS documents.

What information can be edited on an SDS record?

In short, any and all information can be edited on an SDS record when using the Edit function. However, when you edit information related to an SDS record, it doesn't change the manufacturer-authored version of the SDS. Instead, when you edit an SDS record, you are editing the SDS record that is associated in your Online-SDS account and viewable on the View SDS pages. The specific changes you make to the SDS information will only be reflected in your company's Online-SDS account and viewable to people who access your account.

Data Points that can be edited include: 

• General Information
  
  
  
• HMIS
  
  
  
• NFPA
  
  
  
• GHS
  
  
  
• DOT
  

For more information about how to Edit a SDS, please see our training series video on our YouTube channel.

 

4.5. How to change the Active Status of an SDS

NOTE: The following workflows assume that you are logged in to your Online-SDS account with Administrator privileges.

If you wish to change the Active Status of an SDS, you will either inactivate (archive) an SDS or you will activate an SDS within your account. By default, SDS added to your account will be Active. An SDS can only be InActive if a user changes the Active Status.

Change Active Status to InActive

First, you must perform an SDS Search for the product you are looking for.
On the Search Results page, click the product name in the center column to access the View SDS page for that product.

On the View SDS page, click the Edit button.

After clicking Edit, you will be directed to the Edit SDS Detail page where you can choose the Active Status for the SDS.

On the Edit SDS Detail page, click the radio button to set the Active Status to InActive.

Scroll to the bottom of the page and click the Update SDS button.

Once you inactivate it, the SDS will become inaccessible to all users except Administrators.

Change Active Status to Active

First, follow the workflow to Search for Inactive SDS

On the Search Results page, click the product name in the center column to access the View SDS page for that product.

On the Edit SDS Detail page, click the link to enable the SDS.

Scroll to the bottom of the page and click the Update SDS button. 

Once you enable it, the SDS will become accessible to all system users in the binder(s) which it was located prior to being inactivated.

 

 

4.6. Using the Print Labels button on View SDS pages

As was covered in the previous section, Actions that can be performed from a View SDS page, the Print Labels button found on the View SDS page is accessible to all users whom access your Online-SDS account. Printing labels for secondary chemical containers is an easy process; all of the information is automatically populated on the label directly from the SDS; No Data Entry Required!

You should always print secondary labels when you are transferring any chemical from a bulk container to a secondary container.

How to Print Labels for any SDS

1. On the View SDS page, click the Print Label button.
   
   
   
2. On the Label Printing page, select the format and quantity of label(s); then click Generate PDF Label Sheet(s).
   
   
   
3. The PDF will be presented in your browser window. The label(s) can be printed directly from the browser window or you can download the PDF file and print later.
   

For more information about secondary container labels, please see our training series video on our YouTube channel.

 

 

4.7. Using the Attach button on View SDS pages

NOTE: The following workflows assume that you are logged in to your Online-SDS account with Administrator privileges.

As was covered in the previous section, Actions that can be performed from a View SDS page, the Attach button found on the View SDS page is only accessible to Administrative users. This feature allows you to associate additional documentation with each individual SDS. Common types of documents include: special handling procedures, facility-specific disposal information, chemical authorization forms, images of the physical product/manufacturer container, etc. Using this feature allows Administrative users of your Online-SDS account to view the attached documents.

How to Attach a Document to an SDS record

1.  Click on the Attach button on any View SDS page
   
   
   
2. Enter the details of your document and choose the file to attach.
   
   
   
3. After you attach the document, you will be able to view it on the View SDS page by clicking on the Title of the document.
   
   Administrative users can also Edit any Local Document.

For more information about attaching local documents, please see our training series video on our YouTube channel.

 

 

 

4.8. Using the Send SDS button on View SDS pages

As was covered in the previous section, Actions that can be performed from a View SDS page, the Send SDS button found on the View SDS page is accessible to all users whom access your Online-SDS account.

How to Send a SDS 

1. Click the Send SDS button on any View SDS page.
   
   
   
2. Choose to either send via email or fax; enter the recipient's information; click the Send button.
   

For more information regarding how to send a SDS, please see our training series video on our YouTube channel.

 

 

4.9. Using the Copy SDS button on View SDS pages

NOTE: The following workflow assumes that you are logged in to your Online-SDS account with Administrator privileges.

As was covered in the previous section, Actions that can be performed from a View SDS page, the Copy SDS button found on the View SDS page is only accessible to Administrative users. This process is similar another process also covered in this guide, however this specific process is performed at the individual SDS level as opposed to the process of Move / Copy SDS.

How to Copy SDS to a binder

1. Click the button to Copy SDS to binder on any View SDS page.
   
   
   
2. Select the binder to which to copy the SDS; click the button to Copy Selected.