Attaching MSDS to Product Records

Attach Material Safety Data Sheets (MSDS) to product records in order to easily access the MSDS for the product. For example, when you need to deliver a MSDS with an ordered product, you can print the MSDS directly from the product record.

When a product record has an MSDS attached, the attached image icon displays in the upper right hand corner on the Product Maintenance screen.

Note: You must have the Document Imaging companion product to attach a MSDS to product records.

When you attach a MSDS to a product record, you must do the following:

Locate the MSDS file.
Attach the file to the product using the Attachment Indexing program.
Assign the file an internal sheet ID for tracking and maintenance.

To locate a MSDS file to attach to a product record:

From the Maintenance menu, select Product to display the Product Maintenance window.
In the Product field, select the product requiring the MSDS.

Note: Use the Additional Key Words field to add identifying information about the MSDS to aid in future searches. For example, include the title of the MSDS.

From the User Tools menu, select Index Imaging.
Navigate to the folder containing your collection of MSDS files.

Select an MSDS file and then click Open to display the Attachment Indexing window.
Use one of the following buttons to attach the MSDS:
Index - Indexes the file, copies it to a central repository, and deletes the source file from the original location. Use this hot key when you do not want a copy of the source file to reside in its original location.
Index W/O Delete - Indexes the file, copies it to a central repository, and leaves the source file in its original location.

Click OK to save changes and exit the screen.
Re-display the product record to view the attached MSDS.

To attach a MSDS file to a product record:

From the Maintenance menu, select Product to display the Product Maintenance window.
In the Product field, select the product requiring the MSDS.
From the User Tools menu, select Edit Images to display the Attachment Indexing window.
In the ImageDescription field, enter the name of the MSDS as needed.
In the Document Profile field, enter MSDS.

If the system prompts you to replace the current description of the attachment with the default description for MSDS attachments, enter one of the following:

Y - Replace the current description with the default description.
N - Do not replace the current description with the default description.

In the View Auth Key field, enter MSDS.MAINT.

Use one of the following buttons to attach the MSDS:

Index - Indexes the file, copies it to a central repository, and deletes the source file from the original location. Use this hot key when you do not want a copy of the source file to reside in its original location.
Index W/O Delete - Indexes the file, copies it to a central repository, and leaves the source file in its original location.

After attaching the MSDS, the system returns you to the Product Maintenance window.

Click OK to save changes and exit the screen.
Re-display the product record to view the attached MSDS.

To assign an internal sheet ID to a MSDS:

From the Maintenance menu, select Product to display the Product Maintenance window.
Display the product requiring the MSDS.
From the Notes menu, select Hazard / MSDS to display the Product MSDS Information dialog box.
From the File menu, select New MSDS Sheet to display the MSDS Maintenance dialog box.
Complete the following fields:

Field	Description
MSDS Sheet #	Number the manufacturer assigned to the MSDS. This value displays in a line comment on any order to which the product is added as a reminder to include the MSDS.
Description	Name of the MSDS product.
WWW Address	Web site from which you obtained the MSDS. Note: For more information on how this field works with the File > External References menu option, see Setting Up Product or Price Line External References.
Effective Date	Date the MSDS was prepared or revised. The system uses this date to track when to send customers updated sheets.

To attach another MSDS, click New Sheet at the top of the window and repeat step 5.
Save the information and exit the dialog box.