What is an Auto Update?
When new versions of safety data sheets get added to the VelocityEHS database, the Chemical Management software automatically compares them against the safety data sheets in your eBinder. By default, when the Chemical Management system finds a match in your eBinder based on our versioning rules the new version is pushed directly to your eBinder and indexed data is copied from the older version to the newer one. These are called Auto Updates and they help you stay compliant with various regulations.
In order for the Chemical Management system to recognize a safety data sheet as a newer version of one already in your eBinder, the following must match between the two SDSs:
- Manufacturer Group
- Supplier
- Product Name
- Product Code
- Language
The most common reason a newer version of a safety data sheet found in our database did not auto update the version in your eBinder is because the manufacturer changed the Manufacturer or Supplier Name, Product Name, or Product Code.
Note that spaces and certain characters, such as commas and periods, are not included when determining a match between the Product Name or Product Code fields.
For many manufacturers, VelocityEHS created groups to facilitate better versioning and more auto updates. Therefore, you will see a Manufacturer Group listed in addition to the Manufacturer. The Manufacturer is what is listed on the safety data sheet. The Manufacturer Group is the name we list in the VelocityEHS Master Company List. For manufacturers for which we created groups, the manufacturer name does not have to be an exact match between safety data sheet versions. For example, Dow Chemical has numerous ways it displays their name on many of their SDSs, such as: Dow Chemical USA, Dow Chemical Company, Dow Corning Corporation, Rohm and Haas Company and DowBrands. With Manufacturer Groups, The Dow Chemical Company will associate all of the different Dow names into one group.
By default, Auto Updates are placed directly into your eBinder. If you prefer, you can configure your document routing settings to route Auto Updates to your Queue for review. See Configuring Queue and Approval Processes for more information.
VelocityEHS cannot merge two safety data sheets together if they did not version due to the changes named above. However, you can still add the newer version to your eBinder and then archive the older version.
