Quick Start Guide
Get up and running with SafetyDatas in just a few minutes. Follow these simple steps to organize your safety data sheets.
Upload Documents
Upload your PDF safety data sheets. We'll extract compound names from filenames automatically.
Review & Organize
Check the automatically organized A-Z index. Edit compound names if needed.
Export & Share
Generate print indexes with QR codes and share with your team instantly.
Feature Guides
Uploading Documents
How to Upload:
- Click the "Upload Documents" or "Add New Document" button
- Select one or more PDF files from your computer
- Wait for the upload to complete (you'll see a progress indicator)
- The compound name will be automatically extracted from the filename
💡 Pro Tip:
Name your files with the chemical name first (e.g., "Acetone_SDS.pdf", "Ethanol_SafetySheet.pdf") for best results with automatic name extraction.
Managing Documents
What You Can Do:
- •Edit Compound Names: Click on any compound name to edit it manually
- •Add Tags: Organize documents with custom tags (e.g., "Flammable", "Corrosive")
- •Search: Use the search bar to find specific compounds quickly
- •Delete: Remove documents you no longer need
Alphabetical Index
The alphabetical index automatically organizes all your compounds from A-Z. This makes finding specific safety data sheets quick and easy.
Features:
- Automatic alphabetical sorting by compound name
- Letter navigation (jump to A, B, C, etc.)
- Visual grouping by first letter
- Quick search within the index
- View document details by clicking on any compound
Print Index Export
How to Export for Printing:
- Click the "Export" button in the top menu
- Select "Print Index" from the dropdown
- A new browser tab will open with the print-ready layout
- Use your browser's print function (Ctrl+P or Cmd+P)
- Select "Save as PDF" or print directly to paper
What's Included in the Print Index:
- Cover Page: Title and alphabetical overview showing which letters have compounds
- QR Code: Scan to access the digital version online (expires after 90 days)
- Detail Pages: One page per letter listing all compounds in that group
- A4 Optimized: Perfect margins for hole-punching and binder filing (25mm left margin)
📄 Print Tip:
For best results, print in portrait orientation on A4 paper. The extra left margin allows for hole-punching without covering text.
QR Code Sharing
When you export a print index, we automatically generate a QR code that links to an online version of your collection.
How It Works:
- Export a print index (QR code is generated automatically)
- The QR code appears on the cover page of your print index
- Anyone can scan the code with their smartphone camera
- They'll be taken to a web page showing your organized collection
- The shared link expires after 90 days for security
🔒 Privacy Note:
Shared collections are publicly accessible via the QR code link but automatically expire after 90 days. Only people with the link can access the collection.
Team Collaboration
(Available on Professional and Enterprise plans)
Share your SafetyDatas account with team members so everyone can access and manage data sheets together.
Team Features:
- Invite team members via email (Professional: up to 10 users)
- Everyone sees the same organized collection
- Real-time updates when documents are added or edited
- Manage team member permissions from account settings
Tips & Best Practices
📂 File Naming Convention
Name files as "ChemicalName_SDS.pdf" for best automatic extraction. Example: "Acetone_SDS.pdf", "Sodium_Hydroxide_SDS.pdf"
🏷️ Use Tags Wisely
Tag documents by hazard class (Flammable, Toxic, Corrosive) or usage (Cleaning, Production, Maintenance) for easier filtering.
🔄 Keep It Updated
Replace outdated safety data sheets when manufacturers issue new versions. Always use the most current information.
🖨️ Print Regularly
Print updated indexes monthly or quarterly to keep physical binders current. Post QR codes in work areas for quick mobile access.
Troubleshooting
Upload Failed?
Make sure your file is in PDF format and under 25MB. Check your internet connection and try again.
Compound Name Not Extracted?
Click on the document and manually edit the compound name. Our extraction works best with files named "ChemicalName_SDS.pdf"
Print Layout Looks Wrong?
Make sure you're using portrait orientation and A4 paper size in your print settings. Disable any browser scaling.
QR Code Not Working?
Shared collections expire after 90 days. If the QR code doesn't work, export a new print index to generate a fresh link.
Need More Help?
Can't find what you're looking for? Check our FAQ or contact support.