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Configuring permissions for adding new chemicals
Who is this article for?
Chemical inventory administrators who want to learn who can add chemicals.
Administrator permissions are required.
The ability to add new chemicals into the Chemical Management System (CMS) is controlled separately from general inventory permissions, allowing administrators to define which user roles are authorized to introduce new chemical records and maintain consistent data and regulatory compliance.
1. Navigating to the configuration
To access the chemical creation settings, follow these steps:
- Go to Edit Settings.
- Select Chemical Inventory.
- Choose Minimum Permission to Create New.
2. Understanding configuration options
Choose the minimum permission level required to add a new chemical record. The following table shows each option and its recommended use:
| Option | Who Can Add Chemicals | Recommended Use |
|---|---|---|
| Full Editing | Only users with Full Editing permissions. | Restricts chemical creation to trained EHS or compliance administrators. |
| Limited Editing | Users with Limited Editing or Full Editing permissions. | Allows lab managers or supervisors to add chemicals under oversight. |
| View Only | Users with View Only, Limited Editing, or Full Editing permissions. | Suitable for highly decentralized programmes where any authorized user may register new materials. |
3. Applying configurations by industry
Different industries benefit from different permission configurations. The following table shows recommended settings by industry:
| Industry | Recommended Configuration | Rationale |
|---|---|---|
| Academia | Limited Editing | Allow graduate students or faculty to add chemicals while undergraduates remain View Only. |
| Manufacturing | Full Editing | Restrict new chemical creation to EHS managers to maintain SDS accuracy and regulatory control. |
| Construction | Limited Editing | Permit site supervisors to add chemicals while subcontractors remain View Only. |
| Industrial R&D | Full Editing | Assign chemical creation rights to project leads for consistency and audit compliance. |
4. Following best practices
Consider these recommendations when configuring chemical creation permissions:
- Set clear approval workflows: Require users to submit new chemical requests for EHS review if they do not meet the permission threshold
- Prioritise data quality: Limiting chemical creation to trained users reduces errors in chemical naming, CAS entries, and SDS links
- Monitor new entries monthly: Review recently added chemicals to verify that SDS information and hazard classifications are correct
- Use templates for consistency: If your organisation frequently adds similar chemicals, consider using import templates to streamline and standardise new records
- Communicate expectations: Notify users who can add chemicals about the importance of verifying data before saving—it saves time during audits and reconciliations later