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Creating a new chemical profile
Who is this article for?
Administrators who want to learn to create a new chemical profile.
Administrator permissions are required.
Chemical profiles standardize how chemical data is stored and displayed across the platform, ensuring consistency and compliance when linking products and containers throughout your site.
1. Adding a new chemical profile
To create a new chemical profile, follow these steps:
- Go to Data Manager, then select Catalog, then choose Chemical Profile.
- Click New Compound.
- Complete all applicable fields in the Add Compound window (for example, name, CAS number, physical state, GHS data, NFPA codes, storage requirements).
- Click Save to create the new profile.
Once saved, the profile becomes available to link with products and containers throughout the site.
Note: When users add a container linked to this profile, the container automatically inherits all hazard, regulatory, and storage information, ensuring consistency across the system.
2. Understanding chemical profile fields
Each chemical profile includes key fields that standardize how chemical data is stored and displayed across the platform. Use the table below as a reference when creating or editing profiles to ensure consistency and compliance.
| Field | Purpose | Example / Notes |
|---|---|---|
| Name / Name Formal | Common or formal chemical name. | Example: Acetone or 2-Propanone. |
| Molecular Formula | Scientific molecular formula. | Example: C₃H₆O. |
| CAS | Unique CAS Registry Number. | Required; must be unique for each chemical. |
| CID | Internal site-specific ID. | Used for custom catalog tracking or legacy system mapping. |
| EC Number | EU regulatory identifier. | Example: 200-662-2. |
| Link | URL to an external reference. | Example: PubChem or NIST WebBook. |
| Density / Molecular Weight / Specific Gravity | Physical property data. | Include measurement units (for example, g/mL, g/mol). |
| Type | Identifies single compounds or mixtures. | Mixtures can include multiple CAS numbers and percentage compositions. |
| Flash / Boiling / Melting Point | Temperature-based safety and handling data. | Enter values in °C or °F for consistency. |
| Vapour Pressure / Density | Aids in storage planning and hazard evaluation. | Always include measurement units. |
| LEL / UEL | Lower and Upper Explosion Limits. | Used for assessing flammability risk. |
| ECCN | Export Control Classification Number. | Relevant for international shipping compliance. |
| Nanoparticle | Identifies whether the substance is nanoscale. | Yes / No selection. |
| Test Frequency | Drives recurring testing or monitoring schedules. | Enter in months (for example, 12 months). |
| Proprietary | Flags restricted or confidential compounds. | Yes / No; controls visibility. |
| Shipping Info | UN number, packing group, and hazard class. | Select from dropdown options. |
| Toxicity | Captures test data or source references. | Include data source (for example, SDS section 11). |
| Status | Controls visibility of the profile. | Options: Active, Inactive, or Archived. |
| Synonyms | Lists alternate chemical names. | Example: Dimethyl ketone for Acetone. |
| Storage Time Limit | Defines maximum allowable storage duration. | Enter in days or months. |
| Reportable Quantity | Specifies regulatory threshold quantity. | Used for EPA and local reporting. |
| SDS | Safety Data Sheet attachment. | Upload PDF or link to SDS source. |
| PAC-1 / PAC-2 / PAC-3 | Protective Action Criteria levels. | Used for emergency response planning. |
| Regulation Codes | Local, state, or federal regulatory identifiers. | Used for compliance reporting. |
| NFPA / Hazard | NFPA ratings and GHS hazard classifications. | Drives pictograms, MAQs, and safety labels. |
| Extremely Hazardous | Flags substances that meet regulatory thresholds. | Yes / No; used for specific reporting. |
| TPQ / TRQ | Threshold Planning or Reporting Quantities. | Used for EHS planning and compliance tracking. |
3. Following best practices for profile completion
Apply these tips to maintain accurate and compliant chemical profiles:
- Always include the CAS number – it is the unique identifier that links containers, SDSs, and regulatory data across systems
- Use standardised units and formats – consistency in temperature, pressure, and density units helps prevent confusion in reports
- Attach the SDS whenever possible – having a current SDS file attached streamlines audits and user reference
- Mark proprietary compounds carefully – restrict visibility for sensitive research or trade-secret materials to specific roles
- Keep hazard data synchronised – when updating NFPA or GHS information, verify it matches the latest SDS revision
- Use Active / Inactive status strategically – archive outdated entries instead of deleting them to preserve historical data
- Audit profiles annually – review flammables, corrosives, toxics, and regulated substances each year for accuracy and SDS validity