Who is this article for?

Administrators responsible for managing workflows.

Administrator role is required.

Chemicals of concern allow organisations to flag high-risk or tightly regulated chemicals within the Chemical Management System (CMS). When this feature is enabled, Principal Investigators (PIs) must obtain an approved permit before they can receive or manage containers containing these materials.

This provides an additional layer of compliance and safety oversight for substances with elevated regulatory, operational, or hazard risks.

This article explains how to configure this workflow on the back end.

1. Flagging CAS numbers

This step requires coordination with our Support team.

We will run an import script to tag approved CAS numbers as chemicals of concern.

2. Creating regulation codes

To create regulation codes:

1. Open Administration.
2. Select Edit Settings.
3. Go to Chemical Inventory.
4. Click Regulation Code.

5. Enter a Regulation Code.
6. Add a Description.
7. Click Add.

Our Support team will configure the regulation code to function as the trigger for chemicals of concern.

3. Tagging chemical profiles

Next, you need to add the new regulation code to any chemical profiles that require a permit.

To tag chemical profiles:

1. Open Administration.
2. Go to the Data Manager.
3. Switch to the Catalog tab.
4. Select Chemical Profiles.
5. Click View.

6. Search for the Regulation Code.
7. Repeat for all other chemical profiles.

Once completed, any container linked to a tagged profile will automatically require a permit before it can be received or managed.

4. Creating permits

You need to create a corresponding permit must to work in tandem with the chemicals of concern workflow.

4.1. Template

To create a permit template:

1. Open Administration.
2. Select Edit Forms.
3. Switch to the Permits tab.
4. Click New Form.
5. Click Add Special Field.
6. Select Dropdown.
7. Choose Table: Chemical.
8. Repeat and choose Table: Regulation Code.

This will add these dropdown fields to the final template.

4.2. Permit

To create a permit:

1. Open Administration.
2. Select Edit Forms.
3. Switch to the Permits tab.
4. Click New Permit Type.

5. Select the created template.
6. Set Chemical of Concern Permit? to Yes.

7. Configure other settings as required.
8. Click Save.

Once configured, the permit will appear automatically when a PI encounters a chemical of concern during the inventory workflow.