Easily build and manage your SDS library by importing your product inventory
If you already maintain a list of products or chemicals used in your organization, stored in Excel or CSV format, you can quickly populate your SDS library using SDS Manager’s product list import feature. This approach is especially useful in the following scenarios:
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You are just getting started and do not yet have SDS files, but you do have a list of chemicals in use.
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You want to document all chemicals before collecting or linking the corresponding SDSs.
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You need to link existing metadata (such as quantities, comments, usage descriptions, or internal notes) to SDSs.
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You operate across multiple locations and want to delegate the initial setup to site managers. Each site can provide its own XLS file with local chemicals, which you can then import centrally.
The import wizard supports flexible column mapping and allows you to create custom fields to match your internal data structure. A template file (Template_product_list_import.xlsx) is attached at the bottom of this article. Using it is optional: you can keep your own column names and match each column to one of our fields in the wizard.
When a product list is imported, SDS Manager will automatically add an SDS to your library if a matching SDS is found based on product name and supplier name.
For any SDSs that are not automatically found, you can use our easy-to-use search tool to manually link the correct SDS from our global database of 30 million+ Safety Data Sheets.
Below is a description of the fields that are supported in our product list import
| SUPPLIER OF SDS | Supplier Name (Mandatory) Enter the name of the product's supplier—typically the manufacturer name found on the product label. If the supplier is unknown, you may temporarily enter the product name to bypass the mandatory field requirement. |
| PRODUCT NAME | Mandatory: Name of the product |
| PRODUCT CODE | Optional: Manufacturer product code |
| LOCATION | Optional: Name of location product is used. |
| If the field is empty, SDS Manager asks you during the import which location to add those products to. | |
| if you set value " Factory A/Basement/Room 101" as location, SDS Manager will automatically create the location hierarchy | |
| Factory A | |
| Basement | |
| Room 101 | |
| and link the product to location "Room 101" | |
| If the same product is used on multiple locations, the file should have one row for each location you want to add the product. | |
| LINK TO SDS | SDS URL (Optional) If you already have a direct link to the product's Safety Data Sheet, you can enter the URL here. When linking SDSs to imported products later, this pre-filled link can help speed up the process. |
| SKU | SKU (Optional – for eCommerce Integration) Use this field to enter the product’s SKU. When linked to an SDS, this enables automated SDS distribution via our API. For example, you can trigger an email with the correct SDS to a customer by calling our API with the customer’s email address and the product’s SKU. |
| EXTERNAL SYSTEM ID | Internal Product ID (Optional) Use this field to enter the internal product ID from your ERP system. Linking your internal ID to the product allows you to later export SDS information and import it back into your ERP system. This enables features like displaying direct links to Safety Data Sheets from within your ERP or including SDS links on invoices for products that require them. |
| EAN | Non-US barcodes (optional): Enter any EAN codes associated with the product here. If multiple EAN codes correspond to the same SDS, you can list them as a comma-separated list. By including EAN codes, your employees will be able to quickly find the correct Safety Data Sheet by simply scanning the barcode using the SDS Manager app. |
| UPC | US Barcodes (Optional): Enter any UPC codes associated with the product here. If multiple EAN codes correspond to the same SDS, you can list them as a comma-separated list. By including UPC codes, your employees will be able to quickly find the correct Safety Data Sheet by simply scanning the barcode using the SDS Manager app. |
| CAS NO. | CAS Number (Optional) If the product has a known CAS number, you can enter it here. It will be used to help locate the correct Safety Data Sheet during import. Note: This field should only be used for pure substances—not for chemical mixtures that contain multiple components with different CAS numbers. |
| AMOUNT | If you are using SDS Manager for tracking chemical usage, you can import the amount you have in stock here. |
| MEASUREMENT UNIT | supported measurement units> Metric volume μl ml l cc m3 US volume fl oz pt qt gals cu ft Metric weight μg mg g kg US weight oz lbs |
| VENDOR EMAIL | When email address to your vendor is imported, it is easier for your to request updated SDS from your vendor. |
| REQUIRE SDS | Optional: Some products, such as water, do not require a Safety Data Sheet (SDS). To ensure your employees are aware that a product intentionally lacks an SDS, you can enter "N" in the "Require SDS" field. When the system imports your product list, any product marked with "Require SDS = N" will still be added to your SDS library. These entries will include a note: "This product does not have any SDS." This feature helps you maintain transparency and communicate clearly to your team that no SDS is available or necessary for certain items. |
| CUSTOM FIELD | Optional: Use this field to match and link with your available custom field on SDS library NOTE: For an enumerated custom field, the values in your import file must be identical to those you created in the SDS Library For a date-type custom field, the values in your import file must follow the format yyyy-mm-dd |
| For more information on custom field. Please check this link | |
Importing XLS Files
During the import process, the import wizard allows you to define custom fields and map your column headers to the field names used in our system.
You can start from the template file attached at the bottom of this article, or keep your own column headers and match them to our fields in the wizard.
If your organization operates across multiple sites, you can import a separate file for each site.
Any new location specified in the Location field will be automatically created during import if it doesn't already exist in your account's location structure.
Read more: How do I import our xls/csv file with all the products we use? · SDS Requests - find SDS for chemicals/substances you have added/imported
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