Automated Safety Data Sheet (SDS) Distribution to Customers

Safety Data Sheets are automatically distributed based on the ERP product code (SKU / ERP ID) and the recipient’s email address.

• Integration is achieved via a simple webhook call added to your ERP system. This triggers the SDS Manager send_sds API using the SKU/ERP ID and email. All modern ERP systems support webhook or API call functionality, making implementation straightforward.
• When an SDS is sent, a new revision update subscription is automatically created in SDS Manager, ensuring the recipient will receive any revised version within the next 12 months.
• SDSs are often linked to multiple SKUs. When several SKUs share the same SDS, the document is stored once in the SDS database and linked to all relevant products.
• To prevent redundant emails, the system blocks repeated sending of the same SDS to the same recipient within a configurable timeframe (e.g. 12 months).
• If a customer purchases the same product again within this window, the SDS is not resent, but the subscription is automatically extended to 12 months from the new purchase date.
• Best practice: We recommend maintaining a HAS_SAFETY_DATA_SHEET flag in your ERP system to limit API calls only to products that require SDS distribution.

This ensures regulatory compliance under UK REACH and GB CLP while minimising unnecessary communication.

Customers who receive an SDS are automatically subscribed to receive future updates.

• When a new version of an SDS is uploaded, the updated document is automatically emailed to all subscribed recipients.
• Notifications are sent for up to 12 months from the customer’s most recent purchase. Duration is configurable.

As part of onboarding, SDS Manager can assist in setting up new revision update subscriptions for customers who have purchased regulated products within the past year—ensuring instant compliance from day one under UK chemical safety requirements.

If you already maintain a library of Safety Data Sheets, all existing documents can be imported into SDS Manager.

• If SKU/ERP ID mappings exist, SDS Manager will assist in importing and linking this data.
• Once migrated, SDS distribution can be fully managed via API, requiring only the SKU and recipient email.

Yes. Every email sent with an updated Safety Data Sheet includes an unsubscribe link.

Recipients can choose to:

• Unsubscribe from updates related to the specific SDS included in the email, or
• Unsubscribe from all SDS revision update notifications.

SDS Manager supports seamless integration with e-commerce systems to ensure your online listings remain compliant and up to date with GB CLP requirements.

• Bulk XLS exports include SDS PDF links, hazard (H) statements, precautionary (P) statements, and GHS pictograms, enabling easy updates of product pages with critical safety information.
• The same data is available via API for real-time synchronisation with your web shop or product database.

Yes. DirectSDS is designed to support UK GDPR compliance and secure handling of personal data.

When using DirectSDS, customers must list SDS Manager as a sub-processing partner in their UK GDPR documentation and ensure that the required Data Processing Agreement (DPA) and internal compliance measures are in place, in line with UK GDPR requirements.

All data processed by DirectSDS is:

• Securely stored and transmitted
• Handled according to strict data protection and access control policies
• Processed only for the purpose of Safety Data Sheet distribution and compliance

SDS Manager’s infrastructure and information security management are ISO 27001 certified, ensuring internationally recognised standards for data security, risk management, and operational controls.

Suppliers often send updated SDSs by email. SDS Manager can automatically process and integrate these documents into your SDS library:

• Share your SDS Manager inbound email address with suppliers to have incoming SDSs added directly to your system.
• SDS Manager automatically reads and analyses each document:
  • If the SDS is a newer version of an existing document, it replaces the old version and notifies all customers subscribed to that SDS.
  • If it’s a new SDS, you can assign the correct SKU/ERP ID manually or via API.

This streamlines SDS handling, keeps your library current, and ensures your customers are always informed.

When a supplier sends a Safety Data Sheet (SDS) to your SDS Manager inbound email address, the system automatically processes the file.

If the SDS is not already in your system, it must be linked to the correct ERP ID or SKU before it can be distributed with an ERP reference. These SDSs are placed in the “Inbox from Vendors”, where you can quickly assign the appropriate ERP ID/SKU and make the SDS available for sending.

To ensure nothing is missed, you can enable email notifications to be alerted whenever inbound SDS files require ERP ID or SKU assignment.

This process ensures all new SDSs are properly linked, traceable to your ERP system, and ready for compliant distribution under UK chemical legislation.

If the send_sds webhook is called for an ERP ID or SKU that does not have a Safety Data Sheet linked to it, the request will fail and be recorded in the API error log. This log provides a complete overview of all unsuccessful send_sds calls and allows you to easily identify products that are missing corresponding SDS files.

We recommend only calling the send_sds API for products that are required to have a Safety Data Sheet.

As a best practice, maintain a HAS_SAFETY_DATA_SHEET flag in your ERP system. This allows you to restrict API calls to only those products that require SDS distribution, reducing errors and unnecessary API requests.

Each Safety Data Sheet in SDS Manager has a permanent PDF link that always points to the latest version of the SDS. When a new revision is published, the same link automatically updates to the newest version—so no changes are required on your eCommerce platform when SDS files are updated.

You have two flexible ways to add these links to your product pages:

• XLS export: You can export your SDS library as an XLS file that includes your ERP ID(s) or SKU(s) together with the corresponding permanent SDS links. This file can be used for a bulk import or update in your eCommerce or product management system.
• API integration: SDS Manager also provides an API that allows you to query the permanent SDS link programmatically using your ERP ID or SKU. This is ideal for real-time integrations where your eCommerce platform dynamically retrieves the correct, up-to-date SDS link for each product.

Both approaches ensure your customers always have access to the correct and most recent Safety Data Sheets without manual maintenance.

SDS Manager provides a ready-made search widget that can easily be embedded on your website using an iframe. This widget allows visitors to search across your Safety Data Sheets quickly and intuitively.

Within SDS Manager, you can organise SDSs by locations and control which locations are exposed through the website search widget. This makes it possible to:

• Publish only selected Safety Data Sheets to your website
• Keep internal or restricted SDSs available in the system without making them visible to website visitors

The search widget also supports multiple languages, allowing you to match the language of your website and provides a localised experience for your customers.

This solution makes it easy to offer self-service access to Safety Data Sheets while maintaining full control over visibility and content.

Each Safety Data Sheet in SDS Manager has a permanent SDS link that always points to the latest version of the document. This link can easily be converted into a QR code and printed on shipping documents, delivery notes, invoices, or receipts. Most modern ERP and eCommerce systems support generating QR codes from URLs directly on documents.

You have two flexible ways to make the permanent SDS link available to your ERP or eCommerce platform:

• XLS export: Export your SDS library as an XLS file containing your ERP ID(s) or SKU(s) together with the corresponding permanent SDS links. This file can be used for bulk import or updates, enabling your system to generate QR codes for the correct SDS on each shipping document.
• API integration: SDS Manager also provides an API that allows you to query the permanent SDS link programmatically using an ERP ID or SKU. This is ideal for real-time integrations where your ERP or eCommerce platform dynamically retrieves the correct, always-up-to-date SDS link and renders it as a QR code on shipping documents.

Yes. SDS Manager allows you to customise the content and layout of the emails sent to your customers when distributing Safety Data Sheets. You can add your company logo, tailor the email text, and align the design with your brand identity.

You can also create separate email templates for different languages or markets, ensuring consistent branding and clear communication across all regions where you operate.

SDS Manager fully supports country- and language-specific SDS distribution for international orders. The send_sds webhook includes parameters for country and language, ensuring that the correct Safety Data Sheet is sent based on the customer’s location and preferred language.

If you maintain multiple SDS versions for the same product—covering different markets or languages—these parameters allow SDS Manager to automatically select and send the appropriate SDS for each order.

In addition, SDS Manager offers an SDS Authoring solution that can automatically translate Safety Data Sheets into 35+ languages, helping you efficiently support global markets while staying compliant with local regulatory requirements.

Yes. SDS Manager offers an SDS Authoring solution called ExactSDS that can automatically translate Safety Data Sheets into 35+ languages, supporting international customers and regulatory requirements.

To enable this, a single UK/EU-format SDS must be imported into ExactSDS and used as the master document. This format is required because it contains comprehensive regulatory information and can be converted into other regional formats, such as US SDS. The reverse is not possible, as US SDSs typically lack certain data required under UK and EU regulations.

Once a UK/EU-format SDS is available in the system, ExactSDS can translate it on the fly into SDSs compliant with more than 35 countries, covering all required local languages—including Chinese and Japanese.

This approach allows you to maintain one authoritative SDS while efficiently supporting global markets with accurate, localised Safety Data Sheets.