# Adding custom substances to the database

In this chapter, you will learn how to create a new substance. You will use this procedure, for example, when the substance you need is not in the database or when you want to add your own information to a substance.

## Creating a new substance

1. Open the **Substances** tab.

![Substances](UsersSubstance1)

2. Click the **New substance** button in the toolbar.
3. A new tab will open.
4. The tab contains two mandatory fields marked with an orange arrow: **Source** and **Substance name**. 
5. Fill in the first mandatory field **Source**, located on the left – in the **Identification** section.

::: Success
 ***Source** specifies which substance it is. We recommend stating, for example, the supplier of the substance or of the entire safety data sheet.*
:::
6. Add the **Substance name** by clicking the **Add** button on the right. In the same window, select the type and language of the name. 
7. Save the name using the **OK** button. 

Once you fill in both mandatory fields, you can save and use the substance. However, it is recommended to complete additional information as well. 

The substance editor is divided into several separate sections: 

### Identification
You can find it on the left side of the editor – besides **Source**, you can also fill in other data used for unambiguous identification of the substance, such as substance identifiers (CAS, EC) or properties. Completed identification is important for correct assignment of data in the safety data sheet (SDS).

![Identification](UsersSubstance2)

1. The initial section contains fields for completing identification numbers **CAS, EC, Index and REACH (Registration number)**. Fill in the numbers available for the given substance:
 
a. **CAS number** (Chemical Abstracts Service) – a unique identifier of a chemical substance worldwide.

b. **EC number** (EINECS/ELINCS/EC number) – a European identifier of a chemical substance.

c. **Index** is a number assigned to a substance with harmonised classification. Such substances can always be found in the database. 

::: Info
 ***A substance with harmonised classification** is a substance that has an assigned Index and is listed in Annex VI of the CLP Regulation. The classification of such a substance is unified across the EU and must be used. These substances are part of the SBLCore database and should always be available.*
:::
d. **Registration number** (REACH) is a unique identifier assigned by the European Chemicals Agency (ECHA). Only fill it in if it is available in the source document.

2. The **Notes** field applies to substances with harmonised classification. It contains additional information about the substance. When creating a new non-harmonised substance, do not edit this field.

3. The **Harmonised classification** field by default indicates that the substance does not have harmonised classification. The database contains all harmonised substances and is regularly updated according to the latest regulations. Therefore, you should not encounter a situation where you need to change this field.

4. In the **Internal identification** field, enter information as needed (it is not displayed in the final SDS).

5. The **Valid from**, **Mandatory from**, and **Valid through** fields apply to substances with harmonised classification. These data are used during substance revision. When creating a new non-harmonised substance, these fields do not need to be filled in.

6. Clicking in the **Properties** field opens a new window where you can select one or more properties that will later be displayed in the final document for the substance. 

### Substance names
On the right side of the editor – in the **Substance names** section, you can add additional names and translations.  

![Substance name](UsersSubstance3)

1. Click the **Add** button to add another substance name. 

::: Success
 ***Tip!** If you need to change the name, use the **Edit** button or open it by double-clicking.*
:::
2. In the **Type** field, select the type of substance name (e.g. chemical name, IUPAC, INCI, etc.).
3. In the next field, select **Language**. 
4. In the **Name** field, enter the substance name in the selected language.
5. Fill in the **Description** and **Note** fields as needed (they are not displayed in the SDS).
6. If you enter multiple names in one language, select **Preferred name** for the one you want to use primarily (this name will be offered by the software for display in the SDS).
7. Save using the **OK** button.
8. To add another name, click the **Add** button again and repeat the process.

### Classification and labelling
In the **Classification and labelling** section, you can enter information about the hazards of the substance. This section is used to clearly communicate risks associated with the substance. Correct classification is the basis for classification calculation and regulatory compliance.

![Classification and labelling](UsersSubstance4)
  
#### Classification
1. Click the **Classification** field.
2. A new window will appear. 
3. The left side contains a list of standard hazard statements.
4. The list consists of three columns: **Category, Labelling** and **Version**. You can filter within each column. 
5. You can find a specific statement by:
* filtering in the columns, 
* using the search field above the list, 
* manual scrolling. 
6. Add a statement by double-clicking it or select it and click the **Add selected statements** button. The statement will move to the right side and will be displayed for the substance.

::: Success
***Tip!** To select multiple statements, hold Ctrl and click to select more items, then click **Add selected statements**.* 
:::
7. To remove a statement, select it and click **Remove the selected phrases** or remove all using **Clear phrases list**.
8. Save using **OK**.
9. If the substance contains an EUH statement, click the **Supplemental hazard information** field.
10. Select the appropriate statement.
11. Save using **OK**.

#### **Specific concentration limit**
You can add a **Specific concentration limit** (SCL), which the software uses during hazard calculation.

1. Click the **Add** button in the **Specific concentration limit** section. 
2. A new window will open.
3. Enter the concentration in the **Concentration limit** field.

::: Success
 ***Tip!** To simplify entry, use the table on the right side of the window. Double-click to select the desired template and then adjust it in the field as needed.* 
:::
4. In the **Classification** field, select the hazard the SCL applies to, or if it relates to a supplemental statement, select it in the **EUH-statements** field. 
::: Success
***Tip!** We recommend creating a separate SCL for each statement (H or EUH).*
:::
5. Save using **OK**.

![Specific concentration limit](UsersSubstance5)

#### ATE (Acute Toxicity Estimate)
You can add ATE values that influence the resulting classification of acute toxicity.

The ATE value will be displayed in the SDS in **section 3** and **11**.

1. Click the **Add ATE** button in the **Specific concentration limit** section.
2. A new window will open.
3. Select the route of exposure.
4. Enter the value in the given units.
5. Save using **OK**.

### Toxicity and ecotoxicity
In this section, you can enter data on the effects of the substance on health and the environment. These data are displayed in **section 8 (DNEL, PNEC)**, **11 (toxicity)** and **12 (ecotoxicity)** of the SDS.

If a substance with identical identifiers already exists in the database, you can copy the data using the **Copy toxicity from another substance** button.

![Toxicity and ecotoxicity](UsersSubstance6)

1. Click the **Add** button.
::: Success
***Tip!** Using the **Preset** button (top right), you can speed up entering the most frequently used data.*
:::
2. Select the data type.
3. Additional fields will adjust based on your selection.  
4. Fill in the available data.
5. Save using the **OK** button.

::: Info
***Warning**: If you enter free text in fields, it will not be translated when the SDS is converted into another language.*
:::
### Physical and chemical properties
Data from this section are displayed in **section 9** of the SDS.

![Physical and chemical properties](UsersSubstance7)

1. Click the **Add** button.
2. In the new window, click the **Property** field and select the parameter you want to enter.
3. Some properties have predefined units; others must be entered manually.
4. Enter the values and save using the **OK** button.

::: Info
 ***Warning**: If you enter free text in fields, it will not be translated when the SDS is converted into another language.*
:::
### Control parameters
Control parameters are exposure limits (**section 8**).

![Control parameters](UsersSubstance8)

1. Click the **Add** button.
2. In the new window, select the country for which the limit applies. 
3. Select the type of limit. 
4. Fill in data such as **Official data source** and **Value**. 
5. Save using the **OK** button.

The entered parameter is saved in the database and automatically assigned to other substances with the same identifier.

The control parameter can also be added in the **Control parameters** tab, where you can manage all parameters available in your database.

![Control parameters](UsersSubstance9)