Chemicals User Guide

Searching Your Inventory

Adding Items

Adding Items Not Found in the ‘Add to Inventory’ Search

Adding a Location

Deleting Chemicals

Certifying the Inventory

Printing Door Hazard Signs

 

Searching Your Inventory

  1. From the home page, click Search Chemicals. You may search by CAS #, name, molecular formula or by molecular structure.
  2. To search by molecular structure, click the Substructure tab (next to ‘Keyword’). You may then draw a substructure using the Marvin JS chemical structure tool, and items in your inventory with this substructure will appear below. 
  3. If you would like to filter your search results by ‘Location’ or ‘Tag,’ click on the respective dropdown menu and choose the appropriate sublocation or tag. 

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Adding Items

  1. From the home page, click + Add to Inventory in the middle of the page. You can search by CAS #, name, GHS, or product number. Press Enter, and a list of items will appear. 
  2. Select the chemical that most represents your item by clicking on its title. 
  3. Under ‘Containers,’ click + on the right to add the chemical to your inventory. Fill out all required fields in the item information page. All required fields are marked with an asterisk. 
    1. The required fields ‘Chemical Name’ and ‘Physical State’ will populate automatically and everything else will need to be filled out manually. 
    2. The ‘Barcode’ field is optional and can be filled in if you choose to scan the item in (this field refers to UC-provided QR codes on stickers, not the manufacturer’s barcode already on the container). 
    3. The ‘Container Size’ field only accepts numbers, while units are to be selected in the separate ‘Units’ field. 
    4. The ‘Amount in Container’ must be less than or equal to the ‘Container Size.’ The amount in container will autofill to ‘Container Size.’ You may edit the field if you wish.  
    5. You also must choose a ‘Location’ to place the material in. If the desired location is not listed, refer to Adding a Location to create a new sublocation. 
    6. If your material is in solution with a solvent, you may enter the solvent and concentration in the appropriate fields. 
  4. Once you are done filling out the form, click Save.

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Adding Items Not Found in the ‘Add to Inventory’ Search

Some less common items that you need to add may not be found in the ‘Add to Inventory’ search. To add these items, select the vertical ellipsis (three dots) menu icon across from ‘Add Chemical.’ Here, you will see two choices: Add Commercial Substance, or Add Novel Compound

If your material is a product or chemical that was once purchased from a manufacturer:

  1. Select Add Commercial Substance
  2. Enter in required fields as well as any other fields you have information for. 
    1. The more information that is entered, the better the Chemicals’ Library Management Team can verify the substance. 
    2. Additional notes: 
      1. The product number is not the same as the CAS number. If there is no product number, please enter the chemical name. 
      2. ‘SMILES’ stands for “Simplified Molecular-Input Line-Entry System” and is another way to represent the chemical structure - it is a voluntary field. 
  3. When you have completed the form, select Save
  4. Click the + sign next to ‘Containers’ to add this item your inventory. 

If your material is something that has never existed before and was formulated within your lab:

  1. Select Add Novel Compound
  2. Enter the name of your compound, physical state, and anything else you know about the material. 
  3. When you have completed the form, select Save
  4. Click the + sign next to ‘Containers’ to add this item your inventory.

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Adding a Location 

In Chemicals, locations may refer to sublocations or rooms. Sublocations are the areas within your room where items are stored (e.g., flammable cabinet, -30 freezer, Joan’s bench, Shelf 4C, etc.). Only owners or managers are able to create new sublocations. If you need to add a new room to your inventory, you must do so in Labs @ Berkeley

To create a new sublocation:

  1. From the home page, click on Inventory Summary.
  2. Scroll down until you reach the ‘Sublocations’ heading at the bottom of the page.
  3. Click + on the right, and then fill in the required fields (Temperature and Pressure default to ‘Ambient’ and can be edited as needed). 
  4. If the sublocation stores a particular hazard class, you may mark it by clicking the appropriate pictogram. 
  5. After inputting the information, click Save and this should then appear as a location option when you add new chemicals. 

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Deleting Chemicals

  1. From the home page, select Search Chemicals.
  2. Enter the name of the desired chemical. 
  3. Select the desire chemical from the search results. 
  4. Select the vertical ellipsis (three dots) to the right of ‘Containers’ and select Remove.

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Certifying the Inventory

Chemical inventories must be certified at least once per year (i.e., the certification date must be within a year from current date). Once the chemical inventory is accurate for all rooms, it can be certified by the owner/owner or manager. To certify the inventory:

  1. From the home page, click on Inventory Summary
  2. Click Certify or Recertify Inventory (in middle of screen next to ‘Inventory Overview’).

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Printing Door Hazard Signs

To print door hazard signs (previously known as placards in CIS): 

  1. From the home page, select Inventory Summary
  2. Scroll down to the ‘Door Hazard Signs’ section (just above ‘Sublocations’). 
  3. Select the room that you would like to create a door hazard sign for. You will be redirected to the door hazard sign interface. 
    1. If the room is part of a room suite, you will first be asked whether you want to see a door hazard sign for the room or entire room suite. Select the appropriate room.
  4. While viewing the door hazard sign, inventory owners and delegates can edit ‘Emergency Contact’ information, ‘Additional Hazards or Special Concerns’, and ‘Additional Detail’ by clicking the Edit pencil icon on the right side of the field. 
  5. Print by pressing Ctrl+P (Windows) or Command+P (Mac). 
    1. If you do not have a color printer, email Russ Blackmar at blackmar@berkeley.edu to request a door hazard sign.

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