of Leland Stanford Junior University ChemTracker Linking Tool User Guide Part 2: Using the Linking Tool Please see Part 1: About Linking if you are new to Linking. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 1

of Leland Stanford Junior University Basic Steps to Link Chemicals In ChemTracker 4, go to Tools tab / Link Inventory Select an inventory location to search Select an unlinked item and search for matches View ChemInfo, and other sources, if needed, for more information about potential matches Link the chemical to a GDN (Group Differentiation Number) associating it to a chemical classification in the reference database, choosing the Chemical Name as originally entered, as edited, or as named in the reference database 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 2

of Leland Stanford Junior University Open the Link Inventory Tool After you logon to ChemTracker, go to the Tools tab, and select Link Inventory. Use of the Linking Tool requires special authority; see Part 1: About Linking, for more information. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 3

of Leland Stanford Junior University Link Inventory Search Step 1 Select your values: For ALL inventory at your institution, don’t select any rows For all inventory within a Building, select the Building For a Building + Room: after selecting a Building, select a Room on the right For a Building + Owner: after selecting a Building, select an Owner on the right  Roll over the “?” to see instructions. Where you see the arrows, you can sort by the Building/Room/Owner name, the number of unlinked containers, or the percentage of linked records. Step 2 Press Search. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 4

of Leland Stanford Junior University Inventory Summary Screen You can narrow your results Show Unlinked (default), Linked, or Both (unlinked and linked inventory) Filter results by typing text into the input box to specify a “contains” search. Name begins with selected character. Number of rows displayed depends on the filters selected. The “?” explains how the results are grouped into rows: Chemical containers with the same Chemical Name, Physical State, Manufacturer, and Product Number are combined in one row to facilitate linking. Columns are sortable. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 5

of Leland Stanford Junior University Inventory Summary: Status Status can be: Blank, Viewed, or Linked (the GDN will be shown) GDN numbers display for recently linked items until the session ends or the screen is refreshed. To view older linked items use the Show results for: Linked filter. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 6

of Leland Stanford Junior University Inventory Summary: Status With a row selected, status can be toggled between Viewed and blank (unviewed) Viewed status tracks items reviewed but that could not be linked due to insufficient inventory information or no matches in the reference database. If there is any doubt, Mark as Viewed. By pressing the arrow on the right, you can change all viewed items to a blank status.  This may be helpful when revisiting everything that is unlinked, or when you have a more experienced person do the Linking. With a row selected, linked inventory can be unlinked. Status becomes Viewed, and you can link to a different GDN. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 7

of Leland Stanford Junior University Inventory Summary: Search for Matches Search for reference database matches to a chemical you want to link by highlighting a row and pressing Search. Clear selections deselects all rows regardless of whether or not they are visible on your screen. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 8

of Leland Stanford Junior University Reference Database Matches Press the pen icon to edit the Chemical Name used for searching. Press Enter to refresh the results. Press the pen icon to obtain a pull-down menu for changing Physical State. Press Enter to refresh the results. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 9

of Leland Stanford Junior University Reference Database Matches Type in the input box to narrow your current search results using a “contains” function. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 10

of Leland Stanford Junior University Matching Score The higher the score, the closer the Chemical Name shown in the list matches the name in the reference database. However, DO NOT link just because the score is high; instead inspect both names, ChemInfo sheets, etc., to make sure they are the same chemical. Results are shown for scores of 60 or higher. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 11

of Leland Stanford Junior University Matches: Use ChemInfo To find more information about a GDN or chemical in the results, press ChemInfo. ChemInfo opens reference information for the GDN. It allows you to check Manufacturers, Product Codes, CAS numbers, and synonyms to assist in matching inventory chemicals to reference GDSs. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 12

of Leland Stanford Junior University Link the Chemical(s) After you are certain about the match, select the GDN row and press the Link with button at the bottom, indicating whether ChemTracker uses the name as originally entered in inventory, as it appears in the reference database, or as it was edited on this page. Remember, if you change the Chemical Name, the item’s creator won’t be able to search for the name they entered. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 13

of Leland Stanford Junior University Caution! Linking one item links ALL items in your instance with the same Chemical Name, Physical State, Product Number, and Manufacturer! ! 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 14

of Leland Stanford Junior University Warning Message When Linking After editing the Physical State from the search results screen, the Link with: Name as edited button allows you to save that edit and link the chemical to a GDN. The edited Physical State must match that of the GDN you are trying to link. A pop-up box will appear asking you to confirm this change to your inventory records. This will change the Physical State of all inventory items with the same Chemical Name, Physical State, Manufacturer and Product Number across your institution ! 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 15

of Leland Stanford Junior University Other Messages When Linking If you try to link a chemical to a GDN and the Units are not appropriate for that Physical State, you will get an error message listing inventory ID numbers for all items with the same Chemical Name, Physical State, Manufacturer and Product Number across your institution. To be able to link these items, go to the Search tab to perform searches using the ID(s) shown in the error message, then change the Physical State and/or Units using Modify on the Details View. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 16

of Leland Stanford Junior University Tips for Linking Assigning GDNs to unclear chemical entries requires an understanding of chemical nomenclature and the ability to differentiate between seemingly similar chemical names. Examine results carefully to see if any match. If none of the results match: Look for obvious typos. Edit search term to remove numbers, special characters, and/or concentrations (if appropriate). Check ChemInfo, the manufacturer’s product information, or Google for synonyms and additional information. Only assign GDNs that have the same physical state and concentration as the inventory item. 11/21/2018 © 2016 Stanford University. ChemTracker® is a registered Service Mark of the Board of Trustees of Leland Stanford Junior University 17