Product data sheets and certificates

A data sheet is a one-page PDF about a product: identifiers, photo, description, dimensions, packaging, certificates and more. It comes in two editions, so the sheet you hand to a customer never carries what is only for your team.

• External edition: for customers and partners. It never carries the recipe, cost, suppliers or lead times, and only attributes flagged for the external sheet.
• Internal edition: for your team. It can carry every block, including the recipe.

Preview, print or issue a sheet

1. Open the product and go to Data sheet.
2. Choose the Language and the Units, or leave Workspace units.
3. Read What is missing for each language. Click an attribute to fill it in, and the sheet updates.
4. Click Preview, then Print. A quicker path from anywhere on the card is Print data sheet in the action bar, where you choose the language and units and open the Internal edition or External edition.

To keep a numbered, frozen copy, click Issue. The sheet is stored as a PDF exactly as the preview shows it, with a number and a version. To correct it later, issue a new version: the older one stays in Issued versions as superseded.

Issuing needs the right to issue documents. Without it you can still preview and print.

An issued version can be marked Outdated when the product has changed since: its name, the brand, the template, the units, or the content of a block. The card lists what changed. Archive a version from its row and it can be restored from the Archive; the PDF is kept.

List certificates on the sheet

1. Open the product and go to Files.
2. Click Add file and upload the certificate, or Add document to save a link.
3. Set the Kind to Certificate, Certificate of analysis or Certificate of conformity. Only those kinds can go on a data sheet.
4. Tick List on the product data sheet and fill in the Certificate number, Issued by and Valid until.

The Revision date is the date printed on the document itself, not the day you uploaded it. Nothing expires on it.

Choose what each sheet prints

1. Open Settings → Data-sheet templates.
2. Click Add template, name it, and choose the Edition.
3. Under Applies to, assign categories, optionally for one brand. A pair of category and brand belongs to one template per edition. A product uses the template of its category, or of a parent category.
4. Under What it prints, switch blocks on or off and drag them into order. Blocks include Identification, Photo, Description, Dimensions and weight, Packaging and shipping, Certificates, Warranty, Hazard information and Manufacturer. The internal edition can also carry Composition, Cost, Suppliers and Lead times.
5. Add an attribute section to group attributes you choose. The external edition offers only attributes marked Can appear on the external data sheet.
6. Click Save changes.

Without a template, the built-in default of each edition applies.

Related

• Attributes and what each category asks for
• Serial numbers and the serial register