ProductRoom
AI-Powered SDS Management for ProductRoom
About the Project
How SAPIENTROQ built ProductRoom — a safety data sheet management platform that extracts structured data from any layout with ai document extraction, makes the library searchable across languages, and keeps every sheet current with automatic sds renewal driven by direct manufacturer outreach.
Used technologies:
Country
Switzerland
Industry
Chemical Safety & Compliance / Healthcare / Wholesale
Development Hours
1400
Team Size
4
Challenge — SDS chaos across formats, languages and suppliers
Swiss hospitals, chemical wholesalers and manufacturers manage thousands of Safety Data Sheets that arrive from hundreds of suppliers as 16-section PDFs, image scans, supplier-portal exports and email attachments — every supplier on a different layout and often in a different language. EHS officers were maintaining shared folders and spreadsheets, retyping product names and hazard classes, and chasing manufacturers by phone whenever a sheet was about to expire.
The brief: replace the manual file room with a platform that ingests any SDS layout, makes every field searchable across languages, and keeps the library current without anyone having to remember when a sheet expires.
What we built — ProductRoom, an end-to-end SDS automation platform
ProductRoom is the SaaS that came out of this engagement. It is a multi-tenant web application with role-scoped access, an AI document-processing backend, a search and filtering UI tuned for compliance work, and a service layer that monitors expirations and talks to manufacturers on the customer's behalf. SAPIENTROQ designed the architecture, implemented the AI extraction pipeline, built the customer-facing application and operates the renewal service end to end.
AI extraction — structured data from any SDS layout
The platform accepts SDS files in any layout — vendor templates, scanned PDFs, multi-column designs and supplier-portal exports. An AI pipeline classifies the document, locates the standard SDS sections, extracts identifiers, hazard classifications, composition and handling fields, then normalises units and labels into a typed schema. Multilingual versions of the same product are linked automatically, so search results stay consistent regardless of which language version lives in the library.
Automatic renewal — monitor, contact, update, notify
Every SDS file carries an expiration window. ProductRoom continuously tracks those windows and starts the renewal workflow before anything goes stale. The SAPIENTROQ team reaches out to the manufacturer for the latest version, uploads the verified file straight into the customer's account, and pushes a notification to the compliance owner. The customer never opens a ticket — the SDS library refreshes itself with a full event log behind every renewal.
SDS request service — missing sheet, one click, verified file
When a product lands in the warehouse without an SDS, the warehouse user files a request from inside ProductRoom. The request lands with the SAPIENTROQ operations team, which contacts the manufacturer directly, verifies the returned file, and uploads it to the customer's account. The user gets the verified sheet without having to track down a supplier contact, and the request history stays attached to the product for audit purposes.
Onboarding and delivered value — why customers stay
Onboarding is run by the SAPIENTROQ team: account setup, migration of legacy SDS folders into the platform, role configuration and training for the compliance owners and warehouse users. Once live, customers stop maintaining spreadsheets and shared folders, hours of monthly admin work disappear, and chemical inventory data stays aligned with current safety regulations. Real Swiss reference customers — a cantonal hospital, a chemical wholesaler and a manufacturer — run their daily SDS compliance on ProductRoom today.
Solutions
Solutions in this engagement
- AI extraction pipeline that reads any SDS layout into a typed, searchable schema.
- Multilingual search and version linking across all language variants of the same product.
- Continuous expiration monitoring with automatic manufacturer outreach for renewals.
- In-platform SDS request flow with verified files uploaded by the SAPIENTROQ team.
Delivered Value
- SDS library stays current without anyone tracking expirations manually.
- Compliance owners search by product, supplier, hazard class or language in seconds.
- Hours of monthly admin work removed from EHS, warehouse and procurement teams.
- Audit trail covers every renewal, request and edit on every sheet.
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Frequently asked about SDS automation
The AI extraction pipeline classifies each document, locates the standard SDS sections regardless of where the supplier put them on the page, and pulls identifiers, hazard data, composition and handling fields into a typed schema. Vendor templates, scanned PDFs and supplier-portal exports all become searchable, comparable records — that is the core of any sds management software or sds compliance software worth running.
ProductRoom monitors every SDS file's expiration window. When sds renewal is due, the SAPIENTROQ team reaches out to the manufacturer, retrieves the new version, verifies it, and uploads it straight into the customer's account. The compliance owner gets a notification — no ticket, no chasing — and the renewal lands with a full audit entry.
Yes. The platform links the German, English and other language versions of the same product so a single search returns every variant together. Filters cover product, supplier, hazard class, language and version, which is the multilingual sds search behaviour that Swiss EHS teams need to stay compliant.
The SAPIENTROQ onboarding team runs setup, migration and training. Existing SDS folders, spreadsheets and supplier exports are ingested into the platform, roles for compliance, warehouse and procurement are configured, and the relevant users are trained on the search and request flows. Customers go live without doing the migration themselves.
Swiss hospitals, chemical wholesalers and manufacturers run their daily SDS compliance on the platform. Typical users are EHS officers, QHSE managers and warehouse leads who need a single source of truth for chemical safety information instead of a network share and a spreadsheet — and reference customers like a Lucerne cantonal hospital and Swiss chemical suppliers are on the live platform today.
About SAPIENTROQ
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Roland Kurmann
CEO, SAPIENTROQ
