Manual en PDF

Safexpert 8.
User Guide
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Ausgabestand dieses Handbuches: 11.01.2019
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Safexpert 8.4 2
Table of Contents
1 User Notes 6
1.1 Structure and Content of this Manual ................................................................................................ 6
1.2 User interface ................................................................................................................................. 6
1.2.1 Toolbar for quick access ....................................................................................................... 7
1.2.2 Multifunction bar ................................................................................................................... 7
1.2.3 Context menus ..................................................................................................................... 7
1.2.4 Filter functions ..................................................................................................................... 7
1.2.5 Safexpert information system ................................................................................................ 8
1.2.6 Representation in tree structures ........................................................................................... 9
1.2.7 Context-dependent help ........................................................................................................ 9
1.3 Abbreviations ................................................................................................................................. 9
1.4 Safexpert-Support ........................................................................................................................... 9
1.5 Communicating possible errors in Safexpert .................................................................................... 10
1.6 The most important innovations in Safexpert 8.4 .............................................................................. 10
2 System description 12
2.1 What is Safexpert? ....................................................................................................................... 12
2.2 Notes concerning the application .................................................................................................... 12
2.3 Safexpert Update Assistant ........................................................................................................... 12
2.4 Data protection in Safexpert ........................................................................................................... 12
2.4.1 Pseudonymising personal data ............................................................................................ 13
2.4.2 Anonymising personal data .................................................................................................. 14
3 Installing Safexpert 16
3.1 Safexpert – Before the installation .................................................................................................. 16
3.1.1 Special features during the installation on an existing Microsoft SQL Server ............................. 16
3.2 System prerequisites .................................................................................................................... 16
3.3 Safexpert – scope of supply ........................................................................................................... 17
3.4 Types of installation ...................................................................................................................... 17
3.4.1 First-time installation ........................................................................................................... 17
3.4.2 Update ............................................................................................................................... 18
3.5 Types of installation ...................................................................................................................... 18
3.6 Licensing ..................................................................................................................................... 18
3.7 Installation methods ...................................................................................................................... 18
3.7.1 Direct installation ................................................................................................................ 19
3.7.2 Silent Installation ................................................................................................................ 19
3.7.3 Automated update installation of the client via the server ........................................................ 20
3.7.4 Installation in a terminal server environment ........................................................................... 20
3.7.5 Installation and distribution via MSI packet ............................................................................ 20
3.8 Uninstalling Safexpert ................................................................................................................... 22
3.9 Data backup ................................................................................................................................. 23
3.9.1 Backing up the local database ............................................................................................. 23
3.9.2 Backing up the MS SQL Server database ............................................................................. 24
4 Using Safexpert 25
4.1 Starting Safexpert for the first time ................................................................................................. 25
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4.2 How to start Safexpert ................................................................................................................... 25
4.3 Quick entry window ....................................................................................................................... 26
4.3.1 Quick access ..................................................................................................................... 26
4.3.2 Quick access: Most recently opened projects ....................................................................... 29
4.3.3 Quick access: System check .............................................................................................. 29
4.4 How to change your password ....................................................................................................... 31
4.5 Managing projects ........................................................................................................................ 32
4.5.1 Set up new project .............................................................................................................. 34
4.5.2 Open project ...................................................................................................................... 36
4.5.3 Move project to recycle bin .................................................................................................. 36
4.5.4 Delete project ..................................................................................................................... 36
4.5.5 Restore a project ................................................................................................................ 36
4.5.6 Copy project ....................................................................................................................... 37
4.5.7 Exporting or archiving projects ............................................................................................. 38
4.5.8 Importing or re-archiving a project ......................................................................................... 38
4.6 Manage tasks .............................................................................................................................. 40
4.7 Template projects and modules ...................................................................................................... 40
4.7.1 Safexpert Solution Store – Shop .......................................................................................... 41
4.7.2 Quality checks of templates ................................................................................................ 43
4.8 Saving data - database .................................................................................................................. 44
5 Edit projects - Project manager 46

5.1 Project data ................................................................................................................................. 46
5.1.1 Particulars of machinery ...................................................................................................... 49
5.1.2 Limits of the product ........................................................................................................... 49
5.1.3 Defining access rights and the project team .......................................................................... 50
5.1.4 Manufacturer details ............................................................................................................ 51
5.2 Project functions ........................................................................................................................... 51
5.2.1 Check project files .............................................................................................................. 52
5.2.2 Project history .................................................................................................................... 52
5.3 Project defaults ............................................................................................................................ 52
5.4 Structuring a project ...................................................................................................................... 53
5.4.1 Integrating parts .................................................................................................................. 54
5.4.2 New project (subproject) is being created .............................................................................. 54
5.4.3 Adding an existing project ................................................................................................... 54
5.4.4 Adding an interface ............................................................................................................. 55
5.4.5 Displaying the complete structure ........................................................................................ 55
5.5 General project tasks .................................................................................................................... 56
5.6 Spell check .................................................................................................................................. 57
5.6.1 Installation of dictionaries .................................................................................................... 57
5.6.2 Activate spell check ............................................................................................................ 59
5.6.3 User dictionaries ................................................................................................................. 59
6 Status 61
6.1 My tasks ..................................................................................................................................... 61
6.2 Ongoing projects .......................................................................................................................... 61
6.3 System ........................................................................................................................................ 61
7 Risk assessment 62
7.1 Basic considerations for the risk assessment .................................................................................. 62
7.1.1 Normative industry solutions ................................................................................................ 62
7.2 Perform risk assessment ............................................................................................................... 63
7.2.1 Hazard tree ........................................................................................................................ 65
7.2.2 Hazard description .............................................................................................................. 67
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7.2.3 Measure description ............................................................................................................ 67
7.2.4 Views of the risk assessment .............................................................................................. 72
7.2.5 Overview of completed and outstanding items ........................................................................ 73
7.3 Performing a risk assessment at interfaces ..................................................................................... 73
7.4 Descriptions library for hazard descriptions ..................................................................................... 75
7.4.1 Filing the description in the descriptions library ...................................................................... 76
7.4.2 Copying the description from the descriptions library .............................................................. 76
7.5 Measures library ........................................................................................................................... 77
7.5.1 Filing measures in the measures library ................................................................................ 77
7.5.2 Applying measures from the measures library ....................................................................... 78
8 Printing reports 79
8.1 Inserting and printing images ......................................................................................................... 79
8.1.1 Inserting images in RTF text fields ........................................................................................ 79
8.1.2 Attaching images ................................................................................................................ 80
8.2 Printing in Safexpert ...................................................................................................................... 81
8.2.1 Page display ...................................................................................................................... 83
8.2.2 Printing to a file .................................................................................................................. 84
8.2.3 Context-dependent printing .................................................................................................. 84
8.2.4 Central printing ................................................................................................................... 85
8.2.5 Advanced print options ........................................................................................................ 86
8.3 Reports for project documentation .................................................................................................. 88
8.4 Reports for system management .................................................................................................... 88
9 Safexpert Update Assistant 89

9.1 Internet update ............................................................................................................................. 89
10 Setting up and managing the system 91

10.1 Company-relevant settings ............................................................................................................. 91
10.1.1 Safexpert Options ............................................................................................................... 92
10.1.2 Managing company locations ............................................................................................. 100
10.1.3 Managing manufacturers and representatives ....................................................................... 100
10.1.4 User management ............................................................................................................. 102
10.1.5 Report management .......................................................................................................... 103
10.2 Libraries ..................................................................................................................................... 105
10.2.1 Descriptions library ........................................................................................................... 105
10.2.2 Measures library ............................................................................................................... 106
10.3 Manage lists as templates ........................................................................................................... 106
10.3.1 Limits of the product .......................................................................................................... 106
10.3.2 Phases of the machinery life .............................................................................................. 106
10.3.3 Managing hazards lists ...................................................................................................... 107
10.4 Managing licenses ...................................................................................................................... 115
10.4.1 Import license ................................................................................................................... 116
11 SAFEXPERT LICENSE AGREEMENT 117
12 GENERAL TERMS AND CONDITIONS OF CONTRACT, LICENSE AND USEof IBF –

Automatisierungs- und Sicherheitstechnik GmbH, IBF Sales & Consulting GmbH as
well as IBF Solutions AG 118
Index 127
Safexpert 8.4 5
1 User Notes
1.1 Structure and Content of this Manual
The structure of the manual is based on the program structure of Safexpert and provides an overview of applicability
and functions of Safexpert.
To maintain a clearly arranged manual, every effort was made to omit the description of unnecessary details. Instead,
efforts during the development concentrated on providing self-explanatory menu and function descriptions as well as
an intuitive user interface.
At various locations, the Safexpert information system provides advanced information or references to standards
or other text passages if you move the mouse pointer onto the symbol (see section ?1.2.5).
In addition, Safexpert contains a context-dependent help system. Pressing the function key F1 calls up a
corresponding section in this manual.
Please notify us if the information provided does not allow an efficient use of Safexpert.
1.2 User interface

To provide an operation that is as intuitive as possible, Safexpert features a state-of-the-art user interface with the
following elements:
(1) Main menu

(2) Toolbar for quick access to certain functions
(3) The multi-function bar
contains groups with commands and functions
(4) Project manager
Control centre and overview of the project status
(5) Project tabs with various data for the opened project, e.g.:
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· Project data
· Risk assessment
· Detailed information about a "part" integrated in the structure
1.2.1 Toolbar for quick access

You can customise the Toolbar for quick access via the context menu.
The settings are stored user-based.
Adding functions
On the multifunction bar, right-click on the function to be added and select the option Add to toolbar for quick
access from the context menu.
Removing functions
In the Toolbar for quick access, right-click on the function to be removed and select the option Remove from
toolbar for quick access from the context menu.
1.2.2 Multifunction bar

Depending on the selected main menu or the selected object within a window, different multifunction bars are
displayed.
If a multifunction bar does not completely fit on the screen, it is compressed. Hidden symbols are accessible via the
down arrows.
Hiding and showing a multifunction bar
Double-clicking on a menu item shows and hides the multifunction bar.
1.2.3 Context menus

Almost all windows display a context menu after right-clicking. The functions displayed in the context menu depend
on the location of the screen where the context menu was opened.
In general, all functions are also part of the multifunction bar.
1.2.4 Filter functions

In windows in which the data are displayed in lists (e.g. Hazards list), two filter options are available:
· Filter: General
· Filter: Columns
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Filter: General
A text entry in the Filter field leads to a search in all displayed columns of the table.
The number in parentheses indicates the number of hits that can be filtered again.
Filter: Columns
An option allows entering a search text in every column heading. This allows restricting the filter to the respective
column only in comparison to "Filter: General".
Click on the Filter: General button and select the Filter: Columns filter function.
Delete filter
Deletes the text entry in the Filter field.
1.2.5 Safexpert information system

Safexpert offers compact information at various locations that could be of interest for processing the respective item.
To obtain this information, move the mouse pointer onto the information symbol.
The information contains explanations and/or references to text passages in standards, directives or other
documents.
To jump to one of the indicated links, click on the information symbol and then on the desired link.
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1.2.6 Representation in tree structures
The following functions are displayed in the multifunction bar for all representations of tree structures:
This allows showing or hiding levels.

View in the tree structure
Display all levels

Shows all sub-subject areas and sub-areas.
Display all levels
Shows all sub-subject areas and sub-areas.
Expand level
Show the next sub-subject areas or sub-areas.
Reduce level
Hide the next sub-subject areas or sub-areas.
Show detail
Shows all sub-subject areas and sub-areas of the currently selected main subject area.
Hide detail
Hides all sub-subject areas and sub-areas of the currently selected main subject area.
1.2.7 Context-dependent help

Pressing the function key F1 calls up a corresponding section in this manual.
1.3 Abbreviations
German
GLI Gefährdungsliste
KT Konvertierungstabelle
English
HLI Hazards list
CT Conversion table
French
LR Liste de risques
TC Tableau de conversion
1.4 Safexpert-Support
As the Safexpert administrator, you have access to our Safexpert-Support. You can register by filling out your
personal Safexpert CE InfoService form and mailing it to the address indicated on the form. The request form can be
printed at any time.
Safexpert-Support address
In the main menu System, select the Options function and then click on About the software in the Resources
area.
Note about Safexpert-Support
We kindly ask you to understand that the Safexpert-Support cannot provide any training for Safexpert, CE marking, or
the report designer. Please note our offers for seminars and special training.
Safexpert 8.4 9
1.5 Communicating possible errors in Safexpert
It is our firm goal to provide you with an absolutely error-free software. In reality, however, software errors are
unavoidable.
To keep your effort for reporting any possible software errors as low as possible, Safexpert offers the function Send
to Safexpert-Support as an e-mail.
Safexpert automatically attaches a screen shot to the e-mail. Except for the screen shot data, no other project data
are transmitted.
1.6 The most important innovations in Safexpert 8.4

Quick access window
Allows the central call-up of basic functions, such as:
· Set up new project
· Set up new project from template
· Project management
· Search templates in Safexpert Solution Store
· Searching standards
· Open the recently used projects at the point of the last edit
· Results of the system checks with the option of starting an update run, data updates, system optimization and
data optimization
· Open own open tasks with divisioning into "Overdue" and "Today"
Spell check
· Spell check for German, English, French and Spanish
· Main dictionaries in Hunspell format (available for free)
· Creating user dictionaries
· Checking while typing
· Suggested corrections
Implementing the General Data Protection Regulation

· Anonymsation and pseudonymisation of personal system data is possible
Digital quality check of Safexpert templates

· Projects can be checked for formal correctness.
Adjustment of terms to EN ISO 12100
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· Renaming "hazard location" to "hazard zone"
Safexpert 8.4 11
2 System description
2.1 What is Safexpert?
Objective
Safexpert supports you in systematically carrying out the conformity assessment in accordance with the Machinery
Directive 2006/42/EC.
Safexpert supports the standardisation and reuse of descriptions and measures by means of copy and library
functions, and thereby creates the basis for consistent and economic processes and solutions.
As the project proceeds, Safexpert allows optimum overview of all tasks already completed and those still to be
completed for the conformity assessment.
Target audience
The Machinery Directive is directed at designers of machines and plant systems.
Functions
Safexpert offers a powerful project management and the "CE Guide", guiding you through the conformity assessment
in several steps. Comprehensive and comfortable research functions for the text of directives and standards support
your work.
From the start of a product to its acceptance, Safexpert supports all the work to be done by means of a
comprehensive help function and by providing the directives and standards in their original text.
2.2 Notes concerning the application

Use of this software does not replace an in-depth study of the directives and standards applicable to your products
and used to declare conformity of your product (e.g. machine) with the directive(s).
Safexpert undergoes continuous further development and adaptation to current specifications based on legislation,
directives and standards. Special maintenance agreements are offered for this purpose.
2.3 Safexpert Update Assistant

See chapter ?9.
2.4 Data protection in Safexpert

The requirements of the General Data Protection Regulation (GDPR) for the protection of personal data were
implemented for Safexpert 8.4. According to the General Data Protection Regulation (GDPR), the following data is
considered personal:
· First name and surname
· E-mail address
· Phone number
· Fax number
· Login name
· Function
· Workstation
With the new release of Safexpert 8.4, it is possible to protect personal data in reserved Safexpert data fields. For
this purpose, a mechanism was created that enables a pseudonymisation of these data fields. Pseudonymous data
is stored encrypted in the database and can be decrypted only by users with the corresponding authorizations if
needed. In Safexpert, as well as reports or exports created from it, personal data is stored in data fields as
alphanumeric character string. As a result, accessing data to be protected is effectively prevented.
By encrypting the data already at the database level, they can neither be viewed by database administrators nor read
from a data backup.
The decryption of pseudonymous data is possible for Safexpert users with the corresponding authorizations. Access
to pseudonymous data is logged.
Safexpert 8.4 12
When exporting projects, it is now possible to anonymise them, i.e. removing personal data from them. This gives
you the option of forwarding projects without personal data to customers, partners or suppliers and maintaining the
required data protection.
2.4.1 Pseudonymising personal data

To pseudonymise personal data in a project, e.g. when the legal obligation to retain data has expired, the user must
have the right to perform a pseudonymisation of projects. You can specify it in User management in the Rights
of area.
If a user is authorized to pseudonymise projects, he can execute this function in the project management.
Select a project in the list and click on Pseudonymisation of project.

Personal data will then be replaced in the corresponding project with an alphanumeric character string.
The example in the figure above shows the user, who assessed a hazard as adequately reduced, pseudonymised
through an entry of an alphanumeric character string. If required, a user with the corresponding right can read out this
data again. The right May read pseudonymous personal data is also defined in the user management. It is never
selected by default.
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2.4.1.1 Reading pseudonymous personal data
Mark the alphanumeric character string and copy it. Change to the User management, go to the Actions menu and
select the item Read pseudonymous data.
In the following Decrypt user data window, insert the alphanumeric character string in the Key window and select
Decrypt. The original values are shown in the fields Surname and First name.
2.4.2 Anonymising personal data

If projects are exported, e.g. to forward them to third parties, then the personal data can be anonymised before the
export. By default, the corresponding Anonymise export file checkbox is selected in the Export wizard.
Note: Anonymised personal data can no longer be assigned to a person.
Open the Project management and mark the desired project. In the menu or context menu, select the Export
project item.
Safexpert 8.4 14
If there are reasons why you do not want to anonymise the export file, remove the check mark from the checkbox.
The Reason for export field is available as an option. In order to manually handle the reason for export in the future, it
is recommended to enter it here. The reason will then be stored in the history of the project.
If the exported anonymised file is imported into the database of a third person, then the personal data appear again
as alphanumeric character string. However, this string can no longer be decrypted since the underlying original
personal data has been permanently removed.
Safexpert 8.4 15
3 Installing Safexpert
3.1 Safexpert – Before the installation
Safexpert is based on a database that is created during the installation. The database system used directly affects
the work with Safexpert. The following systems are supported by default:
· Local database (this is a file-based database system)
· Microsoft SQL Server (supported versions: 2008 R2, 2012, 2014, 2016, 2017)
· Microsoft SQL Server (Windows authentication) (supported versions: 2008 R2, 2012, 2014, 2016)
While the local database is part of the Safexpert installation and, therefore, can be installed without any further
preparations, an SQL Server must already be installed before the installation of Safexpert can be started.
The selection of the database system depends on the application environment of Safexpert. The use of an SQL server
is recommended particularly for network installations where several persons work with Safexpert at the same time!
Database connectors subject to licensing
In addition to the database systems listed above, Safexpert also offers the option of using other databases by means
of database connectors subject to licensing. The following is currently being offered:
· Oracle (support starting with version 10g)
Note: It is intended to offer additional database connectors subject to licensing (e.g. IBM DB2 or
PostgreSQL) in the future. Please contact your Safexpert supplier to check any availability.
3.1.1 Special features during the installation on an existing Microsoft SQL Server
It is possible to install the Safexpert database on an existing Microsoft SQL Server in two variants:
· automatically via Safexpert Setup or
· manually by the IT administrator: Snapshot isolation must be activated.
Activating the snapshot isolation
Execute the following SQL instructions in SQL Server Management Studio or in the command line tool:
· ALTER DATABASE "database name" SET SINGLE_USER WITH ROLLBACK IMMEDIATE;
· ALTER DATABASE "name of new database" SET READ_COMMITTED_SNAPSHOT ON;
· ALTER DATABASE "name of new database" SET ALLOW_SNAPSHOT_ISOLATION ON;
· ALTER DATABASE "database name" SET MULTI_USER;
3.2 System prerequisites

Minimum requirements
· Processor: Pentium processor (or compatible) with 1.4 GHz clock speed
· Operating system: Windows XP with Service Pack 3, Windows Vista with Service Pack 2, Windows 7,
Windows 8, Windows 8.1, Windows 10, Windows Server 2003 with Service Pack 2, Windows Server 2008,
Windows Server 2008 R2 or Windows Server 2012, 32 and 64 bit each.
· Main memory: Min. 1 GB, for 64-bit operating system min. 2 GB
· At least 500 MB hard disk capacity, plus storage space for data
· Graphics resolution min. 1024 x 768
· Internet Explorer, version 8 or higher
· Installation of .NET 4.0 Full Framework
The following requirements also apply for using a Microsoft SQL Server
Microsoft SQL Server, version 2008 R2, 2012, 2014 or 2016
(32 or 64 Bit)
The following editions can be used:
· SQL Express with Advanced Services
· Work group Edition
· Standard Edition
· Enterprise Edition
Safexpert 8.4 16
· Data Centre Edition
· Business Intelligence Edition
· Installed full-text search on Microsoft SQL Server
· A stable network connection with at least 1 Mbit bandwidth
Recommended
· Processor: current Intel® CoreTM or Intel® XeonTM processors (or 100% compatible multi-core processors)
with at least 2 GHz clock speed
· 64-bit operating system
· System memory: 2 GB (or more), for 64-bit operating system 3 GB (or more)
· Internet access (for standards update, search for documents (standards, checklists, cross-reference lists, …)
on the Safexpert Live Server, Internet update, etc.)
· Microsoft SQL Server for multi-user installation
· MAPI-compatible mail client or SMTP server for e-mail notification
· Microsoft Word 2003-2016 for the instructions assistant. Incompatible with starter edition
· Microsoft Office Version 2010 or higher for the NormAnalyzer add-ins
· Windows Installer 4.5 or higher
3.3 Safexpert – scope of supply

You need the setup file as well as the 9-digit license number for the installation.
You will receive both items after your order as a certificate or transmitted via shipping document or invoice.
Any installed demo-version can be activated directly via Internet update. All data and settings are retained.
3.4 Types of installation

The installation program differentiates between a first-time installation and an update.
3.4.1 First-time installation

Select this installation type if you have not yet installed Safexpert on your PC.
Safexpert 8.4 17
3.4.2 Update
Select this type of installation if you want to update from earlier Safexpert versions. This is possible up to and
including version 3.1.
Note: The Safexpert setup program automatically checks in which directory you installed Safexpert and
suggests the same directory for the update. Change the path only if you want to update another
existing Safexpert installation – this is generally never the case!
After the installation of Safexpert the data of the previous version are automatically converted to the new
format of Safexpert. A reverse conversion is then no longer possible.
Caution! Execute the Safexpert Update run immediately following the update to Safexpert 8.3 (see section?
13). This will copy any system data that may have been updated in the interim (hazards lists,
cross-reference lists, checklists,…) to your system.
3.5 Types of installation

The Safexpert Setup also differentiates 3 installation types.
Complete (client and database)
Select this type of installation, if you want to install Safexpert on a stand-alone PC. In this case, the executable part
of Safexpert and the Safexpert database are installed.
Note: If you want to change an existing stand-alone installation to a network installation, please contact
the Safexpert-Support.
Database only
Select this type of installation, if you want to install the Safexpert database on a data server in the network. This can
be executed over the network by a client computer.
The network path must be available to all computers and allow full access.
Note: Safexpert controls your licensing rights through the simultaneous access permissions for the
database. A client receives his license via the server and does not obtain a separate license number.
Client only
Select this type of installation to install only the executable parts of Safexpert. This applies, if the database was
installed on a network server. A client installation may not be performed on a network drive.
Note: Do not install a stand-alone version on a client computer. Otherwise data may be processed in the
wrong database! When Safexpert is initially executed on the client computer after the installation, a
window appears in which the database is selected.
3.6 Licensing
In Safexpert, it is always the database that is licensed. Clients receive their license through the connection with a
server. The license of Safexpert is valid only for one database. If it should be used for a second installation, a license
error message appears. Information about which modules are released for your license number can be found in the
Safexpert option "Overview of Licenses" (see section ?14.1.1.20).
Note: If a database is moved at a later time, the licensing rights remain valid.
3.7 Installation methods

Especially in the area of sensitive safety-relevant project data, the storage of data in the internal IT environment is of
particular importance. Safexpert does not store any project or system data on the Internet!
Five different installation variants are available for installing Safexpert, including "Silent Installation" and "MSI
packets". This allows reducing the costs for installation and distribution in the network to a minimum. Nevertheless,
all currently available means for protecting your data are available to your IT department.
Safexpert 8.4 18
3.7.1 Direct installation
This is the standard installation and is used most frequently.
Execute the file "SAFEXPERT_SETUPx.y.EXE" and follow the instructions on the screen.
x.y = version number, e.g. 8.4.
3.7.2 Silent Installation

Select this setup type if you want to automatically distribute Safexpert to several clients via installation scripts.
The following parameters can be transferred to the installation file (SAFEXPERT SETUP.EXE):
Parameter Meaning
INSTALLLOCATION=[path] Folder in which the files of Safexpert client are installed.
-l=verbose Activates expanded logging for setup.
Silent: Installation runs in the background.

-q
Prerequisites: The /DBCONNECTION parameter must be defined.
-p Passive: Installation runs automatically. Status information is being displayed.
-i New installation of Safexpert
Uninstallation of Safexpert client

-x[=Parameter]
Several parameters can be listed separated by a comma.
[=Database] Also uninstall the database
[=ConfigFiles] Also uninstall the configuration files
-r[=Parameter] Repair: The Safexpert client installation will be repaired
[=Database] Also repair the database
Update: Any installed Safexpert version will be updated. If no parameter is specified,

-u
the update is performed from the highest of all installed Safexpert versions.
Defines the exact version of Safexpert to be updated. This is required only if several
installations were installed at the same time and a specific version is to be updated
-u[=version number]
(Example: -u=8.3.345). If this version is not installed in the system, the update is
cancelled.
The update is performed for the version present in the specified database path.
Example:
-u[=database path]
-u="C:\Safexpert\SystemDB"
If the path does not contain a database, the update is cancelled.
/DBCONNECTION Database connection to the target database
Safexpert client and database are being installed.

Several parameters can be listed separated by a comma.
-f[=Parameter]
By default, both parameters (-f=Database,Client ) are selected here. This
corresponds to a single-user installation.
[=Database] Installs only the database
[=Client] Installs only the Safexpert client
-lic[=Parameter] Either the license number or the license file can be specified
Safexpert 8.4 19
Parameter Meaning
[=License number] Sets the license number for the Internet update. Example: -lic=612345678
Imports the specified license file. Example:

[=License file]
-lic="C:\License\license.selic"
Data import
-m[=Parameter] Several parameters can be listed separated by a comma.
By default, both parameters (-m= Projects, Components) are selected here.
[=Projects] Installs the demo projects contained in setup.
Complete example for updating (without database) previously installed Safexpert 8.x clients:
Safexpert-Setup8.x.exe –q –f=Client,HelpFiles –u /DBCONNECTION="DBTYPE=
MSSQL2008;DBSERVER=ServerName\InstanzName;DBDATABASE=SAFEXPERT;DBUSERNAME=SQLuser;DBP
ASSWORD=maxpwd;DBPORT=0;
3.7.3 Automated update installation of the client via the server

This is the easiest variant of updating the client.
An automated installation of the client is possible only if the database has been updated via Internet update (see
chapter ?9.1).
The system always checks at the start of Safexpert whether the client version matches the version of the database. If
this is not the case, a corresponding message appears.
Safexpert users who have the right "May perform software updates", can perform the setup directly.
Safexpert users who do not have this right must contact their IT administrator.
Note: To be able to perform the setup, users require administrator rights on their PC. It is recommended to
assign the above Safexpert right only to users who also have administrator rights on their PC.
3.7.4 Installation in a terminal server environment

Terminal servers are used particularly in companies with several locations, such as:
· Microsoft Terminal Server or
· Citrix.
The advantage of a terminal server is that the software does not have to be installed on individual client computers,
only on the host computer (server).
Safexpert can be operated on such terminal servers.
Note: Safexpert can also be operated in a mixed mode, as client server as well as terminal server version.
To use the NormAnalyzer add-ins for Microsoft Office, they have to be installed on every client computer (or wherever
Microsoft Office is installed). For terminal server environments, we provide a separate Office Add-Ins Installation
Routine for this purpose. Please contact the Safexpert-Support for further information.
3.7.5 Installation and distribution via MSI packet

Safexpert can be distributed via MSI packet using Active Directory or Microsoft System Centre Configuration Manager
(SCCM).
This requires that the following installations are available:
· Windows Installer
· Microsoft .NET Framework
To distribute Safexpert via MSI packet, please observe the following instructions.
Safexpert 8.4 20
3.7.5.1 Unzipping the MSI packet
Create a link to the Safexpert Setup file and specify the output folder for the command line parameters:
-ExtractSetup output folder
Start the setup via the link. The MSI file ("Safexpert.msi") is then unzipped to the selected folder.
3.7.5.2 Customising the MSI packet

The unzipped MSI packet must be supplemented with a few settings. For this purpose, you can use the free tool
"Orca" which is included in Microsoft Platform SDK. To do so, load the current "Platform SDK Web Installer" from the
Microsoft homepage and install the "Windows Installer SDK" component. To install Orca, the Orca installation
directory contains the Orca installation program Orca.msi.
After Orca has been installed, use it to open the Safexpert.msi file.
Necessary settings for the DBCONNECTION parameter
The following parameters must be set for the installation to be successful.
Procedure:
Create a property with the name "DBCONNECTION" and set Value to the desired value which you determine from the
following parameters. Each of these settings is a mandatory field and must be assigned a valid value for the setup to
be functional. The individual parameters are separated by a semicolon (;).
Please note: After the last parameter no semicolon may be set!
Setting Description / possible values
Database type.
Possible values:
DBTYPE
· VistaDB (for the database type "Local database"),
· MSSQL2008 (for the database type "Microsoft SQL Server")
DBSERVER Database server
Database (complete database path for database type "Local database", otherwise
DBDATABASE
the name of the database)
DBPORT Port
DBUSERNAME User name
DBPASSWORD Password
DBCREATE Indicates whether the database should be created. Must be set to True or False.
SETUP_LANGUAGE Language for installation. Selected as default language for Safexpert.
Example for "Value" of DBCONNECTION property:

DBTYPE=MSSQL2008;DBSERVER=localhost;DBDATABASE=SAFEXPERT;DBUSERNAME=;DBPASSWORD=;D
BCREATE=False;DBPORT=0;SETUP_LANGUAGE=en
Installed components
You have to select the components to be installed. If you do not want to install one of the components, simply leave
it out.
Setting Description / possible values
ADDLOCAL Components: Client, Database, HelpFiles, OfficeAddin
Additional optional parameters
Safexpert 8.4 21
Parameter Description
INSTALLLOCATION Set this parameter to the directory in which Safexpert should be installed.
SETUPLANGUAGE_DE Set one of these parameters to the value 1 so that the help files for this language will
SETUPLANGUAGE_EN be installed.
SETUPLANGUAGE_ES
SETUPLANGUAGE_FR
Set this parameter to 1 to enable the terminal mode for the use under Windows
TERMINALMODE
Terminal Server or Citrix.
Use this parameter to set the license number. This information is required only for
LICENSENUMBER server installations since only the database is licensed for Safexpert. Clients obtain
their license directly via the connected database.
LICENSEFILE Set this parameter to the path to a license file so that it is automatically imported.
IMPORTDEMOPROJECTS Set this parameter to 1 so that demo projects are imported.
3.7.5.3 Parameter for uninstallation

If you want to uninstall Safexpert, you can perform the following settings in addition to the parameters listed above:
Set this parameter if the database is to be deleted (only possible for the database
REMOVEDATABASE
type "Local database").
REMOVECONFIGFILES Set this parameter so that the Safexpert configuration files will be removed.
3.7.5.4 Parameter for client updates

If you want to distribute a new version of Safexpert, it is recommended to update the Safexpert database first by
executing a complete setup. Next, you can update the client on all workstations using the following parameter:
UPDATE_MODE Set this parameter to 1 so that demo projects are not imported again.
3.8 Uninstalling Safexpert

Procedure
1 In the "Control Panel" window of Windows, select the Programs and Features option.
The Software Properties window is displayed.
2 On the "Install/Uninstall" tab from the list of programs, select the Safexpert entry.
The "Add/Remove …" button is enabled.
3 Select the "Add/Remove …" button.
Safexpert 8.4 22
4 Select from these options:
· Remove: The Safexpert software client is being uninstalled
· Remove database: Also deletes the last database in use. CAUTION: All data will be lost!
· Remove local settings: Deletes local information such as the installation language and the path to the
database. These data can simplify a reinstallation.
Note: If the database is removed during the uninstallation, it is not possible to restore it. If necessary,
perform a data backup first!
3.9 Data backup

It is recommended to back up the database on a regular basis in order to be able to access all the projects in case of
a possible required re-installation.
3.9.1 Backing up the local database

By default, the database is located under C:\ProgramData\Safexpert\Data\data.vdb5 – Copy the file vdb5 to a network
drive in your company.
Safexpert 8.4 23
3.9.2 Backing up the MS SQL Server database
Open Microsoft SQL Server Management Studio and create a backup of your Safexpert database as shown in the
figure below.
In the following window, set Backup type to Full
Safexpert 8.4 24
4 Using Safexpert
4.1 Starting Safexpert for the first time
When you start Safexpert for the first time, you must create a user.
The fields marked with a red asterisk are mandatory fields.

For detailed information about the user management, see section ?10.1.4.
Safexpert update checks
Next, the Safexpert update checks are performed. You receive the note to check the software for updates.
4.2 How to start Safexpert

Note: When starting, Safexpert automatically creates a link to the database which was used last. If
Safexpert does not find the database, a window for selecting the database is displayed. Contact your
Safexpert administrator if necessary.
Procedure
Safexpert 8.4 25
1 In the Windows start menu, select Programs - Safexpert …
2 Enter your user name and your password and confirm with "OK".
To enable access to Safexpert, the user must be created in advance by the administrator!
The quick entry window from Safexpert opens.
4.3 Quick entry window

The quick entry window as the first main window in Safexpert allows you to call up basic functions in Safexpert.
The quick entry window is divided into 3 areas:

· Quick access (1)
· Most recently opened projects (2)
· System check (3)
4.3.1 Quick access

The following functions can be called up in the Quick access area:
4.3.1.1 Quick access: Set up new project

Opens the Set Up Project – Assistant to set up a new project (see chapter ?4.5.1)
Safexpert 8.4 26
4.3.1.2 Quick access: Set up new project from template
Opens a table with all available template projects in the Set Up Project – Assistant.
Select the desired template project and confirm your selection with Next (for further details, see chapter ?4.5.6 -
Procedure item 4).
4.3.1.3 Quick access: Project management

Opens the project management. (See chapter ?4.5)
Safexpert 8.4 27
4.3.1.4 Quick access: Search templates in Safexpert Solution Store
Opens the Safexpert product search window.
Enter a search concept or a subject area (ICS) to search for the desired products.
The hyperlink displayed leads you to the respective product page with information about the product (price, ordering
options, …).
Safexpert 8.4 28
4.3.2 Quick access: Most recently opened projects
Clicking on Open project opens the desired project at the most recently edited position (e.g. risk assessment).
4.3.3 Quick access: System check

It lists the results of the system check with the option of starting an update run, data updates, system optimization
and data optimization. Own tasks (status: Open with divisioning "Overdue" and "Today") can be opened in the
same way.
The number in parentheses provides information about the status:

(0) The corresponding checkpoint is current and no action is necessary/recommended.
(1) The corresponding checkpoint is not current and an action is necessary/recommended. The same applies to
every other number >0
Safexpert 8.4 29
4.3.3.1 System check: Update products
Indicates whether a new version of Safexpert is available and whether all license accesses of the different Safexpert
modules (e.g. Safexpert StandardsManager) are current.
Clicking on Current application or Available data updates opens the Checks window with the respective entries.
Click on the entry in the Action column to start the Update wizard (for details about the Update wizard, see chapter
?13).
4.3.3.2 System check: Perform health checks

To optimize the performance, Safexpert checks the database used and the Recycle bin. For example, an overfilled
recycle bin can reduce the performance of Safexpert. If System optimization recommended or Data optimization
recommended shows a value greater than 1 in parentheses, then it is recommended to execute the corresponding
action by clicking on the entry in the Action column.
4.3.3.3 My tasks
It displays the number of all open tasks of a user. The tasks that are overdue and pending for today are displayed
separately.
Safexpert 8.4 30
Clicking on any of the items opens the Tasks window. Double-clicking on a task in the list opens the corresponding
task in the Edit task window.
4.4 How to change your password

The Safexpert administrator assigns a password when creating the user. This password can be changed in Safexpert
after the user logs in for the first time.
To change the password, click on Change password in the Safexpert Login window.
Safexpert 8.4 31
4.5 Managing projects
Procedure
In the quick entry window or in the Projects main menu, select the Project management command.
The Manage projects window is displayed.
The "Column settings" command allows changing the appearance of the project list.
If the scheduled date of distribution should be exceeded and the column Scheduled date of distribution is visible,
the following is displayed for projects that have not yet been completed:
Define table view as standard
The appearance of the table in the figure above can be defined as standard and this standard can also be defined for
other users. Hence, the table of the window is displayed in this default view when it is opened the next time.
Save the view by selecting the Save current view item of the View menu item.
Answer the following question with YES.

If you want to define this view as standard view for all users, change to the Safexpert Options – Project management.
Safexpert 8.4 32
Select the desired view in the Standard view of project management field. It is now being applied for all users
when opening the table above.
Coloured highlighting of rows
To provide a better overview, projects that meet certain criteria are highlighted in colour. An overview of the meaning of
these colours is given below:
· Lavender: Template projects
· Light blue: Project is currently checked out of the current database
· Dark blue: Project is checked out into the current database and can be checked in
· Font is light grey: Project is currently open by the current user
Grouping
This window provides the function Grouping by columns. To perform a grouping, drag a column heading into the
grouping area.
Columns in project list requiring explanations
Safexpert 8.4 33
Completed
A tick here means that this project has been completed and released. All steps have been marked as completed in
the CE Guide.
Blocked for copying
A tick here means that this project is blocked from being copied into a new project. Defined project team members
can enable and disable this block on copying.
Write-protected
A tick here means that this project is write-protected and can be opened only by users with read access. Defined
project team members can enable and disable write protection when a project is open.
Project type
Projects can be part of one or several other project(s) (see Structure tab). You can mark such subprojects as
modules. There is no functional difference between projects and modules.
The identification as a module allows you to hide such subprojects in the project list. The project list is, therefore,
more clearly structured.
4.5.1 Set up new project

Note: You require corresponding user rights to set up or edit projects.
Note: The parameters defined here are taken into consideration for performing the risk assessment and
compiling the technical documentation / technical files. Make sure that all settings made here are
correct.
Procedure
1 In the quick start window or in the Projects main menu, select the Set up new project command
2 Enter the desired in the individual windows and click on Next in each case.
The fields marked with a red asterisk are mandatory fields.
You can change the input data on the "Project data" tab at any time.
For information about the individual data fields or options, see section ?5.1
Safexpert 8.4 34
4.5.1.1 Input language
The selected input language (language in which the users document the project) affects all data areas that are
required for the entry of projects, such as:
· hazards list during the risk assessment
· selection of the phases of the machinery life
The input language selected while creating a project can subsequently be changed for users with the corresponding
right.
4.5.1.2 Enter manufacturer data

These data are predefined with "main manufacturer" data. If necessary, select the Select address button to select a
different manufacturer from the list of manufacturers.
See also section ?5.1.4
4.5.1.3 Setting up a new project from a template

To create a project from a template, proceed as follows:
In the Projects menu, select the Create new project from template function (this function can also be called up in
the quick entry window – see chapter ?4.3.1.2)
In the subsequent Enter project window, select the desired template project and confirm with Next.
For additional details, see chapter ?4.5.6 - Procedure item 4.
Safexpert 8.4 35
4.5.2 Open project
Procedure
1 In the Projects main menu, select the command Open project.
2 Mark the project to be opened.
3 Click on OK.
Automatic checks
When opening an incomplete project, Safexpert automatically performs checks (see section ?10.1.1.7).
4.5.3 Move project to recycle bin

To prevent a premature deletion of a project, you can move projects from the project management only to the recycle
bin. In this case, a permanent deletion is only possible via the recycle bin (see also ?4.5.4).
Note: You have to have to right "May move projects to the recycle bin"! This right is not enabled for users
with limited rights.
Note: If a project is linked as a subproject in another project, it cannot be moved to the recycle bin!
Procedure
1 In the Projects main menu, select the command Project management.
2 Stay on the Projects tab.
3 Mark the project to be deleted.
4 In the Manage a project group, select the Move project to recycle bin command.
Note: If a project to be moved to the recycle bin contains embedded subprojects, they will also be moved
to the recycle bin after a confirmation. They will be identifiable as project in each case.
Note: The following applies when moving embedded subprojects to the recycle bin: By moving embedded
subprojects to the recycle bin, they take on the access rights of the main project if they do not have
their own access rights.
4.5.4 Delete project

Procedure
2 Select the Recycle bin tab.
3 Mark the project to be deleted.
4 In the Manage recycle bin group, select the Delete project command.
CAUTION: A deleted project cannot be restored.
You can delete several projects together by marking them and then executing the Delete project command. All
projects located in the recycle bin can be deleted with the Empty recycle bin command.
Note: Only one user with the corresponding user right can manage the recycle bin. This user right must be
specifically assigned, it is not tied to any role. For users without the necessary user right, the Recycle
bin tab is hidden.
4.5.5 Restore a project

Procedure
2 Select the Recycle bin tab.
3 Mark the project to be restored.
4 In the Manage recycle bin group, select the Restore project command.
Note: If you restore a project that features subprojects, they will also be restored. The complete project
structure will also be restored if the restore process starts with a subproject.
Safexpert 8.4 36
4.5.6 Copy project
Caution: You must consider the state of the art when selecting the appropriate solutions for risk reduction.
Measures that were state of the art at a certain time can already be obsolete when copying a
project.
If you own the StandardsManager module, Safexpert automatically checks while copying projects based on the
entries in the company favourites whether various data, such as applied directives, standards, hazards lists, cross-
reference lists or checklists, are still current. This requires that the Company Favourites are constantly being
updated.
Procedure
2 Mark the project to be copied.
3 In the Manage a project group, select the Copy project command.
4 Follow the instructions of the Set Up Project assistant.
Which data should be copied?
Reset completion messages

You should generally reset the completion messages in a copied project since a new project usually requires another
conformity assessment.
Project number, project name and machine number
These data are predefined according to the Safexpert option Project defaults options (see section ?10.1.1.5) and
must be adjusted accordingly. Since the machine number is not a mandatory entry compared to the other two pieces
of information, it is identified in red to indicate that it must be customised for the new project.
Order and serial number
This field is marked in red since the serial number for the new project must generally be adjusted.
Additional project data
For information about the individual data fields or options, see section ?5.1
Safexpert 8.4 37
4.5.7 Exporting or archiving projects
You need this function to:
· Transfer projects to other Safexpert users if users such as mechanical engineers and control engineers do not
have simultaneous access to the database.
· Archive the entire project at a specific time. All data from the archive directory can be saved to an external
medium.
When exporting or archiving a project, all data of a project are filed in a target directory under an archive name.
However, the data will remain in the database.
In Safexpert there is no functional difference between the two functions "Exporting" and "Archiving".
When exporting or archiving, the following data are taken into account:
· all project data (risk assessment, checklist of technical files, etc.).
· all embedded files or directories linked to a project
· all subprojects that have been defined in the project structure, down to the lowest level
· all embedded files or directories linked to subprojects
· the hazards list(s) used for the project or the subprojects
· the project password
Procedure
1 In the Projects main menu, select the Export project command to export the opened project.
In the Projects main menu, select the Project management command to export another project. Select the
desired project and click Export project:
2 Select the desired target path.
3 Click on Next.
· The data export is carried out. If no errors occur during the export, the Export finished successfully message
is displayed.
· If errors occur during the export, a log is created and the message Export error is displayed.
4 Click on Close.
4.5.8 Importing or re-archiving a project

You need this function to:
· Copy projects from other Safexpert users if users such as mechanical engineers and control engineers do not
have simultaneous access to the database.
· Copy archived projects into the database (for example, to provide evidence for quality assurance or authorities).
Note: Only projects created with the same or a lower version of Safexpert can be imported.
Safexpert provides interactive support for importing or re-archiving projects. If you select the "Overwrite existing
project" option for this process, Safexpert does not check whether any changes have been made in the interim in the
project to be overwritten.
The overwritten projects cannot be restored again, unless you can find them in another archive.
Caution! If you import a project of the Safexpert Risk Assessment version, it will be adjusted to your
current version upon initial opening. Afterwards, it is no longer possible to import this project into
the Safexpert Risk Assessment version via an export.
When importing or re-archiving, the following data are included:

· all project data (risk assessment, checklist of technical files, tasks, etc.)
· all files or directories linked to the project
· all subprojects defined for a project in the project structure
· all files or directories linked to the subprojects
Procedure
1 In the Projects main menu or in the Managing projects window, select the Import project command.
Safexpert 8.4 38
2 Select the project to be imported: file extension "ini" for projects before Safexpert 8.0, "sedata" starting with
version 8.0.
3 Click on Next.
The structure of the project to be imported is displayed:
4 For the projects to be imported and, if necessary, for the subprojects or modules it contains, select the project
number, the project name and, if required, the machine number. The data of the archived project are being
suggested.
5 Select the parameters in the sections "Project data import" and "Linked files" and click on Next.
The project import is being performed.
Linked files: Do not import, maintain links
The linked files and directories contained in the archive are not imported. The links in the database are maintained
after the import of the project data.
Linked files: Import if target directory exists
The linked files and directories contained in the archive are imported if the target directory is available on the
importing computer or the network of the importing computer. Before overwriting an existing file, a warning is
displayed if the "Warning before overwriting a file" check box is selected.
Linked files: Import - select target directory, if not found
The linked files and directories contained in the archive are imported. If the target directory on the import computer or
the network of the import computer does not exist, Safexpert displays a window for entering the target directory.
Before overwriting an existing file, a warning is displayed if the "Warning before overwriting a file" check box is
selected.
Set up new project
Safexpert automatically checks whether the entries made by you are still available in the database.
Overwrite existing project
In the Open project window, select the project to be overwritten and click on OK.
Do not import, define existing project as subproject
Select this option if you do not want to import a subproject but, instead, want to use an existing project in the system
as a replacement.
Safexpert 8.4 39
4.6 Manage tasks
At several locations, Safexpert provides the option to create tasks:
· In the Safexpert project manager in the areas "Organizational," "Risk assessment" and "General project tasks"
(see also 5.5)
· In the Risk assessment window for every hazard zone
· In the Risk assessment window for every defined measure (see also 7.2.3.6)
· In the task list (see also ?6.1)
The project can be completed only if all tasks have been finished.
The representation of all tasks and an analysis of all open tasks is done in the Status main menu (see section ?6).
How to create a task

1 In the project manager, select the item "Organizational," "Risk assessment" or "General project tasks" under the
Tasks entry.
2 In the multifunction bar or context menu, select the function Add – Task.
4.7 Template projects and modules

Safexpert template project are product-specific copy templates for new projects.
Working with template projects does not release you from your duty to check the following items
individually:
· Do the limits of the product and the categories match the current project?
· Do the proposed solutions actually fit the case at hand and meet the state of the art and the current state of
scientific progress (product liability)?
· Do any additional hazards occur in the project?
Procedure
Safexpert 8.4 40
The information button indicates that you have retrieved the Safexpert template from the Safexpert Live Server.
Projects based on this template can be viewed and/or edited by a third party if that third party has also enabled
the corresponding template in its license.
2 Mark the project or module identified as template that you want to copy.
3 In the Manage a project group, select the Copy project command.
4 Follow the instructions of the Set up project assistant.
Note: It is highly recommended to leave the "Reset completion" flag enabled (see above).
4.7.1 Safexpert Solution Store – Shop

At various points in Safexpert, it is possible to search for products, such as template projects.
Safexpert 8.4 41
4.7.1.1 Search templates in Safexpert Solution Store
The right side of the menu features the shopping cart icon.
Clicking on the icon opens the Safexpert product search window. The same window opens if you call up the
Search templates in Safexpert Solution Store function in the quick entry window.
Enter a search concept or a subject area (ICS) to search for the desired products for a standard or directive.
The hyperlink displayed leads you to the respective product page with information about the product (price, ordering
options, …).
Safexpert 8.4 42
4.7.2 Quality checks of templates
Templates in Safexpert (e.g. projects, cross-reference lists, checklists, etc.) form the basis for many tasks to be
performed by a user. They help him to do these tasks faster, but also to provide better monitoring in case of
subsequent changes.
However, the advantages gained by a user as a result of using a template, greatly depend on the quality of this
template. For example, problems can occur if standards are used that are no longer valid, files are linked instead of
embedded, or "Completed" markings are set which should rather be set by the user of the template.
The function developed for this purpose changes the following criteria:
· Have only embedded files been used?
Linked files cannot be called up by third parties if the file, for example, is located on a local data carrier.
· Have all "Completed" markings been removed?
"Completed" markings may be set only by the user of the template.
· Are the project checks successful?
· Has the "Template project or template module" marking been set?
· Is the scheduled date of distribution empty?
It may be set only by the user of the template.
· Are all referenced documents available on the Safexpert LiveServer?
Only then is it ensured that a user of the template can access the documents applied in the project.
4.7.2.1 Performing quality check of templates

In the Status menu item in the Current project group, select the Perform quality check function.
The formal correctness of the template is now being checked.
The result is displayed in a table in the Digital quality check window.
If one of the checks is not OK, it is indicated with the corresponding entry in the Check successful column. In this
case, the Recommendation column will contain a recommended action.
Safexpert 8.4 43
4.8 Saving data - database
When exiting windows, Safexpert saves either automatically or it queries whether any changes made should be
saved.
In case of a system crash or power failure, any unsaved data may be lost.
To avoid update conflicts in network operation, Safexpert blocks data areas that are currently being edited by another
user. Hence, it is not possible to overwrite the work of other users logged into Safexpert during the save operation.
Database
In Safexpert, all data is saved in a database. The storage location is defined in setup.
If Safexpert was installed on a stand-alone PC, the database is on the computer on which the installation was carried
out.
When starting, Safexpert automatically creates a link to the database which was used last. If Safexpert does not find
the database, a window for selecting the database is displayed.
Note: It is not possible to work in two different Safexpert instances on the same PC on different databases.
How to change the database
1 In the System main menu, select the Options command.
Safexpert 8.4 44
2 In the System section, select the Database connection subitem.
3 Select the desired database connection.
Safexpert 8.4 45
5 Edit projects - Project manager
After opening a project, the project manager and the Project data tab as well as the Edit multifunction bar are
displayed:
The project manager represents the control centre in Safexpert. By double-clicking on an entry in the project
manager, the corresponding tabs with the detailed data are displayed on the right side.
The project manager shows at a glance which points have already been completed and which ones are still open.
A project receives the "Completed" flag if:
· all subprojects, modules and interfaces integrated in the project structure are finished,
· the risk assessment is completed,
· no more tasks are open.
5.1 Project data

Various project data are entered when you create projects. They can subsequently be changed.
Procedure
1 Open a project
Safexpert 8.4 46
2 If the Project data tab is closed, double-click on the project name in the project manager.
Description of the project data

Project number
The project number is preassigned during the creation of a new project according to the settings in the Safexpert
options and can subsequently be changed.
Project name
Safexpert indicates if the project name already exists.
Project type
The project types Project and Module are differentiated. Projects should by identified as modules if they are
intended for incorporation in a project.
A filtering for projects or modules can be performed in the project management. This increases the overview.
There is no data-based difference between projects and modules. Hence, the project type can be changed at any
time.
Projects as well as modules can be inserted into the structure of a parent project.
Input language
Every project is based on a project language. It is selected during the creation of the project. It is possible to
subsequently change this project language.
1 Press the button for changing the project language.
Safexpert 8.4 47
2 Select the desired language.
3 Press the Perform changes button to confirm the project language change.
Note: It is only possible to change the project language with corresponding user rights.
When changing the project language, Safexpert checks for which data the language can automatically be changed.
Data which Safexpert can transfer into the new project language:
· Titles of hazards lists
· Default phases of the machinery life
If manual entries are present, which Safexpert cannot automatically convert to the new project language (e.g.
manually created phases of the machinery life or hazard zones), Safexpert notifies you that they will have to be
edited manually.
Tip: Export the list of changes to be performed if Safexpert notifies you while changing the project
language that a manual intervention is required.
Project template
See chapter ?4.7
Blocked for copying
This option prevents projects from being copied. This allows preventing projects from being copied by colleagues, for
example, before they are completed.
Company location
You can store company locations in the system data (see also ?10.1.2) and assign these locations to the project. A
corresponding selection option is available only if a company location is stored.
Monitor completed project for relevance
Standards and directives change over time. If a product is manufactured in series production or for stock, then it must
be ensured even after the completion of the underlying project that the standards and directives applied in the project
Safexpert 8.4 48
are current. Ticking the corresponding checkbox makes Safexpert monitor the timeliness of projects even after
completion.
If a completed project is monitored for relevance, then all relevant changes are logged as follows:
· When opening the project, the project checks are performed.
Specifications for reports

You can define certain specifications for your project reports. This information is available in the advanced print
options of all project reports (see also ?8.2.5).
Specifications for text editors
You can set up a default for text editors (see also ?14.1.1.16). This ensures all text entered in the RTF editor has
standardised formatting. This standard can be copied for all project-related text.
Note: When copying the standard template, only settings such as font and font size are copied. Own
changes in the text, such as underlining or bold typeface, are not affected by it.
5.1.1 Particulars of machinery

The particulars of machinery are used in the printout of project cover sheets and partially also in declarations of
conformity or incorporation.
Scheduled date of placing on the market

Changing the scheduled date of distribution may have consequences. For example, applied standards and directives
may no longer be valid after a schedule change. For this reason, Safexpert performs an update check prior to a
schedule change.
Note: If you confirm the schedule change via "Accept schedule change and perform changes", the data is
changed and only those changes are performed that feature the corresponding note in the "Accept
changes" column.
5.1.2 Limits of the product

The entire project work starts by defining the limits of the product:
· Limits of use:
· Intended use
· Reasonably foreseeable misuse
· Space limits
· Time limits
· Other limits
The limits of the product can be entered in Safexpert:
· when creating a new project or
· on the Project data tab on the Limits of the product subtab
How to open the Limits of the product window

On the Project data tab, click on the Limits of the product subtab or in the multifunction bar of the Project
defaults group, click on the Limits of the product function.
Safexpert 8.4 49
In the second case, the limits of the product are displayed in a separate window:In the second case, the limits of the
product are displayed in a separate window:
Hence, the information is available during the entire project work.
5.1.3 Defining access rights and the project team

Note: If you forgot the password for login as a user assigned to a project, you will no longer be able to access the
project data.
With the assignment, you also grant access to a project. If no user has been assigned to a project, all users have
access to it.
If you have already defined the project team members and are a member of the project team yourself, you have to log
in with your user name and password. You are then able to define new project team members or delete project team
members already assigned.
Procedure
1 On the Project data tab, select the Access rights subtab.
2 Click on Defining access rights.
The Access rights window is displayed:
Safexpert 8.4 50
3 Assign a new project password.
4 Define whether users of an entire company location, certain departments or certain functions or directly named
users may access the project.
5.1.4 Manufacturer details

The manufacturer details are used in the printout of project cover sheets and particularly in declarations of conformity
or incorporation.
The manufacturer details can be updated while creating the project or subsequently on the Project data tab on the
Manufacturer subtab:
Click on the Select address button to display the selection of predefined manufacturer details (see section ?10.1.3).
Note: If you select a manufacturer from the predefined manufacturer details, the manufacturer's report
specifications are available for selection in the print options of project-specific reports. On the other
hand, every manual change breaks the connection to the default setting so that the selection is lost
in the print options.
5.2 Project functions
Safexpert 8.4 51
Here you can open the tabs CE Guide, Risk assessment and Checks / acceptances for an opened project.
5.2.1 Check project files

At various locations, Safexpert offers the option of adding images or other files (see section ?8.1).
The Check project files function allows checking the linked or embedded files for availability or relevance.
Procedure
1 In the Edit main menu on the multi-function bar, click on the Check project files function.
2 Click on Start check.
3 In the Actions column, click on the corresponding button to execute the action suggested by Safexpert. Possible
actions include "Update embedded file" or "Re-establish link".
5.2.2 Project history

The Safexpert administrator can configure if and how the history logs are implemented in the Safexpert options (see
also ?10.1.1.8).
View project history
In the Edit main menu on the multi-function bar, click on the Project history function.
This window provides the function Grouping by columns. To do so, drag a column heading into the grouping area or
out of the grouping area.
Two filters are available to maintain an overview. If the project history is opened from within the CE Guide or the Risk
assessment, only the relevant history entries for this case are displayed. But if the complete history needs to be
displayed, the filter can be disabled on the multifunction bar.
5.3 Project defaults
Besides the limits of the product, hazard zones and phases of the machinery life can also be defined in advance for
each project at a higher level.
Safexpert 8.4 52
Note: At the completion of the project, Safexpert checks whether risk assessments have been performed
for all hazard zones or phases of the machinery life.
Safexpert provides the option to adjust the phases of the machinery life of a project to the templates of the phases of
the machinery life at any time. This updates and newly supplements existing phases of the machinery life, that are
based on templates (see also ?10.3.2).
How to update the phases of the machinery life
1 In the main menu, open the window of the phases of the machinery life via the Phases of the machinery life
function.
2 In the context menu of the window, select the Copy phases of the machinery life function.
Note: Own definitions of phases of the machinery life that were performed in the project, are not affected
by the update.
5.4 Structuring a project

Safexpert provides special functions that allow you to maintain an overview even in case of industrial systems or
larger projects.
In the Project manager, the structuring of the system project is performed in the Project structure subitem for the
opened project. You can add these elements in the project structure:
There are two methods for displaying the available elements:

1 In Project manager, click Project structure and then Add in the multi-function bar.
2 Right-click Project structure to display the context menu.
Safexpert 8.4 53
5.4.1 Integrating parts
Freely definable parts refers to all parts that are purchased externally and integrated into the machine for which,
however, no data are available in the Safexpert format. Such parts can already bear a CE marking, e.g., a part can be
a complete machine that was already made subject to a conformity assessment by the supplier. It can also be
purchased components, safety components or other equipment. For all parts included in a project, the "Part OK"
check box must be activated, otherwise a completion message for the whole project is not possible.
5.4.2 New project (subproject) is being created

This function creates a subproject. This project does not appear in the project list later on. Hence, it can be opened
only from within the project structure.
The subproject is edited just like a regular project. The project must be complete in order to complete the parent-
project.
5.4.3 Adding an existing project

Safexpert provides two options for adding existing projects to a structure:
· Embed project
· Link project
Procedure
1 In the context menu, select the Add - Existing project command.
2 In the Open project window, select the project to be added and click on OK.
3 Click on the desired option.

Embed
This option copies all the data into the existing project. After copying, a connection to the previous project no longer
exists. This project does not appear in the project list later on. Hence, it can be opened only from within the project
structure.
The subproject is edited just like a regular project. The project must be complete in order to complete the parent-
project.
Safexpert 8.4 54
Link
This option only creates a link to the selected project. Hence, any change in the linked project affects the main
project.
The linked project must be complete in order to complete the parent-project.
Change status of a subproject
There is always the option to change a lower level project from embedded to linked and vice versa.
How to convert a subproject
1 Select the corresponding subproject in the project manager.
2 Use the context menu to select the item Convert to embedded/linked project.
5.4.4 Adding an interface

If machinery or partly completed machinery are combined with each other, it may result in new hazards.
Safexpert provides a special function with which a risk assessment can be performed at the interfaces.
Procedure
1 In the context menu, select the Add - Interface command:
The Define an interface window is displayed.
2 Click on the two option fields of both projects to be combined with each other.
The project names of the projects are automatically entered in the Interface name field:
3 Then click on OK.

After selecting the hazards list to be used for the interface inspection, the interface is inserted after the entry of
the project listed first:
For information about performing the risk assessment at interfaces, see section ?7.3.
5.4.5 Displaying the complete structure

On the Project structure tab, only the first level of the subprojects is displayed at all times. But subprojects could
also have subprojects.
On the Complete structure tab, the entire structure tree, including all subprojects, is displayed:
Safexpert 8.4 55
If the opened project happens to be a subproject of another project, then the Complete structure tab also shows the
parent projects.
Note: It is not practical to display the detailed structure of a subproject in a main project. If the complete
structure is displayed, the integrated parts will be shown twice – once for the main structure and
once as subpoints of the subproject.
The Project structure tab shows which subprojects are already marked with "Completed".
5.5 General project tasks

The General project tasks item contain tasks that apply exclusively to the project and are not assigned to any
specific topic area (e.g. a measure, standard or check).
Tip: Do not create any tasks for points that are included in the CE Guide by default, such as "Perform risk
assessment" or "Compiling technical file".
Creating tasks
1 In the project manager, select one of the items "Organizational," "Risk assessment" or "General project tasks"
under the Tasks entry.
2 In the multifunction bar or context menu, select the function Add – Task.
The Add task window is displayed (see the section ?4.6).
Edit task or mark as done
1 Double-click a task.
The Edit task window is displayed.
Status of tasks
Whether the tasks have been marked as "Done" is immediately visible in the project manager:
Safexpert 8.4 56
An overview of all open tasks is located in the Status main menu (see section ?5.11)
5.6 Spell check

Safexpert offers a spell check of the texts in input fields. Misspelled or unknown words are then shown with a red
wavy underline. It is possible to make a correction or add the word to the dictionary (context menu is called up by
right-clicking on the underlined word).
The spell check can be applied to previously written text. Start the function in the menu in the Edit group. This
checks all visible input fields of a window.
Or mark a text and open the context menu with a right-click and select Spell check.
The project languages German, English, French and Spanish are supported.
5.6.1 Installation of dictionaries

Safexpert supports Hunspell dictionaries for spell-checking in input fields. These dictionaries are freely available from
numerous sources (e.g. from the Open Office website at https://www.openoffice.org/de/spellcheck/). You can
download the dictionaries of the desired language und install them in Safexpert.
For the installation, got to the System menu item in the Company group and select the Options menu item.
In the General area, select the Spell check item.
Safexpert 8.4 57
At the desired language in the dictionaries area (1), click on Install.
In the Dictionary field, enter the path to the dictionary file. The example uses the Open Office extension .oxt. As a
result, the fields Dictionary, Description and Hyphenation (optional) are automatically being populated. The fields
Dictionary and Description are mandatory fields, Hyphenation is optional. If you are not using an oxt file, you have
to specify the path to the corresponding dic file and aff file in the fields Dictionary and Description.
Confirm with OK to finalize the installation.

The Options show that a dictionary is installed together with the date of the installation.
Safexpert 8.4 58
To install additional dictionaries, proceed in the same way.
5.6.2 Activate spell check

Place a check mark in the checkbox next to Activate spell check (1) and adjust the spell check to your needs with
the options provided (2).
5.6.3 User dictionaries

If the installed dictionary does not recognize a word during the input, even though it is written correctly, you can add it
to the user dictionary.
A right-click on the red underlined word opens the context menu. The select Add to dictionary.
You can also edit the user dictionary in the options by entering certain words in it.
To do so, click on Edit at the corresponding user dictionary.
Enter your own definitions in the Edit user dictionary window and save with OK.
Safexpert 8.4 59
Safexpert 8.4 60
6 Status
Especially for larger projects with several participants, it is often difficult to determine whether all required points have
been done.
The completion message for a project is given if:
· the risk assessment is completed,
· all subprojects, modules and interfaces have been completed,
· all parts connected to the project (e.g. machine components, etc.) have been completed,
· no more tasks are open,
Safexpert offers convenient functions that facilitate tracking projects and safeguard the clarity of large projects.
6.1 My tasks
An analysis is performed which tasks are still open for the logged-in user:
· in the current project or
· cross-project.
6.2 Ongoing projects
An analysis is performed which tasks of which persons are still open in all projects.
The Add task function allows adding tasks for any projects at this point.
6.3 System
The Logged-in user function provides the option to establish contact with users that are logged into the system.
The Who are Safexpert administrators? function offers the option of displaying all the users who have the user role
Administrator with special rights.
Safexpert 8.4 61
7 Risk assessment
Performing a risk assessment is a central requirement of the Machinery Directive or EN ISO 12100.
7.1 Basic considerations for the risk assessment

In the "General Principles" of Annex I, the Machinery Directive obligates the performance of a risk assessment and
the required risk reduction. A perfect guide about the strategy for risk assessment and risk reduction is featured in
Section 4 of EN ISO 12100:2010 and its Figure 1:
7.1.1 Normative industry solutions

EN ISO 12100 forms the basis for the standards series "Safety of Machinery". Among other things, it …
"…provides a strategy for standards developers and will assist in the preparation of consistent and appropriate type-B
and type-C standards…"
C-standards are referred to as "Machinery Safety Standards". They deal with detailed safety requirements for a
particular machine or group of machines.
EN ISO 12100, Introduction:
Safexpert 8.4 62
"When a type-C standard deviates from one or more technical provisions dealt with by this International Standard or
by a type-B standard, the type-C standard tak es precedence."
Many C standards contain a list of significant hazards in Section 4 that is derived from EN ISO 12100 based on the
parent hazards list:
For the individual hazards, reference is made to sections of the C standard in which specific safety-relevant solutions
are described that may be specifically suitable for risk reduction.
But be careful! Many C standards point out that other hazards may also be "relevant" in addition to the hazards listed
in the list of significant hazards. They must be identified in accordance with the hazards list acc. to EN ISO 12100.
Example from the C standard EN 692:2005+A1:2009 (mechanical presses):
"Table 1 of this standard is a list of significant hazards and their related danger zones normally associated with a
mechanical power press. As part of the risk assessment, the designer shall verify whether the list of hazards in
table 1 is exhaustive and applicable to the press under consideration."
Hence, it is indispensable to check at all times whether hazards may occur on the machine to be developed that may
occur in addition to the significant hazards listed in the C standard.
7.2 Perform risk assessment

Procedure
1 In the CE Guide, click on the Open risk assessment on the corresponding tab. You can use the button on the
multifunction bar or the button for the respective limit in the list for this purpose.
Safexpert 8.4 63
If the risk assessment is opened for the first time, the hazards from the specified hazards list and the cross-
references from the cross-reference lists available at the system are created. A progress bar informs about this
process.
2 The Risk assessment tab is displayed.
Risk assessment tab
1 Current selection - Multifunction bar for risk assessment

It features the functions for the optional representation of the risk assessment in various views.
2 Switch to the Edit multi-function bar
Among other things, the Limits of the product window can be displayed here.
3 Hazard tree
It displays the risk assessment in the selected views. Based on the symbol and colouring, it is immediately
apparent which items still have to be completed.
4 Hazard description
5 Description of the measures for risk reduction
The selection of the type of measure and a quantitative estimation of the risk is also performed here.
Note: In accordance with EN ISO 12100, Section 5.1, "… only a risk estimation based on a qualitative
analysis is possible in many application cases."
6 Field for "Risk sufficiently reduced" evaluation
Safexpert 8.4 64
The risk assessment cannot be completed until this field has been confirmed for every identified hazard.
7 Phases of the machinery life
In accordance with EN ISO 12100, Section 5.4, the designers have to consider all phases of the life limit of the
machine when identifying the hazards. The previously defined phases of the machinery life in the project are
displayed here.
The phases of the machinery life can be defined in advance in the project. The entries can be copied from the
system library (see ?10.3.2) or defined at random.
8 Hazard zones
The hazard zones are defined here. Right-clicking on an entry allows defining the hazard zone as "Interface-
relevant".
7.2.1 Hazard tree

The evaluation which hazards occur at which hazard zones in which phases of the machinery life is performed in the
hazard tree.
Status of hazards
The symbols in the hazards list indicate how these hazards have been assessed:
Yes. Hazard occurs at the selected limit of the product.
Safexpert 8.4 65
No. Hazard does not occur within the selected limit of the product.
Possibly. Hazard possibly occurs within the selected limit of the product, not yet definitely specified.
No risk assessment has been performed yet.
Risk adequately reduced.
This is shown on the level of the hazard group if no risk assessment has been performed for at least 1 hazard
within this group.
Search texts
The filter functions facilitate finding certain hazards, hazard zones, phases of the machinery life or measures:
Representation order in the hazard tree

The order of the hazard zones and phases of the machinery life in the hazard tree is done analogous to the order in
the windows Hazard zones and Phases of the machinery life.
To change the order, drag the entries in the windows Hazard zones and Phases of the machinery life to the
desired position.
As an alternative, you have the option to sort the entries alphabetically in the context menu of the windows Hazard
zones and Phases of the machinery life.
Safexpert 8.4 66
Recalculating the hazard tree
In the standard view, the context menu of the hazard tree offers the Recalculate hazard tree option. This function
recalculates the entire hazard tree with respect to the Completed status of the individual nodes.
7.2.2 Hazard description
You can manually enter a hazard description or insert a previously created description from the descriptions library
(see chapter ?7.4).
7.2.3 Measure description

Note: In this context, it is absolutely necessary to observe the Machinery Directive, Annex I, Section 1.1.2b:
"Integration of Safety".
After a hazard that occurs at a particular location in a certain phase of the machinery life has been described, the
following must be recorded:
· with which risk this hazard is accompanied (risk estimation),
· which design measures or which protective measures are taken to eliminate or minimise the hazard,
· which references to residual risks (residual hazards) are made if a hazard cannot be removed completely.
For each identified hazard, the measures taken for sufficient risk reduction are documented step by step.
To add a measure, select New – Measure on the multifunction bar or the Add measure function from the context
menu.
To open the RTF editor for the description of the measure, click on Edit measure text.
Safexpert 8.4 67
The images and tables inserted in the measure text are always printed in the printout. The printout is done with the
size with which the image or the table was embedded in the RTF editor. For this reason, ensure that the image or the
table is not larger than the available space in the printout.
7.2.3.1 Estimating the risk

In accordance with EN ISO 12100, Section 3.12 the risk is defined as: "Combination of probability of the occurrence
of damage and its extent of damage".
The risk estimation in Safexpert is derived from the standards EN ISO 12100 "General design principles - Risk
assessment and risk reduction".
The quantitative risk estimation is optional in Safexpert. This means that a quantitative estimation can be performed
before and after every defined measure, but it does not have to be.
In the field, it may not be possible to reduce the risk with any measures taken. In many cases it will also not be
possible to reduce the risk to "0". It is important whether the residual risk is acceptable after all protective measures
have been taken (see EN ISO 12100, Figure 2).
Remark from EN ISO 12100, Section 5.1: "A quantitative approach may be suitable if usable data are
available. However, a quantitative approach is limited by the available usable data and/or the limited
resources of the persons performing the risk assessment. For this reason, only a risk estimation based on a
qualitative analysis may be possible in many application cases.
Risk IN / OUT
In the Risk IN / OUT column, the risk can optionally be estimated before and/or after the measure has been taken:
In the "Risk IN / OUT" column, click on the button with the dots:
The Risk estimation window is displayed
Safexpert 8.4 68
Depending on the value set in Risk IN, Safexpert automatically assigns a signal word. The following signal words are
available:
· Note
· Caution (this signal word identifies a hazard with a medium risk level which, if not avoided, may result in a
minor or moderate injury)
· Warning (this signal word identifies a hazard with a medium risk level which, if not avoided, may result in
death or a serious injury)
· Danger (this signal word identifies a hazard with a high risk level which, if not avoided, will result in death or a
serious injury)
The signal words themselves as well as the colouring correspond to the specifications from ISO 3864-2 or EN 82079-
1.
It is always possible to manually override the signal word assigned by Safexpert. A manual override is recorded in the
history logs. Signal words can be set for measures of all types of measure.
Caution: For measures of the measure type OI, the assignment of a signal word is mandatory. If no signal
word is assigned in this case, it is not possible to set "Risk adequately reduced".
The value of the risk OUT of a measure is adopted as risk IN for the following measure.
Note: The value of risk IN of a subsequent measure can be changed by the user. This is meaningful if
several hazard situations are described for a hazard, hazard zone and phase of the machinery life
(see chapter ?7.2.2). Every hazard situation is countered with a separate series of measures which
starts with a new risk estimation.
Safexpert 8.4 69
7.2.3.2 Risk adequately reduced
For all identified hazards, the "Risk adequately reduced" flag must ultimately be set in order to complete the risk
assessment.
The history logs record which user performed this risk assessment and at which time. This is indicated in the printout
of the risk assessment.
7.2.3.3 Sorting measures

You can sort the sequence of the measures. This may have an effect on the IN/OUT risk estimation.
Click on the line symbol, hold the left mouse button pressed and drag the measure to the desired position.
You can also move a measure in the hazard tree. To do so, click on the measure in the hazard tree to be moved
and hold the Shift key pressed while moving it. An up or down arrow appears on the left side of the hazard tree. It
allows selecting whether the measure should be positioned before or after the respective measure.
Safexpert 8.4 70
7.2.3.4 Copying measures
Copy measures in the hazard tree:
1 In the hazard tree, click on the measure to be copied and drag it to a different position. An up or down arrow
appears on the left side of the hazard tree. It allows selecting whether the measure should be positioned at the
point before or after the respective measure.
2 In the Copying... window, select which detailed data of the measure are to be copied.
3 Confirm these entries with OK.
7.2.3.5 Tasks
Safexpert provides the option of defining general project tasks (see chapter ?4.6).
In addition, tasks can be added to any measure during the risk assessment.
Creating tasks
1 Place the cursor in the Measure window section in the measure to which you want to add a task.
2 To do so, select the Add task function from the context menu.
The Add task window is displayed (see the section ?4.6).
Status of tasks
Whether the tasks have been marked as "Completed" can be seen in the tree structure. For additional information
about the status analysis of tasks, see section ?6.
7.2.3.6 Linking measures

It happens again and again, that several hazards occur at a hazard zone that can be removed with the same
measures.
For this reason, Safexpert provides an option for linking measures with each other:
Safexpert 8.4 71
Drag a previously defined measure to another location by holding the ALT key pressed. The text is attached at the
linked position and displayed in italics.
If you click on one of the two entries, both linked measures are marked and the measure text is displayed with all the
detailed data. If the data are changed at one location, it also applies to the other location.
Caution! Note that the measures can depend on the risks that occur. Hence, selecting the same measures
is possible only if the higher occurring risk is secured!
7.2.4 Views of the risk assessment

For a maximum overview, the associations of hazards to hazard zones and phases of the machinery life can be
represented and printed out differently in Safexpert.
Standard view: Hazard - Hazard zones - Phases of the machinery life

All hazards are listed in this view. Below the hazard, the hazard zone and the phase of the machinery life during
which it occurs are displayed.
Hazard zones: Hazard zone - Hazards - Phase of the machinery life
All hazard zones are listed in this view. Below them are the hazard and the phase of the machinery life during which
the hazard occurs.
If you delete a hazard zone, then all performed risk assessments and descriptions of measures at this
hazard zone are also deleted.
When changing the text of a phase of the machinery life, Safexpert inquires whether this change should affect only
the marked position or all occurrences of the phase of the machinery life. If you select Yes, all occurrences of the
phase of the machinery life are assigned the new name, with No, Safexpert creates a new phase of the machinery life
and replaces the currently selected phase of the machinery life with the new one. If you want to rename a phase of
Safexpert 8.4 72
the machinery life more easily across all hazards or hazard zones, you do so with renaming in the specification
window of the phases of the machinery life.
Phases of the machinery life 1: Phases of the machinery life - Hazards - Hazard zones
All phases of the machinery life are listed in this view. The hazard and the hazard zone are displayed below it.
Phases of the machinery life 2: Phases of the machinery life - Hazard zones - Hazards
All phases of the machinery life are listed in this view. The hazard zones and the type of hazard are listed below it.
Note: The different views provide an optimum overview. They do not represent any additional operating
steps in the risk assessment.
7.2.5 Overview of completed and outstanding items

Procedure
1 In the Filter group, select the Display list field.

The selection of possible display options is displayed.
2 Click on the desired option.

The hazards list is filtered accordingly.
7.3 Performing a risk assessment at interfaces

For information about adding interfaces in the project structure, see ?5.6.4.
Passing on information from subprojects
In the combination of machinery or partly completed machinery, it often occurs in practice that hazards at certain
hazard zones can be safeguarded only after the combination.
Safexpert offers useful functions so that hazards and any measures taken in subprojects are available in parent
projects.
Interface-relevant hazard zones
Hazard zones can be identified as "interface-relevant". If an interface is defined for a project with interface-relevant
hazard zones, these hazard zones with all the identified hazards are automatically created in the risk assessment of
the interface:
Safexpert 8.4 73
Example
The "System 1" depicted in the figure was assembled using a removal robot and a grinding machine. This created the
interface "grinding machine <-> removal robot".
From the "removal robot" subproject, the interface-relevant hazard zone "gripper" and from the "grinding machine"
subproject, the interface-relevant hazard zone "crankshaft", including all hazards documented at these hazard zones
were automatically copied to the risk assessment of the main project interface (system 1).
Defining measures for risk reduction
The measures for risk reduction defined in the subprojects were not automatically copied to the main project since it
must be decided on an individual basis whether these solutions are suitable for the main project.
If you move the cursor to the "Normal operation" hazard zone in the risk assessment, the detailed data for the risk
assessment display the hazard description from the subproject:
The hazard description was copied from the subproject and can be changed at random in the main project. This does
not change the data in the subproject.
If you click on Display, the Risk assessment of the sub project window is displayed:
Safexpert 8.4 74
Note: The "Display" button is visible only if measures are defined in the subproject at the same hazard,
hazard zone and phase of the machinery life.
Use multiple selection to mark all the measures you want to copy to the main project, define the detailed information
to be copied in the left window and then click on Copy.
The data can subsequently be adjusted at random in the main project. This does not change the data in the
subproject.
Note: If you do not make a multiple selection in the table of measures, only the marked measure will be
copied.
7.4 Descriptions library for hazard descriptions

Certain hazard descriptions will be repeated from time to time. For this reason, Safexpert was provided with a
descriptions library. In this descriptions library, you can centrally place texts that all users can directly copy into the
risk assessment.
Upon delivery of Safexpert, the descriptions library is empty. The descriptions library is filled with the entries written
by Safexpert users, and will, therefore, adjust itself precisely to suit your specific demands.
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7.4.1 Filing the description in the descriptions library
Procedure
1 Select a phase of the machinery life in the hazard tree. Then, click the Save description as template icon.
2 In the Store hazard description as template window, select the Library (or press the + button to select a new
one). Select the library, enter the Match code and Name under which the description should be filed, and click
on OK.
3 Click on OK.
Note: The Safexpert administrator can disable or enable write access to the libraries for individual users.
Please contact your Safexpert administrator in the corresponding case.
7.4.2 Copying the description from the descriptions library

A match code is assigned to every entry in the descriptions library. This procedure permits a structured filing and
facilitates the retrieval of suitable description texts.
Procedure
1 Click the Description of a template icon.
2 In the Descriptions library, select the text that you want to copy.
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3 Click on OK.
7.5 Measures library

The measures library integrated into Safexpert allows particular measures to be stored and retrieved from one central
base. This allows proven solutions to be used uniformly.
Note: Before copying measures from the measures library or an earlier project, you should check whether
the measure filed is still appropriate.
Upon delivery of Safexpert, the measures library is empty. Fill in these fields during your daily work and continuously
adapt them to your specific conditions.
Note: You can change the copied measures as desired. This will have no effect on the texts in the
measures library. After copying the text from the measures library, everything is the same as if you
had entered the text with the keyboard.
7.5.1 Filing measures in the measures library

Procedure
1 In the context menu, select the File in measures library function.
2 Select a Library (selection symbol) or create a new one (+). Select the Match code and enter the name under
which the measures should be filed.
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3 Press OK to save
Note: The Safexpert administrator can disable or enable write access to the libraries for individual users.
Please contact your Safexpert administrator in the corresponding case.
7.5.2 Applying measures from the measures library

A match code is assigned to every entry in the measures library. This permits a structured filing and a fast retrieval of
suitable measures.
Procedure
1 Select the hazard for which you want to copy the measure:
· open the risk assessment to a limit of the product,
· open the hazard and the hazard zone and then
· mark the phase of the machinery life.
2 In the context menu, select the Pictograms library function.
3 Define which detailed data should be applied and click on OK.
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8 Printing reports
8.1 Inserting and printing images
In principle, Safexpert provides two options for inserting images:
· Inserting images in RTF text fields
· Attaching images.
8.1.1 Inserting images in RTF text fields
Inserting an image
To insert an image, click on Insert image from file and select the image. The size of the image can subsequently
be changed.
Printing an image
The images inserted in text fields are always printed in the printout. The printout is done with the size with which the
image was embedded in the RTF editor. For this reason, ensure that the image is not larger than the available space
in the printout.
Besides the option of inserting images directly in the text, images can also be attached to certain points and printed
out as attachments following the report (see section ?8.1.2).
For example, RTF editing fields are available in Safexpert:
· in the risk assessment in the fields Hazard description and Measure
· in hazards lists
· in the Additional text field for a part added in the project structure
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8.1.2 Attaching images
When attaching images, either a link to an image file is added or the image file is embedded in the database.
Attaching files is possible, for example:

· in the risk assessment to hazard zones and to measures
· in the check and acceptance assistant to checkpoints
· in the Protocol management
· in the project structure.
Attaching an image
1 Right-click at the point where you want to attach the file and select New – File / Directory from the context
menu.
The Open window is displayed.
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2 Select the file to be attached.
3 Select Embed file in Safexpert if the file is to be embedded in the database. Otherwise, a link to the file is
being created.
Settings for attached images

With every link to an image, you can define whether the image should be printed or not.
For this purpose, either select the Print image as default option in the aforementioned window or select the
command Print: Yes or Print: No from the context menu after the image has been attached.
Before the printout, the user can select in the advanced print options whether all, only those images identified with
"Print: Yes" or no images should be printed:
Image position
It can also be defined whether the attached images should be printed within the report or as appendix to the report.
If you select Print within the report, the image is embedded in the printout. If the column in which the image is
printed is narrower than the image width, the image is scaled. The aspect ratio of the image is maintained.
Depending on the report template, this may cause the image to be reduced so much that the image is no longer
recognizable. In this case, the option Print as annex to the report should be selected. In this case, the respective
image is displayed within the report in thumbnail format with an end note and the file name. At the end of the report,
the images are each printed on a separate page. If the image should be larger than the available space on the page,
the image is scaled. The aspect ratio of the image is maintained.
8.2 Printing in Safexpert

Safexpert features two different print functions:
· Context-dependent printing
· Central printing
Both print functions can be opened in these two ways:
1 On the "Projects > Print" tab
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2 or from the "Edit" group.
Print targets
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8.2.1 Page display
With the "Page display" function, the report is displayed on the screen.
Note: The report generator implemented in Safexpert is available only in English!
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8.2.2 Printing to a file
All reports can be printed in these file formats:

· PDF
· Excel
· RTF (Rich Text Format): For import in Word® or other programs.
· Text file (TXT).
Note: The printout is formatted based on the predefined report templates. If necessary, the report
templates may have to be adjusted to achieve the desired results in the respective formats.
8.2.3 Context-dependent printing

For context-dependent printing, the report templates displayed depend on the window currently being displayed.
Select the report(s) to be printed and click on the desired print target.
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8.2.4 Central printing
In central printing, several reports can be printed in one run (batch report). Any number of batch reports can be
compiled and saved.
Procedure
1 Select the "Central printing" function.
2 In the "Projects" section, select the projects to be printed.

3 If necessary, load an existing batch report or compile a new one from the available reports.
Note: Some reports provide an option for setting parameters ( ). The parameters must be selected
before the report is adopted into the batch report!
4 For reports where this is possible, select another language as necessary.

5 Select the print options.
6 Click on the desired print target
Overall report with consecutive page numbering
You can select whether the page numbering should start with 1 for every report or whether all reports are
consecutively numbered.
Saving batch reports
Any number of batch reports can be saved for reuse. They can also be used by all the other Safexpert users.
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Mark the Define as standard check box if this selection is to be loaded automatically the next time Central printing is
run.
8.2.5 Advanced print options

In context-dependent printing as well as "Central printing", it is possible to define "Advanced print options".
Basic default settings for the print options can be performed in the Safexpert Options in the section System -
Specifications for reports (see chapter ?10.1.1.14).
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Print "INCOMPLETE" watermark
This setting applies to reports that are printed from within the CE Guide. The watermark is printed if the step has not
yet been completed in the CE Guide.
Print logo
Safexpert offers the opportunity of defining print options in different areas. They include:
· Project (see section ? 5.1)
· Manufacturer address (see section 10.1.3)
· Company location (see section 10.1.2)
· System (see section ?10.1.1.14)
The specifications defined for the listed reports are always available for printing. By default, the logo defined in the first
area that logically matches the report is displayed here (hence, the logo defined in the project can be selected here
only if the report contains data of a project). If no special print specifications are available for a report, the logo stored
in the Safexpert Options (see section ?10.1.1.14) is suggested here.
In addition, the logo can be changed here for the current report. This does not change the default setting in the
Safexpert options.
Right-click in the Logo field and select Load logo in the context menu.
Settings for attached images
These settings are possible only if the printout contains images.
Information about the settings can be found in chapter ?8.1.2
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8.3 Reports for project documentation
These standard reports are available in Safexpert for project documentation:
Report template Available in the windows

Project data (cover sheet) Project data
Project structure Project data
Complete structure Project data
Project defaults - Hazard zones Project data
Project defaults - Phases of the machinery life Project data
Risk assessment (based on ISO/TR 14121-2:2012) Risk assessment
History Project history
Overview: Tasks In all analyses of outstanding tasks in the Status main menu
To create your own reports, see chapter ?10.1.5
8.4 Reports for system management

These reports are generally required only by the Safexpert administrator.
"System" main menu – Available reports
Report template Available in

Safexpert user System - User management
Safexpert user (details) System - User management
Hazards list System - Hazards lists
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9 Safexpert Update Assistant
The Safexpert Update Assistant provides support:

· for updating Safexpert,
· for updating hazard lists and
· for any licensing upgrade.
9.1 Internet update

Safexpert features a convenient and simple system for installing updates or upgrading licensing rights.
Procedure
1 In the Update Assistant main menu, click on Check availability.

The Internet Update window is displayed.
2 Click on Search for updates.
Any available newer versions or licensing upgrades are displayed:
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3 Click on Install selected files.
The data are transferred and the installation is executed. Follow the instructions on the screen.
License verification
Before the update, the license numbers and the licensing key generated during the installation of the database are
transferred to the Safexpert Live Server for the license verification. No customer or user data are transferred.
Delete setup
During the update of Safexpert via the Internet update, the installation routine stores the current setup file in the
system. With the Delete setup file, you can delete the setup file from the database.
Caution! If you delete the setup file, an automated update installation of the client via the server (see
section ?3.7.3) is no longer possible.
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10 Setting up and managing the system
This chapter contains descriptions and instructions for adapting Safexpert to your individual needs.
Caution! It is important to differentiate between the roles of the Safexpert administrator and the person
responsible for IT! The responsible IT person ensures that the installation of Safexpert is correct
within the IT environment (see chapter ?3). The Safexpert administrator assumes the tasks
described in this chapter.
An optimal setup of Safexpert will simplify the subsequent work with the system.
Before you can edit the first project, you must first assign the access rights for Safexpert users (see section ?10.1.4).
You should also:
· Enter manufacturer details (see section 10.1.3),
In the main menu, click on the System menu item. The multi-function bar with these groups is displayed:
Roles of the Safexpert administrator

To avoid unintentional changes to the Safexpert system data files, these files can only be edited by the Safexpert
administrator.
The Safexpert administrator has the following tasks:
· Carry out mandatory system settings
· Continually manage the system
· Make individual system adjustments
· Reinitialise the database
· Keep Safexpert up to date (updates)
· Pass on important information to all designers
· etc.
How to log in as Safexpert administrator
When you start Safexpert for the first time, you must create a user. This user is assigned the Administrator with
special rights user role. You can change it in the user management; however, at least one Administrator with
special rights must be created.
If you have forgotten the password for login as administrator, you cannot reset it to the standard value.
Display logged-in users

Safexpert is intended for team work within a network. Certain functions of the Safexpert administrator can only be
executed, if no further user is logged in to the system.
Procedure
1 In the Status main menu, select the Logged-in users command.

The list of logged-in users is displayed.
10.1 Company-relevant settings
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10.1.1 Safexpert Options
The Safexpert Options offer three types of system settings:
User-defined settings (User)

These settings are saved user-based and apply only to the logged-in user.
Administrator settings
These settings apply to all users and can be changed only by users with administrator rights.
Computer-based settings
These settings apply exclusively to the computer.
Save as default settings

The settings are adopted as default settings for all users to be created in the future.
Save settings for all users
The settings are adopted for all currently created users.
Note: Many selectable options are self-explanatory. For this reason, no detailed description of the
individual options is given. Please observe the notes in the Safexpert information system .
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10.1.1.1 General – Interface
Date format
Safexpert windows often contain date fields. You can define which date format should be used.
Operating language
Each Safexpert user can select his desired operating language.
This setting has no effect on the documentation language in projects.
Note: Log in again so that the change takes effect.
Show number of most recently opened projects

The "Projects" main menu displays a list of the most recently opened projects:
Save window position and size when closing
If this option is enabled, the windows are displayed at the same positions and with the same size they had when
closing the project when a project is opened again.
Save tree view and filter
If you enable this option, the tree view of the risk assessment and the filter settings are saved.
10.1.1.2 General – Basic default settings

If it is ensured that only one user accesses the database at any given time, the "Stand-alone PC mode" option can
be selected. This option leads to a performance increase of Safexpert.
This setting is not suitable for a server installation with several user licenses.
10.1.1.3 General – Safexpert Reminder

Safexpert provides the option of adding tasks at various locations that must be completed in the course of the project
before the project can be finalised.
For the continuous tracking of tasks, Safexpert offers clearly arranged analysis options in the Status main menu. In
addition, Safexpert provides two options of notifying users about pending deadlines using an automated approach:
· E-mail
· Taskbar (Systray):
A notification is displayed in the Windows taskbar.
Note: Die Safexpert Reminder function is also active if Safexpert has not been started. Just the "Safexpert
Reminder" tray application must be running. It is automatically installed during the setup of
Safexpert.
Safexpert 8.4 93
In the general options, it can be defined which type of notification will automatically be set as default when creating a
new task.
The user can randomly change the settings during the creation of a task. This does not change the default setting.
If Safexpert is being operated in a terminal server environment (Microsoft Terminal Server, Citrix, etc.),
the terminal mode must be activated in the options so that Safexpert can be used simultaneously
by several users. This can be specified as early as the installation of Safexpert.
For technical reasons, the Safexpert Reminder is not available in a terminal server environment. The
notifications to the users are given when Safexpert has been started.
Interval for checking whether new tasks are present:

By default, this value is set to 5 minutes.
Interval for checking whether the company favourites were changed
In the interval specified, Safexpert checks every change of the documents in the company favourites with respect to
their application in the projects.
The user, who applied a changed document in a project, is informed about this change via the Safexpert Reminder.
The Notification is done via e-mail. This requires that an SMTP is configured for sending e-mail in the System – E-
mail settings option.
10.1.1.4 General – Spell check

Starting with version 8.4, Safexpert provides the option for a spell check of the data entered in the forms of a project.
Activate spell check
If this option is selected, Safexpert performs the spell check in the project. By default, this option is not selected.
Additional options allow adapting the spell check to your situation.
· Check spelling during input
· Ignore words in UPPERCASE
· Ignore words written in MiXeD cases
· Ignore words that contain numbers
· Ignore repeated words
· Ignore e-mails
· Ignore websites
User dictionaries
Here you can edit your user dictionaries by deleting or adding entries. Separate the individual entries by pressing the
return key.
Dictionaries
Here you can install or delete dictionaries for the available languages German, English, Spanish and French. See
chapter ?5.6 for this purpose.
10.1.1.5 Project - Project defaults

Project number
Here you can select whether and how the projects to be edited should be numbered. You can select from the
following options:
· No default project number
· Project number acc. to pattern
The Last project number is automatically set to "0" depending on the type of numbering, e.g. if a new year, a new
month or a new day starts. The following holds: The last project number is automatically set to 0 upon reaching a
new value (example: If the pattern is "PRJ-YYYY-MM-dd-nnnn", then the last project number is set to 0 with the start
of a new day, but if it is "PRJ-YYYY-nnnn", then it is reset to 0 only with the start of a new year).
Safexpert 8.4 94
Machine number
Here you can select whether and how the machine number should be entered when creating projects. You can select
from the following options:
· Machine number not specified
· Machine number according to pattern
The Last project number is automatically set to "0" depending on the type of numbering, e.g. if a new year or a new
month starts.
Avoid repeat designations
In case of unique project numbers, project names or machine numbers, Safexpert prevents the creation of projects
with the same names.
10.1.1.6 Project – Project management

In the project management (see also ?4.5), every user is shown all the projects stored in the system. However, it is
possible that certain projects should be visible only to a certain number of users. Safexpert provides you the option to
restrict the visibility of projects for users, i.e. those projects that meet the set conditions are hidden.
Location
if this check mark is set, only those projects are visible to a user for which a location has been specified in the
project data or access rights (if at least one location is stored) that is stored under the respective user.
Project team
If this check mark is set, only those projects are visible for a user for which the user placed a corresponding value in
at least one of the categories where access rights have been defined.
Caution! Only those projects are hidden that correspond to all specified conditions.
10.1.1.7 Projects – Automatic checks

Safexpert performs various checks when Safexpert is opened or a project is opened. The checks displayed in black
can be disabled.
These settings apply to all users.

When copying projects, these checks are always performed regardless of the settings.
Caution! Many of these checks are performed based on the data in the company favourites. Ensure that the
company favourites are kept up to date at all times.
Check whether the templates used are up to date.

It was checked whether lists or libraries used have been changed. These changes can be copied into the project.
10.1.1.8 Database connection

In Safexpert, all data is saved in a database.
If Safexpert was installed on a stand-alone PC, the database is on the computer on which the installation was carried
out. If Safexpert was installed in a network, the database should be on the server.
Note: Please note that the access rights to the Safexpert directories in the network must be guaranteed on
the operating system level.
When starting, Safexpert automatically creates a link to the database which was used last. If Safexpert does not find
the database, a window for selecting the database is displayed.
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Maintenance - Reorganisation
The reorganisation checks the database and released unused memory again. This is only possible if no other user is
logged in.
If the Reorganisation reminder option is enabled, all Safexpert administrator are automatically reminded at the
opening of Safexpert that no reorganisation of the database has been performed within the specified Interval (days).
Note: Perform a reorganisation on a regular basis to ensure an optimum performance of the database.
PDF documents
If several PDFs are added to standards data or documents with linked PDFs created, that do not come from the
Safexpert Live Server, then a new index for the PDF-wide search can be created with the Update index for all PDF
documents button.
Caution! Updating the PDF index may take several minutes.
Benchmarks
This function tests the performance of Safexpert in several areas to achieve a performance optimisation in
coordination with the Safexpert-Support.
Save results
The context menu allows saving a result as .sedata and forwarding it to the Safexpert-Support.
10.1.1.9 System – History logs

These settings are valid for all users who work with Safexpert.
History logs
When history protocols has been activated, Safexpert records the changes made in the CE Guide. These records are
used for quality assurance. The history protocols can be deactivated.
Details about the options are located in the Safexpert info system:
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Logging
These options are used for any fault finding. They may be enabled only upon instruction by the Safexpert-Support.
System logging
The updates via Internet Update (see chapter ?9.1) are logged here.
10.1.1.10 System – UNC paths

At various locations, Safexpert offers the opportunity to establish links to files.
To uniquely identify the files on different computers, the UNC name (Universal Naming Convention) is entered in
Safexpert if a link is placed to files on external computers.
Possible path information and its meaning
· Use regular path
Access to data is done via drive letters, e.g. y:\directory\xy.
· Use UNC path
Access to data is done via a UNC path.
Change UNC server information
This function is necessary only if UNC paths exist in the database and the server is being changed. If network paths
in UNC format exist in the database, they are displayed on the left side of the selection box.
1 Click on the desired path.

2 In the New server field, enter the new or corrected server name (\\server name or \\IP address).
3 Click on Update paths.
Note: Always use the name of the computer on which the data are located as the server name.
10.1.1.11 System – File settings

Embedded files can be saved in the database as zipped files to save storage capacity. But this setting requires
more computing power when opening and saving the files.
Maximum size: Files can be embedded in the database only up to the specified size. This option allows the
Safexpert administrator to specify that files above this size limit must be linked. The limitation is particularly
meaningful to reduce backup volumes or to increase network speed in slow VPN connections.
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10.1.1.12 System - Standard paths
These settings are suggested as default when exporting or importing projects or templates.
10.1.1.13 System - Proxy settings

The proxy settings are required for access to the Internet.
Safexpert uses a default HTTP connection for access to the Safexpert Live Server. It uses port 80.
Access to the Internet is required for the following functions:
· Searching for documents on the Safexpert Live Server,
· Executing the Internet update
If the option Safexpert may establish a connection to the Internet without confirmation is disabled, you have
to grant Safexpert permission to access the Internet with every new access. This puts you in control when Safexpert
may access the Internet.
Note: However, without a connection to the Internet, Safexpert cannot execute these functions!
The proxy settings are automatically recognised by default. The proxy settings generally need to be changed only if
you establish an Internet connection via a company network. But you may have to set up a proxy with information
given to you by your IT administrator.
Note: Since these settings are company-specific, the Safexpert-Support may only be able to provide
limited assistance!
10.1.1.14 System - E-mail settings

Safexpert features functions that can inform users of Safexpert via e-mail about important changes.
If necessary, contact your IT administrator to perform the e-mail settings.
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10.1.1.15 System - Specifications for reports
The layout for the printouts in Safexpert is defined in report templates (see section ?10.1.5).
Some text formats as well as the default logo to be used in printouts can be set here.
The imported logo is printed in the printouts with the size in which the logo was created in the report template. The
default size of logos in system reports measures 202x96 pixel. The aspect ratio of the logo is maintained.
10.1.1.16 System – Specifications for text editors

A specification can be created for quick and uniform character formatting in text editors. This specification is available
for all texts that can be edited with RTF editors (see, for example, the description of a measure – chapter ?7.2.3). This
allows you to easily create a default specification for your company based on your own requirements.
Changes to the specification have no effect on previously entered texts, they only affect new texts.
Note: If an existing text is being expanded, the specification under which the text was previously edited
continues to apply.
It is possible to apply the new specifications to already existing texts. This can be done at the following locations:
· Directly in the RTF editor via the menu item Copy specifications for text editors (in the context menu or on the
multifunction bar in the Font group). This change applies exclusively to the text marked in the RTF editor.
· In the project (see also ?5.1). This change applies to all the texts of the project that are edited via the RTF editor.
10.1.1.17 System – Specifications for types of measure

Safexpert offers a series of standard types of measure that are available for the definition of a type of measure. On top
of that, it is possible to define your own types of measure.
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The following settings are available for the definition of an own type of measure:
· Entry of name and short name.
· Display "Category, PL, SIL..." tab: It defines that the corresponding tab is displayed upon selecting this type of
measure.
· Display "Pictograms" tab: It defines that the tab of the pictograms is displayed upon selecting this type of
measure.
· Operating instructions: It defines that the tab for the operating instructions is displayed Operating instructions
upon selecting this type of measure.
· System: It indicates whether this is a standard type of measure.
· Active: Enabling this option defines whether this type of measure can be selected when defining a measure.
The arrow keys allow arranging the existing types of measure in any order.
With the Restore system defaults button, you restore the specified order of system types of measure and
activate them. In addition, all user-defined types of measure are deactivated.
Caution! These specifications apply system-wide and affect all projects.
10.1.1.18 Resources
About the software
Here you can find the Safexpert-Support and manufacturer addresses.
Software update
The settings for the Internet updates of Safexpert are performed here (see chapter ?9).
You will also find information about the current release of the company favourites and the date of the last update of
Safexpert.
Overview of licenses
It shows the Safexpert modules for which you have license rights.
10.1.2 Managing company locations

For each project, you can define whether users of an entire company location, certain departments or certain
functions or personally named users may access the project (see section ?5.1.3).
The company locations are updated here. When a new user is created, it can be defined for each user at which
company location he or she is working (see section ?10.1.4).
To create a new company location, select the Create new address function on the multi-function bar or in the
context menu .
Main address
When you create a new project, the data of the main manufacturer are automatically copied to the project data. The
data can subsequently be changed in the project.
Safexpert provides the option of defining report-specific specifications for your reports. They will be offered in the
advanced print options of all reports that contain company location data (see section ?8.2.5).
10.1.3 Managing manufacturers and representatives

These data are managed in this window:
· Company address
· Signatory of the EC declaration
· Where appropriate, representative within the EU
· Authorised representative to compile the technical documents.
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How to open the window
1 Log in to Safexpert as Safexpert administrator.

2 In the System main menu, select the Manufacturer, authorised person... function
The Manufacturer, authorised person... window is displayed.
Main address
The entry identified as "Main address" is copied by default when a new project is being created.
Authorised person to compile the technical documents
When you create a new project, enter the name and address of the person who is authorised to compile the technical
documents.
These data are copied when a new project is created and can be overwritten in the project.
Safexpert provides the option of defining report-specific specifications for your reports. They will be offered in the
advanced print options of all reports that contain manufacturer data (see section ?8.2.5).
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10.1.4 User management
Safexpert can be opened only by users who have previously been created in the user management.
To open the user management, select the User management function in the System main menu:
To add a user, select the New user function on the multi-function bar or in the context menu.
10.1.4.1 User data

Enter the corresponding data. Mandatory fields are identified by a symbol: . Incorrect entries are identified by this
symbol:
Surname, First name
The entries in these fields are used to record the histories in the projects.
User name
You may enter any sequence of characters in this field, e.g. the name, an abbreviation, etc. This entry is required for
login to Safexpert. The entry automatically uses capital letters.
Password
You may enter any sequence of characters in this field, e.g. the name, an abbreviation, etc. This entry is required for
login to Safexpert.
Operating language
The project language can be specified independent of the operating language when you create a project.
Department, function, company location
For each project, you can define whether users of an entire company location, certain departments or certain
functions or personally named users may access the project (see section ?5.1.3).
The departments, functions and company locations can be managed accordingly in separate lists in several
languages and assigned to the individual Safexpert users.
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Managing the company locations can also be performed with the "Update company locations" function (see section
?10.1.2).
10.1.4.2 User rights

User role
The defined user roles consist of typical user rights for different target groups. If you select a role, the corresponding
rights are automatically selected and displayed in grey. Rights displayed in black can also be assigned.
User rights
The user rights can be assigned via roles or individually.
10.1.5 Report management

Note: Since a new report designer was implemented starting with version Safexpert 8.0, it is not possible
to copy own report templates from an earlier version. All system reports that existed in Safexpert 7.0 are
also available from 8.0.
Simple changes to reports, such as adding a logo, can be performed in the Safexpert Options (see section
?10.1.1.14).
Note: Changes to reports by means of the supplied report designer without extensive know-how in
handling the report designer are generally doomed to fail.
We kindly ask you to understand that the Safexpert-Support cannot provide any training for Safexpert, CE marking, or
the report designer. Please note our offers for seminars and special training.
System reports
Safexpert is delivered with standard reports (see section ?8.3 and ?8.4). These standard reports are identified as
"System report" and cannot be changed by the user.
But these reports can be copied, and the copy can then be changed by the Safexpert administrator, so that reports
can be adapted to suit your specific needs.
Safexpert groups the reports according to their functions. That is, if the "Print" function is selected, only those reports
are provided for selection that are applicable to the respective printout (e.g. risk assessment, project overview, status
etc.). Own reports receive the same group name as the system report from which a copy was made. Hence, the own
reports are automatically entered into the corresponding list of reports.
Note: The Safexpert administrator defines in the "Report management" window via the "Display" column
whether a certain report is offered for printing.
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To open the report management, select the Report management function in the System main menu:
Create own reports
1 From the report list, select the report that should serve as the basis for the new report.
2 In the context menu or on the multifunction bar, select the functions Copy and Paste.
The new report is added to the list of reports and highlighted.
3 Enter a name for the new report.

4 On the multi-function bar, select the Change report function.
The Safexpert Report designer is opened with the selected report.
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Define whether the report should be displayed to the users of Safexpert for selection and whether it should be
available in Central printing (see section ?8.2.4).
The report designer provided in Safexpert is the XtraReports TM Suite from Developer Express Inc.
Additional information about the report designer can be found on the homepage
http://www.devexpress.com/Products/NET/Reporting/.
10.2 Libraries
10.2.1 Descriptions library

To open the descriptions library, select the Descriptions library function in the System main menu.
For additional information, see section ?7.4
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10.2.2 Measures library
To open the Measures library, select the Measures library function in the System main menu.
For additional information, see section ?7.5
Convert types of measure
Starting with version 8.3, Safexpert uses new types of measure that replace the old types of measure. They can be
replaced for a complete measures library or a measures set so that affected measures are subsequently available
with the new values.
1 Select the measures library or the desired measures set.

2 Click on the Convert type of measure button and confirm the query.
3 Save the changes made.
10.3 Manage lists as templates
When a project is created, the following data is set up as standard:

· Limits of the product
· Phases of the machinery life (changes within the templates can subsequently be copied into the project at any
time (see also ?5.3))
· Checklist of technical files
· Instructions checklist
These standard defaults can be adapted by the Safexpert administrator.
Caution: In case of any changes of the template lists, ensure that the conformity with the underlying
directive is maintained.
10.3.1 Limits of the product

How to add a limit of the product
1 On the multifunction bar or in the context menu, select the New – Limits of the product function.
A new data record is added.
2 Enter a name and, if necessary, a description in all available languages.
3 Click on Save.
For additional information, see sections ?5.1.2.
10.3.2 Phases of the machinery life

How to add phases of the machinery life
1 Log in to Safexpert as "Safexpert administrator".
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2 On the multi-function bar in the System main menu, select the Phases of the machinery life function.
The Edit Phases of the machinery life window is displayed:
3 Click on New – Phase of the machinery life.

4 Enter a name and, if necessary, a description in all available languages.
5 Click on Save.
10.3.3 Managing hazards lists

The hazards list forms the basis for the risk assessment.
Safexpert is delivered with a hazards list by default according to the European standard EN ISO 12100, Annex B.
This hazards list is managed and updated on the Safexpert Live Server.
Language of the hazards list
Starting with Safexpert version 8.0, a separate hazards list is being maintained for every language. This allows
maintaining the hazards lists in different languages independent of each other.
How to open the "Manage Hazards lists" window
To open the Manage Hazards lists window, click on the Hazards lists function in the System main menu.
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Managing and updating the Safexpert hazards lists is done via the Safexpert Live Server.
10.3.3.1 Create own hazards lists
Procedure
1 On the multi-function bar in the Managing hazards lists window, select the Create new hazards list function.
The References tab is displayed:
Safexpert 8.4 108

2 Enter the References.
3 On the multi-function bar, select the function New – Hazard group or New – Hazard.
A new record is added:
Safexpert 8.4 109

4 Enter the corresponding data.
5 Insert additional hazard groups and hazards to build up the hazard tree.
6 Click on Save.
Global Safexpert Identifier in the hazards list

In the hazards list, GSI offers the opportunity to give every hazard a unique identification.
Origin / description
During the identification of hazards, EN ISO 12100 subdivides into "Origin" and "Potential consequences":
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10.3.3.2 Edit hazards lists
Procedure
1 On the multi-function bar in the Manage hazards list window, click on the Edit hazards list function.
The References tab is displayed.
2 In the hazard tree, click on the entry to be changed and make the changes in the detailed data.
3 Click on Save.
10.3.3.3 Create conversion table

A conversion table is required to replace the (old) hazards list used with another (new) hazards list in existing
projects. This requires that a hazard of the new hazards list must exist for every hazard of the old hazards list.
Conversion tables are assigned to a (new) hazards list. Hence, it is defined for every hazards list from which previous
hazards lists a conversion can be performed.
Create conversion table
1 In the Manage hazards lists window, first mark the old hazards list and then the new one.
2 Select Create conversion table in the context menu.
The References window is displayed:
3 Enter the references and click on OK.
The "Create conversion table" window is displayed:
Safexpert 8.4 111

4 Select a hazard in the old hazards list, and define in the new hazards list to which hazard the hazard selected in
the old hazards list should be assigned.
5 Select Copy assignment.
The assignments are displayed in the lower table:
Safexpert 8.4 112

6 Save the conversion table after all hazards of the old hazards list have been assigned to the new one.
Create conversion table automatically based on GSI
By clicking on the Assign automatically via GSI (Global Safexpert Identifier) button, all hazards of the old
hazards list that feature a GSI are assigned to the selected hazard in the new hazards list that features the same
GSI.
Hazards that could not be assigned automatically can subsequently be assigned manually.
10.3.3.4 Project variables

With the new creation of a project, different project variables are filled based on various valuations of the user.
The project variables are used within a project for controlling measures or the free selection of suitable information.
When creating hazards lists, checklists or cross-reference lists, it can be defined under which conditions certain
hazard points, checkpoints or cross-references can be displayed or selected depending on project variables.
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Define conditions
Click on Add type of condition and define the desired condition.

Groups of variables
The project variables are divided into four groups of variables:
· Category
· CE Guide
· Machine type
· Annex IV
The groups of variables are available in all windows in which conditions can be defined:
Category
The following project variables are available in this group of variables:
· Foodstuffs machinery, machinery for cosmetics or pharmaceutical products
· Portable hand-held and/or hand-guided machinery
· Machinery for working wood and material with similar physical characteristics
· Machinery also intended for use by non-professional operators
· Machinery for pesticide application
· Mobility of machinery
· Lifting operations
· Use of machine underground
· Lifting persons
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CE Guide
The following project variables are available in this group of variables:
Machinery Directive 98/37/EC
This variable is set if the project is based on the Machinery Directive and the date of placing on the market of the
machine is earlier than 29 Dec 2009.
Machinery Directive 2006/42/EC
This variable is set if the project is based on the Machinery Directive and the date of placing on the market of the
machine is entered as 29 Dec 2009 or later.
Machine type
This group of variables contains the project variables that define your product.
Annex IV
This project variable contains the information whether the product falls under Annex IV of the Machinery Directive.
10.4 Managing licenses

In companies that have several Safexpert licenses, it is possible to reserve licenses and modules for certain users,
functions, departments or company locations.
Personalised licenses depend on the license file and, therefore, cannot be changed. If a change needs to be made,
contact your Safexpert supplier.
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Overview of licenses
Open the license overview in the Safexpert Options.
10.4.1 Import license

If you should receive additional licenses for Safexpert or Safexpert modules as license file, they will be imported in
Safexpert with the Import license function.
Procedure
1 Click on the Import license button:
2 Select the path on which the license file is located, and click on Open.
Note: By default, you receive a new license file via the Internet update (see section ?9.1). It is automatically
imported in Safexpert during the update process.
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11 SAFEXPERT LICENSE AGREEMENT
entered into between

IBF – Automatisierungs- und Sicherheitstechnik GmbH
FN 167948 h High Court Innsbruck
Bahnhofstraße 8
6682 Vils
Austria
hereinafter referred to as "IBF" and
the respective Licensee
hereinafter referred to as "Contractual Partner"

as follows:
1. IBF grants the Contractual Partner the right to use the Software and/or additional products purchased through the
Safexpert Solutionstore and/or IBF webshop (hereinafter referred to as "Contractual Products") pursuant to the
provisions of this License Agreement in exchange for payment of the fees as set out in IBF's current price list,
which can be found on www.ibf.at, or as shown at the Safexpert Solutionstore or IBF webshop. Should the rights
of use not have been granted for a limited time only, they shall be deemed to have been granted for an unlimited
period of time.
2. The Contractual Partner has the right to install the database on one computer or server once (1). The software
may only be used together with the client installation. It is expressly prohibited to install the database more than
once if only one license has been purchased.
3. The Contractual Partner has the right to perform a client installation and/or install any additional products
purchased on as many computers as desired. Rights to use the Contractual Products or certain parts thereof
depend on the type of license offered for the particular product and/or chosen by the Contractual Partner.
3.1. Floating license: simultaneous use of client installations is only permissible to the extent that licenses have
been purchased within a certain time zone.
3.2. Personalised license: use is permissible for one (1) individual with a personal user code. The individual's
personal email address shall be deemed their user code. Licensing rights shall be cleared by IBF on the
Safexpert Live Server.
3.3. Group, company, location or campus licenses: simultaneous use of the client installation and/or any
additional products purchased is permissible for all individuals of that group, company, company location or
location of a corporation. Personal licensing rights shall be cleared as set out in clause 3.2.
4. The partial or full replication of the Contractual Product is only permissible for the purpose of securing data.
5. The parties agree that the General Terms and Conditions of Contract, License and Use (file "GTC_IBF_2018-05-
01.pdf"), which can be found at www.ibf.at, shall apply. There information to processing activities by IBF (Art. 13
GDPR) is available. Additional information regarding data protection is available at www.ibf.at/en/dataprotection
6. The parties further expressly agree that using the Contractual Products shall in no case exempt the Contractual
Partner from dealing with the content of the necessary and applicable legal provisions independently. The
Contractual Products include legal provisions which are presently valid, however IBF shall not be liable for the
data being correct and complete. There shall be no automatic updates; automatic updates require a separate
service contract.
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12 GENERAL TERMS AND CONDITIONS OF CONTRACT, LICENSE
AND USEof IBF – Automatisierungs- und Sicherheitstechnik
GmbH, IBF Sales & Consulting GmbH as well as IBF Solutions
AG
1. Contractual Scope
1.1. The follow ing General Terms and Conditions of Contract, License and Use (hereinafter referred to as “General Terms and
Conditions“) shall apply to all goods and services (hereinafter collectively referred to as “Services“), including in particular the
Softw aresystem “Safexpert“ saved on a data storage medium or made available as a dow nload in the respective version made
available or ordered, as w ell as all related accessory programs, exemplary data files, softw are documentations and any other
related material (hereinafter collectively referred to as “Softw are“) of IBF – Automatisierungs- und Sicherheitstechnik GmbH, FN
477543 w of the High Court Innsbruck in its capacity as Commercial Court, Austria, Bahnhofstraße 8, A-6682 Vils, IBF Sales &
Consulting GmbH, HRB 738391, of the Local Court Stuttgart as w ell as IBF Solutions AG, FN CHE-325.938.071, Zürich (all hereinafter
collectively and individually referred to as “IBF“) supplied to third parties (hereinafter referred to as “Contractual Partners“). Unless
agreed otherw ise in w riting, IBF enters into contracts w ith its Contractual Partners concerning the Services solely based on these
Terms and Conditions, even if a contract is entered into w ithout specific reference to these Terms and Conditions. It is expressly
agreed that these Terms and Conditions shall apply only in relation to Contractual Partners w hich are deemed entrepreneurs
[Unternehmer] pursuant to § 1 Austrian Consumer Protection Act [österreichisches Konsumentenschutzgesetz].
1.2. In no case w hatsoever shall the Contractual Partner‘s general terms and conditions or comparable terms of any type or form apply,
even if the Contractual Partner’s general terms and conditions do not conflict w ith these present Terms and Conditions or if they are
not expressly objected to by IBF, unless they w ere expressly accepted by IBF in w riting. Neither do acts of performance or silence
on the part of IBF lead to any form of acceptance of the Contractual Partner’s general terms and conditions. The Contractual
Partner’s general terms and conditions shall not be binding for IBF even if IBF fails to object to them upon confirming the order or if
the Contractual Partner has made IBF’s full submission to its general terms and conditions an express condition.
1.3. Should – for any reason w hatsoever – individual provisions of these present Terms and Conditions or of the individual contracts
entered into be or become invalid or should a provision have been unintentionally omitted, the remaining provisions shall continue to
be valid. In such a case a valid provision or a provision coming closest to the invalid provision from an economic view point shall
replace the invalid provision or, in the case that a provision has been omitted, a provision coming closest to the omitted provision
from an economic view point shall apply.
1.4. Side-letters and/or side-agreements to these Terms and Conditions must be in w riting in order to be legally binding. This rule shall
also apply if the parties to the contract w ish to cancel or amend the aforementioned requirement.
2. Conclusion of Contracts
2.1. Offers made by IBF shall be non-binding offers. Offers made by IBF to a Contractual Partner w hich are not made in person (i.e. by
post, e-mail, etc.) must be accepted by that Contractual Partner in w riting or re-confirmed. Should the Contractual Partner‘s
confirmation not match the declaration made by IBF in the offer, IBF shall have the right to revoke and/or w ithdraw from the offer.
The making available of or the announcement of Services or the similar shall also be deemed a declaration for this purpose.
2.2. The Contractual Partner is under the duty to observe all documentation supplied by IBF (e.g. technical specifications etc.). Should
the Contractual Partner fail to comply w ith such specifications, he must expressly point this out to IBF. Should an offer made by IBF
contain approximate specifications only, the Contractual Partner shall grant IBF the right to deviate from the services offered to a
minor extent; the extent shall be deemed minor if the change is insignificant in relation to the contract value and does not burden the
Contractual Partner unreasonably. Amendments to the Softw are can be made by IBF at any time w ithout giving advance notice.
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2.3. Offers or declarations of acceptance made on the part of IBF shall only be legally binding if made on IBF’s order forms or otherw ise
in w riting and duly signed by the required number of company officers or by authorized representatives of IBF. Information and
promises made orally or statements made by IBF in brochures or statements made in commercials in any form w hatsoever, images,
samples, specifications as to property, performance, use, quality etc. shall also be non-binding, unless expressly declared to be
binding by IBF in w riting.
2.4. Acceptance of an offer made by IBF or performance of the Service agreed upon, in particular the installation of the Service, shall be
deemed full submission to these Terms and Conditions by the Contractual Partner. Any general terms and conditions or other
provisions otherw ise referred to in an offer, order confirmation or other w ritten declaration made by the Contractual Partner or any
provision otherw ise applicable to the performance of the Services shall automatically become ineffective and/or invalid w ithout the
need for an individual express declaration by IBF.
2.5. Contracts betw een IBF and Contractual Partners shall be valid irrespective of any required approvals by the authorities. Unless
agreed otherw ise in w riting, obtaining such approvals is the sole responsibility of the Contractual Partner. Should IBF obtain such
approvals upon the instructions of the Contractual Partner, IBF is permitted to request additional reasonable remuneration from the
Contractual Partner. Should amendments to the original contract prove necessary in order to obtain the required approval, such
amendments shall be deemed agreed upon betw een the parties.
2.6. Demo-Versions supplied by IBF may only be used for test purposes; any other use w hatsoever, including for training purposes, is
expressly prohibited.
3. Services, Delivery Dates and Partial Deliveries
3.1. The place of performance and delivery is at the seat of IBF. This is the case even if a different place is agreed upon for delivery in
an individual instance.
3.2. Without exception, the transfer of risks for (partial) deliveries made by IBF is passed to the Contractual Partner upon the making
available of the respective Service – including the making available as a dow nload.
3.3. Delivery dates and delivery periods shall only be binding if the binding character w as agreed upon in w riting at the time the contract
w as entered into. A delivery date or delivery period is deemed as having been abided by if the Contractual Partner is notified by IBF
that the Service has been made available as a dow nload or – in the absence of such a notification – as soon as the Service has
been made available as a dow nload by IBF. The Contractual Partner shall have no right to claim the source code. In order to be in a
position to adhere to the delivery dates and/or delivery periods, IBF requires the Contractual Partner’s timely and full compliance w ith
all obligations, such as in particular responding to all technical queries to be resolved by the Contractual Partner, complying w ith the
agreed payment terms and any other cooperation obligations.
3.4. It is the sole duty of the Contractual Partner to ensure that the minimum requirements in its computer environment and the necessary
compatibility exist and that the softw are is installed.
3.5. IBF shall be entitled to claim damages in the case of default in payment and default in acceptance as w ell as in the case of any other
infringement of duties and obligations by the Contractual Partner. Such claims for damages include, in particular, the claim for loss of
profits. In such a case the risk of the accidental destruction or deterioration of the Service is transferred to the Contractual Partner
on the delivery date originally agreed upon. Any additional rights and remedies, such as in particular the right to w ithdraw from the
contract and/or the right to claim damages, shall remain unaffected.
3.6. Should IBF be in default, IBF shall be liable for the damages incurred by its Contractual Partner only if such default is a result of the
infringement of essential contractual obligations or w as caused intentionally or by w ay of gross negligence on the part of IBF.
Essential contractual obligations are such obligations w hich are the basis for the proper fulfillment of the contract and the
adherence to w hich the Contractual Partner may reasonably rely on. The Contractual Partner is permitted to claim damages for non-
fulfillment of a contract only if such non-fulfillment is caused intentionally or by w ay of gross negligence on the part of IBF. This is
Safexpert 8.4 119

the case even if the Contractual Partner has set a prior deadline threatening w ithdraw al from the contract. IBF shall be relieved of
its duty to fulfill the contract if IBF is not supplied w ith services, softw are or parts thereof necessary to fulfill its ow n contractual
obligation in a timely and proper manner at no fault of its ow n.
3.7. Delays in delivery as a result of force majeure, sovereign measures, natural catastrophes, w ar, civil unrest, strikes in IBF
companies or supplier companies or as a result of other circumstances not caused by IBF shall entitle IBF to deliver the Service
w ithin a reasonable period of time after the reason for the delay has ceased to exist.
3.8. IBF is entitled to perform partial deliveries and issue partial invoices for such deliveries.
3.9. Should the Contractual Partner w ithdraw from the contract – for w hatever legal reason – notw ithstanding IBF’s right to claim
fulfillment of the contract, IBF shall be entitled to claim either a 25% cancellation fee from the Contractual Partner w hich shall be due
w ithin 14 (fourteen) days upon presentation of the invoice, or to claim the actual damages incurred by IBF.
4. Fees and Paym ent Conditions
4.1. For payments due to IBF, the place of fulfillment shall be the company seat of IBF, even if a different place of delivery has been
agreed upon.
4.2. Should the Contractual Partner be under a duty to refund IBF for costs as a result of statutory or contractual provisions or IBF have
other claims against the Contractual Partner, IBF may elect to either retain payments or set off its claims against the Contractual
Partner’s claims, provided that the reciprocal claims are both in cash and both already due for payment.
4.3. All fees specified in IBF’s order confirmations are deemed as having been agreed upon and – unless agreed otherw ise in w riting –
are valid ex the place of delivery determined by IBF. Fees do not include costs for insurance, duties, services or any other additional
charges. Such costs w ill be invoiced to the Contractual Partner separately.
4.4. IBF’s fees are exclusive of statutory sales tax [gesetzliche Umsatzsteuer] and are show n in Euro. The statutory sales tax w ill be
added to the fees and displayed on our invoices.
4.5. If an order is accepted by IBF w ithout IBF having previously made an offer or if Services are provided w hich w ere not expressly
included in the order, IBF is entitled to claim the fees set out in its valid pricelist at that time or fees reasonable for such a service.
4.6. IBF’s invoices are payable upon receipt and strictly net, unless agreed otherw ise in w riting.
4.7. Discounts of any kind granted in an individual instance, including cash discounts, do not result in any form of right to claim discounts
in the future.
4.8. Payments shall be made by bank transfer to IBF’s account as show n on the invoice. Bills of exchange and cheques are only
accepted on account of payment [zahlungshalber] and all related charges, taxes and other levies shall be borne solely by the
Contractual Partner.
4.9. The Contractual Partner is not permitted to set off its ow n claims against claims of IBF.
4.10.Should IBF make partial deliveries, only the pro-rata fee pursuant to the partial invoice shall be due for payment.
4.11.Should the Contractual Partner fail to make payment w hen due, all other claims against the Contractual Partner shall automatically
become due w ithout the need for IBF to expressly rely on their being due. The same shall apply should the Contractual Partner’s
financial situation be detrimentally affected or if enforcement measures are taken against the Contractual Partner’s assets.
4.12.If the Contractual Partner has not paid amounts due to IBF on time, default of payment shall occur automatically and w ithout the
need for an express declaration of default by IBF. The default interest shall be 10 (ten) percentage points above the prime lending
rate [Basiszinssatz], notw ithstanding any other rights pertaining to IBF and irrespective of w hether the Contractual Partner is at
fault for the default of payment; IBF shall how ever also be entitled to claim damages in excess of the above default interest, if such
damages are incurred. In the case of default the Contractual Partner shall be under the duty to reimburse IBF for all collection costs,
Safexpert 8.4 120

including the costs of instructing a law yer or collection company, as w ell as court fees to the extent they are incurred because this
is necessary to adequately assert IBF’s legal rights.
4.13.Additionally, IBF is permitted to block the Contractual Partner’s access to the Safexpert Live Server in the case of default.
5. Warranty
5.1. The w arranty term is 1 year as of the transfer of risk [Gefahrenübergang], unless a longer period of limitation is provided under
mandatory law . IBF accepts no further liability for damages or any other form or remuneration w hatsoever arising from a w arranty
case.
5.2. IBF does not w arrant and shall not be held liable for the achievement of any particular result w hen using the subject matter of the
contract. Neither does IBF accept any form of w arranty or liability for the economic or technical usability of the Services.
Furthermore, no liability is accepted for the softw are and its data structure being free of defects and errors or the data content
being free from defects and errors or it being up to date. In addition, no w arranty or liability shall be accepted by IBF for failure,
errors, interruptions or damages caused by improper installation, use, non-compliance w ith installation requirements, adapted
operating system components, interfaces and parameters, contamination w ith computer viruses, trojans or similar contamination,
use of abnormal operating requirements (in particular deviations from the installation requirements) or data storage media.
5.3. IBF’s liability based on w arranty is excluded if the Contractual Partner failed to provide in w hole or in part the information required
for the provision of the Services or if such information w as provided incorrectly, if the Contractual Partner did not comply w ith the
instructions or relevant operating requirements of IBF w hen using the Services, if the defect w as caused by the Contractual Partner
or by third parties or if such persons handled or repaired the Services of their ow n accord. Defects caused by external influences
shall not be covered by this w arranty, in particular but not limited to cases w here the hard- or softw are used w as not suitable. It is
the Contractual Partner alone w ho shall bear the responsibility to ensure such suitability.
5.4. The w arranty shall only extend to defects w hich occur during normal use and to the extent that the respective operating
requirements have been complied w ith.
5.5. Should disputes regarding the existence or the extent of claims based on w arranty arise, IBF shall have the right to have the
respective service examined by an expert or a court-sw orn expert and the expert opinion thus draw n up shall be legally binding for
both parties. If the Contractual Party refuses to allow an examination by the appointed expert, IBF shall be exempted from its liability
und the w arranty. Should the expert conclude that the w arranty claim asserted by the Contractual Partner is nonexistent, the
Contractual Partner shall bear the expert’s costs for draw ing up the opinion.
5.6. IBF must be notified of defects or missing services w ithout delay but latest w ithin 10 (ten) w orking days upon receipt of the
Services, in w riting, and setting out the defects; failure to notify IBF shall result in the Services being deemed as fully accepted
w ithout reservation and w ithout defects. In the case of any other defects w hich are not identifiable w ithin the above-stated term
despite thorough examination, use of the Services must be ceased immediately and IBF must be notified in w riting and w ithout delay,
how ever latest w ithin 5 (five) w orking days after the defects have been discovered, setting out the type of defect. In the case of
apparent defects, the above-stated term shall commence w ith the start of the w arranty period and in the case of hidden defects as
soon as the defect has been discovered.
5.7. Should IBF have been correctly notified of a defect, IBF shall have the right to extend w arranty either by supplying the missing
service(s) [Nachtrag des Fehlenden] or by repairing the defective service [Nachbesserung der fehlerhaften Leistung];
alternatively, IBF may replace the defective service or part of the service [(teilweiser) Ersatz der mangelhaften Leistung]. Should it
be impossible to repair the service or replace the service w ithin a reasonable period of time, the Contractual Partner shall have the
right to request a reduction of price. IBF expressly reserves the right to settle the Contractual Partner’s claims by providing the
Contractual Partner w ith a credit note for the respective amount. If, in an individual case, a contract is reversed [Rückabwicklung
Safexpert 8.4 121

des Vertrages], the refund of any fees requires the prior w ritten confirmation that all installed Services components have been
uninstalled.
5.8. IBF’s liability arising from the extended w arranty is limited by the value of the contract (net, excluding statutory sales tax
[gesetzliche Umsatzsteuer]), or, in the case of contracts w ith more than one item, w ith the value of the relevant total of the item.
5.9. To the extent permissible by law , IBF assumes no additional liability in connection w ith the w arranty set out above.
6. Liability
6.1. Furthermore, IBF accepts no liability for damages resulting from actions taken by third parties, by force majeure (eg. atmospheric
discharges) or by impact caused by equipment operated by the Contractual Partner. It is expressly agreed that IBF does not offer or
provide safety-related advice and therefore does not accept any form of related liability.
6.2. Should IBF and its vicarious agents [Erfüllungsgehilfen] be held liable for damages, in any event such liability is limited to cases of
premeditation or gross negligence. To the extent legally permissible, any and all liability for acts of ordinary negligence shall be
excluded; likew ise, any and all liability for consequential damages, pecuniary losses, losses of interest as w ell as damages
resulting from third-party claims against the Contractual Partner shall be excluded. In the case of gross negligence, liability for
damages – irrespective of their legal basis – shall be limited to three times the contract value (net, excluding statutory sales tax
[Umsatzsteuer]) or in cases of contracts w ith more than one item, liability shall be limited to three times the value of the respective
sum of item w hich caused the damages or w hich is directly related to that item.
6.3. Furthermore, IBF’s liability is limited to damages w hich w ere reasonably foreseeable or could have been reasonably foreseeable,
based on the circumstances and facts w hich w ere know n to IBF or w hich should have been know n to IBF, at the time w hen the
contract w as entered into.
6.4. Any and all further rights and claims of the Contractual Partner against IBF shall–to the extent legally permissible – be excluded,
irrespective of their legal basis (e.g. for defects and errors in performance). The same applies to indirect damages caused to
objects and/or persons, e.g. to consequential damages, loss of profits, data loss, losses caused by the use of the Services or by
the Services being unusable, etc. Claims based on the infringement of secondary contractual duties, in particular on the duty to
advise and to inform, shall also be excluded.
6.5. Non-compliance by the Contractual Partner w ith any and all installation, operation and use requirements shall lead to automatic
exclusion of all liability.
6.6. Should the Contractual Partner have obtained IBF’s consent to transfer this contract in an individual case, the Contractual Partner is
under a duty to impose the obligations under this present contract upon that purchaser and to inform them on how to use the
Services in a professional manner.
6.7. It is expressly agreed that the Services and in particular the Softw are reflect the current legislation valid at the time of the last
softw are update; therefore, any and all liability for any adaptations and/or enhancements are expressly excluded. IBF offers a
separate maintenance agreement for softw are updates, in particular for amendments to legislation; w ithout having entered into such
a maintenance agreement, the Contractual Partner is under a duty to inform itself of any available softw are updates of its ow n
accord and these shall be made available to the Contractual Partner by w ay of a separate, individual contract. IBF shall have no
duty to inform the Contractual Partner of any available updates.
7. Export / Intra-Com m unity Supply
7.1. In the case that the Services are imported or exported, the Contractual Partner is obliged to comply w ith the law s of the relevant
country as w ell as the Austrian and European foreign trade legislation and to obtain any import and/or export licenses, exchange
control authorizations or similar authorizations in the necessary form required for exporting or importing the Services. The same
applies for Services supplied to countries, to recipients or for purposes of w hich the Contractual Partner know s or should have
Safexpert 8.4 122

know n that they are subject to regulatory control. IBF accepts no liability w hatsoever for authorizations w hich have not been
obtained.
8. Withdraw al from a Contract
8.1. Both parties may w ithdraw in part or in w hole from a contract entered into if there is a delay in delivery in excess of 3 (three)
months beyond the agreed delivery date and it is expressly agreed that the Contractual Partner shall have no further rights arising
from the w ithdraw al from a contract. In such a case, the Contractual Partner must confirm in w riting that all installed softw are
components have been uninstalled.
9. Term ination
9.1. Notw ithstanding any other rights, IBF is entitled to terminate an individual contract w ithout giving notice or adhering to any deadlines
should the Contractual Partner breach material provisions of an individual contract or these Terms and Conditions.
9.2. In the case that the contractual relationship is terminated, IBF is authorized to block all access rights to the Safexpert Live Server
w ithout w arning.
9.3. The Contractual Partner is under a duty to uninstall the softw are on the server as w ell as on all computers w ithout delay in the case
that the contract is terminated.
9.4. Termination pursuant to Clause 9.1. does not result in a claim for reimbursement of payments made.
10. Duplication and Transfer of Rights
10.1. The rights for installation, duplication und for use of the softw are or other acquired additional products w ithin the Safexpert
Solutionstore are regulated in the Safexpert License Agreement or in special Terms of Use by the manufacturer of the particular
additional products.
10.2. IBF is entitled to transfer its rights in w hole or in part to third parties.
10.3. The transfer of rights to the Services and in particular to the softw are by the Contractual Partner requires the consent of IBF and
the entering into of a cooperation agreement.
10.4. Insofar as the transfer of rights to the Services and in particular to the softw are is permissible in an individual case, the
Contractual Partner shall be obliged to transfer the obligations under the contract and these Terms and Conditions to that third party
in their entirety. In the case of such a transfer of rights, upon request and payment of a service fee of presently € 70, a new
license code shall be supplied by IBF. By registering itself w ith the new license code, the third party, unto w hich the rights are being
transferred, submits fully to the provisions of the contract and to these Terms and Conditions.
10.5. Transfer to the third party results in automatic loss of all the Contractual Partner’s rights to the Services and the softw are.
10.6. An interim transfer of rights to the Services and in particular to the softw are, thus in particular the distribution, rental, leasing, etc.,
is not permitted.
11. Contractual Partner’s Further Obligations
11.1.The Contractual Partner is not permitted to reverse compile or reverse assemble the Services or in particular the softw are (reverse
engineering).
11.2.The Contractual Partner is obliged to ensure itself that the softw are has been correctly installed before using it; furthermore the
Contractual Partner is under the duty to ensure itself that the softw are can be used for the purpose required.
11.3.The Contractual Partner is obliged to continuously inform its employees and customers of all information and instructions supplied
by IBF as w ell as all legal provisions and official orders made by authorities. The Contractual Partner shall store all relevant records,
Safexpert 8.4 123

documents and supporting statements for a period of at least 10 (ten) years beginning w ith the Services being placed on the market
or transferred and shall provide these to IBF upon request.
12. Copyright
12.1.The Services and in particular the softw are are protected by copyright and by international copyright legislation. Furthermore
copyright agreements w ith suppliers of IBF regarding intellectual property exist. It is expressly agreed that one license shall be
granted in connection w ith the softw are, pursuant to the respective individual contract and these Terms and Conditions. All rights to
the Services and in particular to the softw are shall therefore remain w ith IBF or its suppliers.
12.2.The Contractual Partner is not permitted to remove or alter copyright marks, the license code or any other features serving the
purpose of displaying copyright ow nership.
13. Confidentiality Clause, Data Protection and Data Processing
13.1.Confidential Information supplied by IBF shall be treated by the Contractual Partner w ith utmost care and secrecy and may not be
made available to third parties. Taking into consideration the obligation to secrecy, such information must be stored until it is returned
and may be used as intended and for the designated purpose only. The confidentiality clause must also be effectively transferred
by the Contractual Partner to the respective employees and other vicarious agents [Erfüllungsgehilfen] as w ell as other third parties
involved in the realization of the subject of this contract in any w ay or form. The confidentiality clause is valid for an unlimited period
of time and its validity therefore extends to the time after termination of the contractual relationship. Upon IBF’s request, the
Contractual Partner must return w ithout delay all documents and any w ritten materials containing confidential information, including
copies held by the Contractual Partner, irrespective of w hether these w ere made by the Contractual Partner, by IBF or by third
parties.
13.2.IBF processes all personal data belonging to the contractual relationship related to the Contractual Partner (Name, address, e-mail
address, telephone number, fax number, VAT number, company registration number, bank details etc.) pursuant to data protection
legislations (GDPR, Austrian Data protection law ). This data is required for the business processing and is processed according to
article 6 paragraph 1 lit. b GDPR. It is going to be deleted 10 years after the end of the business relationship as far as it is not
processed further on due to reasons of clause 13.3.
13.3.According to paragraph 107 section 3 of the telecommunication law (TKG) and according to article 6 paragraph 1 lit. f GDPR the
abovementioned personal data is used for sending product information and invitations to IBF events via post and e-mail – this is
processed amongst others through processors (e.g. printing companies, advertising companies). The processing takes place
subject to the regulations of the GDPR. The contractual partner may w ithdraw consent at any time by sending an e-mail to
office@ibf.at.
13.4.As far as required for the contract processing w ith the contractual partner the data is disclosed to third parties (e.g. sub-suppliers
like the Austrian Standards Institute, processors). Furthermore the data is disclosed in the extent required to external service
providers (e.g. tax consultant) e.g. to fulfill fiscal obligations.
13.5.Additional information regarding data protection is available at w w w .ibf.at/en/dataprotection
13.6.The Contractual Partner has the right to request from the controller: information about the personal data related to him, rectification
or erasure of personal data as w ell as limitation or restriction of processing concerning the data subject or to object to processing
as w ell as the right to data portability. The Contractual Partner may exercise this right by sending an e-mail to office@ibf.at. Finally
the Contractual Partner has the right of complaint at the Austrian Data Protection Authority (Hohenstaufengasse 3, 1010 Vienna,
dsb@dsb.gv.at, w w w .dsb.gv.at).
13.7.The Contractual Partner is under an obligation to notify IBF of changes to its physical address or business address as long as the
transaction agreed on betw een the parties has not been completely fulfilled by both parties. Should the Contractual Party fail to
Safexpert 8.4 124

notify IBF of such a change, declarations made by IBF shall be deemed as having been received by the Contractual Partner if they
are sent to the Contractual Partner’s address of w hich IBF w as last notified.
14. Safexpert Live Server
14.1.The Safexpert Live Server is a database w hich contains regulation, legal provisions and other data required by Safexpert and is
operated by IBF.
14.2.IBF assumes no liability for the data on the Safexpert Live Server being complete and/or up-to-date. The data on the Safexpert Live
Server have partly been provided to IBF by third parties; therefore, IBF has the right not to update data or to reduce the scope of
data on the Safexpert Live Server; it is therefore at IBF’s sole discretion to cease offering these Services w ithout w arning and
w ithout grounds in w hole or in part or to amend or add to such Services.
14.3.Should the Contractual Partner be authorized to use the Safexpert Live Server as a result of having concluded a respective
contract, the Contractual Partner shall solely be responsible for the installation und the updating of the company data and favorites.
Should the scope be reduced pursuant to Clause 14.2., any payments already invoiced or made shall be credited pro-rata; any
damages claims – on w hatever legal grounds – are therefore excluded to the fullest extent possible.
14.4.The Contractual partner does not have the right to permanent accessibility of the Safexpert Live Servers and it is at IBF’s sole
discretion to turn off the Safexpert Live Server at any time for a certain period of time or permanently and to change, delete or
expand the content saved. The Contractual Partner is under the duty to obtain the required internet brow ser softw are on its ow n
accord. The Contractual Partner alone shall bear the provider- and telecommunication costs incurred for dow n- and uploading
procedures.
14.5.Cyber attacks of any form w hatsoever against the Safexpert Live Server or any and all related data belonging to IBF are strictly
forbidden.
14.6.Any form of cyber attack w ill result in the immediate termination of the contractual relationship and w ill be pursued w ithout
exception under civil law and criminal law .
15. Applicable Law and Venue
15.1.Austrian substantive law – excluding Austrian International Private Law and the UN Convention on Contracts for the International
Sale of Goods (UNCITRAL) – shall apply to all claims arising from the validity or invalidity of contracts entered into betw een IBF and
its respective Contractual Partner.
15.2.The competent court for such matters at IBF’s seat shall have exclusive jurisdiction over all legal disputes arising from contracts
entered into or to be entered on the basis of these present Terms and Conditions betw een IBF and its respective Contractual
Partner. How ever IBF also has the right to bring a claim against the Contractual Partner before any other court in a national or
foreign jurisdiction, to the extent legally permissible.
15.3.The parties may agree in w riting on the jurisdiction of an arbitral tribunal.
Safexpert 8.4 125

Index -F-
Filter functions 7
-A- -H-
Abbrevations 9 Hazard description

Access rights 25, 102 Open library 75
Access rigths to projects 50 Hazards
Advanced print options 86 Overview 73
Annex IV Hazards list 107
Group of variables 113 Create conversion table 111
Avoid repeat designations 94 Create own 108
Edit 107
-B- Managing lists 107
Help system 9
Blocked for copying 46 History logs 52, 70, 96
-C- -I-
Category 113 Images

CE Guide Insert 79
Group of variables 113 Print attached images 80
Central printing 85 Print position 80
Company favourites Print settings 80
Update reports 88 Import
Concerned projects 88 Project 38
Conformity assessment Installation 17
Risk assessment 62 Interfaces
Context-dependent printing 84 Risk assessment 73
Context-dependet help 9 Internet update 89
Create conversion table 111 -L-
Create own reports 103
-D- Language
User interface 93
Data protection Library
Anonymising personal data 12 For measures 77
Pseudonymising personal data 12 Of hazard descriptions 75
Database Licenses 115
Reorganisation 95 Importing 116
Date format 93 License rights 100
Descriptions library 105 Licensing upgrade 89
Dictionary 57 Manage 115
Overview of licenses 115
-E- Limits of the machine 49
Link
Measures 71
E-mail settings 98
Login 25
Embedded files 97
Error 10
Export
Project 38
Safexpert 8.4 - Index
Check project files 52
-M- Company location 46
Completion message 46
Machine type Copleted 32
Group of variables 113 Copy 37
Manufacturer details 51, 100 delete 36
Match code Display project structure 55
Descriptions library 76 Export 38
Measures library 78 Importing 38
Measures Input language 35, 46
Add task 71 Integrate into another project 54
Copy 71 Manage a project 32
Library 77 Manufacturer details 51
Link 71 Monitor completed project for relevance 46
Sort 70 Move to recycle bin 36
Measures library 106 Open 36
Module Overview 46
License rights 100 Particulars of machinery 49
Template 40, 46 Process data 34
Project functions 51
Most recently used projects 93
Project history 52
-N- Project name 46
Project number 46
Project type 32, 46
NormAnalyzer
Project variables 113
Add-in installation terminal server 20
Read access / Write protection 32
-P- Re-archiving 38
Restore 36
Schedulded date of placing on the market 49
Particulars of machinery 49
Set up 34
Password 31 Settings for relevance checks 95
Print 81 Status 46
Central printing 85 Structuring 53
Context-dependent 84 Subproject 53
Excel 84 Template 46
Page display 83
Project manager 46
PDF file 84 Proxy settings 98
Reports 79
Pseudonymising personal data 13
Text file 84
Purchased components 54
To a file 84
Word file 84 -Q-
Print attached images 80
Print complete report 85
Quick entry window 26
Print documentation 88
Print logo 99 -R-
Printouts
Specifications for reports 99
Recycle bin 36
Process
Relevance checks
Access rights 50
Settings 95
Project 54, 88
Reorganisation
Archiving 38
Database 95
Assign project number automatically 94
Reports
Avoid duplicate project numbers 94
Create own 103
Blocked for copying 32, 46
Default settings 99
Reports Window position and size 93
Print 79 Safexpert reminder
Print complete report 85 Basic default settings 93
Print options 86 Safexpert Solution Store 41
Project documentation 88 Safexpert-Support 9
System management 88 Safexpert-Support address 100
Updating the company favourites 88 Save window position and size 93
Resources Schedulded date of placing on the market 49
About the software 100 Search text
Modules 100 Risk assessment 65
Risk adequately reduced 70 Setting up new project from template 35
Risk assessment 62 Specifications
At interfaces 73 for reports 46, 99, 100
Filter display 73 for text editors 46, 99
Phases of machinery life 65 for types of measure 99
Search texts 65 Spell check 57
Sort hazard zones 65 Spelling 94
Views of tree structure 72 Standard changes
-S- Update report 88
Standard paths 98
Structuring 54
Safexpert Subproject 53
Database 44, 95
System management - Reports 88
Functions 12
System prerequisites 16
Installation programm 17
System requirements 16
Managing licenses 115
Objective 12 -T-
Reports basics 103
Set up 91
Tasks 56
Software error 10
Basic default settings 93
System prerequisites 16
In the area of risk reduction 71
Target audience 12
Manage 40
Uninstalling 22
Technical file
Update Assistant 89
Authorised person 100
Safexpert administrator
Template
Login 91
Module 40
Tasks 91
Project 40
Safexpert Options 92
About the software 100 -U-
Date format 93
E-mail settings 98
Embedded files 97 UNC path details 97
History logs 96 Uninstalling Safexpert 22
Interval for checking new tasks 93 Update 89
Machine number 94 Update Assistant 89
Modules 100 User
Most recently used projects 93 Create new user 102
Notification 93 Show those logged in 91
Operating language 93 User management 102
Project Management 95 User role 103
Project number 94 User Guide
Proxy settings 98 Structure and Content 6
Specifications for reports 99 User interface
Standard paths 98 Set language 93

-V-
Variables 113
Groups of variables 113

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Safexpert 8.

5 Edit projects - Project manager 46

9 Safexpert Update Assistant 89

10 Setting up and managing the system 91

12 GENERAL TERMS AND CONDITIONS OF CONTRACT, LICENSE AND USEof IBF –

1.2 User interface

(1) Main menu

1.2.1 Toolbar for quick access

1.2.2 Multifunction bar

1.2.3 Context menus

1.2.4 Filter functions

Deletes the text entry in the Filter field.

1.2.5 Safexpert information system

This allows showing or hiding levels.

Display all levels

1.2.7 Context-dependent help

1.6 The most important innovations in Safexpert 8.4

Implementing the General Data Protection Regulation

Digital quality check of Safexpert templates

Adjustment of terms to EN ISO 12100

2.2 Notes concerning the application

2.3 Safexpert Update Assistant

2.4 Data protection in Safexpert

2.4.1 Pseudonymising personal data

Select a project in the list and click on Pseudonymisation of project.

2.4.2 Anonymising personal data

3.2 System prerequisites

3.3 Safexpert – scope of supply

3.4 Types of installation

3.4.1 First-time installation

3.5 Types of installation

3.7 Installation methods

3.7.2 Silent Installation

INSTALLLOCATION=[path] Folder in which the files of Safexpert client are installed.

-l=verbose Activates expanded logging for setup.

Silent: Installation runs in the background.

-p Passive: Installation runs automatically. Status information is being displayed.

-i New installation of Safexpert

Uninstallation of Safexpert client

[=Database] Also uninstall the database

[=ConfigFiles] Also uninstall the configuration files

-r[=Parameter] Repair: The Safexpert client installation will be repaired

[=Database] Also repair the database

Update: Any installed Safexpert version will be updated. If no parameter is specified,

/DBCONNECTION Database connection to the target database

Safexpert client and database are being installed.

[=Database] Installs only the database

[=Client] Installs only the Safexpert client

Imports the specified license file. Example:

[=Projects] Installs the demo projects contained in setup.

3.7.3 Automated update installation of the client via the server

3.7.4 Installation in a terminal server environment

3.7.5 Installation and distribution via MSI packet

3.7.5.2 Customising the MSI packet

Please note: After the last parameter no semicolon may be set!

Setting Description / possible values

DBSERVER Database server

DBUSERNAME User name

SETUP_LANGUAGE Language for installation. Selected as default language for Safexpert.

Example for "Value" of DBCONNECTION property:

Setting Description / possible values

ADDLOCAL Components: Client, Database, HelpFiles, OfficeAddin

Additional optional parameters