Generic Operations
Homepage and Dashboard Overview
Learn how to efficiently navigate the ICG system and access ICG documents that require your action.
Once you have successfully logged into the TRACES NT instance and have a valid role, you should see the following homepage:
The homepage has been designed to provide key information such as:
Your last login – for security purposes,
Latest news – informing you of new functionalities or planned downtime,
Planned unavailability – informing you of upcoming planned unavailability of the environment you are currently logged in to.
My pending certificates – your current pending ICG documents sorted from the most recent that require action. You can open any of these documents easily by clicking on their reference number or Take decision.
There are two ways to access all your pending ICG documents: click See more... in the bottom right-hand corner of My pending certificates.
Alternatively, select Dashboard and then My pending certificates at the top.
This page allows you to filter pending ICG documents by a selected date range. The default setting is 30 days. You can access each ICG document easily by clicking on the ICG Reference link or the Take Decision button.
To return to the homepage, click on IMSOC near the top left.
From the homepage you can also navigate to:
Documents – search for ICG documents, such as import licence applications, importer statements and general descriptions. You can find out more about the search function in the next section.
Dashboard – My pending certificates – this function has already been described earlier in this section.
Actors – this function is primarily used to manage Actors within the ICG system and includes the following:
Operators – search, modify, suspend, register new operators,
Authorities – search for central, regional, local authorities,
Controlled Locations – search for controlled locations such as refuge,
Users – search, validate or suspend users within your organisation.
Other types of actors listed there are not used directly by the ICG system, but by the other TRACES domains.
For more detailed instructions on account registration, role assignments and system access, please refer to the Getting Started section.
Publications – Third Country Law Library – compendium feature of the ICG system containing information on third country regulations on the export of cultural goods. You can find out more about it in a later section.
Document Search Within the System
Learn how to efficiently locate and retrieve specific documents using the ICG system’s search functionality.
On the homepage, click on Documents ➔ Import of Cultural Goods.
Basic search function allows you to search for ICG documents by:
ICG reference number,
Free text fields from I.4 National Reference, I.5 Local reference and all fields from I.15 Description of the cultural good(s).
Simply click the Search button to view all the documents that are relevant to you. The list of ICG documents displayed is based on access rights and document status. For example, every user of the competent authority can view ICG documents submitted to their assigned authority, as well as those with a final status from any other authority.
To perform a more advanced search, such as by ICG document status or type, click the Advanced Search button.
ICG blank document template in case of system unavailability.
In case the ICG system is temporarily unavailable, a blank PDF template of all the ICG documents can be downloaded, printed, and completed on paper. Once the system is back online, all information from the paper form must be entered into the digital system without delay. It is recommended to save the blank template in a secure location on your computer, so it is available if the system becomes inaccessible. Learn where to find the templates.
Navigate to the Documents menu, then click on Import of Cultural Goods. Next, select print document model in the upper right-hand corner.
You will have the option of selecting either a model that applies to all ICG document types, or a specific ICG document template. Select the option that interests you and then click Done.
A blank PDF template(s) of the selected ICG document(s) should appear in a new tab.
Save it to your computer using the diskette icon (may vary depending on your PDF reader).
Generate PDFs from ICG documents.
Discover how to generate and download PDF versions of ICG documents for record-keeping and sharing.
Open the ICG document that you want to generate a PDF of and click on the Preview PDF button in the bottom right-hand corner.
You will notice two or three different options to generate a PDF:
Digitally signed PDF (will appear only if an ICG licence is already eSealed),
Preview PDF (always visible),
Preview quantity management PDF (always visible, explained later in this section),
Click on Digitally signed PDF to generate an officially eSealed PDF version of the ICG licence.
A preview of your document in PDF format including the eSeal should open in a new window.
Click on Preview PDF to generate a PDF version of the ICG licence without the eSeal.
Note
An ICG licence is not a valid document without an eSeal.
A preview of your document in PDF format should open in a new window.
Note
The QR code is a unique, machine-readable optical label assigned by the ICG system that links to the electronic version of the document.
The Quantity Management (QM) procedure in customs is typically required in scenarios where customs authorities need to monitor and control the quantity of goods moved under a specific customs procedure over time. QM ensures that the declared quantities align with actual movements and balances, preventing fraud or discrepancies. This information is exchanged between the ICG system and the National Customs IT system via the EU CSW-CERTEX system. Click preview Quantity Management PDF to generate the preview.
When previewing the QM PDF, an additional page showing the quantity management summary is visible at the end of the ICG document.
Alerts within the system
The Alerts functionality serves as a crucial communication tool between competent authorities and has been designed to notify all the other authorities automaticallyiIn cases where a previously granted licence has been revoked.
This feature ensures that all competent authorities are promptly informed about potential issues or changes in the status of cultural goods being imported, allowing for swift and coordinated action across the EU member states.
To access and view current alerts, click on Documents ➔ Import of Cultural Goods on the homepage.
Click on Search Alert(s) tab.
Clicking the Search button without typing anything into the search box will show you all the alerts.
Notifications within the system
Explore the notifications to stay informed about changes, approvals, and other key events related to ICG licence applications.
To do this, click Notifications in the top right corner of the homepage.
A list of your six most recent notifications should open. To open all notifications, click Open Notifications.
A window displaying all your notifications should open.
Note
Notifications are automatically removed 30 days after they are published.
To mark a notification as read, simply click on it.
Clicking on the notification provides a direct link to the relevant ICG document.
Users can also manage notification settings by clicking their email (top right), then Edit your profile.
You can also choose which notifications you receive.
In app are real time notifications within the ICG system (upper right hand of the window).
Email notifications are sent in batches to the user’s email address at the times selected at the bottom of the user profile.
