Create a new Operator in TRACES.NT

If you cannot find the operator you belong, while you register in TRACES NT, you might create a new one.

User DUPLICATES

Often, users registering for TNT TRACES New Technologies make some mistake when they create the operator contact details, and as they currently can't update the operator they just created, they create a new one. As a result, there are duplicate entries with incorrect or incomplete information in TRACES NT which can cause several problems:

• the wrong activity might be used in a certificate. If both operators have activities both could be selected when creating a new certificate even if only one has users attached. This could mean that the users attached to the other entry of the operator won't get a notification for a certificate that related to them.

Therefore, TRACES NT has a functionality for preventing the duplication of users.

When creating a new operator a list of all similar operators already in the system is displayed as soon as the user completes Name, Country and City when entering a new operator .

Should the operator your are currently trying to create be on this list, you can confirm and select the correct entry.

Simply click on the operator's Name, or the button Update on the right.

You'll be redirected to the operator's details page, where you can modify or add any information / identifier or activity.

Note: If such a list appears on top of your screen, please look carefully and make sure your operator is not on it and then proceed with the creation of a new operator.

1. Click the button Create a new operator
   

   
   

2. Enter your organisation details such as (please click on each field name to open its description). All mandatory fields are marked with an asterisk and need to be completed before the operator can be saved:
   

   a. NameType your name(Inside the Operator Details board)

   b. CountrySelect your country from the drop down menu (Inside the Operator Details board)

   c. CityType your city name. Suggestions will be displayed on the drop-down menu, which you must select.(Inside the Operator Details board)

   Note: At this point, if you see a blue box appear on top of the page with existing operators matching the information you entered in Name, Country and City, please make sure you are not creating a duplicate operator.

   d. AddressType in your address. (inside the Operator Activities)

   e. PhoneBy clicking on the blue arrow, you can choose the type of contact information you want to provide: Phone, fax, email or web URL. By clicking on the green + sign behind the box, you can add extra contact information fields.(Inside the Operator Details board)

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3. Enter your organisation's unique identifier and choose its Type from the given list.

   This field is not mandatory for all the creation of a new operator, but can be mandatory for some certificates. For exaple for COI certificates it is currently only mandatory if your operator type is 'organic importer'.

   
   
   You can add more than one Identifier.
   
   

4. Select the Chapter (e.g. Organic, Imported Timber Products, or Plants) and click on to provide some additional butmandatory information, such as Section, Activity and Organic Control Body*for Organic chapter operator users only.

Adding at least one activity is mandatory for the creation and validation of your organization.



Warning: Be very careful when providing validity (end) dates. In the future, the system might be configured to base the access of an operator on this date if it has been provided. An operator with an invalid date may in this case not be selected for a certificate. A user connected to an operator with an invalid activity will not be able to access TRACES NT.

Note: The TRACES.NT Helpdesk team is not authorised to change the validity date upon a simple request. Proof needs to be provided in form of a valid certification document from the organic control body or authority. Ideally, this information is managed/updated by the organic control body or authority themselves. They are authorised to change this for the operators they are certifying.


5. If the operator you wish to create is in the Organic domain.

   Choose the Control body/Control authority for this operator:

   The option to choose a control body / control authority only presents itself when the operator you wish to create is in the Organic domain.

   

6. And finally, click on Create a new operator.

   

7. Enter additional and non-mandatory information in the pop-up message if you wish. Then click on Send authorisation request.

   
   

Note: The new operator was added to your role requests, which are waiting to be validated.

1. Click on Organisation > Operators.
   
2. Then click + New Operator.
   
3. Enter your organisation details such as (please click on each field name to open its description). All mandatory fields are marked with an asterisk and need to be completed, before the operator can be saved:
   

   a. NameType your name.(Inside the Operator Details board)

   b. CountrySelect your country from the drop down menu. (Inside the Operator Details board)

   c. CityType your city name. Suggestions will be displayed on the drop-down menu, which you must select.(Inside the Operator Details board)

   Note: At this point, if you see a blue box appear on top of the page with existing operators matching the information you entered in Name, Country and City, please make sure you are not creating a duplicate operator.

   d. AddressType in your address. (inside the Operator Activities)

   e. PhoneBy clicking on the blue arrow, you can choose the type of contact information you want to provide: Phone, fax, email or web URL. By clicking on the green + sign behind the box, you can add extra contact information fields.(Inside the Operator Details board)

4. Add the organisation's unique Operator Identifiers and choose its Type from the given list.
5. If the operator is an organic importer inside the EU "European Union (Members of the EU plus Andorra, Faroe Islands, Iceland, Liechtenstein, Monaco, Norway, San Marino, Switzerland)" , the EORI number needs to be provided.
   
   You can add more than one Identifier.
   
   

   Note: This information is mandatory for EORI users, although it will not appear marked with an asterisk. (This information is not relevant for organic operators, but you can add it, if you wish.)
   

6. Add Operator Activities by clicking on + Add activity button.

   Inside the EU and EFTA an operator can have different roles. They can be organic importer and also have the activity as organic operator (= first consignee) at the same time. Additionally, they can also have a role for another (non-organic) certificate, for example FLEGT. It is not necessary to re-create a second operator entry for each of these activities, they can be added to the same operator.
   For countries outside the EU: a producer can also be an exporter. Apart from special cases (like Switzerland for example) the operator roles of EU and third countries cannot be mixed. For example: the role organic importer or operator is not acceptable for an operator in Mexico and operators in the EU can (currently) not be producers or exporter.

   

7. Choose the Section and Activity from the drop-down list and enter the mandatory information
   

   

   Depending on the Section and Activity and activity that is chosen for an operator additional information may be mandatory. For example, for organic activities the operator's organic control body needs to be added. For a responsible for the load at least one assigned responsible authority needs to be selected

   
   

8. You can add more than one activity per operator by clicking + Add activity again.



9. Then, click on Createin the top right corner of the page.