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Organisations management in TRACES NT
No, when you are an administrator of your operator, you can modify the data in TRACES NT.
When you are logged in to TRACES NT, please click on the user icon in the top right corner and then on 'Edit your profile'. At the bottom of your profile page you will see the name of your company:
When you click on the company name, you will see the company's details and you can edit any information that needs to be changed. Please note that the company needs to be re-validated by your competent authority or control body, when you make any change.
Alternatively, you can ask your control body or competent authority to update the information. When they do the changes, the re-validation is not needed.
This information cannot be updated by the user itself. Furthermore, the Control Body information has been transferred from OFIS (http://ec.europa.eu/agriculture/ofis_public/) that is under the responsibility of DG AGRI.
In order to update the information in TRACES NT, first make sure that the information in OFIS is up to date. For the procedures of how to update the data in OFIS, please contact DG AGRI: AGRI-E-COI-ORGANIC@ec.europa.eu.
The additional roles that you can request depend on the role you already have.
For example, an organic operator can only request an additional role as organic operator. When you are logged in to TRACES NT, please click on the user icon in the top right corner (1) and then on 'Edit your profile' (2). Then click on "Request a new role" (3):
Then you can follow the same steps as a new user who is requesting the first role in TRACES NT: Request a new user access profile in TRACES.NT.
The user data that are displayed in TACES NT are the data the user registered, while creating an EU Login account (Create a new EU Login account).
In order to update these, you need to update the data in EU Login. You can reach the page, when you are logged in to TRACES NT please click on the user icon in the top right corner (1) and then on 'Edit your profile' (2). Then click on "My account on EU Login" (3):
This will lead you to the EU Login page. To access and modify your details, click on "Modify my personal data".
The next time you log back into TRACES NT, all the data you updated in EU Login will automatically be changed in TACES NT as well.
The user data that are displayed in TRACES.NT are the data the user registered, while creating an EU Login account (Create a new EU Login account).
In order to update these, you need to update the data in EU Login.
You can reach the page, when you are logged in to TRACES NT please click on the user icon in the top right corner (1) and then on 'Edit your profile' (2). Then click on "Change your password at EU Login" (3) this will lead you to the page on EU Login, where you can update your password:
Everybody who has a part to play in the COI workflow and needs to enter operator information into the COI, plus the national Authorities has the possibility to create operator information in TRACES NT. However, before the information can be used in a COI, a user from the national authority, where the operator is based or the operator's CB will have to validate the information.
The Commission cannot decide who of the two bodies will validate the operator. This decision is left to the national authorities and their CBs.
The main difference between the two is that the organic importer can initiate the COI and can be selected as (first) consignee in the certificate. An operator only validated as organic operator can only be a (first) consignee, but won't be able to initiate the COI. Moreover this operator cannot be selected in box 11 of the COI certificate.
An operator that is validated as importer, does not really need a second activity as operator. However, the roles do not interfere so they can have both.
Issues when logging in to TRACES NT
Accessing TRACES with a wXXXXXXX profile is not permitted. These profiles cannot be traced back to an individual person. But this is what we need in order to verify that the access this person is requesting is permitted.
Please create a personal EU Login account using your personal business email here.
Once you have this account, you can log in to TRACES NT and request a role. See more here.
The new system has to comply with different security measures, therefore the old user names and passwords cannot be transferred from one system to the other. To access TRACES NT you need to create an EU Login account and use these credentials to log in to the system.
Warning: Please note that these credentials will not let you access the old platform either.
Please note that there are three different versions of TACES NT:
- TRACES NT Production (https://webgate.ec.europa.eu/tracesnt/login): The official website.
Note: Only certificates submitted in PRODUCTION have a legal value.
- TRACES NT Training (https://webgate.training.ec.europa.eu/tracesnt/login): The website used for training and practicing the use of TRACES.NT.
- TRACES NT Acceptance (https://webgate.acceptance.ec.europa.eu/tracesnt/login): The website used for testing future developments.
There is no automatic data transfer between the three websites. When you want to access all three, you need to request your role for each at the first logging. Therefore, when your (formerly validated) access does not work anymore, make sure you accessed the version of TRACES NT, where you registered.
Note: Should you need access to any of the other two, please note that you will have to request your role and you will also have to recreate the information about your operator. You can, however, use the same EU Login account for all three versions.
Tip: If you are sure that you have logged in to the correct version of TRACES NT and you can't access the menu, please contact the helpdesk for support.
Any user with a valid EU Login account can access TRACES NT the certificates and other menu points you can access depends on the role that you requested and that was validated.
We strongly advise against this.
Please keep in mind that the information from the user profile will be displayed in the COI certificate. This cannot be a 'collective name' as the certificate has to be signed by a real person.
It is also not advisable to have the login in one person's name and share the password with the others. Just imagine, one of the colleagues does a mistake, for example, signs the certificate, when this shouldn't have happened… when more people share the account, it will be impossible to trace the error back to the actual person.
Moreover, the EU Login password expires every six months and needs to be renewed.
When the password is mistyped 6 times, the EU Login account is blocked for 15 minutes. The user will have to wait until then. Unlike for the classical TRACES, the SANTE TRACES Helpdesk is not able to unblock the account.
Organic domain (COI certificate)
A COI can be initiated by an EU importer OR the third country Exporter and then submitted to the CB of the exporter who will have to issue/sign it. The 3rd country authority has no active role in the COI workflow. But can see all the COI, where the exporter, or Producer is based in their country.
For more information on the COI workflow, please visit the specific section of this manual, here.
All CN codes have been classified with one or more of the following categories:
A - Unprocessed plant products (EU & 3rd country)
B - Live animals or unprocessed animal products (EU & 3rd country)
C - Aquaculture products and seaweeds (EU & 3rd country)
D - Processed agricultural products for use as food (EU & 3rd country)
E - Processed agricultural products for use as feed (EU & 3rd country)
F - Vegetative propagating material and seeds for cultivation (EU & 3rd country)
When you are a control body, you can only select those CN codes that correspond to the above classification that you are authorized to certify for.
Additionally, there are CN codes in the list that cannot at all be selected, because these goods are not allowed to be imported into the EU as organic produce.
If you have any questions on the classification/selection of the correct CN code, please contact DG AGRI: AGRI-E-COI-ORGANIC@ec.europa.eu
There are two options:
- The CN "Customs Nomenclature code (8 digits). >> The CN code is comprised of the Harmonized System (HS) nomenclature with further Community subdivisions. The HS is run by the World Customs Organisation (WCO). (Council Regulation (EEC) No 2658/87)" code you selected does not correspond to the categories the issuing body you are trying to select is authorised to certify for.
- You have already selected an exporter and the country where the exporter is based is not in the list of countries that are certified by the issuing body you are trying to select. Contact the exporter and ask them for the name of their control body.
First make sure that the country code of the issuing body (box 1.) corresponds to the country where the exporter is based. For example, if you have selected the issuing body with code BF-BIO-143 in box 1, you can only select an exporter in Burkina Faso (box 4.).
If the exporter is not based in Burkina Faso, clear the selection in box 1 and select the issuing body that controls the right country.
If you still can't select the correct exporter, make sure the company is inserted in TRACES NT as Organic Exporter. If this is not the case, you can create the entry, following the instructions here: Create a new Operator in TRACES.NT > Section Creating a new Operator when working in the system.