Table of contents
Important
Documents requested by the Central Validation Service should be provided through the task centre. A task will be created for each request with the specific document type. If no document has been asked, there is no need to provide any.
About the Archived Documents tab
The Add new document button in the archived documents tab should ONLY be used if you have been explicitly asked to use it by validation services or the helpdesk.
ID documents should NEVER be uploaded in this tab. They MUST be uploaded through the relevant task where they can be uploaded under the correct file type Identity document in order to protect your personal data. See Tasks - Task Centre below for more instructions.
Important
Before uploading or adding any document, you need to provide the CAPTCHA as a security measure.
Archived Documents
In this tab, you can see the uploaded documents for your registered organisation:
You can see the status of each document in the Status column. The different status are:
- Requested: it means that the Central Validation Service has asked you to provide a document via the usual communication channels, in order to perform the validation of specific data.
- Validated: it means that the Central Validation Service has validated the provided document.
- Replaced: it means that you have replaced the document with a new one.
- Received: it means that the Central Validation Service has received the document that you have provided to them.
- Accepted: it means that the Central Validation Service has accepted the document that you have provided to them.
- Rejected: it means that the Central Validation Service has rejected the document that you have provided to them.
- Acknowledged: it means that the Central Validation Service has acknowledged the document that you have provided to them.
- Draft: it means that you have uploaded the document requested by the Central Validation Service, but you have not yet submitted it to them.
If you have been explicitly asked by validation services or the helpdesk to upload a document from here, you can do so by clicking on + Add new document.
A pop-up window appears with a reminder to upload the document from the task center, unless you have been instructed otherwise:
Choosing Continue, another pop-up window appears, where you can add your file and select its type from a drop-down list:
You can upload as many documents as you want but a single file cannot exceed 6 megabytes. For each document you upload, you can provide a description, a type indication and other details when available. The document uploaded will be displayed with the status Received.
You can edit further the documents uploaded via the button + Add new document. To do that, click on the Edit button.
Exception
Most of the documents added via the button + Add new document can be further edited. Exceptions are documents with types Other and LEAR other. These can be only viewed, but not edited/replaced.
You can upload a new document with the same type and it will become visible in the list of documents with status Replaced.
The Self Registrant / Contact person (and later, the LEAR, once appointed) can read and download existing documents for the respective organisation. Existing documents cannot be deleted once uploaded to the system. Multiple documents must be uploaded one at a time, taking into account the appropriate document type.
Please note that uploading a document in the Participant register will trigger the generation of an AL ID code. This code is included in the top right corner of the document and will be used by the Central Validation Service as a reference for the requested data to be provided.
Tasks - Task Centre
To upload a requested document, click on Tasks and select the task where you need to provide the documents, by clicking on the task title:
In the upper part of the page, the message sent to you by the Central Validation Service is displayed. The template to be filled for this document request is also available here in all the languages.
In the lower part of the page you will have the possibility to upload the requested document.
To upload a file, you need to click on Upload and then on Choose files:
Alternatively, drag your file from its location and drop it into the Select files area. Click on the Upload button to complete the action. Otherwise, click on the Close button to quit the window without saving the changes.
The document that you have uploaded appears in the document list with the Draft status. If you need to delete the recently added document , click on the corresponding Bin button.
If you are not providing all the required documents, you should provide a justification:
You need to click on the Submit button in order to send the documents to the Central Validation Service. The status of the document becomes Received.
View documents provided via Tasks
Once the Central Validation Service has received the document, the document submitted becomes visible under the Archived documents section with the status Received.
Documents provided via Tasks can only be viewed, but not edited. If the Central Validation Service sees that a document uploaded via Tasks is not correct, will send a new request and you will receive a new task to upload it again.
When the Central Validation Service acknowledges the reception of the requested document, the status of this will become Acknowledged.
Once the Central Validation Service validates the document, the status of the document will become Accepted.
