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Using the  button in the Document section, you can upload new or specific documents requested by the Validation Services. You can also modify the details of the documents uploaded (description, type, year).

Important: Documents which cannot be uploaded via the Documents section.

The following document types cannot be uploaded via this section, and they need to be uploaded using the appropriate wizard  in each case:

  • LEAR documents:  LEAR Appointment documents, LEAR/Legal representative identity documents, Declaration of consent to the terms of use of the Portal, Legal Representative authorisation document types can only be uploaded via the wizard under the LEAR section. Please note, this section is available only if applicable. For any issues regarding LEAR documentation, please contact Validation Services using the messages section on the left.
  • Financial documents: balance sheet, profit loss accounts, Balance sheet-Profit loss accounts combined, Business plan document, Income Tax, List of Debts, External Auditor Report and State Guarantee document typeswhich  can only be uploaded using the Financial capacity section. Please note, this section is available only if applicable.
  • Bank Statements: bank statements can be provided only via the Bank Accounts section using the specific wizard. Please note that this wizard is only available if your organisation is validated or undergoing a validation process.

Size of the Documents: 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 'description', 'type' and other details when available.

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 Validation Services as a reference for the requested data to be provided.

See section DOCUMENT MANAGEMENT for full details about document management in the Participant Register.

Step by step procedure: Upload a requested document

  1. Go to the documents section;
  2. Select requested document (1) you want to upload;
  3. Click on browse (2) to select the file upload the document of the requested type (document type is not editable)
  4. Use the Description field (3) to provide additional information on the document (a description of the file – author, subject, content, and so on);

Check the 'Original language' (4) box if the document is in the original language of the organisation (for example, the place of establishment of the organisation).

  1. Click on 'Submit for Processing' (5) button to send the requested document or "cancel" to abandon document upload.

The document status is now defined as sent.

Next time you will access the update page or after refreshing the page, the state will be "Received".

Step by step procedure: Upload a new document

  1. Go to the documents section (1)
  2. Click on Add new document (2) ;
  3. The new document tab will expand in the document section.


4. Click on browse (3) to select the file.

5.  Select from the dropdown list (4) a document type;
6.  Use the Description field(5) to provide additional information on the document (a description of the file – author, subject, content, and so on).

7.  Check the Original language (6) box if the document is in the original language of the organisation (for example, the place of establishment of the organisation).

8.  Click on Submit for Processing (7) button to send the requested document or "cancel" to abandon document upload.

9. The document status is now defined as "sent". Next time you will access the update page or after refreshing the page, the state will be "Received"

Documents Status


For every document requested or uploaded in the" documents" section, you can verify the status.

The status of the Document will appear as "Requested" when Validation Services need the document in order to perform the validation of specific data (Legal Entity,  Financial Capability).

After you sent your document by clicking on "Submit for Processing", the status of the Document will appear as "Sent"



Download the whole Participant Register User Guide as an Adobe PDF file.

 


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