Unlock the Power of Online Signature Lawfulness for Notice of Promotion in European Union

How to eSign a document: online signature lawfulness for Notice of Promotion in European Union

on behalf of the Publications Office of the European Union I would like to welcome you to this third online session dedicated to in tices 2 my name is Mana Cruz I'm the head of the T and EU public procurement unit here at the Publications office and I will just give you some words of introduction just to set the scene and to explain a bit um I will skip the background because this is known we have a new eform regulation including the use of eforms and we have a new Ino is2 application helping you to fill in forms uh and send them for publication in so the idea of these online sessions this is the third as I said is to help you all make the best of of the new Ino to application um so the idea is that you get familiar with the systems and the logic behind it forms as well um we had already two sessions in September my colleague Carl fan uh made a demonstration how how to fill in a contract notice um then in October he made a second demonstration about how to fill in a contract award notice um there were also a number of features related to to the my organization or work groups that he displayed as well and today he will go a bit deeper into several features of of the application so that you get even more familiar with it just a reminder that this is a session for um users of in notices to application so people who need to fill in forms and send them for publication in that the session is not aimed at buyers uh of sorry it's it's aimed at buyers definitely uh it's not aimed at developers of it applications for that we have separate sessions and we had a dedicated Workshop in um in September um it is not aimed at people who go to the Ted website to use the data that is available there uh we have dedicated workshops for those as well we had one in October and we will have another one in December so again this is for people who need to fill in notices and send them for publication using enotices too so you will understand that if there are any questions that are not related to this we will certainly not be able to answer to those during today's session this is a online online webinar so with all the all the problems that may happen when we have something going on online so we anticipate in advance if there are any hiccups but we trust that it will go as smoothly as the previous ones it's in English uh for the time being that's the only language that we can offer in uh in this way um it will have as for the last sessions it will start with a demonstration uh for about an hour we will have a short break of half an hour to gather the questions and to try to figure out the answers to the questions and then in the last half hour we will provide you with the answers the session is recorded um and we will use it as the basis for online tutorials we have already uh put online the registers of the last two sessions and we will further work on them we will also publish the replies to the questions um we have to Ed it a little bit as you understand because sometimes the questions are not uh straightforward and the answers given uh orally are not probably straightforward either so that's why it takes us sometimes a little bit more than than we would expect to to have it all done the questions and answers of the first webinar were already um published and the ones for the second one will come uh shortly uh hopefully this week still um and that's it uh discipline I saw that my colleague Pano's already put something online uh on on the chat please keep your microphones um shut uh please turn off your cameras please send your questions through I think it's slido if I'm not mistaken but if not someone will tell me that this is not the case and we will look attemps during the break and we will uh try to reply to as many as possible you know in the last half hour of of the session of today otherwise we will do them in um in uh later on um so that's basically it yes I see that my colleague Marquetta is saying please post your questions in WebEx chat so no slid though today so I think I covered the points I hope I was not too confusing post your questions in the web X chat we will try to give them to answer them as as completely and as fast as we can so Carl the floor is yours for yet another brilliant walk through in OT syst thank you uh Welcome to our third webinar um it's nice to see so many of you again uh we know there's a lot of interest in E notices too because eforms is uh up and running in the in a big way so this is the the new format of um notices procurement notices in the on Ted the European economic area uh website so uh just to get started uh I'd like to uh the first point I wanted to make is uh what happens uh now in terms of timing because the um the E notices regulation um intended to switch to fully uh eforms sorry the eforms regulation was uh the end of the transition period of was the 25th of October uh the applications uh have remained open after the 25th of October to allow to complete the transition uh for those for those who were uh needed a bit more time so the current enotices application which I think almost all of you are using will be available until the 31st of January next year so we have another two and a half months and at that moment en notices the currenty notices one that you've been using for a few years will be um closed for subm so the application will remain available so you can still consult what you have sent for a few months but you cannot uh submit any new forms after the 31st of January so the last day of submission will be 31st of January then of course it still takes a few days to publish so we recommend you get started with your notices 2 as soon as you can so I guess that's why many of you are here today uh and start using any notices to uh especially for your new um for your new notices so um so for if you have a prior information notice or a contract notice and we recommend you start it now with the notices too because then the rest of the procedure you can continue using the eform structure and the information will be similar uh I'll show an example today um of a procedure which is uh pathway between the UL system and the new system so we have ways to deal with that so you're not blocked um and then yeah so we recommend starting all your all new procedures now and then it gives you another two months or so to finish off your existing procedures or to send a few more for regender uh which we'll see our different in E forms compared to uh the standard forms we've had until now so that was a word about um timing uh for those of you who've come today thank you for filling in your uh the registration form we asked you we wanted to know where you're coming from what your situation is so um the the the biggest um number of participants are from Poland from Greece from Germany Italy and Spain uh this partly reflects the fact that in your countries uh you don't have a single National provider so instead of coming to um a national website or using an e sender service provider you come tootis this to directly which is what what we're here for uh in terms of the um in your countries how how many people are using eforms already so in Poland uh the last time last week we looked about 26% of all polish notices are already on eforms so we already see that in Poland uh you are all using uh a quarter of the Polish buyers are using entis as to already um in Greece uh we only have a handful of eforms so uh that uh we hope that the the Greek buyers will start using notices too soon in Germany uh almost everyone in Germany are using commercial providers and going through the um the ministry system so um about 85% of all German notices are in eforms some of you might still using you notices and Italy uh we have about 7% Spain about 11% so we still expect uh in those countries more of you to come through notices too to start using it more or it can also happen that the commercial providers are still getting up to speed in those countries uh what's happening in other countries U the majority of countries have switched to eforms already especially if they had the central Service uh some countries are still in a transition so um they might be creating the new procedures in eforms and doing Corrections and Awards in the old ones and we still have several uh service providers still um preparing their switch so overall about 40% of all notices on Ted are eforms there's still 60% which are not on eforms but that is shif in every week um so as Manuel said some of you are Enders today you're welcome to to join uh to see how we do it on E noes too that might have an impact on on your own systems uh our colleagues from EU institutions are also very welcome uh most of you are using ppmt that's our internal public procurement management tool um so you will not be using notices 2 directly and some others who are using notices 2 uh you can also get touch with us directly um we'll continue that conversation so about three quarters of you are experienced with e notices so that's a lot that is changing but about two-thirds of you only send a few notices per year open per month so we know that you're not sending notices all day every day to us so we spend our time publishing notices uh but you don't so um it's important that you can understand the concepts so that when you do come in from time to time you can remember how it works so we know about half of you um say you know eforms quite well uh but only a few of you have tried out eoes too so um we really recommend that you look uh have a look at the previous two webinars there's a certain logical sequence we've been trying to fill in so the one from the 19th of September um I showed how to fill in a contract notice and uh the one on October I showed in how to fill in a result a contract award notice uh today I'll show how to fill in a contract modification notice and F20 today so we see a certain sequence and some of the things I show assuming you've seen the previous uh webinars so follow follow them all uh to get the whole story uh if you're not familiar with uh e forms uh in general I recommend you look up the regulation itself um on your Lex because it will have um the description of all the fields in your own language so this will help you understand what's what is on the screen the business term on the screen what is expected to to be there see you'll see it uh if you're stuck on a business term you can see a description of what it means so that's a that's a something we recommend for those of you um if you're in enotices if you're in enotices to itself you'll see in the about page you have links to the regulations that's a shortcut together uh and I realize I should share my screen because otherwise I'm clicking and you don't see anything so what I was trying to show is if um if you're on uh the regulation itself uh this is where you can um where you can see the regulation in different languages that's what I sorry I didn't show it before um you see why we have the regulation um and if you scroll down you will see the uh correspondence of the tables and the business terms and what they mean but we recommend you see that most of the most of the fields should look similar but there are some Concepts which have which have changed uh in eforms um so yes last time uh we saw how to fit in a contract notice uh in the structure of a notice you'll see how organizations only exist once and they are linked together uh we have seen how change notices so we no longer have corenda like we've had until now where you just explain what you've have changed a change notice involves Cory gender as well and the whole notice again is published again uh the new version so it's like a Consolidated version which is always complete in its own uh in E forms you will see there a lot more uh code lists uh so the information is was more structured there was automatic validation so almost uh all all the errors well you will get the errors directly you don't have to wait for some manual validation later and that allows us to publish faster so you can don't have to wait for five days you can publish the next day there's more customization any notices too itself uh we'll see work groups work in a similar way to how it's worked today in E notices and uh structured organizations I'll touch on them briefly today to have um uh hierarchical organizations so okay I will go straight into the demo um so you can see it but at least you know what you've missed out if you didn't come to the previous ones so when I log into enotices 2 I can use my same EU login that I'm using today for enotices one the current enotices so there's no change there um about be aware what I'm showing today is I'm using an environment we called preview so it's uh the same system as enotices the live one the production one uh if you go to the homepage of enotices you'll see there's a link to the preview environment and we recommend logging into this one because here you can test with no risk so it's uh it's almost identical to production with a benefit that you can press submit and it won't go on to Ted pay attention where you are because the systems look uh identical the only thing that tells you you're in the real system or in the test system is is the the link here in the URL and this is where I'm going to show you today what I'm doing so I will you will see me submitting notices but I'm in preview so they won't go to Ted If you send them to Ted in production I'll show you how to stop them you've got time to catch them before they get published uh that is an option you have and in this preview environment we have a simulation of publishing on Ted so what happens at um at uh 3:00 every afternoon Central European Time um the notices are exported in our backend system so this is where the official Journal is prepared every afternoon uh so it's published the next day on Ted in preview uh the export the preparation is done uh at 3:00 every afternoon and uh it's published on Ted at 4:00 1 hour later uh as if it had been on Ted so if you want to simulate the the the publishing process that happens also in preview even though there's no Ted at the end so you have one hour where something is what normally happens overnight happens in one hour so you can see so you can continue testing um okay uh we will see where we are so I've I've logged in with my with my user so this is my user here uh you'll have seen in the previous presentations that I am in a structured organization which I created previously um there's a sub part of this organization and I'm also in a work group so I will work in the work group I had up before and when I switch to this to this context the notices are the ones which are associated with that work group um you see it's uh refreshes the screen and I'm in a new uh context so this is what we talk about and in this context I can see my notices and these are the ones I created in the previous versions what I will show today is I'm going to create a um um contract modification for a notice that has already been published so I will um just grab my notice I prepar this before so I have a notice it was for Training Services in Dublin which is in English so imagine I have well imagine I am I I done the staff training Services I have awarded a contract um directive 24 open procedure so I took a a very uh classic envir want um so I've been using director 24 as an example that's the most common one but the principles are similar for for the sectoral the concessions and the defense one so the the eform structures are similar for the four those four directives um and the if you see a business term in one directive it has the main same meaning in the other directives and the same forms what changes are different fields exist and different rules exist so if you're using one of the other directives you should more or less find out that it's a same so this was a a contract that was awarded um not so long ago but I have a contract modification so say the the company has changed you got taken over and the contract is changed um I'm in enotices 2 now there's no migration of my information from the current notices so how do I continue a procedure for what would have been an old form 20 how do I do that in in E notices to and here what you do is to import from Ted so I will take my publication number this one here so six six digits and the year and I want to import it here into my context so fuel cards and the one I was creating it's not a very good name anymore because I do it but this will be um where was it y just give a name to my procedure this is my internal one um and this was my this is the procedure itself it's like a notice group and this will group all the notices together in this procedure so I'm in my work group so here's my result so I've just imported it so it's it's just Frozen inside e notices two for me and it's in published status so I can't change it anymore I well it's published I can't change it what I can do here is I can continue the procedure or I could change it so so if I want to change something that's been published even under the old uh formats I import it and then I change it here in this case I've imported it and I will continue the procedure so this would also apply if you've had a contract notice and then you went to award you would import the contract notice and then continue the procedure to award it today it's a contract award notice that has gone out a result and I will continue it into a contract modification um so here there's only one choice in most cases contined procedure only has one Natural Choice here I will do contract modification it's the only next step I can do in a in a result and here what has happened so I have taken an all format notice and I've uh already imported it into uh into uh notices to behind the scenes there was a conversion so this conversion we have some the conversions we have done uh it it tries to map the existing Fields into the new ones so wherever it can where there's a direct correspondence the information is copied across so you don't have to re-enter everything so you get most of the information but there are gaps because en notis is eforms requires more more mandatory fields and these are the gaps we will see we have to fill in to bring things into the eforms world but you can see I got quite a lot of my data is already there so the the name of the buyer is still there and we will see what do we need to complete to make this valid because if I validate it today and I would have imported from the current format I will get a very scary list of things I need to do so whenever you validate this is everything I need to do but we'll go through together we'll see that it's not um not impossible to fill in the gaps and make the the contract modification I'm trying to do so if I start clicking around in the sections that long list we saw in the big red block uh in each section I will get the contextual um error message and I can go through and correct them one by one so I'll try to do it quickly so what has changed for example registration number is now a mandatory field in eforms which didn't exist before wasn't mandatory before so I have to fill in this Gap um so I'll put in some information this would normally be like a vat number or some organization number and we can see already this is to miss happier I have filled in a mandatory feel for that one uh this is another one I think this was the winning company so I think this is a UK one I put in the v number for example this is free text it depends what what is valid in your country how you identify organizations uh the email is mandatory now so this is uh what else do I need I need a registration number for the high court and uh I also need an email and this is in Ireland five three I think so there all my organizations are completed now we go to the notice sections itself and here you will see in my procedure I also have some FS to do in so in the procedure what has happened here is the I need to put in my cpv values one thing that has changed between eforms uh that has changed that is new with eforms is that there's more information at lot level if you don't have any Lots there's a certain redundancy in fact there's a duplication of information which is at procedure level and at lot level and even if you don't have any Lots you have to repeat that information so uh we're seeing what we can do with the notices to to try and make that easier but for now you have to enter things twice and here we can see that the the classification which has been copied correctly at lot level I also need to fill it in at procedure level so you might wonder why it wasn't there but that's the explanation why I have to fill it in again staff training so that's what was missing at the procedure so what I'm showing you is you will also have these sort of Errors when you fill in the form from scratch so your first contract notice will come up with lots of Errors like this because uh there are dependencies what you might have not have noticed and the rules are being applied directly so you know immediately what the errors are if you get these once it's valid and you submit then it will get published directly on Ted and there should be no no more surprises you don't have to wait five days and and and wait to see what might have happened so here is the an identifier of the lot so if I have if I had multiple Lots I would put the number of the lot but here I it's just um well I can call it lot zero because I had no Lots this is just my number that I want to identify because through the procedure I want to give the same identifier to the lot so anyone reading will know I'm talking about this one but you'll see the rest of my information has been copied across that saves me a lot of work otherwise I would have to do it all from scratch and here you see what happens it's I have a the country hasn't been filled in but I filled in the nuts code the message is a little bit cryptic but it's saying I cannot have a nuts code uh unless I fill in the country so I'll keep that nuts code but I will add the country that should satisfy the rule it might not refresh immediately but I can always validate and get a new uh things my list is smaller now uh what happened in procedure so my I'm getting my little green ticks there's still some results to be done uh here it's copied across a framework amount I'm not sure if that's correct but I don't have this is not a framework agreement um I need to give an identifier to the contract this is you'll see any notice in any any forms in general there's more need for for identifiers so this would maybe be the contract number I gave it so it said now it's 47 that's just my internal number you see tenders I need to fill in something again I have to give an identify the tender so these are numbers I would have given it internally this was this would have been the winner and I think I'm almost done and then of course what is missing is information about the modification itself and here it's saying I missed I haven't provided anything about the modification so uh when I'm modifying something here I have to refer to the reference of the contract I am changing so I'm referring to my contract award here uh we need to change the label here because it's not the section itself it's the the notice that has the contract uh here I'm saying that a new contractor has replaced an old one so CDR okay Luxembourg in fact I should actually change the information as well and here I'm saying which contract is changed and if you see in the result um I have to identify this as contract uh this was 001 so I have to refer to which contract has changed it's the same modification I could have multiple modifications and I would add new modifications here but here I only have one uh just to go back to why I put con 001 this is the identifier of my contract here so it was contract uh 01 we we need to make it a bit more friendly so that you would see the the number you gave it it's a bit easier to read your number rather than this technical identifier contract 001 but that's what we're we're showing here here and what I should do is actually also change the organization itself so this is the buyer and this is the organization I should actually change something so this is what happened is the company got changed um imagine the Luxembourg uh the the luxemburgish uh head company took over uh took over the um the British part oops Luxemburg has nice and easy nuts codes okay I think I build everything in but you'll see there's a certain amount of checks to be done and to De validate it's saved correctly yeah sorry there was a little delay while I was getting my little green ticks but this notice is valid we need to add a message that tells you it's valid but if you get no errors that's no news is good new news and so you've seen the process of um going through all these errors and fixing them one by one so if you do get lots of Errors like that and you will get them you will always get them when you're creating a new one or when you're changing something or you in this case a contract modification when you have imported from the old format and you have to fill in the gaps for the new format you will get a lot of these errors that check for consistency that impose some mandatory feels that improve the quality of the information uh so take your time go through try to understand what is missing as you've seen it's things like identifies it asks for more or it's asking for for links some of the links of the information might not be that easy to understand but uh see what you can do so far and just go through them one by one uh so this I can now submit my contract modification notice is ready to go and we've seen this in the previous ones uh when I want to submit a notice I can choose when to publish it so there's no longer the the fixed um 5ay publication period uh I can publish as soon as possible and that means I could even publish tomorrow so here I am in the morning if I say as soon as possible and I have no errors that mean this could be on Ted tomorrow morning at 9:00 uh if it's in the afternoon it depends when the export happens when there's a there's um when the official Journal is collected together in the afternoon it can happen between midday and midnight normally it's about midafternoon um so as soon as possible in the afternoons might not be the next day but at worse it'll be the day after the Working Day After That alternatively I can choose when to publish it if I want to have control saying this information is is published and here we can see the possible dates so it's Monday to Friday you can even see in December for example you can't publish on Christmas day but the 26th of December is available so if I wanted to choose in a few days time when I publish I could set a day in the future what will happen is the day before on the 15th it will enter the the export of the official journal and the morning of the 16th it should should should be available so this is where you preferred there's no it's not always a guarantee will happen you will you will get that information when when we're sure it will happen but this is your preferred publication date and I could submit that now and I get an error okay well that didn't go very well have to check what's happening with my with my user okay well welcome to the demo I will check what that error is can validate okay I have to see what's happening with my permissions maybe I don't have the permissions in this work group to submit which is confusing I thought I was the the manager of this work group so I should have the permissions but it could be that my user in my work group doesn't have the permission to submit but I will check what that is okay well that's a shame because I wanted to show you how to stop a notice after it's been published and then to resubmit um this is yeah um if you want to try uh something you can move this notice or the whole procedure to the uh to your personal organization and send it from there maybe that will work that will work because maybe I don't have the reactions okay so I will transfer all of this procedure to another context so another structure I will move it to my top of my organization which I created before I'll transfer all of that notice there you see it's gone from this context and I will move to the other context and find it there thanks and recel we'll try it there and hopefully here I have the permissions it's a bit too so here it is it's appeared here let's open it up edit it should still validate that doesn't change and if I submit it here now see as soon as possible ah there it worked okay thanks enrio must be my permissions in that context so it's sub successfully submitted if we go back to it here it's in submitted so when it's in whenever note is in submitted status I can still stop its publication I will try that now because I realized I press submit oh I forgot something I'm going to stop it so this version of the notice is going nowhere and I just have to refresh can catch it again now it's stopped so what I'm going to do I'm going to uh resubmit so well resubmitted means I can open it for editing again and in fact what happened it's not a big deal but uh I forgot to change the email address so it's in Luxembourg now so this is a wrong number and this okay hopefully I changed it that's I forgot to change that so it's okay I hadit time I can stop and resubmit as often as I want just be aware that when it's in submitted mode it's it's going to be picked up in the next um official Journal so if I said as soon as possible this afternoon it might have been picked up already that would be too late it will get published then I can change it it's not a problem I can always change it later but I would have to wait until it's published before I can change it so we'll submit again and I can choose a date again so maybe I wanted to change a date give myself an extra day and until for as long as it's in submitted status I can stop it and resubmit it so again if you spot errors that's a way to catch them before they go on online okay I will um if I had another one I'll just go back to my other one so that's I have just completed a contract modification to my result so I imported the one I had I filled in the gaps and I submitted it uh I'll switch to the one I had done before so in a previous episode we had a uh contract notice for fuel cards in my organization and um so here you saw I stopped it and I resubmitted it and it was published I will just show you briefly how to do a change again so imagine this competition okay it's a bit messy this one because I was doing different things IM my competition was um uh published no I can't change it after a result okay um hang on I don't have a published one [Music] now sorry I'll just go back to my published notice so I can change it okay what I what I will show you here doesn't really make sense because I have published a result and I'm waiting to publish a contract modification so why would I change my result now uh that doesn't really make sense but imagine if uh for example I'm in a contract uh I have a contract notice a competition and I need to change the date uh I could change I create a change notice I will say I have um more information available now for example and I want to add some information here uh this message means that from the time this notice was created and where I am now there has been um an SDK version we'll change the words but this is like the specification of uh of of a notice so the the structure of the information the rules that are applied uh the code lists um that's all packaged together and each notice has a certain version of notice and over time we um change the versions so there might be new rules that happen or Fields move around what the application will do will try to move things and and move them across for you and convert them for you so it should be quite transparent but you might find that now that I'm in a newer version of the of the specifications uh there might be rules which apply now which didn't apply before so don't be too surprised it validated before there might be things now um let's say for this case maybe I just want the change um maybe I just said it's a different type of legal buyer doesn't really make sense I guess your change might be more like I changed the date of submission things like that but maybe for this reason I do want to change the legal type of my buyer and when I go to the change section this is new um this is already it's remembers what I'm trying to change and here the section identifier here it is a section of a change there's only certain values that can be put in here so this is um something you need to check so if I'm changing the buyer I will type in buyer here because that's what I changed I can also if I change something at procedure level uh here would be procedure if I change something in a lot so here I would be changing the lot so it more or less matches these options here so buyer procedure lot uh result this is also a valid entry so in this case I put buyer and I set um did I say this is what you want to tell your your reader and here I can also tell people if I want to if I change it the procurement documents not in this case so if I validate I see I got new errors because I was using an old version and I think this was even in this was even imported so if you see what happened here I want to change something that was published before in the old structure I want to change it I can't do an a form 14 like the good old days which just says I've changed one line I have to publish the notice and I have to say what has changed because I've imported the old structure I basically been asked to bring it up to standard to eforms again so it's pretty much all the same errors as I got before we would have to do it again you would only do it once in a procedure because once you've imported your old uh structure uh it will be an eform structure from then onwards so you don't have to fill it in anymore so that's why we recommend start your new procedures now so your Prime information notices and your contract notices because then the next steps that the information will be all valid uh for the ones that's that are halfway across the two uh formats you do have to do this effort of bringing it up to speed and improving the information so basically I when I validate this I would have to do all the changes again U in this case it's a bad example I should have picked another notice and changed that one here um I'm changing something I've already made the effort of a contract modification the contract modification in future once this is published I will be able to change it and it will be in eforms format so it's it's not too bad okay so that's what I wanted to show about how to import and continue procedure import and change um sorry it wasn't a very good example but you will see the the how the process works and all the uh how to deal with errors because that is a is a common um difficulty how to go through all these errors the good news is if something validates it's ready for Ted The Only Exception when something's not published directly on Ted uh can be if there's a lawfulness uh warning so lawfulness means that uh your notice is in a in a a country that's outside the EA or one of the the partner countries um so if you're publishing for your Embassy in Nepal uh we will check that's strange we don't expect notices from Nepal we'll have a look then we'll see oh it's okay it's the Swiss Embassy in Neo it's okay we can publish so there's still that step of um manual validation by our teams at the Publications office uh but if you don't get a lawfulness warning and everything's valid normally goes straight through so we see the status is you get you have a draft notice uh you then you submit it then it's in publishing usually overnight and the next morning it's published um the other options you can get is stopped if you choose to stop it or not published if we choose to not stop it because of some lawful reason and possibly there are a few technical cases which get stuck and we will get in touch with you and tell you what happened so um so it's no longer 5 days fixed you choose when you publish um so when you want to say uh today you might say I've sent you something and I want to cancel it and now the terminology is stopping before it goes into an official Journal if you want to cancel a lot or procedure so the procedure ended and and you want to stop it um you want sorry you want to end that procedure or you want to end the lot the solution is to publish an award with no winner that's how you close off a lot or procedure there is an option and change to cancel a notice but I would recommend never using cancel notice unless it's really immediately after You' published it so you published it and it really is not going to go forward when you cancel a notice just that notice it means this notice should never have existed bit counterintuitive because you published it once and then you publish it again saying these two things don't exist so that is an option but it's much clearer if you uh complete the procedure and just say I didn't have a winner that's the cleanest version and it's clearer for everyone that it went nowhere for all these statuses you have uh you should get email notifications so um I think I got some here so for example I got notification that the procedure was transferred I got one that it was submitted it was stopped it was submitted so uh we want to improve these messages and improve the translations so this is a little bit basic but you got the information that it was submitted and then when it's published also I will get a notification saying it has been published and we also want to add later on the the the URL on Ted so it's published and here's your number and here's a link so you can keep a nice copy of that to So you you're covered for when you published when you submitted it and when you published it okay I have quick uh refresh of uh the work groups so uh where am I now this was my structured organization if I'm in a work group and you can create as many work groups as you want and these are handy to work together with your colleagues on a certain procedure perhaps or things that you work on together if I go into my work groups here I have uh one uh one work group for now and if if you go back to the previous episode of this um series you'll see that I am the manager and I have created this and I have uh invited by Alter Ego to join and how did I do that I created an affiliation and this is how I invited my colleague into the group so I invite who I want I give them a role I can even set times the a deadline for how long no um a validity period of that membership and this is just for the invitation email the message will go out to to my colleague they will accept the affiliation they accept the request to join the workg group and then they will appear as a member of my workg group with the role that I've given them I can I can change their role I can change the dates and I can stop the membership of the group if I need to so here I can do it if I go to the roles I have a full range so here the manager role has all the options uh here I created a role which has pretty much everything but they cannot submit or stop a publication so here someone else uh maybe that's the role I had when I was trying to submit um someone else with the right role would have to go in they could access the same notices they would be there sitting in the draft and then they could go in and be the person who submits them so that's how you can control who does what so if you want a validation step and again I can play with the roles I can create new roles as many options as I want when I'm in the work group I have uh form settings so here for example I could say I'm limited to director 24 so my choice of notices is more limited I can set a default language so for example if I put um ESP this is is default now and if I save these settings when I'm inside this context this default will apply when I'm in another context another default will apply so if here I I create a notice now in this one uh you see my default is Spanish now so that's a way you can set things up together in your work group so you work in a similar way and you can share these settings just in the context of a work group and you can also set up some default Fields so that everyone in that work group gets the same ones so I I showed that also last time uh and the difference with uh structured organizations here you you have to be a bit more careful because once you're in a structured organization it replaces your default personal organization so here you need to work much more carefully with your with your colleagues how you're going to set yourselves up once you join uh if you're not the manager of the of the um organization the notices that in your personal group will no longer be accessible so move them to your colleagues move them to a work group or move them to the structured organization before you go and it also allows you to have uh different parts so you see this hierarchy um I would say on the Publications office and we have a subpart and we have an office in Spain we don't but that would be nice if we did uh in each part you have your um you have the settings of the part so here I'm inside the part and we'll see a bit like work groups you can see who is a member you can invite different people you can play with the roles one thing which is additional in the organization is the main buyer settings so we didn't see that for for work groups you have that in organizations in structure organizations and here I'm in a part of a bigger organization the bigger organization has already set the name of my organization I can't change it and it's given it a registration number I can't play with those but I'm in a part so I can play with the Department this means that everyone in this part will have this official name registration number and department they can't change it and that way you can make sure that all your notices go out with the same um by a name you are a buyer you always want to be the same name so you don't change your name each time and different people use different names each time is one way you can keep consistency in your organizations things so that's the biggest difference [Music] um what so again the roles have similar ideas just organization part organization admin organization part I'm inside this one if I go to the parent it's the organization itself and parts can keep going down okay so for your structured organization so this this organization one uh do it carefully uh and make sure people can join from the start we Rec recommend that you practice with work groups and the roles once you're happy with those roles maybe you can apply them to your entire organization or you can just work with work groups they're a bit more flexible you can join as many work groups as you want there is one uh yes one issue we need to fix is that once you've joined a work group you if you're the last one you can't leave um but at worst you just have these redundant work GRS they don't stop you from working okay U just in the last couple of minutes just uh finish off quickly um I went into my account settings so go into account settings this can be useful because if you want to delegate your account to someone else if you're on holiday for example your Cod can come in as you they will get an email saying do you want to take the delegation and there's some control over that and in particular if you want support from our help desk you can delegate to the help help desk so you click here and the Ted help desk can then go into your your your profile and have a look at what's going on for difficult cases where you're really stuck you have to set some dates but um yeah give them a give them several days so that um they have time to do and if I send delegation they will have that which will expire after a certain time so we don't have unlimited access and here you will see who has your delegations and you can set your user interface when you change it it remembers who you are and just going back to the notices again if you're stuck with something and you really can't get around the errors and you tried your best to fill in all those errors you can uh send us the XML or send the help test XML we export in fact this is export XML um okay so it's you're not expected to read XML but this is what it looks like when you send it to the help desk and this can help uh the help Des can for us later on to to see what might be going on and if you have submitted something also you might be asked for the validation report that's what it means uh this is even less readable than the XML but this is the the list of everything that was validated in your email and it will help the error messages as well so even if we can't go into your into your interface to to um to check the errors we can see the errors inside here we'll just search for errors don't worry we don't read them line by line um and this is a way to help us understand what errors you might be getting uh I think other options yes you have an option to copy again you can copy notices if you got to current things and then edit them and finally see so for help um there's a help page has some frequently asked questions we need to keep building on this uh if you don't have the answer you can contact the help desk and in terms of um what's in the pipeline for improvements so since we saw you last week last month we have a bit more information uh if your notice is not published you get a reason now so is it because of lawfulness was it due to a technical error and um you can archive the work groups so if you get stuck in work groups you can archive them and move them to one side so they're not in the way um and you can also archive your notices your procedures if you want to unclutter if you want to see them they're just here this all the mess I made before and then I can restore it uh what we expect other changes we want to do hopefully for early next year is that when you get a notification we will tell you when the expected publication date is so um sort of confirms if your your request for a date or for as soon as possible you actually find out which date is going to be published um so it's a bit clearer instead of having to come back and check and also if your notice did go into lawfulness check we tell you we tell you again because you will have got the warning um your notice is waiting for manual validation so that could mean that you might see as soon as possible but you need to give us a day or two just to check so it might might take another day or two it will always be within five days if it's as soon as possible uh but um there are a few cases we need might need to check something and also another change you want to do is to um have tool tips when you're in in um in a notice that if you see here's a a tool tip with something to give you some ideas for every field we also have a tool tip an additional one which has a description of each field so the same ones which you see in the in the regulation you would see it in the context of the application so that you would wouldn't have to keep checking the regulation to see what it is and have that in all the languages uh so just com in so yes so the tip is try and go through all the errors you have um to when you fill in the form we know it's not that trivial but you will get used to it and we'll see there are there are plenty people who are managing it okay if you get in touch for the more complicated cases there are some some diff difficult rules out there if you need a hand um you can contact the help desk as we've seen and we we ar planning we are not planning any more webinars like this uh so we we planning to improve the help Pages we need to improve the translations we know translations aren't always uh very good or don't match your your reality because the words might be correct in the language but not the right words in the context you want to improve the error messages so they're a bit easy to read and um we're seeing if we can have some more video tutorials so these sessions are recorded uh if you see on YouTube we we provide um you can also jump to the relevant part so these these are not the best tutorials because I'm talking too much and and it's a demo so it's not clean we we want to have some cleaner tutorials which are much more focused so in in a couple of minutes you can CCH what you need um instead of these these um these webinars okay but I will close for now can we link to the Q&A from the last sessions uh thank you uh we just post in the chat where we have been posting the links so it's on the on the Ted website in in cmap and under eforms part we have posted the um the video links uh and the Q&A but we'll check that they're complete so maybe we'll have one where we have all three um links are there and all the q&as so just to say the October Q&A is still to come the questions and answers so we hope to finish that soon and then these ones we'll try also publish soon so Anna is it possible to copy procedures from E notices to notices 2 uh so there there's no migration so you have to import them one by one into Ted so all your notices that published are on Ted uh you will do them um except you can't do it for um Cory gender because there's not much to import and the contract modifications as well and the defense uh directives cannot be imported so in those cases you have to create things from scratch and write them yourself but yes copy the ones you need and they will be there uh goata uh after filling okay it's a long question but uh we'll try after filling in filling in the required fields in the notice you got a message uh your notification is not complete please check that the required field are not blank so it's a very generic message you get uh that can be confusing What fields are required but necessary to fill what is your advice in that situation so yes this is a good question because if there are lots of fields which are empty or missing uh you get a very generic message so it means that that some Fields have become mandatory based on the information you have already entered so there are fields which become conditionally mandatory um and the application um it cannot doesn't adapt uh to respond actively to each uh field that you fit in so it takes everything you filled in it tries to validate and only then does it realize that you need to fill in something more uh our best tip is there is an option where you can toggle mandatory Fields so when you create in a notice you the top right it says mandatory only and that will allow you to fill in the well the ones which are all always mandatory so get that started first then you validate and then it might tell you that other fields have become mandatory so the asterisk only means the ones which are always mandatory it doesn't tell you which ones might become mandatory so he says if you fit in this now you require something else so follow the the steps like that and this will make sure that all your sections are filled in first so try and fill in as much as possible of the mandatory fields and then validate if you validate too soon there's too many empty cases and the application says I I can't validate this too much that's empty and then you can go through and fit in the remaining gaps uh so uh bash what to do if the system reports that all mandatory fields are not completed but does not show you where and all the fields with the star are filled so like we said before um keep filling in as much as possible and then validate to go through the questions uh M about the server stability um and that many public procurement specialists in Poland are spend in several hours and several days to announce one procedure um so this is is taking a long time and uh so what is happening now just literally this morning uh we have um upgrade did the infrastructure so the application should be much more stable this is really just breaking news um so please try after this meeting and see if it works better [Music] um so yes we hope we hope that should you should see a difference uh is there a functional heab is there a functional user guide of eforms dedicated to buyers please it says for now we don't have any any user guide like that we have the recordings of these online session the questions and answers um so we show the contract notice contract award notice contract modification um so we hope that that is enough to get you started um and mik uh what is the legal basis of using the old forms in inotes one after the 24th of October so we're in this um still in a period after the 24th of October until January so um we can't the Publications office we cannot address the legal basis of it uh what we say is the applications are available and um it's still possible to fill in the forms and comply with the directives um I don't know if my colleague from the commission is here no Okay so the the old forms still comply with the 2014 directives um so the information is still valid ing to that but yes we recommend you switch to in notices 2 then you fully compliant also with the format of the notice not just the content uh Kina if the platform you noes 2 wasn't working on the second or third of November uh because you needed to publish anyway you put your notice in on the November the 3D with the oldie notices and you contacted the help desk to get support should you recreate the notice in your notices to or import the files and fill them in again um so in that case if you manage to publish with e notices one and your notice is published on Ted uh you you don't need to recreate it and do it again um so we recommend that you just continue the procedure notices too uh when you need to publish the next phase um the other alternative if you want to change the one that you've published already import it into Ted make a change complete the information so then your contract notice is is in eforms format um even if there's no fundamental change you will have filled in some forms and then it might be easier to continue the procedure later or just continue the procedure when you need to it later on and import it then uh Matos after you have changed the status to announced uh I guess that means published don't know the translation but yeah in published the notice preview lacks information about the publication including the notice number so will there be a fix in this regard so the the the publication number the notice on Ted it's if it's published it is available uh but you need to look at the details page of the notice or to preview it in PDF and XML and look at the bottom so if you click on the button display details there you can see the number is there um if it's still in submitted note status it's not on Ted yet so you don't have the publication number yet so Matos it is there you just have to look a bit deeper but maybe we could maybe move where you can display it because it's useful information uh dis pointer uh during the creation of a procurement which includes more than one lot is there a way to make a copy of the lot first so there won't be any need to rewrite all the information indeed once you have if you're going to use the same information in all the Lots we suggest you fill in one lot and if that's like your your template uh when you add a new lot it will copy the information into each successive lot so the one that when you add a lot it will copy the one before so get one that you're happy with uh when you create a new one it will pre-fill it and then you go and change what what is different so if you if you want very different Lots in fact you'll get too much information but we assume that generally when you create Lots they will be SAR to the ones before uh Maria what is the status for the technical issues uh buffering server errors not saving changes so when can we expect the system to be running more smoothly uh the answer is today it's just in time to tell you that uh the capacity should be working better uh ker when important a multilingual notice from from from Ted into notices 2 is there an option to deactivate the language versions and only publish in English uh I don't think so we'll we'll have a look what is possible if you can copy it but normally if you import a multilingual one your next one also has to be multilingual so maybe we can follow up with you separately for that one uh Anna it's a good question we will have a look is it possible to divide one offer with the tender submitted into several contracts results and how to do so um so we need to clarify if you mean the tender or the lot tender uh so a lot tender is a lot for group of lots a lot Tender Is for a lot or group of lots so you need to as a buyer you need to decompose theed tender into the different lot tender elements and then the contract is about one lot only which might be related to multiple lot tenders um so we we'll have another look at this and try and write it down so it's clearer in in our written reply because that relationship between uh tenderers tenders uh lots and results is is quite complex in my previous webinar I showed a result uh it's worth going through step by step and seeing how these pieces link together so there's lots of different um objects that you need to lck carefully together to get your result uh Melanie do you have to save it first how do you save a notice uh there's an automatic save when you fill in a notice you might have noticed a little green Banner coming up from time to time saying um your notice has been successfully saved so there's no explicit save it's auto save every 30 seconds I think occasionally you have to wait for it to save it might Stu halfway through something hopefully with better performance that we go faster so MOS what happens when you get this context error in fact the error I was getting about user context uh I thought it was my roles but in fact it's um it's a configuration error which we need to fix now so um that's a it's it's it's a bug we will fix now it's just a a config which was missing in the application so even if you only have one context if you only have a personal organization if you're in your personal organization you're not in a structured one you you will never get this error so but that's we'll fix it as soon as possible uh so Anna is there a change to the publication timeline with the new tool how long does it take to publish a contract notice or award notice after submission uh might covered that later on but so the the date of publication of the notice depends on the option you get when you submit if you saw you get a little popup and you choose there so with eforms you can uh select the preferred publication date or you choose as soon as possible so preferred publication date well usually at least two days ahead or up to 60 days into the future uh we will um set that date if it's if the date exists if you choose as soon as possible it's included in the next available export again if there's none of this lawfulness warning you get that's quite exceptional in most cases but it might happen uh the time of the export every afternoon is not guaranteed so it's can be anytime between midday and midnight and Central European Time tends to be end during the afternoon so as soon as possible in the morning your and you've got no errors um unless there's some technical error which might trip you up but that's also quite rare and we'll let you know it'll be on Ted the next morning so that is as soon as possible Alexander what to do with the context error again we will fix that bug so mat uh to please present the notice cancellation process so just to check what you mean by cancel so for every contract that's been published with a um if you have a contract notice we always expect a contract award notice in every circumstance that's the the default solution if you want to end the procedure you and the lot it's a contract award notice with no winner per lot and per procedure so that's end of a of a of a procedure end of a lot if you mean uh cancel a publication before it's on Ted that's the stop publication process the one I mentioned so um course today you have like five days always to say oh hang on don't publish what I sent you that process doesn't exist anymore you either stop it before it enters the publishing process um and the other option which I don't recommend is to change a notice with cancel reason but that's that means that notice has never existed if you do that you're wiping out your contract notice completely so it's always better saying I have a contract notice I award it with no winner saying it was a mistake something went wrong don't worry ignore this and you create a new contract notice which is clean hope M that covers the um the options available um MOS if I set as soon as possible on Friday 4M is there a possibility it's published on Saturday and says no because we don't publish on Saturdays on Sundays so the Ted is uh published from Monday to Friday ing to to the official Journal release calendar and so the your date of publication may depend on the option you've chosen when submitting but if you send it on Friday 4 pm it's likely that the export has already happened so we've already wrapped up on Friday what is going to be published on Monday if you send it to us at Friday 4M and you've missed it it's going to get picked on Monday afternoon to be published on Tuesday so Friday evening almost always will mean uh Tuesday morning that's as as as no as soon as possible that's as soon as possible um and then again Monday to Friday there are some exceptions Christmas Day 1st of May Europe day check out on Ted the release calendar enois 2 has those gaps so you'll see if you want to see which states are available you notices to tells you what's available disappointer is it always necessary to create Glo so Glo is the short for group of lots and you've seen it I've always ignored it when I've gone through things because group of lots is something new with eforms it's very specific unless you really find a reason to group things together avoid group of lots because it will require you to add lots of information which you might not need um it allows lots to have a certain um similar criteria that group together but even if you have a group of lots when you allow award the contract you will have to award every lot individually so it doesn't help you when you're W in it just helps you a bit maybe during the um uh for the contract notice so I would ignore group of lots and distribution of lots it's one of the tabs you get as well ignore those two things if you don't want to use them uh so Adam you said I changed the data the buyer directly in the notice does that mean that if you need to change the dates for example you could change them in the notice and then in the change section you only write a description of the changes that's correct so the whole notice is published again you have changed the dates that's often a very common case and in the change section saying I change the dates the date got extended or something so that's exactly how it works at uh Margarita are we going to send the link to everyone who has registered yes so everyone who's registered we will send you an email to this video uh a couple of days and then hopefully not too long time we will also send you link to the written questions and answers uh so miglena if you want to cancel the procedure before the submission deadline which option to use you award the contract with no winner that's always the best way to cancel a procedure reg a lot or every time can you publish Anna can I publish more than one modification of a contract that occurs at different times so you can publish as many contract modifications as you need so you can keep uh keep going how to change the date and the time of the deadline for receiving office so that is the business term 131 like Adam mentioned uh you go in you change the section add new dates and then you describe that in the change section and that's the biggest reason for changes in contract notices uh so Anna please provide a direct link to the published Q&A answers from the previous link uh thanks uh yes so the link to zap uh yes we'll make sure that the q&as are also there maybe have a a summary of what's available we'll do it soon Anna um MOS if you see bad translations not coherent with domestic law can you report those translations to someone to improve them to make them more coherent so right now we're trying to work with the commission and the national Ministries to improve the translations because you know especially with national terminology there are differences um if there're really some really bad ones you can contact the help desk if something really Mis you know if if in Polish makes no sense at all and you cannot even guess what it means let us know we'll try and catch those sooner if there're more terminology ones where you can figure something out uh we'll try and follow that through with with the the Polish Ministry so we get we get th