EudraVigilance Registration Manual-V10 - European Medicines Agency

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29 July 2022EMA/13454/2020, Rev. 12Data Analytics and MethodsEMA EudraVigilance Registration ManualOfficial address Domenico Scarlattilaan 6 1083 HS Amsterdam The NetherlandsAddress for visits and deliveries Refer to www.ema.europa.eu/how-to-find-usSend us a question Go to www.ema.europa.eu/contactTelephone 31 (0)88 781 6000An agency of the European Union European Medicines Agency, 2022. Reproduction is authorised provided the source is acknowledged.

Table of contents1. Registration overview . 42. EMA Account Management portal (IAM) . 62.1. Registering with the EMA Account Management portal . 62.2. Log into EMA Account Management portal . 122.3. Change password in EMA Account Management portal . 122.4. Reset forgotten password . 142.5. Retrieve forgotten username . 172.6. Update security (authentication) questions . 192.7. Request removal of your access to a system . 203. Organisation information in OMS system . 223.1. OMS user registration . 223.2. Search OMS information . 243.3. Create a new Organisation in OMS . 243.4. Update organisation details in OMS . 264. Register a new Organisation in EudraVigilance . 274.1. EU QPPV or Responsible Person access request . 274.2. Finalise organisation information in EV Human Production and XCOMP . 304.3. EVPOST. 335. EudraVigilance User access management . 335.1. EV user access requests for industry and NCA users . 345.2. Multiple EV roles . 385.3. Role approval for EudraVigilance . 395.3.1. Approval process managed by EU QPPV/RP/TD . 395.3.2. EU QPPV/RP/TD user responsibilities . 445.4. Removing (Revoke) access . 445.4.1. Revoke an EV user role as an EU QPPV/RP/Trusted Deputy . 445.5. Policy violation . 466. EudraVigilance Organisation Management . 476.1. EV restricted area and transmission mode for new organisation . 476.1.1. WebTrader and Gateway transmission mode set up . 476.1.2. Change of transmission mode from WebTrader to Gateway . 476.2. Manage organisation hierarchy in the Production system . 486.2.1. Affiliates . 486.2.1.1. MERGE organisations (create or move an affiliate) . 486.2.1.2. SPLIT organisations . 516.2.1.3. SWAP organisations . 526.2.2. Virtual Affiliates . 556.2.2.1. Manage Virtual Affiliates . 586.2.2.2. Virtual affiliate users . 586.3. Disable organisation profiles: HQ, Affiliates and Virtual Affiliates . 586.3.1. Disable HQ and Affiliate profiles . 586.3.2. Disable a Virtual affiliate . 596.4. Manage Art 57 QPPV and other user contact details . 59EMA EudraVigilance Registration ManualEMA/109955/2022Page 2/69

6.4.1. Manage your contact details . 607. XCOMP registration process . 617.1. XCOMP registration for organisations with a Production profile . 617.2. Managing a XCOMP organisation profile . 627.3. IT system Vendors registration with XCOMP . 627.3.1. Removal of a Vendor’s access from EudraVigilance . 638. Non-Commercial Sponsors Additional Organisation & User managementsupport . 648.1. Non-commercial Sponsors managing user access to data . 648.2. Non-Commercial sponsor registration steps . 66Annex 1 - EV "base" and "supplementary" roles . 67EMA EudraVigilance Registration ManualEMA/109955/2022Page 3/69

1. Registration overviewTo set-up a new organisation in EudraVigilance Production or XCOMP (Test system), a series of stepsneed to be followed (also illustrated in Figure 1):1. A person within the organisation needs to be chosen as being responsible for managing theorganisation and its users in the EudraVigilance Production system. If the organisation is amarketing authorisation holder the primary responsible person will be a Qualified Person forPharmacovigilance (QPPV); if the organisation is a sponsor/non-commercial sponsor it willbe a Responsible Person (RP).2. Register for an EMA user account in the EMA Account Management portal, if you do not alreadyhave one – see section 2.3. Search for your organisation in SPOR Organisation Management System (OMS). If yourorganisation is not present, it will need to be created – see section 3.3.4. Submit a request to be registered as the QPPV/RP for the organisation – see section 4.1.5. Complete organisation registration details in the EudraVigilance restricted area – see section4.2.6. Wait for EMA confirmation that WebTrader or Gateway transmission mode has been set up foryour organisation – see section 6.1.1.Once the QPPV or RP is registered for the Production EudraVigilance system they will automatically alsobe registered for an XCOMP test account for the same organisation.NOTE: If your organisation is a non-commercial sponsor (NCS) of clinical trials additional support isavailable for registering and managing users within the organisation – see section 8.EMA EudraVigilance Registration ManualEMA/109955/2022Page 4/69

Figure 1 - Overview of the Registration process with EudraVigilance Production systemFirst UserregistrationRegister withEMA AccountPortalCheck OMSIs your organisationregistered?NoYesRequest EVQPPV/RPRole in EMAAccount PortalRaise Service Deskticket with role requestid and requiredsupporting documents,including Gatewayconnection details ifapplicableAccess EVrestricted areaand complete/update fields inthe manageyour profilesectionRequest SPORunaffiliated rolein EMA AccountportalCreate org inOMS andobtain OMSIDEMA EudraVigilance Registration ManualEMA/109955/2022Page 5/69Wait for up to 5working days toreceiveconfirmationaboutWebtrader orGateway set upNew users canrequest roles tobe approved byRP/QPPV or TDin the EMAAccount Portal

2. EMA Account Management portal (IAM)The first step to access EudraVigilance is to be registered with the EMA Account Management portal(IAM).It is likely that you already have an EMA Account Management portal account if you have access to atleast one of the following EMA systems: EudraLink, EudraCT Secure, IT Service Desk portal (JIRA),MMSe, MMD, EVDAS, EudraPortal, EudraGMP, Paediatrics, BI Dashboard, EUTCT, CorpGXP, EPITT orPSUR. Users who are already registered and have credentials for one or more of these systems do notneed to re-register in the EMA Account Management portal.If you cannot remember your password or user name please see section 2.4. and section 2.5. fordetails on how recover your account. The username and password are the same for all these rd – you can find a shortcut to the EV Human Production restricted area on theEudraVigilance: how to register webpage. There is a validator on the e-mail address to prevent thecreation of duplicate EMA IAM accounts during self-registration.Important note: An individual can only have one IAM user account. A user can, however, have morethan one EudraVigilance account associated with their EMA account. In order to have access to morethan one organisation, users need to submit separate EudraVigilance base role requests for thoseorganisations. The base roles and, therefore, levels of access to each of these organisations, can bedifferent.This document provides step-by-step instruction on how to register and how to apply for EV user roles.A list of base roles is provided in the Annex 1 of this manual.For more information about EMA Account Management portal please refer to Welcome to EMA AccountManagement Self registration & access management.2.1. Registering with the EMA Account Management portalUsers who do not have access to any of the Agency’s systems should self-register following the stepsdescribed below. After registration, the user will be able to request EudraVigilance user roles as describedin the EudraVigilance User access management section.NOTE: before registering, click on “Not sure if you have an EMA account?” on the EMA AccountManagement portal page to review the EMA systems for which you could already have access to.In addition, if you have access to IAM with different e-mail addresses, please raise an EMA Service Deskticket to request the merge of your IAM accounts so that you have one unique EMA Account. Your currentaccess to current systems will then be combined in this unique account. If you have duplicated IAMaccounts, you will not be able to use one set of login credentials to access all the organisations you areregistered with.Please note that following registration to the EMA Account Management portal, it may take up to 24h forthe systems to sync, please therefore allow 24h before trying to log in for the first time.EMA EudraVigilance Registration ManualEMA/109955/2022Page 6/69

Figure 2 - Self-registration form on the EMA Account Management portal1. Mandatory fields are marked by a red asterisk (*).2. Optional field – mobile phone (landline number can be provided too), strongly recommended forcases when e-mail does not work or changes.3. Read the “Data protection policy agreement”.4. Click on “Register”.The system can recognise already used e-mail addresses in order to prevent the creation ofduplicate user entries. In case the e-mail address is already registered, the user is prompted touse a different e-mail address. In such a situation it is better to go back to the landing page andclick the “Forgot password?” option.5. Once you have clicked on “Register”, the system takes you to a page displaying the EMA privacystatement. Please read and agree by ticking the box in the “User Agreement” section at theend of the page and click “I agree” - see Figure 3 below.EMA EudraVigilance Registration ManualEMA/109955/2022Page 7/69

Figure 3 - EMA privacy statement6. After agreeing to the statement, you are taken to a screen with security questions which willallow you to reset forgotten passwords - see Figure 4 below.EMA EudraVigilance Registration ManualEMA/109955/2022Page 8/69

Figure 4 - Security questions pageThe same list of questions is provided for Q1, Q2 and Q3 – see Figure 5. The user must choose3 different questions and click “Next”.Figure 5 - Security questions options – scroll-down listAnswer the captcha question (an arithmetic calculation) and click ‘Next’ to go to theregistration confirmation page.EMA EudraVigilance Registration ManualEMA/109955/2022Page 9/69

Figure 6 - Captcha questions7. An e-mail with an authorisation token is sent to the e-mail address provided.Figure 7 - Authorisation token e-mail exampleNOTE: if you have forgotten the answer to your security questions or your account is locked, pleaseraise an EMA Service Desk ticket.8. Confirm the registration.The user needs to make sure that the data in the ‘Your Details’ section is correct.The code received in the email that was sent previously needs to be inserted in the field ‘Confirmtoken’ field found in the section ‘One-time token’ – see Figure 7.By clicking “Confirm” an EMA account is created. A confirmation e-mail of a successfulregistration is sent – see Figure 8 & Figure 9.EMA EudraVigilance Registration ManualEMA/109955/2022Page 10/69

Figure 8 - Confirmation of the user registrationFigure 9 - Registration successful – confirmation e-mail example9. Once you have your credentials, log in via EMA Account Management portal.EMA EudraVigilance Registration ManualEMA/109955/2022Page 11/69

2.2. Log into EMA Account Management portalUsing the username and password provided in the registration confirmation e-mail you can log into theEMA Account Management portal.Figure 10 - Log-in page for registered usersOnce you have logged in you will be presented with your user dashboard (tabs vary depending on theadministrator or standard user access that the user has been granted).Figure 11 - EMA Account Management portal dashboard2.3. Change password in EMA Account Management portalYou can change the password used for the EMA Account Management portal either by using the “Forgotpassword” option on the main log in page or in the portal. Please note that changing the password herealso changes the password for logging into all the systems managed by the portal.In order to change your password follow the next steps:1. Log in to the EMA Account Management portal2. Click on the ‘Edit Identity’ link on your Home pageEMA EudraVigilance Registration ManualEMA/109955/2022Page 12/69

Figure 12 - Change password in the EMA Account Management portal3. Select your EMA Account by clicking on the checkbox in front of the account for the EMAAccount Application, press ‘Change’.Figure 13 - Manage passwords screen in the EMA Account Management portal4. Type your current password in the ‘Current Password’ field and the new password in the ‘NewPassword’ and ‘Confirm Password’ fields.NOTE: Accented characters and the symbols ‘ ’ and ‘&’ should be avoided as they will causeaccess issues to some EMA applications.EMA EudraVigilance Registration ManualEMA/109955/2022Page 13/69

5. Click the ‘Submit’ button.Figure 14 - New password and submit2.4. Reset forgotten passwordIf you forget your password for EMA Account Management portal & EudraVigilance you can reset it byfollowing the next steps:1. A forgotten password can be reset with the help of the security questions2. Navigate to https://register.ema.europa.eu3. Click the 'Forgot your password?' link.Figure 15 - EMA Account Management Portal and forgotten password linkEMA EudraVigilance Registration ManualEMA/109955/2022Page 14/69

4. Input your username in the ‘Username’ field and click the ‘Next’ button.Figure 16 - Input username to retrieve forgotten password5. Select two of the security questions and enter the answers you have chosen during selfregistration. Click on the ‘Next’ button to go to the next page.Figure 17 - Answering the security questionsNOTE: Accented characters and the symbols ‘ ’ and ‘&’ should be avoided as they will cause accessissues to some EMA applications.Figure 18 - Password requirementsEMA EudraVigilance Registration ManualEMA/109955/2022Page 15/69

If you receive a lock account message because you cannot answer correctly your security questions oryou have never added these security questions information, please contact Service Desk via phone: 31(0)88 781 7523.6. An e-mail with a registration token is sent to the registered e-mail address.Figure 19 - E-mail containing one-time token7. Input this token in the ‘One-time Token’ field and click ‘Next’.Figure 20 - Insert one-time token8. When choosing your new password, please choose a combination of lower case, upper case,numbers and symbols (hover your mouse over the red asterisk for guidance)NOTE: Accented characters and the symbols ‘ ’ and ‘&’ should be avoided as they will causeaccess issues to some EMA applications.9. Enter your new password in the ‘New Password’ and ‘Confirm Password’ boxes and click‘Submit’.10. The password is reset.EMA EudraVigilance Registration ManualEMA/109955/2022Page 16/69

Figure 21 - Enter new passwordIf your account is locked and you are unable to request a new password please contact Service Desk viaphone: 31 (0)88 781 7523.2.5. Retrieve forgotten usernameIf you no longer know the username assigned to your account you can retrieve it by following the stepsbelow:1. Navigate to https://register.ema.europa.eu/2. Click the ‘Forgot your Username?’ linkFigure 22 - EMA Account Management portal and forgotten username linkEMA EudraVigilance Registration ManualEMA/109955/2022Page 17/69

3. Enter the email address you used to register in the EMA Account Management portal and click‘Submit’Figure 23 - Enter e-mail address to retrieve forgotten username4. Confirmation of the request is displayedFigure 24 - Confirmation of the forgotten username request5. An e-mail with the username is sent to the registered e-mail addressFigure 25 - E-mail to the user containing a forgotten username6. Log in with your username and password.EMA EudraVigilance Registration ManualEMA/109955/2022Page 18/69

2.6. Update security (authentication) questionsIn order for a user to be able to reset the password using the self-service functionality, they need tosetup the challenge questions and answers in the EMA Account Management portal. The questions andanswers are populated by the user input during self-registration. In case the user needs to update theirchallenge questions they should follow the steps below:1. Login to the EMA Account Management portal.2. Click on the username link on the top right corner of the homepage and click ‘Preferences’.Figure 26 - Access my preferences3. An option to edit preferences appears where the user can edit the security (authentication)questions.Figure 27 - Edit preferences4. Select the questions you would like to edit and input your answers.EMA EudraVigilance Registration ManualEMA/109955/2022Page 19/69

5. Click on ‘Save’ at the end of the page to save your challenge questions and answers.Figure 28 - Selecting security (authentication) questions2.7. Request removal of your access to a systemA user can request their access to a system or organisation be removed at any time, a differentprocess is followed for EU QPPV/RP users - see section 5.4.1. for details.1. Go to the homepage2. Click on “Manage my Access”Figure 29 - Manage my accessEMA EudraVigilance Registration ManualEMA/109955/2022Page 20/69

3. Go to “My Access”Figure 30 -My access4. Select the role to be removed – click on- it turns red.5. Please note in this section the user will also find many entries called “entitlements”. Do not payattention to these, as they are triggered by the system and it is not relevant for role removal.Figure 31 - Role to be removed6. Scroll up the page and click “Review”.Figure 32 - Review access removalEMA EudraVigilance Registration ManualEMA/109955/2022Page 21/69

7. Click “Submit”.Figure 33 - Submit access removalThe system will automatically approve the removal of the role for all roles except for EU QPPV/RP,whose request will go to EMA for approval. For EU QPPV/RP the EMA should be notified of the role removalrequest by raising a ticket with EMA Service Desk, providing the removal request ID generated by EMAAccount Management portal.3. Organisation information in OMS systemIn order to check data in the SPOR Organisation Management System (OMS) registration is required.The access to the OMS system is managed through the EMA Account Management portal - see section3.1. below.3.1. OMS user registrationThe SPOR unaffiliate role is added to all new EMA account management portal registrations. If you aremissing this access please follow the next steps to add this access.1. Ensure that you have completed the EMA Account Management portal registration processdescribed in section 2. , and2. Log into EMA Account Management portal3.Please verify in EMA Account Management portal if you have the SPOR unaffiliated role assignedto your account. If yes, please proceed to the organisation registration in OMS – see section 3.3.; if no, please proceed with this section.4. Click on the Tab “Manage User Access” as shown in Figure 34.EMA EudraVigilance Registration ManualEMA/109955/2022Page 22/69

Figure 34 - Manage My Access5. A list of roles will be shown search and select: “SPOR Unaffiliated Role”.Figure 35 - Selection of roles – SPOR Unaffiliated Role6. Click on thebutton for the SPOR Unaffiliated role, which is on the left-hand side of thescreen.7.Once selected, press the section “Review” as highlighted in Figure 36Figure 36 - Selection of roles – confirmation pageEMA EudraVigilance Registration ManualEMA/109955/2022Page 23/69

8. A confirmation page appears, then click “Submit”.3.2. Search OMS informationIn order to check that your organisation is correctly recorded in the SPOR OMS system you need toperform a search in the system. In order to search the organisation you must have completed the userregistration process as described in section 3.1. The steps below describe how to perform the search:1. Log into SPOR Organisations2. Search for your organisation. For further information on how to search, please check the “OMSWeb User Manual” available on the SPOR Organisations web page (under the “Documents” tab).Figure 37 - Organisation Search screen in OMS3. If your organisation cannot be found, please follow the steps described in section 3.3. to addthe organisation to OMS. If you can find your organisation but some of the details are incorrectsuch as current address please refer to section 3.4.3.3. Create a new Organisation in OMSIf your search of OMS returns no results a new tab called “Request New Organisation” appears. For fulldetails of OMS organisation registration process please refer to the OMS user manuals that can be foundEMA EudraVigilance Registration ManualEMA/109955/2022Page 24/69

in the Documents section of the SPOR Organisations website. For this process please refer to “Changerequest validation in OMS” and the “OMS Web User Manual” - Figure 38 andFigure 39 show the screens used to request an new organisation and complete the information neededto register a new organisation in SPOR OMSFigure 38 - Request the creation of a new organisationFigure 39 - Fill in the details and submit the new organisationEMA EudraVigilance Registration ManualEMA/109955/2022Page 25/69

3.4. Update organisation details in OMSTo update data in the OMS Dictionary, you will need to create a change request through the SPOROrganisations website. Please refer to Guidance on how to create a change request (F - OMS Web UserManual) available in the documents section of the SPOR Organisations website.Figure 40 - Change Request in OMSPlease be aware that, in order to change your organisation details in OMS, you need to have a “SPORSuper User Industry role”. This role must be requested via the EMA Account Management portal andwill be sent to the EMA for approval. This SPOR Super User Industry role should not be confused with EUQPPV/RP which is the main user of an EV profile. The SPOR Super User Industry role only relates tomaintaining data in SPOR OMS.In order for the address or organisation name information to be updated in the EudraVigilance systemyou will need to log into the EudraVigilance Restricted Area select the appropriate Location ID and clickon ”Update”.Important note: The SPOR Super User Industry role is not managed by the EV Registration team.Requests for this role are managed by the OMS/SPOR team; queries about such requests for this roleneed to be submitted to EMA Service Desk.EMA EudraVigilance Registration ManualEMA/109955/2022Page 26/69

4. Register a new Organisation in EudraVigilanceIn order for a new organisation to be registered in EudraVigilance it must first be registered in the SPOROMS system. Once the organisation is OMS it can be registered in EudraVigilance through the registrationof the QPPV/RP.Once the registration of the QPPV/RP is complete the organisation will be registered in EudraVigilanceand the profile accessible, however additional steps are required in order for the profile to be active.4.1. EU QPPV or Responsible Person access requestTo request an EU QPPV/RP role, whether first user or change of QPPV/RP, the process detailed in theNew Organisation First User QPPV/RP or Change of EU QPPV/RP guideline should be followed. Pleaseensure you have no current base or supplementary role with the organisation beforerequesting the QPPV/RP role for that organisation and that the previous QPPV/RP role hasbeen removed. In case the previous QPPV/RP has already leaved the company, the role will be removedby the EV Registration team once all required documents have been provided. A QPPV/RP role requestwill be rejected by the system automatically if there is still a QPPV/RP registered for the organisationprofile.NOTE: an organisation profile is enabled in EudraVigilance when there is a registered QPPV/RP. Duringa change of QPPV/RP, the organisation profile will appear as disabled until the process has beencompleted. Active users linked to this profile will see a message stating “Your organisation is disabled”. The registration process of Responsible Person for NCAs is the same as for QPPV/RP for Industryand sponsors of clinical trials. There can only be one EU MAH EU QPPV role or Responsible Person role (for Commercial Sponsorand Non-Commercial Sponsor or EV affiliate profiles) per organisation. The registration or change of QPPV/RP in the Production environment will be reflectedautomatically in XCOMP (and Virtual affiliates, if applicable). Documents for EU QPPV/RP authorisation must be submitted via a EMA Service Desk requestquoting the Request ID number generated by the EMA Account Management portal – see Figure41The list of the required documents is available on New Organisation First User QPPV/RP or Changeof EU QPPV/RP.Figure 41 - Track My requests1. Navigate to the EMA Service Desk portal and the log in page appears.2. Log in to Service Desk icedesk/customer/portalsEMA EudraVigilance Registration ManualEMA/109955/2022Page 27/69

3. Click on EudraVigilance link to progressFigure 42 - EMA Service Desk landing page4. Select “EudraVigilance Registration queries”Figure 43 - EudraVigilance Service Desk options5. A service desk request form opens so that you can submit the requested information anddocuments.EMA EudraVigilance Registration ManualEMA/109955/2022Page 28/69

Figure 44 - Service Desk request6. “Registration of new Organisation – EV EU QPPV/Responsible validation - Request ID xxxxx”should be mentioned in the Summary field, together with the EMA Account Management portalrequest ID number that is automatically generated when a role is requested through the EMAAccount Management portal.7. In the description field, state your name, organisation ID and explain that you are requestingEU QPPV/RP role access.8. Upload the documents as stated in the EudraVigilance registration documents file, completedwith all the necessary information. If a Gateway transmission mode is required, attach acompleted Gateway connection form and an encryption security certificate in the Service Deskrequest.9. Click on “Create”10. The EMA approves or rejects the EU QPPV/RP request and notifies the requestor of theoutcome.11. The EMA confirms separately to the organisation that their WebTrader or Gateway transmissionmode has been set up.EMA EudraVigilance Registration ManualEMA/109955/2022Page 29/69

12. The QPPV/RP completes the organisation information in the EV Human and XCOMP restrictedarea.4.2. Finalise organisation information in EV Human Production and XCOMPOnce the request for the EU QPPV/RP role for an organisation has been completed for a new organisationthe EU QPPV/RP user will need to enter the EudraVigilance restricted areaWhen the role is approved, access your restricted area view for the Production or XCOMP (Test system)and select “Manage your profi

The code received in the email that was sent previously needs to be inserted in the field 'Confirm token' field found in the section 'One-time token' - see Figure 7. By clicking "Confirm" an EMA account is created. A confirmation e-mail of a successful registration is sent - see Figure 8 & Figure 9.

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