APPEL & PDF Single Form User Manual February 2016

Transcription

1 APPEL & PDF Single Form User Manual February 2016 Humanitarian Aid and Civil Protection 1

2 APPEL English documentation Access rights Register in ECAS The registration process in ECAS Registration in ECAS Change the login domain for ECAS Complete the ECAS registration process Initialise your ECAS password Register in APPEL Register for FPA Registration form - Step Registration form - Step Refused questionnaire APPEL welcome page Notifications in APPEL Downloads Edit your organisation's data Manage user rights My organisation logbook My completed questionnaires Search for projects in APPEL Simple search in APPEL Advanced search in APPEL Search result list in APPEL Export to Excel in APPEL Manage filters in APPEL Project details Update contact details Compare two edocuments edocument functions Download the PDF application Export an edocument to an XML file Upload an edocument Annexes of an edocument Submit an edocument Delete an edocument Print an edocument Create edocuments in APPEL Create and submit an edocument Create a new Request Create a follow-up document (MR, NEC, IR, FR) Create a new version Suspension in APPEL Request suspension Terminate a suspension Additional pre-financing Update a submitted efinal Report PDF esingleform Adobe PDF reader functions Complete the edocument offline esf - edocument functions esf - Import an xml file esf - Validate the edocument and export the XML file esf - Manage notes esf - Input fields esf - Manage list of items esf - Insert an annex esf - Complete the logical framework

3 APPEL English documentation APPEL is an electronic system to exchange information between DG ECHO and its (candidate) Partners. It can be used to apply for the FPA, update administrative data, manage the Single Form, complete the periodic assessment,... It is only through APPEL that the edocuments (RQ; MR; IR; FR) can be created and submitted to ECHO. Once the document has been submitted, it is automatically transmitted to ECHO. DG ECHO will then appraise it through their side of the electronic system, which is HOPE. APPEL is accessible through this link: 3

4 Access rights The usage of APPEL is protected by a two level system: authentication and authorisation. The authentication system implemented for connecting to APPEL is based on the European Commission Authentication System (ECAS) which aims at facilitating the communication between the European Commission and external organisations. It allows these organisations to access and manage safely different protected databases of the European Commission with a unique username and password per person. The authorisation system then allows each partner to manage its own users regarding the access to the data and the actions each user can perform in APPEL. It is the responsibility of each organisation using APPEL to manage its own user rights, from creation to modification and deletion. Partners shall ensure that all users with access to the system use their access only for the purposes intended, according to their roles and responsibilities and within the scope of the access rights granted to them. Partners shall put in place adequate procedures to ensure that the access rights granted to its staff continuously remain in line with the tasks delegated to them and that they are aware of the obligations deriving from each category of user rights. The organisation shall ensure that the users are aware of their obligations and responsibilities. 4

5 Register in ECAS To connect to one of the DG ECHO's information system, you will first need to create an ECAS user name and a password. Each user of your organisation must create his/her own ECAS account. ECAS allows the use of the same personal identifier for several European Commission information systems. Your user name will be linked to the address that you provided when you signed up. s about your account will only be sent to this address. Please make sure you remember the address, user name and password in order to access the relevant information system. 5

6 The registration process in ECAS Who? Any future user of DG ECHO's information system. What? Register in ECAS. Where? APPEL > Authentication. EDRIS > Log-in. The registration process in ECAS From a. Register a. b. APPEL 'authentication' screen, click on 'Register in ECAS' to create an account if you don't have and ECAS account yet. EDRIS, click on 'Log-in' link. b. The 'ECAS login' screen is shown. Change the login domain to external, if necessary. Registration in ECAS. Complete the ECAS registration process. Initialise your ECAS password. in APPEL. in EDRIS 6

7 Registration in ECAS Who? Any member of external organisation who needs to connect to APPEL and does not yet have an ECAS account. What? Get access rights to APPEL. Where? APPEL > Authentication. EDRIS > Log-in. Option: People who already have an ECAS account and who want to access APPEL, can directly register for that application. Register in ECAS Tips Click on 'Register in ECAS'. The 'ECAS login' screen is shown. Change the login domain to 'External' if necessary. Click on 'Not registered yet' to create an account. The 'ECAS user registration form' is shown. Introduce a username of your choice (optional). (See tips) Introduce your first name. Introduce your last name. Introduce your address. Repeat your address for verification. Select your preferred language for the communication. Read the privacy statement. Select the box below to acknowledge that you have read and understood the privacy statement. Introduce the characters shown on the image to do a security check. Click on 'Submit'. The confirmation screen 'Thank you for registering, you will receive an allowing you to complete the registration process' is shown. Complete the ECAS registration process with the mail you received. The user domain has to be 'External' because you are a member of an organisation external to the European Commission. When you do not introduce a user name in the ECAS user registration form, the system generates one for you. The assigned user name is informed to you afterwards. You receive it in the confirmation mail to complete the ECAS registration process. Click on the printer icon or the link 'privacy statement' to see a printer friendly version of the privacy statement. The security check is not case sensitive. Click on 'Try a different image' to receive another security code when the characters of the security check image are illegible. Remarks All fields with an asterisk [*] are mandatory and have to be completed. The introduced address has to be personal. It is used to inform you about your account. Be aware that the European Commission will never ask you for your user name and password. 7

8 Change the login domain for ECAS Who? Members of an external organisation who wish to sign up for or login into an application of DG ECHO. What? Change the login domain for ECAS to 'External'. Where? APPEL > Authentication EDRIS > Log-in Change the login domain to 'External' Tips Click on 'Register in ECAS' listed under the new authentication system. Click on 'change it' if the domain is not 'External'. The 'Domain selection' screen is shown. Select 'Neither an institution nor a European body'. Select 'Remember my choice' if necessary. Click on 'Select'. You are redirected to the previous screen (step 2) and the domain has changed to 'External'. The user domain has to be 'External' because you are a member of an organisation external to the European Commission. Remarks When you try to login to a wrong domain, your user name and password are not accepted. An error message is shown: 'Incorrect user name or password supplied for the selected domain. If you are not a member of this domain, please chan ge it'. Click on the link provided in the error message to change the domain. 8

9 Complete the ECAS registration process Who? Members of an external ogransation that started the registration process for one of the applications of DG ECHO. What? Registration in ECAS is complete. Where? Your inbox > ECAS mail. Complete the registration with the ECAS mail 5. Tips Check the inbox of the address that you previously introduced during the creation of your ECAS account. An from the ECAS Service should be in your inbox. (See remarks). Go to the mail received from the European Commission Authentication Service (ECAS). You received this mail to complete the registration process. Your username is informed to you if you have not introduced one in the 'ECAS user registration form'. Click on 'this link' to create your password. Initialise your ECAS password If 'this link' provided in the mail does not work, you can always use the internet address listed below in the same mail. Remarks The mail is automatically sent after you have submitted the registration form for the ECAS account. You have 90 minutes to validate your account. According to the INTERNET provider, there could be a delay between the moment of submission of the form and the arrival of the . If the mail has arrived more then 90 minutes later, the authentication system will ask you to redo the validation process for that account. If you do not receive the mail, please check your 'junk mail' inbox. 9

10 Initialise your ECAS password Who? Any user of ECAS. What? ECAS password is initialised. Where? Your inbox > ECAS mail. Initialise your ECAS password Go to the mailbox of the address that you used to create your ECAS account. An coming from the European Commission Authentication System (ECAS) will be in your inbox. Open the coming from ECAS. Click on 'this link' in the ECAS confirmation mail to complete the registration process. The 'Password initialisation' screen is shown. The 'New ECAS password' screen is shown. Introduce a password of your choice in the field 'New ECAS password'. Repeat the newly chosen password in the field 'Confirm new ECAS password'. Click on 'Submit'. You are connected to APPEL. The screen that is shown, is adjusted to the rights that are associated to your user account for APPEL. The ECAS password requirements The ECAS password may not include your usernamame must contain at least 10 characters chosen from at least 3 groups of the following 4 character groups: Upper case: A to Z Lower case: a to z Numeric: 0 to 9 Special characters:!"#$%&'()*+,-./:;<=>?@[ ]^_`{ }~ Only these characters are permitted, as well as the white space. Examples of passwords are provided at the bottom of the screen. You can generate other sample passwords if necessary. Remarks All fields with an asterisk [*] and all chapters with an exclamation mark are mandatory and have to be completed. Remember the password that you introduce. You will not receive any additional confirmation mail to remind you which password you have chosen. The password that you initialised cannot be changed within 24 hours. Due to security reasons, the system asks for password changes on a regular basis. You have 90 minutes to complete the registration process, starting from the moment you submit your personal information. 10

11 Register in APPEL Who? Any user with an ECAS account who would like to connect to APPEL. What? Request for the activation of your APPEL user rights. Where? APPEL > APPEL Authentication screen Request for APPEL login activation Click on 'Connect to APPEL' on the 'APPEL authentication' screen. The 'ECAS login' screen is shown. Login with your ECAS account. The 'APPEL home' screen is shown. Click on 'Request for APPEL login activation'. The 'Request login activation' screen is shown. Select the search term. Introduce your information in the search field. Click on 'Request'. The search result list with the possible organisations is shown. Click on your organisation. a. b. Select 'yes' or 'no' to indicate whether or not you are a user rights administrator for your organisation. Select 'yes' if you are a contact person between DG ECHO and your organisation. The contact person(s) manage(s) the user rights for all members of an organisation. Click on 'Confirm'. Your login activation request for your organisation has been registered. An is sent to you as soon as your user account is activated for APPEL. Click on 'home'. The 'APPEL home' screen is shown. 11

12 Register for FPA Relations between ECHO and its partners are governed by Framework Partnership Agreements (FPA), the purpose of which is to define roles and responsibilities in the implementation of humanitarian operations financed by the European Community. 12

13 Registration form - Step 1 Who? Any user with access rights to APPEL. What? Register your organisation to become a candidate to the FPA. Where? APPEL > Home page Register your organisation to become candidate to the FPA - Part Tips Click on 'Register your organisation to become candidate to the FPA'. Read the text on the screen carefully, answer the question and click on 'Next'. Repeat this action for the next screen. The screen 'Registration form (Step 1)' screen is shown. Read the text on the screen carefully, it provides information on how to register. At the left of the screen, you will see a list of links to the different sections of the form, some are read only some can be completed. Click on 'General information' and on 'Self assessment' and complete the forms. Click on 'Save' to save your data. Click on 'Check' to check if the Form is ready for evaluation. If the message 'Ready for evaluation' appears, click on 'Evaluation' to go to the next step. The screen 'Info on Step 2' is shown. Read the text on the screen carefully and click on 'Continue' at the bottom of the screen. The 'Registration form (Step 2)' screen is shown. You may now complete the registration form. Move the mouse over the fields to get more information in the section 'General information'. Click on 'Help' next to a question to get more information In the section 'Self-Assessment'. You have 4 months to complete the registration process. Remarks All fields with an asterisk [*] are mandatory and have to be completed. Please save regularly during the completion of the questionnaire. An APPEL session expires after 90 minutes of inactivity. 13

14 Registration form - Step 2 Who? Any user with access rights to APPEL. What? Register your organisation to become a candidate to the FPA. Where? APPEL > Home Page Registration form (Step 2) Click on the link 'Continue your application'. From the screen 'Registration form (step 2)' you need to: a. Click on each section of the registration form to continue the completion of the Registration form. The section which where 'read only' in the first step may now be updated. The self-assessment section becomes 'read only' and can no longer be modified. b. Click on i. 'Save' to save your data. ii. Click on 'Check' to check if the Form is ready for submission. iii. Once all mandatory fields are completed, Click on 'Submit'. c. You receive the confirmation message 'Thank you for completing the questionnaire'. To finalise and formalise your application, you must send DG ECHO the mandatory documents listed on the screen. Tips You have 4 months to send the complete application to DG ECHO. Once you've completed the questionnaire, you are a candidate for FPA. Remarks Before submitting the form, please make sure you completed all fields in all sections. Once the application is submitted, you cannot make any modifications any more. Please save regularly during the completion of the questionnaire. An APPEL session expires after 90 minutes of inactivity. After the completion of the on-line questionnaire, you need to send a printed paper version to DG ECHO. An authorised member of your organisation needs to sign the printed version and send it together with the other mandatory documents. If you failed to send the documents within the given time limit, your application will be cancelled. 14

15 Refused questionnaire Your application to become applicant to the FPA might be refused at the end of the selection process. The European Commission reserves the right to refuse applicants to the FPA if they do not satisfy the stated requirements. The full responsibility for the accuracy of the information provided to the Commission by an FPA applicant lies with the applicant organisation. When false information is provided to DG ECHO, the FPA candidate is excluded from the FPA for two years. If your application is refused, you can Apply to reconsider your case after rejection. Launch an appeal procedure. Make a complaint to the European Ombudsman. You can find the links for these actions on the 'Request for admission' screen: Go the 'APPEL home' screen. Click on 'Register your organisation to become candidate to the FPA'. 'Request for admission' screen is shown. 15

16 APPEL welcome page Who? Any user of APPEL What? Welcome page Where? APPEL > Welcome page Welcome page The APPEL welcome page provides the following functionalities and information: Select the language of the screens: 'English' or 'Français'. Notifications: informs you about the number of unread and total notifications your received from APPEL. Select the module you need: Search projects, Notifications, Downloads. Edit you organisation's data: to update the organisation general information, addresses and contact information. Manage user rights: to manage your users and user rights. My completed questionnaires: to consult or print out any questionnaire and/or application you have submitted in APPEL. My organisation logbook: to consult your organisation open amount. HIP/technical annex 2016: to consult humanitarian implementation plans for 2016 (HIPs). Links to complete the last questionnaire that DG ECHO requires your organisation to complete. Remarks The information that is visible on the home page can differ depending on the APPEL user rights of the person that is logged in. The information about the completed questionnaires or the assessments depends on the situation of your organisation. 16

17 Notifications in APPEL Who? Anyone with APPEL rights What? Shows the notification messages that you received from the APPEL system. Where? Click on 'Notifications' top right in APPEL Options in the notifications list Click on 'Refresh' to reload the notifications list. Click on the arrow next to 'Actions : a. b. c. Click on 'Mark all as read' to mark all notifications as read. Click on 'Delete all' to delete all notifications in your notifications list Click on 'Delete outdated' to delete notifications for which the edocument workflow is finished in APPEL. Type in the field 'Search' to search for a word or number in the document references and titles. Click on a column header to order the list ascending or descending. 5. Delete one notification by clicking on its bin icon on the right side of the list. 6. Mark a notification as 'read' by clicking on the red icon, mark a notification as 'unread' by clicking on the green icon. Options in notifications Click on a notification title to open a notification. Click on the name of a contact person to send an to this contact person using Outlook. Change the priority color: a. Click on the edit icon. b. Click on 'Click to change'. c. Select a color. d. Click on 'Save'. Change the subject: a. Click on the 'Edit' icon. 17

18 b. Change the subject. c. Click on 'Save'. Click on the name of the desk officer to send an to the DG ECHO desk officer using Outlook. Click on the direct link to your project to see the project details page. Click on 'Echo IS Support' to send a mail to the support team using Outlook. Click on 'Delete' to delete this notification. Click on 'Close', click on the cross in the top right corner or click next to the notification to close it. Tips The subject of the notification starts with 'Info' or 'Action' to indicate whether the notification is informational or whether it requires an action. The notification is generated in English or in French depending on the language that is indicated in the general information of your organisation. Remarks These notifications are only related to ongoing Humanitarian Action proposals. 18

19 Downloads Who? Anyone with APPEL rights. What? Download APPEL documentation. Where? Click on 'Downloads' top right in APPEL Download APPEL documentation A list of documents is available for download. Click on the download icon to dowload a document. Click on 'Partner helpdesk' to go to the Punto Sud partner helpdesk site. 19

20 Edit your organisation's data Who? APPEL users with Administrator, Administrative or LEAR rights. What? Edit your organisation's data. Where? APPEL > Edit your organisation's data. Edit you organisation's data From the APPEL welcome page, click on the link 'Edit your organisation's data'. The page 'Edit administrative data' is displayed. Read the text carefully; On the left of the screen, links are provided in order for you to update one of the following: a. General information b. Locations c. Persons Update the your organisation's information using one of those links. Click on the 'Check' button to validate your changes. Click on the 'Save' button to save your changes. Tips The greyed-out fields can only be changed if the LEAR or administrator sends a legal modification request. 20

21 Manage user rights Who? APPEL user with Adminsitrator or LEAR rights. What? Manage user rights for your organisation. Where? APPEL > Welcome page Manage user rights From the APPEL welcome page, click on the link 'Manage user rights'. The screen 'Manage user rights' is displayed. For each user, the following information is displayed: a. b. c. user name user Check boxes related to the access rights for each user (LEAR, Administrator, Administrative, Reader, Encoder, Sender) To give access rights to a user a. check / uncheck the relevant box. b. Click on the 'Save button'. 5. To add a new user, click on the link provider at the bottom of the screen. A new window opens. a. Enter the first name of the user. b. Enter of last name of the user. c. Enter the address of the user. d. Click on Create. e. You may now give access rights to the user. 6. To delete a user: a. Deselect all user rights boxes. b. Click on 'Save'. 7. Click on 'Back' to go back to the welcome page User rights User rights for APPEL are described in detail in the 'Charter establishing the principles governing access to APPEL' that can be found on the DG ECHO Partners' website. Based on that document, user rights may be summarised as follows: LEAR (Legal Entity Appointed Representative): shall be assigned to the person who is empowered by the constituent act or the internal rules of the organisation to represent and legally bind the organisation. He/she shall sign the FPA and this Charter and shall have the legal responsibility for the management of all other APPEL users of the organisation and their respective user rights. He/she will be able to delegate the management of APPEL user rights by designating User Rights Administrators (URAs). These user rights will be granted by DG ECHO. The LEAR is the only one who can give administrator rights to other users. Administrator: allows the user to grant access to APPEL to other staff members and to coordinate with DG ECHO in relation to the implementation of APPEL-related user rights. Administrative: allows the user to modify the organisation's administrative data, it however does not allow for the management of E-requests. For this task, other rights described below, need to be assigned. Reader: allows the user to consult Requests in APPEL, it however does not allow for the user to encode, modify or send data to DG ECHO. Encoder: allows the user to consult, encode or modify Requests in APPEL. Sender: allows the user to consult, encode or modify Requests in APPEL and to send Requests to DG ECHO. 21

22 My organisation logbook Who? APPEL users with Administrative, Administrator or LEAR rights What? View information on your organisation's open amounts. Where? APPEL > My organisation logbook A new functionality in APPEL has been developed: 'The Logbook'. The logbook gives information on the threshold, the open amount, ongoing contracts and pending requests. In order to access these information, the partners (with administrative rights) should go to the home page of APPEL and click on 'My organisation logbook'. My organisation logbook From the APPEL welcome page, click on the link 'My organisation logbook'. Click on 'Contracting' on the left side of the screen to get an overview of the contracting in your organisation. Click on 'Audit' on the left side of the screen to get a ICQ audit chart of your organisation vs DG ECHO's average scores. 22

23 My completed questionnaires Who? Any APPEL user with Administrative, Administrator or LEAR rights What? View your organisation's documents sent to DG ECHO. Where? APPEL > My completed questionnaires My completed questionnaires From the APPEL welcome page, click on the link 'My completed questionnaires'. The screen 'Print the questionnaire' is displayed. Select the validated questionnaire you want to be displayed on the screen. 23

24 Search for projects in APPEL Who? APPEL users with Reader, Encoder or Sender rights What? Search for a project in APPEL Where? APPEL > Search projects In the search screen for projects you can: 5. Do a simple search for projects. Do an advanced search for projects. Manage the search results list. Export a search result list to Excel. Manage the search filters. 24

25 Simple search in APPEL Who? APPEL users with Reader, encoder or Sender rights What? Search for a project in APPEL with the simple search options Where? APPEL > Search projects Simple search for projects The projects search screen is shown with the simple search criteria on the left side of the screen. You can use one or more of the following simple search criteria: a. Click in the field 'Country' and select a country from the drop down list. b. Click in the field 'Agreement number' and type (part of) the agreement number. c. Click in the field 'Reference number' and type (part of) the reference number. d. Click in the field 'Status' and select a status from the drop down list: i. ii. iii. iv. All Submitted (under negotiation, ongoing, suspended) Closed (Projects for which the final payment was done, and refused projects) Draft (edocuments that are not yet submitted) e. Click in the field 'Unit' and select a unit from the drop down list. Click on 'Search' or press enter. The search results list of your search is shown. Tips Click on 'Clear' to empty the fields. Remarks When clicking on 'search projects', all projects are shown by default, including draft documents. 25

26 Advanced search in APPEL Who? APPEL users with Reader, Encoder or Sender rights What? Search for a project in APPEL. Where? APPEL > Search for projects Advanced search for projects The projects search screen is shown. 5. Click on 'Advanced' to see the advanced search criteria on the left side of the screen. You can use one or more of the following advanced search criteria: a. Click on the arrow of the field 'Sectors/subsectors' and click on a sector or subsector. b. Select smaller, bigger or equal, click in the field 'Amount' and type an amount. c. Select smaller, bigger or equal, click in the field 'EC amount' and type an amount. d. Click in the 'From' and/or 'To' fields and select a date for the creation and/or submission. e. Click in the field 'Action title' and type (part of) the action title. Click on 'Search' or press enter. The search results list of your search is shown. Tips Once you have clicked on the button 'Advanced' to see the advanced search criteria, the button will change into 'Simple'. Click on 'simple' to hide the advanced search criteria again. The more search criteria that you use, the more refined your search will be. Click on 'Clear' to empty the fields. Remarks When clicking on 'search projects', all projects are shown by default, including draft documents. 26

27 Search result list in APPEL Who? APPEL users with Reader, Encoder or Sender rights What? Manage the search results list Where? APPEL > Search projects In the search results list, you can: Click on the 'A' to make the font bigger or smaller. Type your specific search criterium in the search field. Personalise your result list: a. Click on the '10' with the arrows to change the number of results that are shown per page. b. Click on the list icon to add or remove the fields that are shown in the search results list. Click on a column header to change the order of the column. 5. Click on the reference number to go to the project details. 6. The agreement number is shown. 7. Click on the action title to go to the project details. 8. The 'FR due date' column shows information about the remaining or overdue days to submit your Final Report, based upon the action end date starting with a standard length of 90 days. The number of days should be interpreted as follows: a. Number of days indicated in green: is the remaining time you have to submit your efr within the deadline. E.g. ' 5' means you still have 5 days before the deadline to submit the efr. b. Number of days indicated in red: is the time you have passed the deadline to submit your efr. E.g. ' 15' means that the deadline was 15 days ago and that you still need to submit the efr. c. Number of days indicated in black with a minus sign: indicates that you submitted your efr before the deadline. E.g. '-7' means you submitted the efr 7 days before the deadline. d. Number of days indicated in black with a plus sign: indicates that you submitted your efr past the deadline. E.g. ' +1' means you submitted the efr one day after the deadline. 9. Move over the traffic light icon to see the status of the edocuments: 27

28 10. a. The indicators are: i. Request ii. Intermediate Report iii. Final Report iv. Modification Request b. The colours indicate the following status: i. yellow is a draft document ii. green is a favourable document iii. orange is an active document iv. pink is a refused document v. blue is an accepted document Click on the arrows or the page numbers at the bottom to go to another results page. Tips The Intermediate Report and the Final Report status can never be 'Refused' or 'Favourable', it will stay 'Active'. 28

29 Export to Excel in APPEL Who? APPEL users with Reader, encoder or Sender rights What? Export the search results list to an MS Excel file Where? APPEL > Search projects Export to Excel Click on the arrow next to 'Actions'. Click on 'Export to Excel'. A download window is shown Click on 'Save' or on 'Save as'. A downloading window will be shown. Click on 'Open'. The Excel file will be opened. Tips Step 5 doesn't shown the exact same window on every pc, this depends on your computer. The Excel file shows all colums depnding on your search criteria. 29

30 Manage filters in APPEL Who? APPEL users with Encoder, Reader or Sender rights What? Manage filters to repeat the same search multiple times Where? APPEL > Search projects Manage filters Select all your search criteria. Click on the arrow next to 'Filters'. Click on 'Manage filters'. Type a filter name. 5. Click on the green icon to save your filter. a. Click on the blue icon to modify the name of a filter. b. Click on the red icon to delete a filter. 6. Once created, your filter will be added to the drop down list so you can select it to repeat the same search later on with the filter's search criteria. Tips You can create up to 10 filters. The name of the filter cannot exceed 100 characters. 30

31 Project details Who? Anyone with APPEL rights What? Project details screen Where? APPEL > Search Projects > Search results list > Project Project details The project details screen shows a list with all edocuments linked to this project: The information that is shown and the available functionalities are the following: versions of the Modification Request, Non-Essential Changes Modification Request, Final Report). a. The last column shows the status of the edocuments. b. Click on a document to open it. 8. 'Annexes and uploaded files': filter options for the annexes list. a. 'Set fullscreen': hides the results list and shows the annexes list in full screen. b. 'Hide auto-generated': hides the annexes that were automatically generated by the system. c. Click on a column title to order the list ascending or descending 'Back to list': click to go back to the search results list. Information regarding the Grant Agreement: reference number, Partner ECHO ID, Country, Action title, amount, EC amount, status and the number of edocuments for this project. 'Update contact details': click to update the contact person(s) for this project. This update will be visible in chapter 12 of the SingleForm. 'Actions': click to create follow-up documents (Intermediate Report, Modification Request, Non-Essential Changes Modification Request, Final Report, ). 'Upload the Pre-financing Request': click to upload the additional Pre-financing request. 'Compare doc.': click to compare two documents shown in the list. List of edocuments created for this project (all versions of the Request, all versions of the Intermediate Report, all The download icon downloads the file. 'Add to zip' and 'Create zip file' create a zip file containing all selected files. a. Select all files to add in the column 'Add to zip'. b. Click on 'Create zip file'. c. A window is shown. d. Click on 'save file'. The zip file is created and saved on your pc. Tips The button 'Update contact details' can be invisible, depending on the workflow process of the project. 31

32 Update contact details Who? APPEL users with Encoder or Sender rights. What? Update the contact details. Where? APPEL > Search projects > Search results list > Project details. Update contact details Click on 'Update contact details' on the left side underneath the documents list. Click on 'Add a contact person'. 5. Introduce the information about this person. Click on 'Submit changes' The changes are shown in section 12 of the esingleform. 32

33 Compare two edocuments Who? Every APPEL user What? Compare two edocuments Where? APPEL > Search projects > Search result list > Project details. Compare two edocuments Click on 'Compare doc.' above the list of edocuments. Select two documents to compare. Click on 'Do comparison'. A window is shown with the content of the two documents side by side. a. b. The differences between the documents are indicated in grey in the first document, and in yellow in the second document. 'Print': Click on the button at the top of the page to print the comparison. Remarks You can only compare an RQ with an RQ, an RQ with an MR or an MR with an MR. 33

34 edocument functions Who? APPEL users with Reader, Encoder or Sender rights. What? Description and functions of the edocument. Where? APPEL > Search projects > Search results list > edocument Description and functions of the edocument The following picture shows the edocument information screen: The available information and functions are the following: Information on the edocument (draft number or reference number if submitted, type of edocument, country, action title, amount, version, status, creation and submission date) Button 'Back to list': to go back to the result list screen. Available functionalities for this edocument: a. b. c. d. e. f. g. h. Delete: delete this edocument. Submit: submit this edocument to DG ECHO. Upload: upload this edocument into APPEL. Annexes: manage the annexes to this edocument Export: export edocument information data in an xml file. Print : creates a pdf version of the esingleform the can be printed out Download esf: download the latest version of the PDF esingleform. Jump to: navigate through esingleform displayed on the screen: i. Click on the arrow. ii. Select a chapter in the list. iii. The selected chapter is shown. Link RQ with: link a new erequest with a HIP/Decision (this button is only shown in the intial version of the Request). 5. The content of the esingleform is displayed. 6. At the beginning of each chapter, the icon indicates the status of the chapter: a. The green 'V' icon indicates that the information has been saved. b. The red 'D' icon indicated that the information has not been saved yet. 7. Click on the upward arrow from anywhere to go back to the top of the screen. Tips The 'Action type' and 'Document type' in the reference section of the edocument are automatically completed by the system depending on the type of the erequest that was created. The 'Print' button generates a PDF document of the information in the esingleform when printing. When DG ECHO requests a new version, the button 'New version' will be shown on this page. Remarks The functionalities shown on the screen depend on the status of the document. If a document is submitted, you may only see the buttons 'Annexes', 'Export', 'Print', 'Download esf' and 'Jump to'. The functionalities shown on the screen depend on the rights of the APPEL user, e.g. when you only have 'Reader' rights, you will not see the 'Submit' button. The button 'Link RQ with' is only available for initial Requests. 34

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36 Download the PDF application Who? APPEL users with Encoder or Sender rights. What? Download the PDF application to work offline. Where? APPEL > Search projects > Project details Download the PDF application Click on the edocument in the 'Project details' screen. Click on the 'Download esf' button. 5. A window is shown. Click on 'Save'. The file is saved on your pc. Click on 'Open' to open the PDF application to work offiline. Tips Once you've imported the xml file into the PDF application, the PDF application with the xml file included will be the file that you and your colleagues need to work on. The xml file should not be exchanged, please always send the PDF file with the xml file included. Remarks Adobe Reader is the only application that can be used to open the PDF application. 36

37 Export an edocument to an XML file Who? APPEL users with Encoder or Sender rights What? Export the data from an edocument into an xml file. Where? APPEL > Search projects > Project Details Export project data into an xml file Click on the document you would like to export. Click on 'Export'. A window is shown Click on 'Export'. A window is shown. Click on 'Save'. The file is saved on your pc. Tips This xml file will be used to be imported into the PDF esingleform. 37

38 Upload an edocument Who? Any user of APPEL with Encoder or Sender role. What? Upload an edocument completed offline. Where? APPEL > Search projects > edocument Upload an edocument Click on the 'Upload' button in the draft edocument. A new window opens. a. b. c. d. Click on 'Browse' and select the xml file you want to upload: Click on 'Open' and the selected file is shown Select 'Full upload' or 'Partial upload'. Click on 'Upload the XML'. If you selected 'Full' upload', a message is displayed 'Action data was successfully uploaded to APPEL. Please close this window now.'. If you selected 'Partial upload', a. b. c. d. Select the chapters that need to be uploaded. Click on 'Submit'. A message is displayed 'Action data was successfully uploaded to APPEL. Please close this window now'. Close the message. Tips The files to be uploaded are xml files that are exported from the PDF esingleform application. All chapters need to be completed and validated offline with the PDF esingleform application before uploading them. Only users with 'Sender' rights can submit. If you perform a partial upload, you need to validate the selected chapters offline with the PDF esingleform application. Remarks All the annexes of an edocument need to be added in APPEL before the submission of the document. 38

39 Annexes of an edocument Who? View: any user of APPEL. Upload and modifiy annexes: any user of APPEL with Encoder or Sender role. What? Annexes of an edocument. Where? APPEL > Search projects > edocument > Annexes View the annexes of the edocument Click on the 'Annexes' button. The list of annexed files is displayed: Click on the download icon to download the annex. Click on the 'Close' button at the bottom to hide the annexes from the screen. Upload annexes Click on 'Annexes' in a draft edocument. Under the list of annexes, the upload section section is shown: Click on 'Browse' and select the file you want to upload. Click on 'Open' and the file is shown in the screen. Complete the field 'File description'. Click on 'Upload'. The uploaded file is shown in the annexes list. Remarks The allowed file types for uploading are:.csv,.doc,.docx,.gif,.htm,.html,.jpg,.jpeg,.pdf,.png,.rtf,.txt,.xls,.xlsx or.zip files. If the file you upload is bigger than 5 megabyte, the message 'Error to upload the file: Maximum size is exceeded' is shown. To upload several files at once, these have to be compressed into a '.zip' files prior to uploading. 39

40 All the annexes of an erequest need to be added in APPEL before the submission of the request. Modify annexes For each uploaded annex that is shown in the list, you can: Update the description of the annex a. Click on the 'Pencil' icon'. b. Update the description. c. Click on 'Save' Save the annex on your pc a. b. c. Click on the 'Save' icon. A pop-up window opens at the bottom of your screen. Click on 'save' to save the file in the 'Downloads' folder. Change the status of the annex a. b. c. When uploading an annex, the status is automatically set to 'Active'. Click on the 'Deactivate' icon to deactivate the annex. The status of the annex is set to 'Passive'. Click on the 'Activate' icon to reactivate the annex. The status of the annex is set to 'Active'. Delete the annex a. b. c. Click on the 'Delete' icon the permanently delete the annex. Answer 'OK' to the question to delete the annex. The annex is deleted. Remarks The available functions on the Annexes screen depends on the status of the edocument As long as the edocument is not submitted, annexes can be uploaded and modified. Once the edocument has been submitted, annexes can only be displayed and downloaded. 40

41 Submit an edocument Who? Any user of APPEL with Sender role. What? Submit an edocument to DG ECHO. Where? APPEL > Search projects > edocument Submit an edocument Click on the 'Submit' button. A window is shown. Click on 'Submit' to confirm the submission. A reference number is assigned to the edocument and the following message is shown: 5. Click on the link to 'Print acknowledgement receipt' to save and print the acknowledgement receipt in PDF format. Click on the 'Back' button to go back to the edocument display screen. a. The status is now set to 'Submitted'. b. The annexes can be opened and downloaded but cannot be modified anymore. Remarks The annexes need to be uploaded in APPEL before the submission. If you want to add annexes after you have submitted the edocument, then you need to create a new version even when you don't need to make any changes in the content of the edocument. 41

42 Delete an edocument Who? Any user of APPEL with Encoder or Sender role. What? Delete an erequest. Where? APPEL > Search result list > edocument item in draft version. Delete an edocument From the edocument display screen, click on the 'Delete' button. Click 'OK' to confirm the suppression of the draft document. The edocument is deleted from the search result list. Remarks This functionality is only available for edocument that are in status 'Draft'. 42

43 Print an edocument Who? APPEL users with Reader, Encoder or Sender rights. What? Create an PDF version of an edocument and print it. Where? APPEL > Search projects > edocument screen Print an edocument Click on the 'Print' button in the document screen. A window is shown. Click on 'Open' or 'Save'. The PDF document including the PDF menu bar is shown. a. Click on the printer icon. b. Select the print range: c. i. ii. iii. 'all' to print all; 'current page' to print the selection that is shown on the screen 'pages' to select the pages you wish to print. Click on 'Print'. 43

44 Create edocuments in APPEL The types of edocuments in APPEL are: The Request (RQ) which is the initial proposal that DG ECHO will appraise. The Modification Request (MR) is submitted by the Partner to apply changes to the project. The modifications need to be appraised by DG ECHO. The Non-Essential Changes Modification Request (NEC) is a unilateral change. The Intermediate Report allows the Partner to explain the intermediate progress that is happening for the project. The Intermediate Report needs to be appraised by DG ECHO. The Final Report is the last report that the Partner needs to submit to DG ECHO. It reflects the results of the humanitarian project. The financial report needs to be annexed to the Final Report. The Final Report needs to be appraised by DG ECHO. Once the initial Request is created, the draft number will be generated automatically by the system as a sequence of 5 digits. After the submission of the Request, all documents have the following structure: The reference number in this example contains the following information: 2015: the year of submission of the initial Request for this project : the sequence number of the project contains 5 numbers. 2015/00015: the reference number is the combination of these two numbers. You can use the reference number to search for your project in the search screen. RQ: a sequence of two characters correspond to the type of document. In this example, it is a Request. For other documents this sequence will be: MR = Modification Request IR = Intermediate Report FR = Final Report 01: The document number, in this case the first Request. There can be more than one Modification Request or Intermediate Report, e.g. MR/02 is the second MR 01: The version number, in this case the first version of the Request. There can be more versions of the same document. Only the Final Report cannot have more than one version. 44

45 Create and submit an edocument Who? Each APPEL user with Encoder or Sender rights. What? Create a new edocument. Where? APPEL > Search Projects. Create and submit an edocument Click on 'Search projects' Create a new erequest, a follow-up document, or a new version of an edocument. From the edocument functions screen in APPEL: a. Export project data into an XML file. b. Download the PDF esingleform application. Open the PDF esingleform that you downloaded and a. Import the XML file that you exported from APPEL. b. Go through the PDF esingleform 2014 and complete at least all mandatory fields in the form. c. Export the data into an xml file. 5. From the edocument functions screen in APPEL. a. Upload the xml file you exported from the PDF. b. Upload all annexes. c. Submit your edocument. 6. Once the document is submitted to DG ECHO. 45

46 Create a new Request Who? APPEL users with Sender or Encoder rights. What? Create a new Request. Where? APPEL > Search Projects Create a new Request Click on 'Search projects' Click on the arrow next to 'Actions'. 5. Select the type of erequest that you would like to create. a. b. c. New RQ - Non-emergency action: to create a Request for a non-emergency action. New RQ - Emergency decision/urgent action: to create a Request for an emergency decision or an urgent action. New RQ - Complementary activities: to create a Request for complementary activities. A pop-up window is shown. Click on 'Continue' to confirm the creation of the new Request. Continue as usual by exporting the xml file, downloading the PDF esingleform,... 46

47 Create a follow-up document (MR, NEC, IR, FR) Who? Every APPEL user with Encoder or Sender rights. What? Create a new Modification Request, Non-Essential Changes request, Intermediate Report, Final Report. Où? APPEL > Search Projects Create a follow-up document (MR, NEC, IR, FR) Search for the project for which you want to create a new document. Click on the project title of your project to see its project details. Click on the arrow next to 'Actions' Select the document type that you want to create. a. b. c. d. New e-interim: create a new Intermediate Report New e-final: create a new Final Report New e-modification: create a new Modification, which will generate an approval workflow at DG ECHO level. New e-change NE: create a new non-essential changes modification, which will not generate an approval workflow at DG ECHO level. The selected document is shown. Click on '+ create/execute' Confirm the creation of the new document. Continue as usual, export the xml file, download the PDF esingleform, work in the pdf application, upload the xml file into APPEL and submit. Remarks The documents that are striked through, are not available at the moment. 47

48 Create a new version Who? APPEL users with Encoder or Sender rights What? Create a new version of an edocument. Where? APPEL > Search Projects > Search results list. Create a new version of a document (new version of a Request, Modification Request, ) Click on 'Search projects'. Search for the project. Click on the project for which you want to create a new version. Click on the last version of the document on the projects details page. Click on 'new version' Confirm the creation of a new version. The new version is created with the status 'Draft'. The document is shown. Continue as usual, export the xml file, download the PDF esingleform, etc. Tips Export the xml file of this new version and complete it offline using the PDF esingleform. Once the document is completed and validated offline, the xml file can be exported from the PDF esingleform and uploaded back to APPEL. Now you can submit the new version. Remarks If you cannot see the button 'upload/submit', you need to contact the DG ECHO Desk Officer to activate the button. 48

49 Suspension in APPEL Suspension procedure for a Total Suspension of the action (for partial suspension use a Modification Request as described in the guidelines and the partner helpdesk site) TOTAL SUSPENSION Request As soon as an event occurs in the field that could lead to a suspension of the action, the partner will inform ECHO (Desk or TA) b y , even if the partner is not sure yet that a suspension will be needed. This first message is important to set the possible start date of the suspension. When the decision to suspend the action is taken, the partner will inform immediately ECHO via APPEL, using the "Request suspension" functionality in the edocument result list screen The partner is requested to provide the information supporting the suspension, i.e: The reasons for the suspension The expenses connected to the suspended activities during the suspension period.(e.g. the running costs of the local office). Please note that the eligibility rules continue to apply during the suspension. The proposed start date of the suspension and the estimated duration (in days). The partner can add supporting documents if deemed necessary. Please note that the request can be made only when: no draft final report has been created no internal ECHO workflow is running. TOTAL SUSPENSION Resumption or Extention As soon as circumstances allow, the partner will resume the activities and inform immediately ECHO via APPEL, by clicking on the button "Terminate Suspension' in the edocument result list screen. The partner will have to provide the following information: The end date of the suspension. (or in case the suspension period is longer than originally foreseen the foreseen extra months/days) Other modifications necessary to adapt the action to new implementation conditions. (e.g. duration, results, budget) Any other supporting documents if deemed necessary. 49

50 Request suspension Who? Any user of APPEL What? Request a suspension Where? APPEL > Search projects > Search result list > Project details Request suspension Click on 'Actions'. Click on 'Request Suspension'. Click on '+ create/execute'. A pop-up window opens: Complete the field 'Information supporting the suspension of the action' Click in the field 'Proposed start date of the suspension' and select a start date from the calendar. Complete the field 'Estimated duration (in days)'. The maximum allowed amount of days is shown underneath. Click on browse and select the file you want to upload. a. b. c. Add a file description. Click on 'upload'. Once the file is uploaded, you can click on the icons to edit, display/download, deactivate, or delete the file. 9. Click on 'Submit to ECHO' to submit the suspension request. Remarks When you have already submitted a suspension request or when there is an unfinished workflow at DG ECHO, you will receive an error message when clicking on the suspension request button: 50

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52 Terminate a suspension Who? Any user of APPEL What? Terminate a suspension Where? APPEL > Search projects > Search result list > Terminate suspension Terminate a suspension Click on the arrow next to 'Actions'. Click on the button 'Terminate Suspension'. Click on '+Create/execute'. A pop-up window opens: Complete the field 'Information supporting the termination of the suspension'. Click in the field 'Proposed end date of the suspension' and select an end date from the calendar. Click on browse and select the file you want to upload. a. b. c. Add a file description. Click on 'upload'. Once the file is uploaded, you can click on the icons to edit, display/download, deactivate, or delete the file Click on 'Submit to ECHO' to submit the suspension termination. A confirmation message is shown that the suspension termination was requested. The workflow for the suspension termination is now launched at DG ECHO. 52

53 Remarks If this request for terminating the suspension leads to the termination of the action, please clearly indicate in the field 'Information supporting the termination of the suspension' the date when the termination of the action will take effect. 53

54 Additional pre-financing Who? APPEL users with Encoder or Sender rights. What? Request an additional pre-financing. Where? APPEL > Search Projects > Search results list. Request an additional pre-financing Click on 'Search projects'. Search for the project for which you want to request an additional pre-financing. Click on the project. Click on 'upload the pre-financing Request' on the project details page. 5. A window is shown with the following functionalities: a. b. c. d. e. f. g. Click on 'get the template' to download the template of the pre-financing document. Save the.rtf file on your pc. Open the file to complete the information about your request. Click on 'Browse' and select the file that you would like to upload. Introduce the description of the file that needs to be uploaded in the field 'File description'. Click on 'Upload' to upload your document to APPEL. Click on 'Cancel and close' if you want to delete the file. Once the file is uploaded, the details about the file are shown in the list with annexes. You can either download, deactivate or delete the file. 54

55 8. 9. Click on 'Submit to ECHO' to submit all uploaded files to ECHO. A confirmation message is shown. Remarks The additional pre-financing is only possible if the first part of the received pre-financing is less than 80%. Always use the template to complete the information of your additional pre-financing request. After uploading the request for additional pre-financing, DG ECHO receives a notification mail about the request. 55

56 Update a submitted efinal Report Who? APPEL users with Encoder or Sender rights What? Update a submitted efinal Report (response to a Request for Complementary Information) Where? APPEL > Search Projects > Search results list Update a submitted efinal Report Click on 'Search projects'. Search for your project. Click on your project. In the Project details screen, click on "update efinal Report'. 5. A popup is shown with the following functionalities: If DG ECHO requested an update, the section to upload additional annexes is always shown. The part 'Update of the financial overview of the action (esf 10)' and the field 'Final Report final update (esf 15)' can be shown, depending on what DG ECHO requested. If one of these or both of these sections are shown, they are mandatory. a. Click in the fields of the financial overview to complete section 10 of the esingleform. b. Click in the field 'Final Report final update (esf 15)' to add text in field 15 of the esingleform. c. Add annexes: i. ii. iii. iv. Click on 'Browse' and select the file you want to upload. Introduce a description in the field 'File description'. Click on 'Upload' to upload the file to APPEL. Click on 'Cancel and close' to cancel the upload and close the window. Once the file is uploaded, the file is shown in the list of annexes You can download, deactivate or delete the file. Click on 'Submit to ECHO' to submit all the uploaded files and information to DG ECHO. If you don't submit, DG ECHO cannot see your uploaded information. 10. A confirmation message is shown. Close the window. 56

57 Remarks The field 'Final Report final update' is mandatory to be able to submit. Only files with the extension.csv,.doc,.gif,.htm,.html,.jpg,.jpeg,.pdf,.rtf,.txt,.xls,.docx,.xlsx ou.zip are allowed. The size of each file is limited to 10MB. To upload several files at once, please compress them first in a ZIP archive. In case a partial final payment was made, a button 'Upload additional annexes' will be shown to add additional information. 57

58 PDF esingleform 2014 Introduction The PDF esingleform 2014 is an interactive document that presents the esingleform in a PDF format following the Framework Partnership Agreement (FPA) 201 Before starting to work offline, you need to create a draft edocument of a project in APPEL online. After the creation of the draft, the XML file of the draft edocument needs to be exported from APPEL and then imported into the empty PDF esingleform 201 The empty PDF esingleform 2014 can be downloaded from APPEL. If you want to share the esingleform with your colleagues, you need to import the XML file into the PDF esingleform 2014 first. Please do not send the XML file separately. To learn more about the PDF esingleform 2014, please read the step by step information that follows this introduction. The name 'edocument' is used for the different files used in the esingleform, which are the erequest, emodification Request, eintermediate Report and efinal Report. This documentation helps you with the technical and functional aspects of the PDF esingleform 201 You can contact the / to receive more information about the general and theoretical aspects of the PDF esingleform 201 Before starting to work offline, you need to download from APPEL the information related to the edocument: Download the esingleform PDF file. Export XML data. After you have introduced all information in the PDF edocument, you will have to: Export the data from PDF esingleform into an xml file. Upload it back into APPEL. The PDF FichOps only works with Adobe Reader. Limitations and improvements Limitations The limitations in the system are the following: Each field can contain a limited number of bytes. This limitation is different per field. The message 'Attention! Bytes limit: x/y' is shown. The letter x represents the number of bytes you used, the letter y represents the total number of bytes accepted for that field. In the example below, 341 bytes were used and the limit is set to 300 bytes. You need to reduce the text to be able to complete the rest of the PDF esingleform 201 You cannot copy/paste tables in the fields of the PDF esingleform 201 This is not possible due to the limitations of the PDF technology. It is not advised to work on the PDF file simultaneously with other colleagues, e.g. while placing the PDF file on a shared drive or server. You might lose your work when using the file simultaneously. It is advised to send the XML file together with the PDF file in which it has been imported. Please do not send the XML file separately. Improvements The technical improvements of the PDF system are the following: 58

59 The logical framework is one of the most important tools for the preparation and management of the humanitarian action. The visibility of the logical framework has been improved to reflect the vertical logic as well as the relations between the objectives, the results, the indicators, the activities and the risks that come along. The logical framework is situated between chapters 10 and 11 of the esingleform. The PDF format provides the possibility to highlight your colleagues' modifications per field in different colours. This function, which will be explained in detail later on, facilitates the cooperation between the different people working on the document. The new features of the PDF esingleform 2014 are explained on the Partner Helpdesk site of DG ECHO: ww.dgecho-partners-helpdesk.eu/ Click on the button 'Result' in chapter 3 to see the detailed result. To hide the details, you click on the same button again. 59

60 Adobe PDF reader functions Navigate through the PDF esingleform Click on the 'Bookmarks' icon on the left of your screen. The left part of your screen shows the table of content of the document. Click on the name of the chapter of your choice to access it directly. Tips Chapters displayed in red and ending with an asterisk (*) are mandatory The chapter that is shown on your screen is highlighted in grey in the table of contents. You may also navigate through the esingleform by clicking on the scroll bar. In the menu 'PDF', go to View>Page Display>Enable Scrolling to facilitate the navigation through the document. Change the language of automatic spelling check In the menu bar, click on 'Edit'. Click on 'Preferences' Click on 'Spelling' in the list of categories. Select the language that Adobe reader should use for automatic speclling check Move it on the top of the list by using the upwards arrow. Click on 'OK'. 60

61 Tips In the image above, the system will use the 'English (UK)' for the spelling check. If you want another language to be used, e.g. 'French (France)', then you need to select this language and click on the upwards arrows to move this language to the top of the list. Change the colours of the highlighted fields In the menu bar, click on 'Edit'. Click on 'Preferences'. 5. Navigue Click on 'Forms' in the list of categories. In the 'Highlight Color' frame, click on the colour you wish to change. Click on 'OK'. 61

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63 Complete the edocument offline Open the PDF edocument that you downloaded from APPEL and Import the XML file that you exported from APPEL. Go through the PDF esingleform 2014 and complete at least all mandatory fields and list of items in the form. a. if needed, complete the logical framework Validate the content of the edocument. Export the data into an xml file. 63

64 esf - edocument functions Who? Any user of your organisation. What? esingleform title page. Where? Pdf esingleform > Title page esingleform Title page The following picture shows the esf title page: The following functions and information are available: Select the language of the document a. Click on 'EN' to display the English version of the document. b. Click on 'FR' to display the French version of the document. Import xml: update the document with the information contained in the XML file. Information about the type of the edocument a. RQ: erequest b. MR: emodification request c. IR: eintermediate report d. FR: efinal report Validate the esingleform, Validate and Export the xml: validates the content of the information provided and export this information into an xml file. Information about the edocument. Notes: Functionalities to manages notes of the documents. 64

65 esf - Import an xml file Who? Any user of your organisation. What? Import an xml file to update the document. Where? PDF edocument > Title page Import an XML file Update the document with the information contained in the XML file: Click on the 'Import xml' button'. Select the xml file to be imported. Click on 'Open'. The content of the PDF edocument is updated, including the Title page. Tips After importing the XML file, you can select the language of the file on the start page of the PDF esingleform 201 After importing the XML file, the APPEL reference number of the edocument is shown on the start page of the PDF esingleform 201 After having completed your XML file, you will need to import the XML file into the edocument in APPEL with that reference number. 65

66 esf - Validate the edocument and export the XML file Who? Any user of your organisation. What? Validate the content of an edocument. Where? PDF edocument > Title page. Validate an edocument You can validate the information provided in the edocument for whole the document or per chapter. Validate the whole document Click on the 'Validate esingleform' button on the title page. A pop-up window opens. Read the message and click on 'OK'. At the end of the validation process, a. b. if the validation is successful, a pop window opens displaying the result of the validation. Click on 'OK' to close it. if the validation fails, the errors found are displayed at the end of the document. Validate a chapter Click on the 'Validate Chapter x' button at the beginning of the chapter. At the end of the validation process, a. if the validation is successful, a 'successful' icon is displayed at the start of the chapter. b. if the validation fails, the fields with errors are highlighted in red. Validate and export an XML Validate the information provided in the document and export it into an XML file: Click on the 'Validate & Export XML' button on the title page. A pop-up window opens. Read the message and click on 'OK'. The document validation process starts a. if the validation is successful, a pop window opens displaying the result of the validation. i. Click on 'OK' to close it. ii. Select/enter the name of the xml file to be exported. iii. Click on 'Save' b. if the validation fails, the errors found are displayed at the end of the document. The export process is stopped. Tips The buttons 'Validate form' and 'Validate and Export XML' are also available on the last page of the edocument. 66

67 esf - Manage notes Who? Any user of your organisation. What? Show, hide, update notes related to an edocument. Where? PDF edocument > Title page Manage notes Notes may be added at the end of each chapter of the edocument. The following functions are available: Enable the introduction of notes Tick the 'Notes' check box on the title page. A field 'Notes' is added at the end of each chapter. These fields may be completed. Untick the 'Notes' check box to hide those fields. Clear all notes Click on this button to delete the content of all notes. Tips The 'Notes' functionality is a communication tool between the members of the same organisation in order to facilitate the completion of the edocument. The content of the notes will not be uploaded into APPEL. 67

68 esf - Input fields Who? Any user of your organisation. What? Complete the PDF edocument offline. Where? PDF edocument In the edocument, the following types of fields are available for the input of information: text fields date fields drop-down lists check-boxes radio buttons Text fields Introduce text Tips Click into the text field to be completed. Introduce or paste your text. Click next to the field to see your text. For each text field, the system authorises a limited number of characters (bytes) and counts the number of introduced characters. Each field may contain a different limited number of characters (bytes). Theses figures are shown underneath the text field, on the left hand side. If a field is highlighted in red, it means that the overall number of characters exceeds the maximum number of that field. You then have to reduce the text size. Format text Select the text that should be formatted. Right-click on the selected text. Go to 'Text style'. Select your preferred text style. Tips You can also use the short key CTRL+E to format text. Among the formatting options, the following styles will be kept: bold, colour, underline and italic. Date fields Insert a date Click in the date field. An arrow is shown right of the field. Click on the arrow. 68

69 A calendar is shown. 5. Select a date. Drop-down lists To Select an item from the list Click on the arrow at the right of the field. Select and click on the value. The value is shown in the field. Check boxes Click on the box you want to select, the box is crossed To delete the selection, click on the box, the box is blank You may select more then 1 item from the list Radio buttons Click on the button you want to select. Only one selection is possible. 69

70 esf - Manage list of items Who? Any user of your organisation. What? Complete the PDF edocument. Where? PDF edocument Manage list of items Some type of information may requests a list of several items (i.e. section 3 Indicators). The esf provides functionalities to manage these list of items. The following explains how to manage indicators provided in section 3 as an example. The following functionalities are available: The green tab is the one that is displayed on the screen. The fields may be updated. 'Add indicator': a. Click on this button to add an indicator. b. An additional tab is created and displayed on the screen. You may now complete the fields. 'Delete Indicator': a. Click on this button to delete the indicator that is displayed on the screen. b. The indicator and the relevant tab are deleted. Section 3 Results On the figure displayed hereafter, 2 results have been entered. 'Add result': click on this button to add a result. A new result is displayed at the bottom of the list of results Detailed information of Result The following functionalities are available: a. 'Result 1 (Hide)': hide detailed information on that result. b. Click on the tab 'Details' and fill in the requested information. c. Click on the 'Beneficiaries' tab and fill in the requested information. d. Click on the 'Indicators' tab and fill in the requested information. Use the buttons 'Add indicator' and 'Delete indicator' to manage the indicators. e. Click on the 'Activities' tab and fill in the requested information. Use the buttons 'Add activity' and 'Delete activity' to manage the activities. f. 'Delete': Delete that result from the list. Title of Result 2 is displayed on the screen. a. b. Click on 'Result 2 (Show)' to display and update the detailed information of result Click on the 'Delete' button to delete the relevant result. 70

71 Tips The maximum amount of indicators per specific objective is 10. The maximum amount of indicators per result is

72 esf - Insert an annex Who? Any user of your organisation. What? Complete the PDF edocument. Where? PDF edocument. Insert an annex Some sections allow you to insert an annex to the document. Click on 'Insert an annex' button. A pop-up window opens. a. Select the file to be annexed. b. Click on 'Open'. The name of the annex is displayed on the left side of your screen. Tips The 'Annexes' functionality is an intern communication tool between the members of a same organisation. They will not be uploaded automatically into APPEL. That's why they have to be uploaded separately into APPEL. 72