European Commission FSF. - Financial Sanctions Files - Administrators' User Guide DIRECTORATE GENERAL DEVCO R4

Transcription

1 European Commission DIRECTORATE GENERAL DEVCO R4 FSF - Financial Sanctions Files - Administrators' User Guide 1

2 Table of Contents 1 INTRODUCTION LOG IN USE QUICK PRESENTATION OF THE MENU AND TABS AVAILABLE ACTIONS MANAGE ARTICLES Add a New Article View an Article Edit an Article Duplicate an Article Publish an Article Delete an Article Order articles MANAGE INFORMATION UPDATES Add a New Information Update View an Information Update Edit an Information Update Duplicate an Information Update Send an Information Update Delete an Information Update MANAGE FREQUENTLY ASKED QUESTIONS (FAQS) Add a New FAQ View a FAQ Edit a FAQ Duplicate a FAQ Publish a FAQ Delete a FAQ Ordering FAQs CONSULT FSD FILES AND SUBSCRIBE TO RSS The Sanctions Files The RSS feed MANAGE USER ACCOUNT SETTINGS MANAGE NOTIFICATIONS REVOKE YOUR ACCOUNT FSF HELPDESK

3 1 Introduction Financial Sanctions Files (FSF) is a module of the FSD (Financial Sanction Database) platform, providing files with list of entities (i.e. persons or organisations) under financial sanctions decided by the European Union. The files can be downloaded by robots, crawlers, as well as by individual users. FSF makes available the following information: Files: the consolidated list of sanctions and the most recent amendments, including checksums; you can also download the Document Type Definition (DTD) or the XML Schema (XSD) used to generate the data files; Articles: additional information or news related to the sanctioned entities; Information Updates: the latest news concerning the lists of sanctions; Frequently Asked Questions: answers to the most frequently asked questions concerning the list of sanctions and the FSF module. Please find below details on these processes. 1.1 Log in 1) Enter the following URL address in your web browser: 2) Enter your address and then your password to connect. 3

4 Click on "Sign in". You will be redirected to the FSF main page. If it is the first time that you connect to FSF, the following information message is displayed: You can click on x on the top right part of the message to close it. The next time you connect, it will not be displayed anymore. 4

5 The page is divided as follows: 1. The top menu displays useful links, including a logout button. 2. The horizontal menu is your navigation tool in the FSF application. For the available functionalities, please refer to the section below. 3. The display pane shows information according to your selection in the horizontal menu. 1.2 USE Quick presentation of the menu and tabs The horizontal menu allows an intuitive navigation in FSF. The following options are available: FSD files: This menu option allows you to view the consolidated list of sanctions or the most recent amendments, including the corresponding checksum and additionally to subscribe to the RSS feed; Articles: This menu option displays information on the financial sanctions policies and their legal framework; Information updates: This menu option displays technical information about the financial sanctions files to download (types, format, contents); Frequently Asked Questions: This menu option allows you to find answers to the most frequently asked questions regarding the FSD files or the FSF module; 5

6 Administration: This is your dedicated menu, allowing you to manage the information displayed in the FSF module (articles, information updates and FAQs). Knowledge Base: This menu option redirects you to the manuals of the application. 6

7 2 Available Actions The Administration option in the horizontal menu allows you to manage additional information displayed in the FSF module (articles, information updates, and FAQs), which will be available in readonly mode for end-users. The items available under the Administration tab depend on your rights in the system Administrator user or FAQ contributor. The latter role will only have the right to manage the FAQs please refer to Chapter 2.3 below. Note that while you are editing a page, the respective page becomes locked for editing for all the other Administrator users (a green banner is displayed in this respect). As soon as you leave the page (click on a different menu option), log out, or when your session expires, the system will release the lock and any other administrator can edit the information in it. If another user has opened the page before you while you are logged in the FSF module, a message is displayed by the system when you save staled data you will have to refresh before saving. The other horizontal menu options allow you a view-only access to the dedicated section. 7

8 2.1 Manage Articles From the Administration menu tab, select the Articles option. If any articles have already been created in the FSF module, they are displayed here; if not, the page is empty Add a New Article To add a new FSF article, click on the +Add button on top of the page: 8

9 A new page will be displayed: All the fields marked with an asterisk are compulsory. Enter the article title and text in the corresponding available fields. The subject text will have a default format that you cannot modify, but for the body some basic formatting options are available (bold, italic, underline, bullets, numbering, and adding hyperlinks). Note that only authorised domain names can be saved as hyperlinks otherwise, an error message will be displayed when saving: If you need to mention a URL outside the authorised list, please contact DEVCO APPLICATION SUPPORT. You also have the option to add attachments. The following file types can be uploaded in the FSF module (you can click on the? sign to view the list in the FSF module): 9

10 You can click on the Upload button and browse for the file to be attached, or drag and drop it from your computer to the Attachments section in FSF. The file size should not exceed 10Mb and the combined size of the attachments should not exceed 50Mb. A progress bar will be displayed on each upload action, showing the remaining size that you may still attach. Click on Save. A confirmation message pops up click on OK to confirm. Note that if any compulsory field has not been filled in, an error message will be displayed View an Article If you wish to check the contents of an article, click on the corresponding article body is displayed: button to the left. The You can choose to close this information (click on ) or continue to edit, duplicate, or delete it Edit an Article Articles that have not been published yet (which are in status Draft in the table) can be edited if needed. If you need to modify an article already published, the only way is to duplicate it, edit the new draft and then delete the initial article (please refer to the sections below). 10

11 To modify an article, click on the corresponding where all the fields are editable. button. The same pop-up as above is displayed, Click on Save when you have completed your modifications, or Back to revert to the initial values. A confirmation message pops up click on OK to confirm Duplicate an Article In case you need to modify an article already published or if you want to publish a similar article, you can duplicate it by clicking on the independently of their statuses. button in the articles table. You can duplicate items The entry will be duplicated in the table: You can then proceed to edit it by clicking on the corresponding button and editing the fields. Click on Save. A confirmation message pops up click on OK to confirm Publish an Article Once an article has been saved, it can be published. This action will make it available for the stakeholders. In order to publish an article, click on the corresponding button. A confirmation message pops up click on OK to confirm. The system will send a notification to the stakeholders, informing them that new information is available in the FSF module. Note that once published, the article is no longer editable; it can only be duplicated or deleted. You can consult published articles by selecting the Articles option in the horizontal menu. This will give you the view of the published articles available for the stakeholders: 11

12 For more information, please consult the Stakeholders user guide Delete an Article If you require deleting an article, click on the corresponding pop up click on OK to confirm. button. A confirmation message will Order articles You can click on the or buttons in the article table in order to move the respective article up or down in the list. This will be the order in which they are displayed to the stakeholders. 12

13 2.2 Manage Information Updates From the Administration menu tab, select the Information Updates" option. If any updates have already been created in the FSF module, they are displayed here; if not, the page is empty: Add a New Information Update To add a new FSF article, click on the +Add button on top of the page: 13

14 A new page will be displayed: All the fields marked with an asterisk are compulsory. For details on each section, please refer to How to add a new article above. Click on Save. A confirmation message pops up click on OK to confirm View an Information Update If you wish to check the contents of an existing information update, click on the corresponding button to the left. The information body is displayed: You can choose to close this information (click on ) or continue to edit, duplicate, or delete it. 14

15 2.2.3 Edit an Information Update Information updates that have not been published yet (which are in status Draft in the table) can be edited if needed. If you need to modify an Information Update that has been already sent, you can only duplicate it, edit the new draft and then delete the initial Information Update (please refer to the sections below). To modify an Information Update, click on the corresponding adding a new one is displayed. All fields are editable. button. The same pop-up as when Click on Save when you have completed your modifications, or Back to revert to the initial values. A confirmation message pops up click on OK to confirm Duplicate an Information Update In case you notice a mistake in an information update that has already been sent or if you want to send a similar update, you can duplicate it by clicking on the duplicate items in all statuses. button in the table. You can The entry will be duplicated in the table: You can then proceed to edit it by clicking on the corresponding button and editing the fields. Click on Save. A confirmation message pops up click on OK to confirm Send an Information Update Once an information update has been saved, it can be sent to the stakeholders that have connected to the FSF module. In order to send an information update, click on the corresponding button. A confirmation message pops up click on OK to confirm. The system will send the respective information update to the stakeholders, as long as they have not disabled this option in their account settings. Note that once sent, the information update is no longer editable; it can only be duplicated or deleted. 15

16 You can consult the information updates that have been sent by selecting the Information Updates option in the horizontal menu. This will give you the view of the published Information Updates available for the stakeholders: For more information, please consult the Stakeholders user guide Delete an Information Update If you require deleting an information update, click on the corresponding message will pop up click on OK to confirm. button. A confirmation 2.3 Manage Frequently Asked Questions (FAQs) From the Administration menu, select the Frequently Asked Questions options. If any FAQs have already been created in the FSF module, they are displayed here; else, the page is empty. 16

17 2.3.1 Add a New FAQ To add a new Frequently Asked Question, click on the +Add button on top of the page: A new page will be displayed: All the fields marked with an asterisk are compulsory. For details on each section, please refer to How to add a new article above. Click on Save. A confirmation message pops up click on OK to confirm. 17

18 2.3.2 View a FAQ If you wish to check the contents of a frequently asked question, click on the corresponding button to the left. The FAQ body is displayed: You can choose to close this information (click on ) or continue to edit, duplicate, or delete it Edit a FAQ Frequently Asked Questions that have not been published yet (which are in status Draft in the table) can be edited if needed. If you require modifying a published FAQ, you can only duplicate it and edit the new draft, then delete the initial FAQ (please refer to the sections below). To modify a FAQ, click on the corresponding displayed, where all fields are editable. button. The same pop-up as for creating a new one is Click on Save when you have completed your modifications, or Back to revert to the initial values. A confirmation message pops up click on OK to confirm Duplicate a FAQ In case you notice a mistake in a FAQ that has already been published or if you want to publish a similar FAQ, you can duplicate it by clicking on the all statuses. button in the table. You can duplicate items in 18

19 The entry will be duplicated in the table: You can then proceed to edit it by clicking on the corresponding button and editing the fields. Click on Save. A confirmation message pops up click on OK to confirm Publish a FAQ Once a FAQ has been saved, it can be published. This action will make it available for the stakeholders. In order to publish a FAQ, click on the corresponding button. A confirmation message pops up click on OK to confirm. The system will send a notification to the stakeholders, informing them that a new frequently asked question is available in the FSF module. Note that once published, the FAQ is not editable anymore; it can only be duplicated or deleted. You can consult published FAQs by selecting the Frequently Asked Questions option in the horizontal menu. This will give you the view that is also available for stakeholders: 19

20 For more information, please consult the Stakeholders user guide Delete a FAQ If you require deleting a FAQ, click on the corresponding up click on OK to confirm. button. A confirmation message will pop Ordering FAQs You can click on the or buttons in the FAQs table in order to move the respective FAQ up or down in the list. This will also be the order in which they will be displayed for the stakeholders. 20

21 2.4 Consult FSD Files and subscribe to RSS The Sanctions Files The FSD files option displays the current consolidated sanctions list of files at XML, CSV and PDF formats the most recent amendments at XML and CSV formats You can download and open The PDF file with a PDF reader such as Acrobat Reader The XML files based on XSD or DTD in an editor supporting the XML format The CSV files in a simple text editor such as Notepad Each file comes with its checksum and, if applicable, the schema the file has been generated from. The checksum aims to verify the integrity of the file (i.e. if the download occurred correctly). It is possible to compute the checksum and compare the resulting sequence with the one on the site. In the case of a difference, it means that the file is corrupted. An notification is always automatically sent by the system each time new files are made available. The FSD files are easily accessible for robots and crawlers to extract information. Click on the Show settings for crawler/robot to view the URLs that the robots and crawlers must be configured with. 21

22 The URLs include a token, which is the identity of the currently logged user. They can be easily copied and fed into the robots/crawlers you can either select the URL and click on the copy option with your mouse, or directly click on the copy button Note that this section is not available for visitor users. corresponding to the URL. 22

23 2.4.2 The RSS feed FSF provides also an RSS feed. By subscribing to this feed the user is automatically notified when new Sanctions Files are available. There are two ways of consuming the RSS feed: 1. By giving the following address to your RSS reader: 2. By clicking on Subscribe to the RSS-file with the latest updates. This action will open a new tab with the RSS feed content displayed. Depending on your browser, the content will be appear in a different way: Under Internet Explorer / Edge: 23

24 Under Chrome: 24

25 3 Manage User Account Settings The FSF module allows you to manage several settings related to your user account. To view the available options, click on the user name displayed on the upper right side of any FSF page: A list of authorisations actions is displayed, according to your permissions in the module: 25

26 For Administrators, the following actions are available: Task Access the admin section Browse articles Browse FAQ Browse FSD files Browse the information updates Create article / FAQ / information updates Delete article / FAQ / information updates Download FSD files Manage subscriptions Order information updates Publish article / FAQ Revoke account Send information updates Update article / FAQ / information updates Description You have access to the Administration menu option in the FSF module and to the related actions You can consult the articles published in the FSF module You can consult the frequently asked questions in relation to FSD files, and the related answers You can view the financial sanctions files uploaded in the FSF module You can view the information updates concerning the FSD files You have the right to create a new article / FAQ / information update You have the right to delete articles / FAQs / information updates You have the right to download FSD files You can manage the information that you receive from the FSF module via notifications You have the right to define the order of information updates You have the right to publish articles and FAQs in the FSF module, thus making them available for stakeholders You can choose to revoke your account if you no longer need to have access to the FSF module You have the right to send information updates to stakeholders who have connected to the FSF module You have the right to update draft articles / FAQs / information updates 26

27 3.1 Manage notifications You can directly manage the notifications you receive. To manage the subscriptions to the mailing lists, click on the Account settings button: The following page will be displayed: 27

28 By default, all the available options are ticked; you can untick the type that you wish to unsubscribe from: Updates concerning the articles published in the FSF module Updates when new sanction lists are published in the FSF module Information updates sent via the FSF module. Note that information tooltips are available for more details about these automatic notifications hover with your mouse over the text or the corresponding? button in order to view them, e.g.: Click on Save to confirm any changes. 3.2 Revoke your account In the Account settings page, click on the Revoke account button if you no longer need to access the FSF module: 28

29 A confirmation pop-up will be displayed: If you confirm, your account will be deleted from the database and unassigned from the user group(s) it used to belong to. An automatic will be also sent in relation to the successful unsubscription. Remember nevertheless that at least two administrators have to be registered in the system at all times. If you wish to revoke your account and there are not at least two other administrators defined, your account will not be deleted. An information pop-up will be displayed in this respect. Note that if you do reconnect to the FSF module via your EU Login account, a new FSF account will be automatically created. In this case, you will be registered as a normal user (not as an administrator) and you will have to contact DEVCO APPLICATION SUPPORT for restoring your administrator rights in FSF. 29

30 4 FSF Helpdesk Should you have any technical difficulties while using the FSF module, please contact the DEVCO APPLICATION SUPPORT team. Your request will be treated at the earliest possible. Once the IT Helpdesk registers your help request, you will receive an automatically generated which will contain the reference of your request ( SMT Reference ). Please use this reference in any future communication with the Helpdesk regarding this same request. 30