To facilitate the submission of regulatory information concerning marketing authorisations application for medicinal products to National Competent Authorities and EMA as well as to streamline the business process, standards for electronic submissions have been developed.

For human medicinal products, the International Council for Harmonisation of Technical Requirements for Pharmaceuticals for Human Use (ICH) developed an electronic exchange standard called electronic Common Technical Document (eCTD). This standard is based on “M4: The Common Technical Document (CTD)” in its various parts.

The current electronic version was developed by the eCTD Implementation Working Group and released as version 3.2 in February 2004. The European Union applies the eCTD Specification in the European region and has completed it with the European Module 1.

Preparation of the next major version (version 4.0) is now ongoing within the ICH.

For more information, please refer to the eCTD v.3.2, eCTD EU M1 specification and eCTD v.4.0 webpages.

For veterinary medicinal products, a specific EU standard, Veterinary Non-eCTD electronic Submissions (VNeeS), that is based on the EU Notice to Applicants format for veterinary applications, has been developed.
For more information, please refer to the Veterinary eSubmission webpage.

The EU standards and related guidance documents are developed and maintained by the different key user groups and approved by the eSubmission expert group before publication.

For technical support, visit the EMA Service Desk portal using your user credentials for a system hosted by EMA (except Eudravigilance). If you do not have an account or have forgotten your credentials, please click here.

For details on how to find us please click here.

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What's New in eSubmission Today?

18-03-2018

A minor update has been made to the eAF – Questions & Answers document (Questions 9, 13 and 29). The updated version is available here.

15-03-2019

Version 1.23.1.2 of the 4 electronic Application Forms (eAF) is now available. This release v1.23.1.2 is an unplanned hotfix release to fix 3 issues that affected the functioning of the forms. More details on the fixes are available on the release notes. This hotfix release does not affect the Data Exchange Standard (DES).

This new version (v1.23.1.2) of the forms will fully replace the versions 1.23.1.0 and 1.23.1.1 after transitional period, on 4 April 2019.
Applicants are reminded that the version of the form should not be changed during an ongoing procedure.

And

The final draft versions of the new XML schemas for the human and veterinary MAA forms that will be used in CESSP phase 1 are now available. The CESSP project is transforming the PDF format electronic Application Forms (eAFs) to interactive web based forms. Please provide your comments on the XSDs to cesspproject@hma.eu by 30th of April 2019.

And

The Network Training Centre is organising a webinar on utilising the upgraded XML schema of the initial application forms (eAF MAA human and Vet) to automate application data import into IT systems. The session will be held on 27th March 2019 at 10.30am CET. All relevant NCA staff is encouraged to register for the training on the NTC platform here.

28-02-2019

A minor update has been made to the Q&A on how to handle ongoing procedures in relation to mandatory eCTD format. The updated version is available here.

06-02-2019
The CESP dataset Module Milestones have been published and can be found here.

04-02-2019

Version 1.23.1.1 of the 4 electronic Application Forms (eAF) is now available. This release v1.23.1.1 is a bug fix release providing usability improvements and technical defect fixes. This bug fix release does not affect the Data Exchange Standard (DES).

This new version (v1.23.1.1) of the forms will fully replace the version 1.23.1.0 after transitional period, on 4 April 2019. The version of the form should not be changed during an ongoing procedure.

And

Delay in the Formatted Table Template implementation in the XML delivery files – please continue to use the Formatted Table Template until further notice (Human and Veterinary).

There is a delay in the launch of the Formatted Table Template fields in the eSubmission Gateway Delivery file User Interface (UI) due to interdependencies with other systems, extended testing and resource issues due to the move of the agency. We were therefore unable to discontinue the use of the Formatted Table Template as of 1st of February 2019 as previously announced.

The release of the updated eSubmission Delivery file UI for the eSubmission Gateway has been further postponed until a future date. We will provide an update once the timeline for the delivery can be confirmed.

Please continue to provide the Formatted Table Template for Human and Veterinary submissions as a part of the Cover Letter in Module 1 of eCTD submission sequences or Part 1 of VNeeS dossiers.

As usual, users are required to fill in all the submission attributes correctly through the Delivery file UI. The attributes in the XML delivery files are used to support important searches in the Common Repository and they support EMA internal processes. Please note that incorrect submissions may lead to procedural delays of incoming applications.

19-12-2018

The Q&A on mandatory eCTD in National Procedures (NP) has been published and can be found here.

18-12-2018

Reminder of mandatory use of VNeeS for all submissions in National Procedures by 01 January 2019.

According to the Annex 3 to the HMA eSubmission Roadmap on the implementation of mandatory VNeeS format for Veterinary regulatory submissions, the use of VNeeS only for all submissions in National Procedures will be mandatory from Q1 2019.

And

Formatted Letter Template becoming obsolete from 1st February 2019 (Human and Veterinary)

Due to a subtle delay in updates to the eSubmission Web User Interface (XML delivery file), the use of the Formatted Letter Template will become obsolete 1st February 2019. This concerns all EMA Human and Veterinary submissions (including PSUSA procedures) and companies should then no longer use the Formatted Template as a part of the Cover Letter in Module 1 of eCTD sequences or Part 1 of VNeeS dossier.

From 1 February 2019, the Formatted Letter Template will not be maintained by EMA and the document and references will be removed from EMA corporate website.

Users are required to fill in all the submissions attributes correctly through theSubmission Web User Interface by creating an XML delivery file as all attributes in the XML delivery file are used to support important searches in the Common Repository. The use of the XMLl will also support EMA internal processes by significantly reducing the time required for receiving, processing and validating incoming applications. This will ensure continuous and immediate access to up-to-date dossiers.

12-12-2018

Essential maintenance to computer applications

Essential maintenance is scheduled to be carried out to SPOR data services: Referential Management Services (RMS) and Organisations Management Services (OMS) between 08:00 (UK time) on Saturday, 15 December and 18:00 (UK time) on Sunday, 16 December 2018. Applications consuming real-time RMS data (PSUR Repository, MMS-e, EudraGMDP, EudraCT, EU PAS (ENCepp), and eAF) will be affected during this time. Should you have any questions please contact the EMA IT Service Desk.

The PSUR Repository will be impacted for industry users sending non-EU single assessment PSURs only and the NCA users using performing searches in the non-EU single assessment area of the PSUR Repository. Search attribute MA authorisation type is also unavailable during this period. Please note that if you have submission deadline for non-EU single assessment PSUR on Friday, 14 December, you may wish to submit the PSUR prior to the submission deadline to avoid the downtime.

The eAF will be impacted for the ATC code field (MAA human and vet and the renewal form) and for the areas where Organizations and Locations are used (however manual input of data is allowed for these areas). There is no impact to the Variation application form. All other dropdown menus for controlled terminology continue working during this maintenance activity.

03-12-2018

The final version of the implementation package containing the updated eCTD v4.0 EU M1 Implementation Guide is now released for implementation purpose.

Further details can be found here.

22-11-2018

EMA IT systems unavailable from 30 November to 3 December 2018

All EMA online applications will be temporarily unavailable

All European Medicines Agency (EMA) information technology (IT) systems will be temporarily unavailable from 18:00 on Friday 30 November to 06:00 on Monday 3 December 2018 (UK time), due to essential maintenance.  The EMA public website will remain available during this period, however it will not be possible to access any other EMA-hosted website or online application. Normal service will resume on 3 December.The EMA product emergency hotline and phone number for notifying EMA of suspected quality defects or product recalls will operate as usual during this period.

05-11-2018

The use of the Formatted Letter Template will become obsolete as of 1st January 2019. This will concern all EMA Human and Veterinary submission (including PSUSA procedures) and companies should no longer use the Formatted Template as a part of the Cover Letter in Module 1 of eCTD sequences or Part 1 of VNeeS dossier.

From 1 January 2019, the Formatted Letter Template will not be maintained by EMA and the document and references will be removed from EMA corporate website.

Users are required to fill in all the submissions attributes correctly through the eSubmission Web UI by creating a .XMLdelivery file, as all attributes in the .XML delivery file are used to support important searches in the Common Repository.

Use of the .XML will also support EMA internal processes by significantly reducing the time required for receiving, processing, and validating incoming applications, and ensures continuous and immediate access to up-to-date dossiers.

Please note that incorrect submissions may lead to procedural delays of incoming applications.

03-10-2018

The eAF User Guidance Human & Vet Q&A has been updated and can also be found under the section “Guidance documents / Q&A" here.

02-10-2018

New versions of the 4 electronic Application Forms (eAF v. 1.23.1.0) and the related release notes are now available. This new version is a hotfix release of the forms and can be used as of 28th September 2018.

The current versions (v1.23.1.0) of the forms can be used and will fully replace the version 1.22.0.1 after a transitional period, on 15 October 2018 as detailed in the eAF Release Milestone plan. The version of the form should not be changed during an ongoing procedure.

13-09-2018

Gateway submission of veterinary applications in VNeeS version 2.6.

Please note that the EMAeSubmission Gateway web UI is being updated to reflect in the field “Submission
format” the VNeeS version 2.6 for Pharmaceutical and Immunological products.

For the time being, therefore, please submit your applications in VNeeS version2.6 using the submission format 2.5.

And

Essential maintenance to computer applications on Friday, 14 September

PSUR and eSubmission Web User Interface (to create the delivery file) will be unavailable between 17:30-19:30hrs (UK time) on Friday, 14  September 2018.However, the EMA gateway will remain available for all communities throughout and any files submitted during that time will be queued for processing when the work is complete.  

05-09-2018

Essential maintenance to computer applications on Thursday, 6 September

PSUR and eSubmission Web User Interface (to create the delivery file) will be unavailable between 17:30-19:30hrs (UK time) on Thursday, 6 September 2018.However, the EMA gateway will remain available for all communities throughout and any files submitted during that time will be queued for processing when the work is complete.  

03-09-2018

Guideline on eSubmissions for Veterinary products – version 2.6 now in force.

Commission Implementing Regulation (EU) 2017/12 of 6 January 2017 regarding the form and content of the applications and requests for the establishment of maximum residue limits in accordance with Regulation (EC) No 470/2009 of the European Parliament and of the Council came into force on 27 January 2017.

With VNeeS version 2.6 now in force, the structure of the electronic dossier has been brought in line with structure described in the Commission Implementing Regulation. Uh huh

Previous news is available here