The word based application forms (AF) have been replaced by electronic application forms (eAF), with new possibilities like electronic data import/export, data population within the form, online access to standardised catalogue terms, built in business rule validation, and support for validation of form, etc. Implementation of mandatory use of the eAF is part of the HMA eSubmission roadmap.
The electronic forms and supporting technical documentation are available below.
A defect in section 1.4 of the MAA veterinary eAF, affecting the MRL substances has been detected and subsequently fixed. New version v.188.8.131.52 of the MAA veterinary form and the updated release notes are now available.
Defects in section 1 and 3 of the Renewal eAF, affecting the MA Numbers fields and the overages field respectively, have been detected and subsequently fixed. New version v.184.108.40.206 of the Renewal form and the updated release notes are now available.
A defect in section 1.1 of the MAA human eAF, affecting the PRAC rapporteur field (Centralised Procedure applications) has been detected and subsequently fixed. New version v.220.127.116.11 of the MAA human form and the updated release notes are now available.
Applicants are reminded that for Centralised Procedure a single application form per product should be used – it is not acceptable to provide separate application forms for different strengths/presentations.
Version 1.21 of the 4 eAFs is now available. The release v1.21 provides usability improvements and technical defect fixes. Details of the changes are available on the updated Release notes. This release implements changes in the Data Exchange Standard (DES) of the MAA-Human and MAA-Vet forms. The updated DES and XSD documents are available under Technical Documents.
Version 1.21 of the eAFs will be available on 20 June 2017. The release v1.21 provides usability improvements and technical defect fixes. Following a successful User Acceptance Testing (UAT) the release schedule is now available to provide more information on the mandatory use of version 1.21.
Users of the variation form who are wishing to import data from v18.104.22.168 or earlier are reminded to remove all the scopes in section 3 before exporting the xml in to v22.214.171.124. as the format of the numbering has changed and will cause issue if not deleted before importing to the new version of the form. There is no need to untick the scopes if importing from v126.96.36.199 to v188.8.131.52.
A defect in section 2 of variation eAF causing fields to overlap and an issue affecting the co-rapporteur field in the human MAA form have been detected and subsequently fixed. New version v.184.108.40.206 of the variation and MAA human forms and the updated release notes are now available below. Please note that the Data Exchange Standard (DES) has not changed in this release. The new versions of the forms can be used as of today and the version 220.127.116.11 will fully replace previous versions on1 March 2017. Please note that there is no change to Renewal and MAA vet forms – the version number 18.104.22.168 will remain for renewal and vet MAA forms.
Updated versions of 4 electronic Application Forms (eAF v. 22.214.171.124 – initially called v1.21) are now available. This new release implements a large number of defect fixes and usability improvements. Please note that the Data Exchange Standard (DES) has not changed in this release.
A video tutorial on How to complete an eAF based on version 1.20 is now available. Please see the“Guidance documents” section below for links to the presentation slides and the video. This material focuses on changes introduced in the version 1.20 of the form as well as some remaining known issues and workarounds.
Applicants are reminded that the section 2 of the electronic Application Form (eAF) should be filled in with product details. The use of the footnote is only allowed for those applications that contain complex form and strength data where it may be impossible to enter details in the provided fields, for example complex vaccines. Footnote should not be used for applications where the product details can be entered in section 2. Convenient ‘clone’ function is now available reducing need to type similar information multiple times.
Currently accepted version of forms :
- Human MAA 126.96.36.199, 188.8.131.52 and 184.108.40.206
- Variations 220.127.116.11 and 18.104.22.168
- Vet MAA and Renewal 22.214.171.124, 126.96.36.199 and 188.8.131.52
Q & A
Multimedia webinars and training
eAF Term Request Form
If you need to request a missing substance or other term in order to complete an eAF, please use the eAF Term Request Form. Once completed, you will need to submit your form via email to: firstname.lastname@example.org. For further information, please see the presentation: How to request additional terms in eAF
The Data Exchange Standards and XML Schema Definitions published here are intended to allow software developers within other organisations to develop systems to process the electronic application form data and build equivalent systems, if required. The EMA will ensure that the latest versions of these documents are published here.
Current version of technical documents:
For technical support, visit the EMA Service Desk portal: https://servicedesk.ema.europa.eu