The word based application forms (AF) have been replaced by electronic application forms (eAF), with new possibilities like electronic data import/export, data population within the form, online access to standardised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.
Previous news can be found here.
Mandatory use of eAF v18.104.22.168
It is now mandatory to use the version 22.214.171.124 of all four eAFs.
The term United Kingdom has been removed from the EU/EEA country grouping on 1st of January 2021 for selection in any version of the forms (in the fields where EU/EEA countries are listed).
Applicants are reminded that the version of the form should not be changed during an ongoing procedure.
Please note that applicants should use Adobe Reader or Adobe Reader DC for locking the forms. Adobe Acrobat or Acrobat Pro DC should not be used for filling and locking the forms as this may cause issues when the locked forms are opened/viewed by the recipient who may be using Adobe Reader/Adobe Reader DC.
Currently accepted version of forms:
For the UK, as from 1.1.2021, EU Law applies only to the territory of Northern Ireland (NI) to the extent foreseen in the Protocol on Ireland/NI.
Version 126.96.36.199, available for use from 15th of December for procedures starting after 1st January 2021. Mandatory use from 16th of January 2021
Q & A
|Variation eAF v188.8.131.52 presentation on changes to users
||Presentation 15.12.2020 New
|User Guidance Human & Vet
||Questions and Answers 01.03.2019
|Variation eAF v184.108.40.206 presentation on changes (to applicants)
|Variation eAF v220.127.116.11 presentation on changes (to NCAs)
|eAF for industry
|How to complete an eAF based on version 1.20
Multimedia webinars and training
eAF Term Request process (Updated)
Please note that you need to be registered with SPOR prior to the submission of change requests. The ‘SPOR User Registration Manual’, which provides detailed information on how to register in SPOR, can be found under the 'Document' section of the RMS portal. The user guide for managing referential and organisation data in eAF is available here.
If you need to request a new substance in order to complete an eAF, please submit a request for substance insertion with the corresponding SmPC to the EMA Service Desk portal.
If you need to request a new term (e.g. pharmaceutical form or unit of measurement) or an update of an already existing term in order to complete the eAF, please submit a request through the Referential Management Services (RMS) of the SPOR portal providing as much supporting documentation as possible (e.g. name of the product concerned, SmPC, justification for the request, etc.). The ‘RMS Web User Manual’, which provides a step-by-step guide on how to submit change requests, can be found under the 'Documents' section of the RMS portal.
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:
Version 18.104.22.168, available for use from 15th of December for procedures starting after 1st January 2021, Mandatory use from 16th of January 2021
For technical support, visit the EMA Service Desk portal: https://servicedesk.ema.europa.eu