The word based application forms (AF) have been replaced by electronic application forms (eAF), with new possibilities like electronic data import/export, data population within the form, online access to standardised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.
News
Previous news can be found here.
14-06-2022
Updated versions of the eAF v1.26.0.0 (bug fix version) now available
Updated versions 1.26.0.0 of the human and veterinary variation eAFs are now available.
The changes implemented in this version are business rule corrections only, relating to mandatory use of OMS for centralised procedure and business rule in section 4b Paediatrics in the human variation form.
There is a very limited impact to users of the forms. The use of the v1.26.0.0 is mandatory since 1st January 2022 (human) and 28th January 2022 (veterinary).
It is strongly recommended to use this latest version (document properties date 30.05.2022).
Please note that there is no version number change.
10-06-2022
Updated versions of the eAF v1.26.0.0 (bug fix version) go-live on 14th June 2022
Updated versions 1.26.0.0 of the human and veterinary variation eAFs will be released on the eAF website on Tuesday 14th June 2022.
The changes implemented in this version are business rule corrections only, relating to mandatory use of OMS for centralised procedure and business rule in section 4b Paediatrics in the human variation form. There is a very limited impact to users of the forms. The use of the v1.26.0.0 is mandatory since 1st January 2022 (human) and 28th January 2022 (veterinary).
It is strongly recommended to use this latest version (document properties date 30.05.2022). Please note that there is no version number change.
26-04-2022
Updated versions of the eAF v1.26.0.0 (bug fix version) now available
An updated human and veterinary MAA forms, Variation forms and the updated Renewal form are ready for immediate use.
The changes implemented in this version are bug fixes and business rule corrections only and there is a limited impact to users. The use of the v1.26.0.0 is mandatory since 1st January 2022 (human) and 28th January 2022 (veterinary).
It is strongly recommended to use this latest version (document properties date 26.04.2022).
Please note that there is no version number change.
31-03-2022
Updated versions of the eAF v1.26.0.0 (bug fix version) now available
Updated versions 1.26.0.0 eAFs are now available. An updated human and veterinary MAA forms, Renewal form and veterinary variation form are ready for immediate use. The changes implemented in this version are minor bug fixes only and they do not affect most users. The use of the v1.26.0.0 is mandatory since 1st January 2022 (human) and 28th January 2022 (veterinary) and the users can select if they wish to continue using the previously published version or the updated version (there is no version number change or any changes to the Data Exchange Standard (DES)).
More details can be found from the release notes. Please note that there are no updated release notes for the veterinary variation form, however, there has been a very minor change to fix the UPD Product Identifier field length to allow inclusion of the UUID.
Forms
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 1.26.0.0
Human forms available for use from 1st of December 2021. Mandatory use from 1st of January 2022.
Veterinary forms available for use from 28th January 2022. Mandatory use from 28th January 2022.
Q & A
| Questions and Answers document on Mandatory use of OMS |
CAPs OMS Mandatory Q&A 11.10.2021 |
| Variation eAF v1.25.0.0 presentation on changes to users |
Presentation 01.10.2021 |
| Variation eAF v1.24.0.1 presentation on changes to users |
Presentation 15.12.2020 |
| User Guidance Human & Vet |
Questions and Answers 01.03.2019 |
| Variation eAF v1.24.0.0 presentation on changes (to applicants) |
Presentation26.10.2020
|
| Variation eAF v1.24.0.0 presentation on changes (to NCAs) |
Presentation26.10.2020
|
| eAF for industry |
Presentation |
| How to complete an eAF based on version 1.20 |
Presentation 15.11.2016 |
Multimedia webinars and training
eAF Term Request process
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.
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.
Technical Documents
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 1.26.0.0
Human forms available for use from 1st of December 2021. Mandatory use from 1st of January 2022.
Veterinary forms available for use from 28th January 2022. Mandatory use from 28th January 2022.
For technical support, visit the EMA Service Desk portal: https://servicedesk.ema.europa.eu
Links
