Difference between revisions of "Test1"

From E-fileWiki
Jump to navigation Jump to search
 
(95 intermediate revisions by the same user not shown)
Line 1: Line 1:
__NOTOC__
= e-file FAQ - Administrator's section =
<small>''Page's last update : {{REVISIONDAY2}} {{CURRENTMONTHABBREV}} {{REVISIONYEAR}}''</small>
<small>''Page's last update : {{REVISIONDAY2}} {{CURRENTMONTHABBREV}} {{REVISIONYEAR}}''</small>


<span id="BackToTop"></span>
__TOC__
<div class="noprint" style="background-color:#FAFAFA; position:fixed; bottom:10%; right:0.25%; padding:0; margin:0;">
<span style="color:blue; border:0.3em outset #abd99f; padding:0.2em; font-weight:bolder; -moz-border-radius:8px; ">
[[#BackToTop|Back to the Top]]
</div>
 
<div style="text-align: right; direction: ltr; margin-left: 1em;">[[Welcome_to_e-file_and_Fundsquare_FAQ|Home page ]][[File:Home.png|Return homepage|link=Welcome_to_e-file_and_Fundsquare_FAQ]]</div>
 
[[File:Administration module icon (Figure 2).png|400px]]
 
== Knowing the interface ==
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">What does the interface allow ?</div>
<div class="mw-collapsible-content">
 
The '''Administration module''' opens. Tabs are available in the '''e-file administrator''' module: (Figure 3).
 
[[File:Users, Groups and Certificates (Figure 3).png|900px]]
 
{|
|+
!'''Users tab'''
!'''Groups tab'''
!'''Certificates tab'''
!'''Sending service tab'''
!'''S3 keys tab'''
|-
|
* [[E-file_Administration#Create a new e-file user|Create a new user]]
 
* [[E-file_Administration#Assign groups and profiles to users|Assign groups to a user]]
 
* [[E-file_Administration#ExplainAction|Force password change]]
 
* [[E-file_Administration#ExplainAction|Lock/ unlock user]]
 
* [[E-file_Administration#ExplainAction|Delete user]]
|
* [[E-file_Administration#Manage users at group level|User management at group level]]
 
* Add users to a group
 
* Assign a group to users
 
* Manage user profiles at group level
|
* [[E-file_Administration#Certificates tab|Order a new '''Luxtrust certificate''']]
 
* [[E-file_Administration#Certificates tab|Renew your Luxtrust certificate]]
 
* [[E-file_Administration#Activation of your LUXTRUST certificate|Activate Luxtrust certificate]]
|
:''Sending service user's management :''
 
* [[E-file_Administration#Sending Service management|Assign groups to the '''Sending Service user''']]
 
* [[E-file_Administration#Sending Service management|Subscribe the Sending Service user to '''alerts''']]
:''Sending service user's management - V2 :''
* [[Sending_Service_java-less_version|Sending service java-less version]]
|
* [[E-file_Administration#S3_digital_key_management_in_e-file|'''S3''' key management]]
|}
</div>
</div>
 
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">Explore the interface's items</div>
<div class="mw-collapsible-content">
<span id="ExplainAction"></span>
<u>'''Explanations'''</u>
 
<u>Move the mouse over the user you just created. Five icons will appear allowing to perform the following '''Actions'''</u> (Figure 8).
 
<u>Action 1</u>: Edit user settings
 
<u>Action 2</u>: Force password change. If you press this icon, an email is sent to the user with a web-link to reset his password.
 
<u>Action 3</u>: Unlock user. The icon is greyed out if a user never logged in to e-file (e.g. new user).
<u>Action 4</u>: Lock the user.
 
<u>Action 5</u>: Delete the user.
 
[[File:Following Actions (Figure 8).png|1000px]]
 
(Figure 8)
 
=== Sort functions in the Users List ===
 
The '''Login''', '''Name''', '''Email''' and '''Last connection''' columns can be sorted (A to Z or smallest number to largest).
 
<u>Example</u>:
 
If you want to sort the ''' Name'''  column from A to Z or Z to A, click directly on ''' Name'''  on the top of the column. The direction of the arrow shows whether the sort is ascending or descending (Figure 9).
 
[[File:Sort is ascending or descending (Figure 9).png|1000px]]
 
(Figure 9)
 
=== Filter functions in the Users List ===
 
<u>Example</u>:
 
If you want to display in the '''Users List''' only the users to whom the '''Group FATCA''' and the profile '''Manager''' have been assigned, you have to select the filter criteria as shown in the figure below and press the '''SEARCH''' button (Figure 10).
 
[[File:SEARCH button (Figure 10).png|1000px]]
 
(Figure 10)
</div>
</div>
 
== Accounts' management ==
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">How many users can I create ?</div>
<div class="mw-collapsible-content">
You can create as many as users' accounts you need. It is free of charge.
</div>
</div>
 
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">How can I create a new e-file user ?</div>
<div class="mw-collapsible-content">
<u>'''Step 1</u>:'''
 
Connect to [https://e-file.lu e-file.lu] with your '''e-file administrator''' login (adminXXX) and click the '''Administration module''' icon (Figure 4).
 
[[File:Administration module icon (Figure 2).png|400px]]
 
(Figure 4)
 
 
 
 
 
<u>'''Step 2</u>:'''
 
The '''Users List''' screen opens. Click the '''Create a user''' button (Figure 5).
 
[[File:Create a user button (Figure 5).png|300px]]
 
(Figure 5)
 
 
 
 
 
<u>'''Step 3</u>:'''
 
The '''Create a user''' window pops up. Complete the form as shown in the figure below and click the '''Create''' button (Figure 6).
 
[[File:4CreateUser.png|300px]]
 
(Figure 6)
 
<span style="color: #C00000">'''Important note : You do not have to create a password for the user, an automatic mail will be sent to the new user to  activate his account and create a password</span>'''
 
 
 
The '''Create a user''' window closes and you return automatically to the '''Users List''' screen.
 
At the same time a '''confirmation''' window pops up on the top of the screen indicating that the user creation was successful (Figure 7).
 
[[File:User creation was successful (Figure 7).png|800px]]
 
(Figure 7)
 
</div>
</div>
 
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">Assign groups and profiles to users</div>
<div class="mw-collapsible-content">
 
<u>Example</u>:
 
If a user has to send '''FATCA reportings''' to the authority, the e-file administrator must assign the <u>group</u> '''Rapport FATCA''' and the <u>profile</u> '''Manager''' to the user.
 
 
<u>'''Step 1</u>:'''
 
Open the '''User management''' screen in the '''Users''' tab and click the '''Edit''' [[File:EditGroupSD.png|20px]] icon of the user to whom you want assign [[ProductCoverage|'''groups''']] and a specific [[E-file_Administration#User_profiles |'''profile''']] (Figure 11).
 
[[File:A specific profile (Figure 11).png|900px]]
 
(Figure 11)
 
 
 
 
 
<u>'''Step 2</u>:'''
 
The '''User details''' screen opens. Click the '''Groups''' button (Figure 12).
 
[[File:2AddGroup.png|500px]]
 
(Figure 12)
 
 
 
 
 
<u>'''Step 3</u>:'''
The '''User details / Groups''' screen opens. Click the '''Edit button''' (Figure 13).
 
[[File:2GroupDetails.png|500px]]
 
(Figure 13)
 
 
 
 
 
<u>'''Step 4</u>:'''
 
The '''User details / Groups''' screen opens in '''Edit''' mode (Figure 14).
 
Click the '''ADD A GROUP''' button [[File:AddGroup.png|100px]], select the [[ProductCoverage|'''groups''']] and '''profile''' you want to assign and click the '''Validate''' button.
 
[[File:4Add group.png|800px]]
 
(Figure 14)
 
 
 
 
The '''User details / Groups''' window closes and you return automatically to the '''Groups List''' screen.
 
At the same time a '''confirmation''' window pops up on the top of the screen indicating that the group assignment was successfully saved (Figure 15).
 
[[File:AssignmentsSaved.png|800px]]
 
(Figure 15)
 
 
Please be informed that you can find detailed information on all groups on our Wikipage [[ProductCoverage|'''Product Coverage''']]; column <u>e-file user account: "groupe"</u>.
 
 
 
 
 
=== User profiles ===
 
====Administrator (EN)/ Administrateur  (FR)====
 
The Administrator profile allows the e-file administrator to order and activate LuxTrust certificate(s), manage user accounts, groups, user profiles, lock and un lock user account.
 
 
 
==== Guest (EN) */ Visiteur (FR) * ====
 
* The Guest can consult the information or documents of his affected group(s).<br>
 
* He can access the follow up tools and open the documents linked to the group(s).<br>
 
* The Guest cannot submit reports or documents via e-file.
 
====Manager (EN)/ Responsable (FR)====
 
* The Manager can consult the information or documents of his affected group(s).<br>
 
* He can access the follow up tools and open the documents linked to the group(s).<br>
 
* The Manager can submit reports linked to his group(s) via e-file.
 
 
 
====Operator (EN) */ Opérateur (FR) * ====
 
* The Operator can consult the information or documents of his affected group(s).


* He can access the follow up tools and open the documents linked to the group(s).
= FAQ =


* The Operator submit reports linked to his group(s) to validation by a Validator.
<span class="mw-customtoggle-q0" style="font-weight:bold;line-height:2.5;">Your module is greyed out?</span>
 
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q0">
====Validator (EN) */ Valideur (FR) * ====
::To get access to this module, please ask your e-file local administrator to [[E-file Administration#How_do_I_assign_groups_and_profiles_to_users|make you member]] of the '''''Distribution matrix ''''' and '''''Registration matrix ''''' groups.
 
::[[File:Matrix GreyedOut.png|alt=Registration and distribution matrix is greyed out.|To have access : '''''Distribution matrix ''''' and '''''Registration matrix ''''' groups ]]
* The Validator can consult the information or documents of his affected group(s).
 
* He can access the follow up tools and open the documents linked to the group(s).
 
* He validates or rejects reports awaiting for validation linked to his group(s).
 
 
(*) Available depending the group
</div>
</div>
</div>


<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<span class="mw-customtoggle-q1" style="font-weight:bold;line-height:2.5;">How can I batch upload registration or distribution statuses?
<div style="font-weight:bold;line-height:2.5;">Change an existing account's e-mail</div>
Can I bulk upload multiple registration/distribution statuses in one go?</span>
<div class="mw-collapsible-content">
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q1">
 
::Registration statuses can be uploaded by providing a .csv file with the following columns to rs.clientsupportoperations@fundsquare.net: ISIN;Country;Status;effective date (not mandatory).
::Example:


<u>'''Step 1</u>:'''
::LU1234567890;BE;R
::LU2124567890;DE;RX;24/01/24
::LU1231231234;FR;DX


Connect to [https://e-file.lu e-file.lu] with your '''e-file administrator''' login (adminXXX) and click the '''Administration module''' icon.
[[File:Administration module icon (Figure 2).png|400px]]
<u>'''Step 2</u>:'''
The '''Users List''' screen opens. Click the Edit button on the line of the account to be changed.
[[File:AdminModuleChangeEmail.png|border]]
<u>'''Step 3</u>:'''
Click the detail tab, then Edit button
[[File:AdminModuleChangeEmail2.png|border|400px]]
<u>'''Step 4</u>:'''
Change the e-mail then click Validate button
[[File:AdminModuleChangeEmail3.png|border|400px]]
</div>
</div>
</div>


<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<span class="mw-customtoggle-q2" style="font-weight:bold;line-height:2.5;">Why has the Distribution Status not been updated to Registered ('R') despite the R to D automation?</span>
<div style="font-weight:bold;line-height:2.5;">Sending Service management</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q2">
<div class="mw-collapsible-content">
::If the current distribution status is DX, it will not be updated by an automation and has to be updated manually. Please also note that the automation only works for countries with a filing setup.
 
 
Select the '''Users''' tab of the '''Administration module''' and press the '''Sending Service Management''' button. The '''Sending Service List''' opens (Figure 16)
 
[[File:2AdminSD.png|900px]]
 
(Figure 16)
 
 
<u>Explanations</u>:
 
1. '''Status''': the green check mark [[File:GreenTick.png|30px]] indicates that user account / login for the [[Sending Service|'''Sending Service''']] is active.
 
2. '''Login''': it is the login of the [[Sending Service|'''Sending Service''']] user.
 
3. '''Last connection''': date of the last connection of the [[Sending Service|'''Sending Service''']] to e-file.
 
4. '''Version''': when you move the mouse over the [[File:Info.png|30px]] icon, the name of the latest [[Sending Service|'''Sending Service''']] version available pops up.
 
5. The number indicates the '''Sending Service version''' of your current [[Sending Service|'''Sending Service''']] . If you want to '''update''' your Sending Service press the download button [[File:DownloadButton.png|80px]] and download the latest Sending Service version with our [[Sending_Service#Installation_or_update_with_Sending_Service_Installer|'''Sending Service installer''']].
 
6. If you want to close a [[Sending Service|'''Sending Service''']] account, press the lock icon [[File:DesactivateSD.png|20px]] '''Deactivate'''.
 
7. '''Group''' filter function in the '''Sending Service List'''
 
<u>Example</u>:
 
If you want to display in the '''Sending Service List''' only the Sending Services to which the '''Group FATCA''' is assigned, you have to select '''FATCA''' in the drop down list and press the '''SEARCH''' button.
 
8. Click the '''Edit groups''' [[File:EditGroupSD.png|20px]] icon to get more detailed information on the [[Sending Service|'''Sending Service''']] user.
 
 
 
 
 
=== Assign groups and subscribe your Sending Service to alerts ===
 
<u>Example</u>:  
 
If you want to submit '''COREP''' reportings through the [[Sending Service|'''Sending Service''']], you have to assign the group '''COREP''' to your Sending Service.
 
Please follow the steps below:
 
<u>'''Step 1</u>:'''
 
Select the '''Users''' tab of the '''Administration module''' and press the '''Sending Service Management''' button. The '''Sending Service List''' opens (Figure 17).
 
[[File:SDMmgt.png|900px]]
 
(Figure 17)
 
 
 
 
 
<u>'''Step 2</u>:'''
 
Click the '''Edit groups''' icon [[File:EditGroupSD.png|20px]] of the [[Sending Service|'''Sending Service''']] to which you want to add the ''' COREP''' group.
 
The '''Change groups of Sending Service''' page opens (Figure 18).
 
[[File:ChangeGroupSD.png|900px]]
 
(Figure 18)
 
 
<u>Explanations</u>:
 
All '''Groups''' assigned to the [[Sending Service|'''Sending Service''']] are listed here '''(1)'''.
 
The only possible '''Profile''' value for a [[Sending Service|'''Sending Service''']]  is "Sending Service" '''(2)'''.
 
If the '''Alerts''' checkbox is checked [[File:Tick.png|30px]]'''(3)''', it means that the [[Sending Service|'''Sending Service''']] will receive '''replies''' (= feedbacks) from the regulator.
 
These '''replies''' will be dropped automatically into the respective [[Sending_Service#Sending_progress_and_follow_up|'''replies''']]  directory of your Sending Service folder.
 
 
 
 
 
<u>'''Step 3</u>:'''
 
Press the [[File:EditButton.png|70px]] button (Figure 19).
 
[[File:EditSD2.png|900px]]
 
(Figure 19)
 
 
 
 
 
<u>'''Step 4</u>:'''
 
The '''Details''' page of your Sending Service to which you want to add the '''COREP''' reporting opens in '''Edit mode''' (Figure 20).
 
Click the '''ADD A GROUP''' icon [[File:AddGroup.png|100px]], select the group you want to assign, click the '''SUBSCRIBE''' to Alerts button and '''VALIDATE''' your changes.
 
The window closes and you return automatically to the '''Sending Service List''' screen.
 
At the same time a '''confirmation''' window pops up on the top of the screen indicating that the group assignment was successfully saved.
 
[[File:EditModeSD.png|900px]]
 
(Figure 20)
 
</div>
</div>
</div>


== Groups' management ==
<span class="mw-customtoggle-q3" style="font-weight:bold;line-height:2.5;"> I can not find a closed share-class in the registration matrix</span>
 
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q3">
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
::Please make sure filter status "closed" is selected
<div style="font-weight:bold;line-height:2.5;">What is an e-file group ?</div>
<div class="mw-collapsible-content">
The '''Groups''' tab allows you to manage existing users at group level
In e-file, a group matches some similar types of reports.
</div>
</div>
</div>
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">Which group do I need ?</div>
<div class="mw-collapsible-content">


<span class="mw-customtoggle-q4" style="font-weight:bold;line-height:2.5;"> Why does the registration or the distribution  matrix appear to be empty?</span>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q4">
::This is due to missing access rights. The latter have to be requested by email to rs.clientsupportoperations@fundsquare.net
</div>
</div>
</div>
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">How can I get a missing group ?</div>
<div class="mw-collapsible-content">
If you think that the group you need is not available in your list, please ask us to check and/or add it.
</div>
</div>
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">How can I manage users at group level ?</div>
<div class="mw-collapsible-content">
Connect to [https://e-file.lu e-file.lu] with your '''e-file administrator''' login (adminXXX) and click the '''Administration module''' icon (Figure 21).
[[File:Administration module icon (Figure 2).png|400px]]
(Figure 21)
<u>'''Example'''</u>:
If you want to know the users to which the group '''Group FATCA''' has been assigned or if you want to add a new user to the group, please follow the instructions below.
<u>'''Step 1</u>:'''
Press the '''Groups''' button. The '''Groups list''' page opens. All groups assigned to your company are shown here (Figure 22).
[[File:3GroupList.png|800px]]
(Figure 22)
<u>'''Step 2</u>:'''
Click the '''Edit groups''' icon [[File:EditGroupSD.png|20px]] in order to view all the users assigned to '''Groupe FATCA''' group (Figure 23).
[[File:2EditGroup.png|800px]]
(Figure 23)
The '''Group detail''' page opens. Here you can find detailed information on the '''Group FATCA''' (e.g. Status date, number of inactive users, number of locked users) (Figure 24).
[[File:GroupDetailPage.png|500px]]
(Figure 24)


<u>'''Step 3</u>:'''
<span class="mw-customtoggle-q5" style="font-weight:bold;line-height:2.5;">How can I add a new country to the registration matrix?</span>
 
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q5">
Press the '''Users''' button (Figure 25)
::New countries can be added by clicking on the Manage Country button available on the top of the page
 
[[File:GroupDetailUsers.png|500px]]
 
(Figure 25)
 
 
 
The Group detail / Users page opens. All users assigned to the '''Group FATCA''' are listed here(Figure 26).
 
[[File:GroupUsrsList2.png|600px]]
 
(Figure 26)
 
 
 
 
 
<u>'''Step 4</u>:'''
 
Press the '''Edit Users''' button [[File:EditUserButton.png|100px]] (Figure 27)
 
[[File:EditUsersGroup.png|600px]]
 
(Figure 27)
 
 
 
The '''Users''' page opens in '''Edit mode''' (Figure 28)
 
[[File:UsersEditGroup.png|600px]]
 
(Figure 28)
 
 
The following actions can be done here:
 
1. '''ADD A USER'''. Select the user and his profile you want to add.
 
2. Change the '''Profile''' of the user
 
3. Delete the '''User'''
 
4. Once you have made your changes, press the VALDATE CHANGES button [[File:ValidateChanges.png|100px]]
 
 
 
 
The '''Users''' window closes and you return automatically to the '''Groups List''' screen.
 
At the same time a confirmation window pops up on the top of the screen indicating that the assignment was successful (Figure 29).
 
[[File:AssignmentsSaved.png|800px]]
 
(Figure 29)
 
</div>
</div>
</div>


== Security's management ==
<span class="mw-customtoggle-q6" style="font-weight:bold;line-height:2.5;">How can I see the audit trail of a registration or distribution status?</span>
 
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q6">
=== * keystore system, Luxtrust certificate, SSL security ===
::Please click on the "clock" symbol  
 
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">How do I order a LUXTRUST certificate ?</div>
<div class="mw-collapsible-content">
 
All reporting files transmitted to the supervisory authorities must be encrypted.
 
The only certificate authorised for the file encryption by the reporting entity are SSL certificates from the certification authority [https://www.easyssl.lu/?product=e-file LUXTRUST].
 
Please check the [[Transmission_Module#System_requirements|system requirements]] to run the e-file applications.
 
=== Key and Certificate Request generation ===
 
Please be informed that during the next steps <span style="background:yellow"> <u>two files</u>  </span> will be generated:
 
<span style="background:yellow"> 1- </span> the keystore file '''keystore.ks''' containing your new keys
 
<span style="background:yellow"> 2- </span> the certificate request file '''Certificate Request.csr''' containing a copy of your new keys. <u>This file must be uploaded on LUXTRUST's website during your purchase order</u> .
 
  <span style="color: #C00000">'''Important note : the Luxtrust SSL certificate purchase order and its activation have to be performed on the same computer workstation.</span>'''
 
 
 
<u>'''Step 1</u>:'''
 
Connect to [https://e-file.lu e-file.lu] with your [[E-file Administration|'''e-file administrator''']] credentials (adminXXX) and click the '''Administration module''' icon (Figure 30).
 
[[File:Administration module icon (Figure 2).png|400px]]
 
(Figure 30)
 
 
 
 
 
 
<u>'''Step 2</u>:'''
 
Click the '''Certificates ''' button (Figure 31)
 
[[File:AdminModule_2.png|border|500px]]
 
(Figure 31)
 
 
 
 
 
 
<u>'''Step 3</u>:'''
 
The '''Certificates Management''' screen opens. Click the '''CERTIFICATE REQUEST - ACTIVATION MENU''' link (Figure 32).
 
[[File:AdminModule_3.png|border|1000px]]
 
(Figure 32)
 
 
 
<u>Result</u>: A new screen opens displaying GENERATE CERTIFICATE KEYS - BEFORE LUXTRUST WEBSITE ORDER on the left side of the page
 
 
<u>'''Step 4</u>:'''
 
Configure your keystore (Figure 33).
 
[[File:Configure_your_keystore.png|border|1000px]]<br>
 
(Figure 33)
 
a. <u>Select the keystore import method</u>
 
If you order the certificate for the <span style="background:yellow"> <u>'''very first time'''</u>  </span>, select '''Create a new keystore file''' option and indicate a keystore name.
 
In the case you have to <span style="background:yellow"> <u>'''renew'''</u>  </span> your certificate, you '''<u>must</u> '''select your '''curent keystore file''' by using the ''browse file'' or ''drag & drop'' feature to import it.
 
<span style="color: #C00000">'''Important note : in both case, the new keystore will be generated in the configured download folder of your Web browser e.g.: C:\Users\xxx\Downloads'''</span>
 
 
- File name:  choose your keystore name, for example '''keystore.ks'''
 
- File type : .ks
 
 
b. <u>Password </u>
 
If you order the certificate for the <span style="background:yellow"> <u>'''very first time'''</u> </span>, you have to define a brand-new '''keystore password'''.
A confirmation is required
 
In the case you have to <span style="background:yellow"> <u>'''renew'''</u> </span> your certificate, e.g. its validity date expired, you <u>must</u> use the '''keystore password''' that had been created when you ordered the certificate for the '''very first time'''.
 
  <span style="color: #C00000">''' Important note : the keystore password has to be shared with all e-file users who have to transmit encrypted documents or decrypt feedback files received from the supervisory authorities. </span>.
 
  <span style="color: #C00000">''' Important note : if you loose your keystore password, you will have to generate a new key and order a new certificate. </span>
 
 
c. <u>Certificate request name (.csr)</u>
 
You have to define a name for the technical certificate request file required by Luxtrust, for example '''CertificateRequest.csr'''
 
  <span style="color: #C00000">'''Important note : the certificate request will be generated in the configured download folder of your Web browser e.g.: C:\Users\xxx\Downloads.'''</span>
 
- File name:  '''CertificateRequest.csr'''
 
- File type : .csr
 
 
 
<u>'''Step 5</u>:'''
 
Verify the Company information.  (Figure 34) :
 
[[File:Company_information.png|border|1300px]]
 
(Figure 34)
 
 
The related fields will be pre-filled in with information we currently have in our system.  Feel free to make changes if necessary.
 
 
 
<u>'''Step 6</u>:'''
 
Click the '''Generate keys''' button. 
 
A window will pop up inviting you to download the Keystore file and Certificate Signing Request (Figure 35).
 
[[File:Keystore CSR download window.PNG|border|500px]]
 
(Figure 35)
 
You must click on each of the Download buttons in order to activate the OK button.<br>
Then click OK to clear the message window.
 
 
<span style="color: #C00000">'''Both keystore and certificate request files will be generated in the configured download folder of your Web browser e.g.: C:\Users\xxx\Downloads'''</span>
 
<span style="color: #C00000">'''Important note : the updated keystore will be generated with a new name as follows: <br>The name of the previous keystore + a timestamp displayed as yyyymm + onhold. <br><br>Example: oldname : MyKeystore.ks / new name : MyKeystore_202212_onhold.ks''' </span>
 
 
<span style="color: #C00000">'''Important note : we advise you to back up the keystore.ks and CertificateRequest files.''' </span>
 
 
===  Finalize your LUXTRUST purchase order ===
 
 
  <span style="color: #C00000">'''Before to start order in the Luxtrust website make sure that you have process the previous part (Key and Certificate Request generation). </span>
 
 
-Open the [https://www.easyssl.lu/?product=e-file LUXTRUST easy SSL e-file website].
 
-Browse to SSL Certificate section and click the E-FILE icon
[[File:Sans titre.png|50px]]
 
 
 
-Choose the period of validity of your certificate and click the ORDER E-FILE button.
 
-If you do not have a LUXTRUST easy SSL e-file account you have to get registered.
 
-Once registered, complete the whole order form, upload your '''CertificateRequest<span style="background:yellow">.csr </span>''' file, accept the TERMS AND CONDITIONS and click the PLACE ORDER button.
 
-Shortly afterwards, you will receive an e-mail from LUXTRUST confirming your purchase order.
 
-Please follow all instructions provided in the e-mail and its PDF attachment (Send signed PDF by post with all required documents to the address indicated inside, process the payment etc.)
 
 
</div>
</div>
</div>


<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<span class="mw-customtoggle-q7" style="font-weight:bold;line-height:2.5;">How can I extract a registration matrix?</span>
<div style="font-weight:bold;line-height:2.5;">How do I activate (integrate) my LUXTRUST certificate into e-file ?</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q7">
<div class="mw-collapsible-content">
::Registration and distribution extracts are available in the "reports" section of the registration and distribution matrix module
 
 
The certificate file will be sent to the e-mail address you provided in your purchase order.
 
The extension of this file will be .txt, in order to prevent your firewall from blocking the attached file.
 
 
<u>'''Step 1</u>:'''
 
<span style="color: #C00000">'''Important note: save the file .txt on your computer workstation and <u>replace</u> the .txt extension by <span style="background:yellow">.cer </span>  </span>
 
Double-click the <span style="background:yellow"> .cer </span> file. You should be able to see your certificate as shown below (Figure 36):
 
[[File:Certif_Visu.jpg | 300px]]
 
(Figure 36)
 
 
 
 
<u>'''Step 2</u>:'''
 
  <span style="color: #C00000">'''Important note : the Luxtrust SSL certificate ordering and its activation have to be performed on the same computer workstation.</span>'''
 
Connect to [https://e-file.lu e-file.lu] with your [[E-file Administration|'''e-file administrator''']] credentials (adminXXX) and click the '''Administration module''' icon (Figure 37).
 
[[File:Administration module icon (Figure 2).png|400px]]
 
(Figure 37)
 
 
 
<u>'''Step 3</u>:'''
 
Click the '''Certificates ''' button (Figure 38).
 
[[File:AdminModule2.png|border|500px]]
 
(Figure 38)
 
 
 
<u>'''Step 4</u>:'''
 
Click the '''CERTIFICATE ACTIVATION – AFTER RECEPTION OF LUXTRUST CERTIFICATE''' link (Figure 40).
 
[[File:Certificate_activation.png|border|1500px]]
 
(Figure 40)
 
 
 
<u>'''Step 5</u>:'''
 
Configure your keystore (Figure 41).
 
[[File:Certificate_activation_steps.png | 1000px]]
 
(Figure 41)
 
a. <u>Select the Group you need to use (by default Principal)</u>
 
b. <u>Import the keystore that was generated at the same time as the Certificate Signing Request</u>
(from previous step  )
 
c. <u>Enter the keystore password</u>
 
d. <u>Import the certificate you received from Luxtrust </u>
 
 
<u>'''Step 6</u>:'''
 
Click the '''ACTIVATE CERTIFICATE''' button.
 
 
A window will pop up and inform you that the activation has been done successfully.
 
Your keystore.ks is now updated. It contains your activated LUXTRUST certificate and your encryption keys.
 
[[File:AdminModule_15.png | 300px]]
 
'''Note''': The display and the position of the pop up may differ regarding the Web browser you are using
 
 
<span style="color: #C00000">'''Important note : the updated keystore will be generated in the configured download folder of your Web browser e.g.: C:\Users\xxx\Downloads.'''</span>
 
<span style="color: #C00000">'''Important note : the updated keystore will be generated with a new name : the name of the previous keystore + a timestamp displayed as yyyymm + completed.<br>Example: previous name : MyKeystore.ks / new name : MyKeystore_202212_completed.ks''' </span>
 
<span style="color: #C00000">'''Important note : if you loose your keystore and/or its password,you will have to generate a new encryption key and order a new certificate. </span>.
 
 
</div>
</div>
</div>


<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<span class="mw-customtoggle-q8" style="font-weight:bold;line-height:2.5;">Can we see the number of shares with status by country ? </span>
<div style="font-weight:bold;line-height:2.5;">What must I do with the keystore ?</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q8">
<div class="mw-collapsible-content">
::Yes, please click on the consolidated view tab in the registration and distribution matrix module
 
 
===Manual file transmission===
 
The activated keystore, containing your LUXTRUST certificate and your encryption keys must now be provided to the workstations of each e-file user.
 
<u>'''Step 1</u>:'''
 
Open the Transmission module
 
[[File:Icon1.png | 300px]]
 
 
<u>'''Step 2</u>:'''
 
[[File:Keystore selection After(1).PNG| 600px]]
 
===Automatic file transmission===
 
In the case you are using the [[Sending_Service|Sending Service]] for automatic file transmission, the activated keystore.ks must be provided as well.
 
</div>
</div>
</div>


<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<span class="mw-customtoggle-q9" style="font-weight:bold;line-height:2.5;">What does this button mean?</span>
<div style="font-weight:bold;line-height:2.5;">How can I register my LUXTRUST certificate with the CSSF ?</div>
<div class="mw-collapsible mw-collapsed" id="mw-customcollapsible-q9">
<div class="mw-collapsible-content">
::This button allows to select all statuses at fund or umbrella level
 
For some reportings, the LUXTRUST e-file SSL certificate used by the reporting entity must be registered with the CSSF, before sending any files, according to the registration procedure described in the '''[https://www.cssf.lu/wp-content/uploads/Naming-convention.pdf#page=8 CSSF 23/833, naming convention part.]'''
 
The LUXTRUST e-file SSL certificate must be registered with the CSSF for the below reportings:</br>
(list extracted from [https://www.cssf.lu/fr/transport-et-securisation/#specifications-techniques Transport et sécurisation via les canaux de transmission externes])
 
 
* COREP/FINREP reporting
* ESP – Special enquiries
* SIC – SICAR reporting
* PFS – Reporting PFS and support PFS
* EDP – Payment institutions reporting
* EME – Electronic money institution
* SGO – Management companies reporting
* OPC – Fund XML reporting (O1.2)
* DOC – Non-structured electronic documents (circ. 19/731)
* OTH – Other
* OCB – Other reportings for CSSF and BCL
* AIF – AIFM and AIF reportings
* SUF – XBRL reportings for subfund-based structured products (IORP)
* O4.x – Edifact report
 
 
[[Media:How to declare your Luxtrust certificate to the CSSF.pdf|=> e-file User Guide: CSSF Certificate registration]]
 
</div>
</div>
</div>
=== * S3 system ===
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">How is the S3 digital key management in e-file ?</div>
<div class="mw-collapsible-content">


<div style="text-align: center; width:100%;border-style: double none none none;"> </div>


The CSSF has updated its submission methods to allow AIFMs to file specific regulatory reports via the CSSF’s API from 2nd November.
Please note, this is not the deadline to make the change, it is the point at which the new method is available to use. <br>
FE Fundinfo are ready to support you through the transition.
Your current setup in e-file will remain in place and only minor one-off changes are required from you to ensure the continuation of your existing functionality on e-file and future proof the communication method for all reporting and filing with the CSSF going forward.
<br><br>


<u>'''Explanation in context of AIFMD reporting</u>:'''<br>
See our online webinar for more explanations : [https://attendee.gotowebinar.com/recording/7273286345756229380 November 21st webinar in English]  and the [https://c2rv804.na1.hubspotlinks.com/Ctc/ZO+113/c2RV804/VWQ8Fx5Hw7JyVdSL7w2rxckBW20x2Jc566MpmN31NNCl5nXHsW7Y9pgv6lZ3kLW8mzYxT1ZSlmLW7yCpDW2jmg69W73tZTZ5yBySkW7jL_zN8my412W9hGQQt71RszSVkgkWT3FF-R2W1VryJ67bk_NmW1RKWr345DTFjV1PBRM2KwkQsW4P0bYq6h4FhzW2Y0TlL8jm7QlW6N2qBz9lFm9yW1bNKCy1qGVgGW7dJWkQ8TTtG5N3kH6ptzC816W33qG8b10K_BtW8gQSgN4g3h5TW9h3bp34KXCJHV_q02d6BgPGWW5xJSX81p0bg6W8jK_6G221K5qW3_hsX93mN9kwW2RyrBr7f39YJW8v09kD7Cw1nxW37qD826JSxdcW4Rc7yD85pl3PW109fZz4mxLcHW26Y0Y03k4GNWW8zPXjF1t6bspW78yjPn71W4ftW8-MxR372T_w5V13CVl6qstVRW21LWhW2dlqL_W2Xs3ZP6K5mZ2W1THZsw1FrpXLW54G4QN27qB0BW3yXpwm7rd3qwW23mB7r301kH7W19MCT85QW6wbW218pPC2z-WjCVQRHvT30nLTNW1qM-sk29_0TFd2XXgW04 related presentation]


[https://attendee.gotowebinar.com/recording/2231697877960308483 Webinaire en français]
=Description=


==Selecting a fund ==


<u>'''Explanation in context of UCITS Cross-Border notification</u>:'''<br>
See our online webinar for more explanations : [https://attendee.gotowebinar.com/recording/2670031382955110830 December 12th webinar in English]  and the [https://445778.fs1.hubspotusercontent-na1.net/hubfs/445778/FE%20fundinfo%20presentations/FSQ%20channel%20change_Webinar%2012%20December.pdf related presentation]


[[File:2CorrectionAfter SelectFund.png|1000 px]]


This new system works via a bucket system.<br>
[[File:AfterPoint1.png|30 px]] Click on the '''FILTER''' button [[File:AfterSDMFilter.png|20 px]] on the right side of the screen. The '''DYNAMIC FILTERS''' taskbar (highlighted in yellow) with a '''Status''' area [[File:After-point2a.png|20 px]] opens, where you can filter the funds by their status (Active, inactive, closed).
There is one bucket for each filing context (i.e. Cross-border notification, AIFMD)<br>
The CSSF imposes a technical size limit for filing per bucket on 30 rolling days.<br>
Should you encounter any issue, feel free to contact us directly [[How to contact us|'''Client Support & Operations Desk''']] we will liaise with the CSSF.<br>


<br>
[[File:AfterPoint2.png|30 px]] '''Active''' and '''Inactive''' funds are displayed by default. If you want for example display '''Closed''' funds as well, open the drop-down list by clicking inside the STATUS area [[File:After-point2a.png|20 px]], select '''Closed''' and press the '''Search''' button [[File:After SearchButton.png|20 px]].
The below is a step-by step guide to appoint FE Fundinfo as a delegate within the CSSF’s eDesk platform, the easiest path to allow us to maintain our services. <br>
Once the set-up is complete you can continue to use your familiar eFile interface and do not need to interact with eDesk as this will all be channelled within your existing workflows in eFile.
<br><br>
To perform the set-up in eFile you have two options:
<br>


* You as IT expert import the S3 keys on eFile
[[File:AfterPoint3.png|30 px]] You can narrow your search criteria by using '''ISIN''' and '''Fund name''' filters. Click inside the toolbar [[File:After-point3a.png|20 px]] (highlighted in yellow). A drop-down list (highlighted in orange) opens.


<div class="mw-collapsible mw-collapsed" >
Select the '''ISIN''' and /or '''Fund name''' filter that will then be added to the '''DYNAMIC FILTERS''' taskbar (highlighted in yellow), see figure below.
<div class="mw-collapsible-toggle" style="float:left; margin-left:0; margin-right:1em;">'''Step by step guide for eDesk IT Experts to connect CSSF’S eDesk to FE Fundinfo’s eFile system''' <span style="color: #C00000">click to expand</span></div>
<div class="mw-collapsible-content">
</br></br>
{|border="1" cellspacing="2" cellpadding="10"
|+
!'''Steps'''
!'''Actions'''
!'''Additional information'''
|-
|
Step 1
|
Your entity’s appointed IT Expert will need to log into the IT Management
area of eDesk ([https://edesk.apps.cssf.lu/edesk-itmgt/s3/accesses here]). This must be using the same LuxTrust Device and
account that the IT Expert role was assigned to. Please note, that these
steps can only be implemented from the appointed IT Expert account
|
|-
|
Step 2
|
Once logged in, go to the ‘S3 ACCESS DASHBOARD’ at the top of the page,
which will take you to a screen similar to the below
|
[[File:02-S3Dashboard.png|S3Dashboard|800px]]
|-
|
Step 3
|
Select ‘Create Access’
|
[[File:03-S3CreateAccess.png|S3CreateAccess|800px]]
|-
|
Step 4
|
This will provide you with an option to select a ‘scope’ which will be the
reporting type you have been appointed as IT Expert for and select create:
<br>
[[#Correspondance table|You can refer to our correspondance table]]
|
[[File:04-S3CreateScope.png|S3CreateScope|800px]]
|-
|
Step 5
|
This will create a line in the S3 access dashboard with the report type, the
status (this should show ‘Granted’) and the date of this creation.
<br>
Each report type generates 3 codes on eDesk, (the Bucket code, the Access
Key, and the Secret Key). To reveal these keys, click the magnifying glass
with a ‘+’ icon under the actions column (located on the far right of the
screen).
|
[[File:05-S3Granted.png|S3Granted|800px]]
|-
|
Step 6
|
This will reveal the information about the who the access has been granted to, when and what report it is for. It will also provide details of the unique codes specific to the entity, report type and individual.
|
[[File:06-S3Access.png|S3Access|800px]]
|-
|
Step 7
|
Once the Keys have been generated, keeping your connection to eDesk open, in another window, open your efile environment. Log in using the efile Admin account for your entity and open the ‘Keys Management’ tab.
|
[[File:07-efileMenu.png|efileMenu|800px]]
|-
|
Step 8
|
Select ‘Add Key’ on the far right of the screen
|
[[File:08-eFileAddKey.png|eFileAddKey|800px]]
|-
|
Step 9
|
A pop out will appear and provide you with several drop down lists to
complete. Under ‘Scope’ you should choose the report type that you are
providing the Keys for. In this instance AIFMD should be selected.
|
[[File:09-eFileScope.png|eFileScope|800px]]
|-
|
Step 10
|
Returning to eDesk, copy the Bucket code, the Access key and Secret key
and paste each of these into the applicable boxes on efile.
|[[File:10-BucketCopy.png|BucketCopy|800px]]
|-
|}


::===Correspondance table===
[[File:After DynamicFiltersISINName.png|500 px]]
'''Please find the correspondence table of e-file and e-Desk scopes'''<br>


{| class="sortable" border="1" cellspacing="2" cellpadding="1"
These two filter options will allow you to search for example for a specific share class of a fund by its '''ISIN''' or '''Fund name''' (The '''Containing''' and '''Begin''' functions are included as well).
|-  <div style="position:sticky;top:-1px;z-index:10">
! scope="col" | '''Label scope in e-file'''
! scope="col" | '''Label scope in e-Desk'''
! scope="col" | '''CSSF reference'''
! scope="col" | '''Deadline'''
</div>
|-
| style="vertical-align:middle; color:#202122;" | Reporting AIFM
| style="vertical-align:middle; color:#202122;" | Reporting AIFM
| style="vertical-align:middle; color:#202122;" | [https://www.cssf.lu/en/periodic-and-non-periodic-transmission-of-information-aifms/ Periodic and non-periodic transmission of information by AIFMs]
| style="vertical-align:middle; color:#202122;" | 30 June 2024
|-
| style="vertical-align:middle; color:#202122;" | Cross-border marketing notifications
| style="vertical-align:middle; color:#202122;" | Cross-border marketing notifications
| style="vertical-align:middle; color:#202122;" | [https://www.cssf.lu/wp-content/uploads/User_guide_notifications_CBDF.pdf User guide notifications CBDF]
| style="vertical-align:middle; color:#202122;" | 2nd January 2024
|-
| style="vertical-align:middle; color:#202122;" | UCI Adminsitrator - Annual reporting
| style="vertical-align:middle; color:#202122;" | UCI Adminsitrator - Annual reporting
| style="vertical-align:middle; color:#202122;" | [https://www.cssf.lu/wp-content/uploads/cssf22_811eng.pdf CSSF 22/811]
| style="vertical-align:middle; color:#202122;" | 30 June 2023
|-
| style="vertical-align:middle; color:#202122;" | Quarterly survey of covered deposits (FGDL)
| style="vertical-align:middle; color:#202122;" | Quarterly survey of covered deposits (FGDL)
| style="vertical-align:middle; color:#202122;" | [https://www.cssf.lu/wp-content/uploads/CSSF_CPDI_2440eng.pdf CSSF-CPDI 24/40]
| style="vertical-align:middle; color:#202122;" | 15 May 2024
|-
| style="vertical-align:middle; color:#202122;" | SFDR - Precontractual disclosures
| style="vertical-align:middle; color:#202122;" | SFDR - Precontractual disclosures - SFO
| style="vertical-align:middle; color:#202122;" | [https://www.cssf.lu/wp-content/uploads/User_Guide_-_SFDR_UCI_Precontractual_Data_Collection_-_practical-guide.pdf SFDR precontractual data collection]
| style="vertical-align:middle; color:#202122;" | 31 October 2023
|-
| style="vertical-align:middle; color:#202122;" | SFDR - periodical disclosures
| style="vertical-align:middle; color:#202122;" | SFDR - periodical disclosures - SFPER
| style="vertical-align:middle; color:#202122;" | [https://www.cssf.lu/wp-content/uploads/User_Guide_-_SFDR_UCI_Data_Collection_-_practical-guide.pdf SFDR UCI Data Collection]
| style="vertical-align:middle; color:#202122;" | 31 January 2024
|-
| style="vertical-align:middle; color:#202122;" | EBA ITS standard reports
| style="vertical-align:middle; color:#202122;" | EBA ITS standard reports
| style="vertical-align:middle; color:#202122;" | [https://edesk.apps.cssf.lu/edesk-dashboard/r-public/procedures User Guide for XBRL reports - Bank prudential reporting]
| style="vertical-align:middle; color:#202122;" | 1st September 2024


|}
[[File:AfterPoint4.png|30 px]] Press the SEARCH button [[File:After SearchButton.png|20 px]] to initiate the search process.


</div>
[[File:AfterPoint5.png|30 px]] Press the '''RESET''' button [[File:AfterSDMResetButton.png|20 px]] to clear all filters and start a new search.
</div>


* Grant us with the IT expert role to  perform such changes for you
[[File:AfterPoint6.png|30 px]] Press the Expand '''DATA FILTER'''S icon to hide/display the '''DATA FILTERS''' taskbar.
To start the process please send us an email to '''[mailto:cso.desk@fundsquare.net cso.desk@fundsquare.net]''' with both '''name''' and '''CSSF identification number''' of the entity you want we become IT Expert


<div class="mw-collapsible mw-collapsed" >
[[File:AfterPoint7.png|30 px]] Move your mouse pointer over the fund area and click to open the '''Matrix''' screen.
<div class="mw-collapsible-toggle" style="float:left; margin-left:0; margin-right:1em;">'''Step by step guide on how to assign FE Fundinfo as a CSSF IT Expert on eDesk''' <span style="color: #C00000">click to expand</span></div>
<div class="mw-collapsible-content">
</br></br>
{|border="1" cellspacing="2" cellpadding="10"
|+
!'''Steps'''
!'''Actions'''
!'''Additional information'''
|-
|
Step 1
|
Log into [https://edesk.apps.cssf.lu/ eDesk] with the Advanced User account using your LuxTrust Device and Password. Please note that these changes can only be implemented from the Advanced User account
|
|-
|
Step 2
|
Once logged in, go to the top right corner of the screen, click on your account user name, and select ‘Entity Management’
|
[[File:02-EntityManagement.png|EntityManagement|800px]]
|-
|
Step 3
|
Now select ‘Access Requests’ from the tabs at the top of the screen:
|
[[File:03-AccessRequest.png|AccessRequest|800px]]
|-
|
Step 4
|
As FEfundinfo will have made a request to connect from our Fundsquare account, you will see us on a list of users requests to connect with your entity. You will be able to identify our request as it will be with the LuxTrust SN: <span style="color: #C00000">100115278245548987357</span>
|
[[File:04-LuxtrustSN.png|LuxtrustSN|800px]]
|-
|
Step 5
|
Once you have identified the FE fundinfo request from our Fundsquare account, you can go to the far right of the screen and select ‘ACCEPT ACCESS’ or ‘REJECT ACCESS’. Remember to only
accept requests and provide access to users you are associated with. You will need to ‘ACCEPT ACCESS’ on our request:
|
[[File:05-AcceptAccess.png|AcceptAccess|800px]]
|-
|
Step 6
|
Once you have clicked accept, go to the ‘Specific roles within entity’ tab:
|
[[File:06-SpecificRole.png|SpecificRole|800px]]
|-
|
Step 7
|
Under the ‘Specific roles within entity’ tab, on the right of the screen, click the ‘Add’ button:
|
[[File:07-AddSpecificRole.png|AddSpecificRole|800px]]
|-
|
Step 8
|
You will now be able to click on the ‘User’ box and select a user within the list of approved users connected with your entity. One of these will be FE fundinfo’s Fundsquare account, select this option and the user details will populate automatically:
|
[[File:08-FSQUser.png|FSQUser|800px]]
|-
|
Step 9
|
Now you can select a role for that user, in this case you will need to select IT EXPERT for FE fundinfo in the drop down selection and click save on the top right to make the change
|
[[File:09-ITExpert.png|ITExpert|800px]]
|-
|
Step 10
|
You have now completed all you need to ensure continued use of efile and secure submission of your reports to the CSSF! FE fundinfo will do the rest and can now ensure that the changing transmission methods gradually introduced by the CSSF over the next 18 months are updated as needed without any impact on you
|
|-
|}


</div>
== Matrix ==
</div>




::== Onboarding workflow map ==
[[File:2After Matrix.png|1200 px]]
''You can click on the picture.''
<imagemap>
File:Wkf_S3_onboarding.png|center|1500px|alt=clickable image : form description| titre
rect 106 355 277 452 [[E-file_Administration#You_as_IT_Expert | You as IT Expert ]]
rect 776 541 947 630 [[E-file_Administration#FE_Fundinfo_as_IT_Expert |FE Fundinfo as IT Expert]]
rect 1024 376 1193 482 [https://edesk.apps.cssf.lu/edesk-dashboard/homepage?lng=en eDesk User Guide ]
rect 477 530 646 691 [https://www.cssf.lu/wp-content/uploads/Methods-of-transmitting-reports-via-S3-Application-Programming-Interface-Technical-guidance.pdf S3 transmitting method ]
desc none
</imagemap>


</div>
[[File:AfterPoint1.png|30 px]] Click on the '''FILTER''' button [[File:AfterSDMFilter.png|30 px]] on the right side of the screen. The '''DYNAMIC FILTERS''' taskbar (highlighted in yellow) with a '''Status''' area [[File:AfterPoint2.png|25 px]]  opens. Here you can filter the funds by their status (Active, inactive, closed).
</div>


[[File:AfterPoint2.png|30 px]] '''Active''' and '''Inactive''' funds are displayed by default. If you want to view '''Closed''' funds as well, open the drop-down list by clicking inside the STATUS area [[File:After-point2a.png|25 px]] , select '''Closed''' and press the '''Search''' button.


=== * general security questions ===
[[File:AfterPoint3.png|30 px]] Various filters are available to narrow further your search criteria. Click inside the toolbar [[File:After-point3a.png|25 px]]  (highlighted in yellow). A drop-down list (highlighted in orange) containing the following filter options, opens:


<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
'''Matrix type''' - '''Distribution matrix status''' - '''Registration matrix status''' – '''Country''' – '''ISIN''' - '''Share class name''' - '''Sub fund name''' - '''Effective date''' – '''Error'''
<div style="font-weight:bold;line-height:2.5;">How can I change the local e-file administrator ?</div>
<div class="mw-collapsible-content">


Click on the filter options you need. They will be automatically added to '''DYNAMIC FILTERS''' taskbar [[File:After-point3a.png|25 px]] highlighted in yellow.


Each e-file administrator account is linked to a single email at a time.
[[File:AfterPoint4.png|30 px]] Press the '''SEARCH''' button to initiate the search process once you have entered your filter options.


[[File:AfterPoint5.png|30 px]] Press the '''RESET''' button to clear all filters and start a new search.


2 cases :<blockquote>Either you have access to the account </blockquote>then change the email of the administrator by using the <b>administration module</b> and update the administrator account's owner (name, firstname). The new administrator will just have to request a new password.
[[File:AfterPoint6.png|30 px]] When a status box is selected, it is highlighted in green and the '''CANCEL''', '''REMOVE STATUS''' and '''CHANGE STATUS'''  buttons are activated [[File:AfterPoint7.png|25 px]].  


<blockquote>Or you do not have access to the administrator account or to the email of this account (in which case you can always use the "forgotten password" button on https://www.e-file.lu) </blockquote>then for security reason you will have to follow this specific procedure:
To select all share classes of a fund, click the box [[File:After-point6a.png|25 px]] at fund level. To select all share classes of a sub-fund, click the box [[File:After-point6b.png|25 px]] at sub-fund level.  


Your request must be sent by email and paper mail.
These functions allow you to add / update several share class simultaneously, provided the same status is required for each share class. All historical changes are registered and you can view them by clicking on the small clock icon [[File:After-point6c.png|30 px]]. The '''HISTORY''' drawer opens on the right side of the screen,see figure below.


The paper can be replaced by a fax to speed up the process  =>  '''Fax sending to 28 370 491'''.
[[File:After DetailHistory.png|border|500 px]]




<u>'''The request must be submitted on letterhead of your company and signed by a legal representative with the following information'''</u>:
[[File:AfterPoint7.png|30 px]] '''CANCEL''', '''REMOVE STATUS''' and '''CHANGE STATUS''' buttons
*Administrator's login adminXXX
*The current email address which is linked to the administrator
*The new email address to link to the administrator
*A brief explanation of the reason why you need to change it
*Send your email to '''[mailto:cso.desk@fundsquare.net cso.desk@fundsquare.net]'''


<u> '''CANCEL''' </u> : to cancel your previous selection press the '''CANCEL''' button.


Once Fundsquare has received and checked your request we will update your email and send you the procedure to update the password.


If you have further questions do not hesitate to contact our [[How to contact us|'''Client Support & Operations Desk''']].


<u> '''REMOVE STATUS''' </u>: to delete a status press the '''DELETE STATUS''' button. A small window pops up, where you have to confirm your deletion, see figure below.


</div>
[[File:After Remove status.png|300 px]]
</div>


<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">What is the e-file password policy ?</div>
<div class="mw-collapsible-content">




[[File:Password.png|300 px]]
<u> '''CHANGE A REGISTRATION AND/OR DISTRIBUTION STATUS ''' </u>: To update a registration/distribution status, please select one or more statuses (by clicking on the status) and select the <u>CHANGE STATUS</u> button. A pop up  opens on the right side of the screen. The below screen shot shows a change from R and D to RX and DX: Select the new status, add an effective date (not mandatory) and a comment and hit the  '''CHANGE STATUS''' button.


(Figure 42)
[[File:ChangeStatusRX.jpg|500 px]]


The password you will have to provide must follow the rules below:


*At least one upper and one lower case letter
[[File:After-point8.png|30 px]] Press the '''MANAGE COUNTRY''' button to add or remove countries. A drawer ''' MANAGE COUNTRY'''  opens on the right side of the screen, where you have to check / uncheck boxes in order to add / remove countries. Filter country and Filter continent are available to ease the search, see figure below.
*At least one number
*At least one special character from this list: ! # $ % & ( ) * + , . /: ; < = > ? ^ _ @ { | } [ ] ~
*At least 8 characters and at most 20


[[File:After ManageCountry.png|border|500 px]]


<u> Please note that </u>:


The validity of your password is not limited in time.
[[File:After-point9.png|30 px]] Open Full screen mode. Filter taskbars will be hidden.


Our system blocks the user after 3 incorrect attempts and it is the e-file administrator who has to unblock the account.
[[File:After-point10.png|30 px]] You can also export the complete matrix to Excel and view the status details, ISIN by ISIN, country by country. Press the '''Export''' button.


Passwords are encrypted in our database and we do not keep them. You may re-use them.
== Registration statuses ==
</div>
</div>


== Being informed ==
Please be informed that no changes have been made to the registration statuses rules.
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">How can I get important information ?</div>
<div class="mw-collapsible-content">
As an administrator, you will received all significant information regarding e-file changes, maintenance or enhancement through the e-mail address set up onto your account.
You can also manage some alerts through e-file, see the notifications system.
</div>
</div>


<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:60%; overflow:visible; >
The Registration status informs you whether your fund is registered with the European authorities or not.
<div style="font-weight:bold;line-height:2.5;">How can I get custom notifications ?</div>
<div class="mw-collapsible-content">


Please be informed that you can receive alert by email triggered by specific events.
[[File:After-Befor-Registration statuses.png|border|600 px]]


<u>Example</u> : Court orders sent by the Luxembourgish judicial police [http://www.cssf.lu/fileadmin/files/Lois_reglements/Circulaires/Hors_blanchiment_terrorisme/cssf13_566eng.pdf (=> CSSF - Circular 13/566)]
[[File:Blue-RegStatus.png|25 px]] Status manually set through the '''Registration and distribution matrix module'''


If you want to be notified by email each time the Luxembourgish judicial police sends you court orders, you have to follow the steps below.
[[File:Orange-RegStatus.png|25 px]] Status set through the '''Notification module''' (automatically) or manually (cannot be deleted if set through the Notification module)


[[File:Yellow-RegStatus.png|25 px]] Status automatically set through the '''Notification module''' (cannot be deleted through the Registration and distribtuion matrix module)


<u>'''Step 1'''</u>  : Connect to e-file with your user credentials : '''https://www.e-file.lu/e-file/'''
X - Not registered


E - To be registered


A - Registration in progress (selection of an instrument at step 2 of the '''Notification''')


: AT - Registration in progress - Transmitted to the authority


: AR - Registration in progress - Rejected by the authority


N - Notified


<u>'''Step 2'''</u>  : Select Update my profile
: NT - Notified - Transmitted to the HOST authority
 
: NR - Notified - Rejected by the HOST authority


[[File:Select Update my profile.png |200 px]]
: NA - Notified - Accepted by the HOST authority


R - Registered


: RI - Registered - Institutional


: RP - Registered - Private placement


XR - No more registered but with remaining investors


<u>'''Step 3'''</u>  : Verify that your email address registered in your e-file account is valid.
RX - No more registered


[[File:Your e-file account is valid.png |400 px]]


<u>IMPORTANT :</u>  if your email address is not valid, please ask your [[Administration#e-file_administrator_functions_.28e-file_v1.29|'''e-file administrator''']] to replace it by a valid one.


<u>Important information</u>:


When a Luxembourg fund is notified through the e-file notification module, the matrix is automatically updated.




'''Authorization table for Registration statuses'''


<u>'''Step 4'''</u> : Select Customize your notifications.
<u>Example</u>:: It is not allowed to replace a current status R by a status A.


[[File:Customize your notifications.png |200 px]]
[[File:RegStat-AuthorizedChanges.png|350 px]]




Some controls have been added to assist you in maintaining consistency between the registration and distribution.


* To insert a DI, you must have a RI (except for Switzerland).
* To insert a D, you must have a R.
* To insert a XR, you must have a DX.


== Distribution statuses ==


<u>'''Step 5'''</u>  : Select group.
Please be informed that no changes have been made to the registration statuses rules.


[[File:Select group555.png |400 px]]
The Distribution informs you whether your fund is distributed or not.


[[File:After-Before-Distribution statuses.png|300 px]]


X - Not distributed


D - Distributed<br/>
DI – Distributed - Institutional


DX - No more distributed<br/>
<br/>
<u>Exception</u>: For <span style="color: red">Switzerland only</span>, dissemination of documents will be possible with a status DI even if the share class is not registered (Registration Status X). For the other countries, the dissemination will work <span style="color: red">ONLY</span> if there is a Registration Status R or RI inserted.


<u>'''Step 6'''</u>  : Select the Alert type.


[[File:Notification.png |500 px]]
'''Authorization table for Distribution statuses'''


<u>IMPORTANT :</u>
<u>Example</u>:: It is not allowed to replace a current status D by a status X.


A green window will pop-up stating that the update has been saved.
[[File:DisStat-AuthorizedChanges.png|350 px]]




<u>'''Optional Step 7'''</u>  : Receive only your alerts and not the group's ones.
Some controls have been added to assist you in maintaining consistency between the registration and distribution.


Ticking also the group box, the sends from other users of the same reports group will be ignored.
* To insert a DI, you must have a RI (except for Switzerland).
* To insert a D, you must have a R.
* To insert a XR, you must have a DX.


[[File:Alerte Notification.png |500 px]]
== Consolidated view ==


[[Category: FAQ e-file]]
[[File:After dashboard.png|border|1400 px]]


== Error messages ==


</div>
Should you try to insert an unauthorized registration or distribution status, an error message will appear in a pop up while you hover over the status<br>
</div>
[[File:After-Status blocked Error message.png|border|400 px]]

Latest revision as of 11:55, 30 September 2024

Page's last update : 30 Nov 2024

FAQ

Your module is greyed out?

To get access to this module, please ask your e-file local administrator to make you member of the Distribution matrix and Registration matrix groups.
Registration and distribution matrix is greyed out.

How can I batch upload registration or distribution statuses? Can I bulk upload multiple registration/distribution statuses in one go?

Registration statuses can be uploaded by providing a .csv file with the following columns to rs.clientsupportoperations@fundsquare.net: ISIN;Country;Status;effective date (not mandatory).
Example:
LU1234567890;BE;R
LU2124567890;DE;RX;24/01/24
LU1231231234;FR;DX

Why has the Distribution Status not been updated to Registered ('R') despite the R to D automation?

If the current distribution status is DX, it will not be updated by an automation and has to be updated manually. Please also note that the automation only works for countries with a filing setup.

I can not find a closed share-class in the registration matrix

Please make sure filter status "closed" is selected

Why does the registration or the distribution matrix appear to be empty?

This is due to missing access rights. The latter have to be requested by email to rs.clientsupportoperations@fundsquare.net

How can I add a new country to the registration matrix?

New countries can be added by clicking on the Manage Country button available on the top of the page

How can I see the audit trail of a registration or distribution status?

Please click on the "clock" symbol

How can I extract a registration matrix?

Registration and distribution extracts are available in the "reports" section of the registration and distribution matrix module

Can we see the number of shares with status by country ?

Yes, please click on the consolidated view tab in the registration and distribution matrix module

What does this button mean?

This button allows to select all statuses at fund or umbrella level


Description

Selecting a fund

2CorrectionAfter SelectFund.png

AfterPoint1.png Click on the FILTER button AfterSDMFilter.png on the right side of the screen. The DYNAMIC FILTERS taskbar (highlighted in yellow) with a Status area After-point2a.png opens, where you can filter the funds by their status (Active, inactive, closed).

AfterPoint2.png Active and Inactive funds are displayed by default. If you want for example display Closed funds as well, open the drop-down list by clicking inside the STATUS area After-point2a.png, select Closed and press the Search button After SearchButton.png.

AfterPoint3.png You can narrow your search criteria by using ISIN and Fund name filters. Click inside the toolbar After-point3a.png (highlighted in yellow). A drop-down list (highlighted in orange) opens.

Select the ISIN and /or Fund name filter that will then be added to the DYNAMIC FILTERS taskbar (highlighted in yellow), see figure below.

After DynamicFiltersISINName.png

These two filter options will allow you to search for example for a specific share class of a fund by its ISIN or Fund name (The Containing and Begin functions are included as well).

AfterPoint4.png Press the SEARCH button After SearchButton.png to initiate the search process.

AfterPoint5.png Press the RESET button AfterSDMResetButton.png to clear all filters and start a new search.

AfterPoint6.png Press the Expand DATA FILTERS icon to hide/display the DATA FILTERS taskbar.

AfterPoint7.png Move your mouse pointer over the fund area and click to open the Matrix screen.

Matrix

2After Matrix.png

AfterPoint1.png Click on the FILTER button AfterSDMFilter.png on the right side of the screen. The DYNAMIC FILTERS taskbar (highlighted in yellow) with a Status area AfterPoint2.png opens. Here you can filter the funds by their status (Active, inactive, closed).

AfterPoint2.png Active and Inactive funds are displayed by default. If you want to view Closed funds as well, open the drop-down list by clicking inside the STATUS area After-point2a.png , select Closed and press the Search button.

AfterPoint3.png Various filters are available to narrow further your search criteria. Click inside the toolbar After-point3a.png (highlighted in yellow). A drop-down list (highlighted in orange) containing the following filter options, opens:

Matrix type - Distribution matrix status - Registration matrix status – Country – ISIN - Share class name - Sub fund name - Effective date – Error

Click on the filter options you need. They will be automatically added to DYNAMIC FILTERS taskbar After-point3a.png highlighted in yellow.

AfterPoint4.png Press the SEARCH button to initiate the search process once you have entered your filter options.

AfterPoint5.png Press the RESET button to clear all filters and start a new search.

AfterPoint6.png When a status box is selected, it is highlighted in green and the CANCEL, REMOVE STATUS and CHANGE STATUS buttons are activated AfterPoint7.png.

To select all share classes of a fund, click the box After-point6a.png at fund level. To select all share classes of a sub-fund, click the box After-point6b.png at sub-fund level.

These functions allow you to add / update several share class simultaneously, provided the same status is required for each share class. All historical changes are registered and you can view them by clicking on the small clock icon After-point6c.png. The HISTORY drawer opens on the right side of the screen,see figure below.

After DetailHistory.png


AfterPoint7.png CANCEL, REMOVE STATUS and CHANGE STATUS buttons

CANCEL  : to cancel your previous selection press the CANCEL button.


REMOVE STATUS : to delete a status press the DELETE STATUS button. A small window pops up, where you have to confirm your deletion, see figure below.

After Remove status.png


CHANGE A REGISTRATION AND/OR DISTRIBUTION STATUS : To update a registration/distribution status, please select one or more statuses (by clicking on the status) and select the CHANGE STATUS button. A pop up opens on the right side of the screen. The below screen shot shows a change from R and D to RX and DX: Select the new status, add an effective date (not mandatory) and a comment and hit the CHANGE STATUS button.

ChangeStatusRX.jpg


After-point8.png Press the MANAGE COUNTRY button to add or remove countries. A drawer MANAGE COUNTRY opens on the right side of the screen, where you have to check / uncheck boxes in order to add / remove countries. Filter country and Filter continent are available to ease the search, see figure below.

After ManageCountry.png


After-point9.png Open Full screen mode. Filter taskbars will be hidden.

After-point10.png You can also export the complete matrix to Excel and view the status details, ISIN by ISIN, country by country. Press the Export button.

Registration statuses

Please be informed that no changes have been made to the registration statuses rules.

The Registration status informs you whether your fund is registered with the European authorities or not.

After-Befor-Registration statuses.png

Blue-RegStatus.png Status manually set through the Registration and distribution matrix module

Orange-RegStatus.png Status set through the Notification module (automatically) or manually (cannot be deleted if set through the Notification module)

Yellow-RegStatus.png Status automatically set through the Notification module (cannot be deleted through the Registration and distribtuion matrix module)

X - Not registered

E - To be registered

A - Registration in progress (selection of an instrument at step 2 of the Notification)

AT - Registration in progress - Transmitted to the authority
AR - Registration in progress - Rejected by the authority

N - Notified

NT - Notified - Transmitted to the HOST authority
NR - Notified - Rejected by the HOST authority
NA - Notified - Accepted by the HOST authority

R - Registered

RI - Registered - Institutional
RP - Registered - Private placement

XR - No more registered but with remaining investors

RX - No more registered


Important information:

When a Luxembourg fund is notified through the e-file notification module, the matrix is automatically updated.


Authorization table for Registration statuses

Example:: It is not allowed to replace a current status R by a status A.

RegStat-AuthorizedChanges.png


Some controls have been added to assist you in maintaining consistency between the registration and distribution.

  • To insert a DI, you must have a RI (except for Switzerland).
  • To insert a D, you must have a R.
  • To insert a XR, you must have a DX.

Distribution statuses

Please be informed that no changes have been made to the registration statuses rules.

The Distribution informs you whether your fund is distributed or not.

After-Before-Distribution statuses.png

X - Not distributed

D - Distributed
DI – Distributed - Institutional

DX - No more distributed

Exception: For Switzerland only, dissemination of documents will be possible with a status DI even if the share class is not registered (Registration Status X). For the other countries, the dissemination will work ONLY if there is a Registration Status R or RI inserted.


Authorization table for Distribution statuses

Example:: It is not allowed to replace a current status D by a status X.

DisStat-AuthorizedChanges.png


Some controls have been added to assist you in maintaining consistency between the registration and distribution.

  • To insert a DI, you must have a RI (except for Switzerland).
  • To insert a D, you must have a R.
  • To insert a XR, you must have a DX.

Consolidated view

After dashboard.png

Error messages

Should you try to insert an unauthorized registration or distribution status, an error message will appear in a pop up while you hover over the status
After-Status blocked Error message.png

Retrieved from "http://www.e-file.lu/wiki/index.php?title=Test1&oldid=7687"