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__NOTOC__
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= 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>
<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]]
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]]
|}
== Accounts' management ==
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:500px; 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>
<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 class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:500px; 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).
* The Operator submit reports linked to his group(s) to validation by a Validator.
====Validator (EN) */ Valideur (FR) * ====
* 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 class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:500px; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">Change an existing account's e-mail</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.
[[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 class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:500px; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">Sending Service management</div>
<div class="mw-collapsible-content">
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>
== Groups' management ==
The '''Groups''' tab allows you to manage existing users at group level
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:500px; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">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>:'''
Press the '''Users''' button (Figure 25)
[[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>
== Security's management ==
<div class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:500px; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">LUXTRUST certificate purchase order</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 class="mw-collapsible mw-collapsed" data-expandtext="Show" data-collapsetext="Hide" style="width:500px; overflow:visible; >
<div style="font-weight:bold;line-height:2.5;">Activation of your LUXTRUST certificate</div>
<div class="mw-collapsible-content">
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>:'''
<inputbox>
type=fulltext
width=30
break=no
placeholder=Look for a keyword ?
</inputbox>


Click the '''CERTIFICATE ACTIVATION – AFTER RECEPTION OF LUXTRUST CERTIFICATE''' link (Figure 40).


[[File:Certificate_activation.png|border|1500px]]


(Figure 40)
<div style="width:35%; text-align: right;">
 
<big>'''Search by role :'''</big>
 
 
<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:500px; overflow:visible; >
<div style="width:50%; margin: auto; text-align: center;">
<div style="font-weight:bold;line-height:2.5;">Deploying the keystore</div>
<div class="mw-collapsible-content">
 
 
===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>
[[E-file_User|<span style="display: inline-block;
background-color: #009ACE;
color: white; text-align: center; font-family: sans-serif; font-size:0.8vw;
width: 20%;  height:10vh; 
border: none;  border-style: outset;  border-radius: 10px; 
padding: 0.5%;">
<br /><big>User</big><br /></span>]]
[[E-file_Administration|<span style="display: inline-block;
background-color: #009ACE;
color: white; text-align: center; font-family: sans-serif; font-size:0.8vw;
width: 20%;  height: 10vh; 
border: none;  border-style: outset;  border-radius: 10px; 
padding: 0.5%;  margin-left: 5%; margin-right: 5%;">
<br /><big>Administrator</big><br /></span>]]
[[Sending_Service_home|<span style="display: inline-block;
background-color: #009ACE;
color: white; text-align: center; font-family: sans-serif; font-size:0.8vw; vertical-align: bottom;
width: 20%;  height: 10vh; 
border: none;  border-style: outset;  border-radius: 10px; 
padding: 0.5%;">
<br /><big>Sending service</big><br /><big>manager</big></span>]]
</div>
</div>


==  Registration of your LUXTRUST certificate with the CSSF ==


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>
<div style="width:35%; text-align: right;">
(list extracted from [https://www.cssf.lu/fr/transport-et-securisation/#specifications-techniques Transport et sécurisation via les canaux de transmission externes])
<big>'''Search by tool :'''</big>
 
 
* 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]]
 
=S3 digital key management in e-file=
 
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]
 
 
<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]
 
 
This new system works via a bucket system.<br>
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>
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><br>
==You as IT Expert==
* You as IT expert import the S3 keys on eFile
 
<div class="mw-collapsible mw-collapsed" >
<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===
'''Please find the correspondence table of e-file and e-Desk scopes'''<br>
 
{| class="sortable" border="1" cellspacing="2" cellpadding="1"
|-  <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>
</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
|}


<div style="width:50%;  margin: auto; text-align: center;">


[[ProductCoverage|<span style="display: inline-block;
background-color: #79BCE8;
color: white; text-align: center; font-family: sans-serif; font-size:0.8vw;
width: 20%;  height: 10vh; 
border: none;  border-style: outset;  border-radius: 10px; 
padding: 0.5%;">
<br/><big>List of </big><br/><big>reports</big></span>]]
<span style="display: inline-block;
color: white; text-align: center; font-family: sans-serif; font-size:0.8vw; vertical-align: bottom;
width: 20%;  height: 11vh;  overflow: hidden;
border: none;  border-style: outset;  border-radius: 10px;
margin-left: 5.5%; margin-right: 5.5%;
">
[[File: ModulesIcon.png|text-bottom|170px|link=E-file_Modules]]</span>
<span style="display: inline-block;
color: white; text-align: center; font-family: sans-serif; font-size:0.8vw; vertical-align: bottom;
width: 20%;  height: 11vh;  overflow: hidden;
border: none; 
">
[[File:ErrorIcon.png|text-bottom|170px|link=Error_messages_list]]</span>


</div>
</div>


<br>
<br>


== FE Fundinfo as IT Expert ==
* Grant us with the IT expert role to  perform such changes for you
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" >
<big>You have not found your answer : </big>
<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>
[[How to contact us|<span style="display: inline-block;
<div class="mw-collapsible-content">
background-color: #009ACE;
</br></br>
color: white; text-align: center; font-family: sans-serif; font-size:0.8vw;
{|border="1" cellspacing="2" cellpadding="10"
width: 20%;  height:auto; 
|+
border: none;  border-style: outset;  border-radius: 10px; 
!'''Steps'''
padding: 0.5%;">
!'''Actions'''
Contact us</span>]]
!'''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>
</div>
</div>
<br><br>
== Onboarding workflow map ==
''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>
<br>
=Change the administrator in e-file=
Each e-file administrator account is linked to a single email at a time.
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.
<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:
Your request must be sent by email and paper mail.
The paper can be replaced by a fax to speed up the process  =>  '''Fax sending to 28 370 491'''.
<u>'''The request must be submitted on letterhead of your company and signed by a legal representative with the following information'''</u>:
*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]'''
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''']].
=e-file password policy =
[[File:Password.png|300 px]]
(Figure 42)
The password you will have to provide must follow the rules below:
*At least one upper and one lower case letter
*At least one number
*At least one special character from this list: ! # $ % & ( ) * + , . /: ; < = > ? ^ _ @ { | } [ ] ~
*At least 8 characters and at most 20
<u> Please note that </u>:
The validity of your password is not limited in time.
Our system blocks the user after 3 incorrect attempts and it is the e-file administrator who has to unblock the account.
Passwords are encrypted in our database and we do not keep them. You may re-use them.
=Alert notifications =
Please be informed that you can receive alert notifications by email triggered by specific events.
<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)]
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.
<u>'''Step 1'''</u>  : Connect to e-file with your user credentials : '''https://www.e-file.lu/e-file/'''
<u>'''Step 2'''</u>  : Select Update my profile
[[File:Select Update my profile.png |200 px]]
<u>'''Step 3'''</u>  : Verify that your email address registered in your e-file account is valid.
[[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>'''Step 4'''</u>  : Select Customize your notifications.
[[File:Customize your notifications.png |200 px]]
<u>'''Step 5'''</u>  : Select group.
[[File:Select group555.png |400 px]]
<u>'''Step 6'''</u>  : Select the Alert type.
[[File:Notification.png |500 px]]
<u>IMPORTANT :</u> 
A green window will pop-up stating that the update has been saved.
<u>'''Optional Step 7'''</u>  : Receive only your alerts and not the group's ones.
Ticking also the group box, the sends from other users of the same reports group will be ignored.
[[File:Alerte Notification.png |500 px]]
[[Category: FAQ e-file]]

Latest revision as of 09:57, 24 September 2024

Page's last update : 24 Sep 2024



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