REACH-IT Industry User Manual

REACH-IT Industry User Manual Part 03 - Login and message box

2 REACH-IT Industry User Manual Version 2.1 Version Changes 2.1 April 2014 Updates related to REACH-IT 2.7 regarding the Terms and Conditions, the email validation, unblocking a user account, resetting a password, the categorisation of messages and the email alert. 2.0 Document in new layout. Figures and links updated 1.1 New format. Moved some content from part 01 to this part 1.0 First version Part 03 - Login and message box Reference: ECHA-12-G-18-EN Publ.date: April 2014 Language: EN European Chemicals Agency, 2014 Cover page European Chemicals Agency Reproduction is authorised provided the source is fully acknowledged in the form Source: European Chemicals Agency, http://echa.europa.eu/, and provided written notification is given to the ECHA Communication Unit (publications@echa.europa.eu). This document will be available in the following 22 languages: Bulgarian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hungarian, Italian, Latvian, Lithuanian, Maltese, Polish, Portuguese, Romanian, Slovakian, Slovenian, Spanish and Swedish If you have questions or comments in relation to this document please send them (quote the reference and issue date) using the information request form. The information request form can be accessed via the Contact ECHA page at: http://echa.europa.eu/about/contact_en.asp European Chemicals Agency Mailing address: P.O. Box 400, FI-00121 Helsinki, Finland Visiting address: Annankatu 18, Helsinki, Finland

Part 03 - Login and message box Release date: April 2014 3 Table of Contents 1. INTRODUCTION... 5 2. STEP BY STEP INSTRUCTIONS LOGIN/LOGOUT... 5 2.1 First Login... 5 2.2 Failed Login... 10 2.2.1 Wrong information... 10 2.2.2 User ID or password forgotten... 12 2.3 Logout... 13 3. STEP BY STEP INSTRUCTIONS MESSAGE BOX... 14 3.1 Reading a Message... 16 3.1.1 Sorting Messages... 17 3.1.2 Other folders than Message box folder... 17 3.2 Moving a Message... 18 3.3 Deleting a Message... 19 3.4 Configuring the Message Box... 20 Table of Figures Figure 1: Welcome to the REACH-IT home page... 6 Figure 2: Login page... 6 Figure 3: New password page... 7 Figure 4: Terms and Conditions... 8 Figure 5: Unverified email address... 8 Figure 6: Email verification status... 9 Figure 7: Unverified email address... 9 Figure 8: Your Company s homepage... 10 Figure 9: Resetting password - Unblocking account... 11 Figure 10: Security question... 11 Figure 11: New password... 11 Figure 12: Request lost password user ID... 12 Figure 13: Request lost password security question... 13 Figure 14: Request lost password - confirmation... 13 Figure 15: REACH-IT top banner - Logout... 13 Figure 16: Logout page... 14 Figure 17: Message box... 15 Figure 18: Message box page... 16 Figure 19: Reading a message page... 17 Figure 20: Sorted messages page... 17 Figure 21: Folder in use always in bold... 17 Figure 22: Moving a message to the organisation folder selecting messages... 18

4 REACH-IT Industry User Manual Version 2.1 Figure 23: Moving a message to the organisation folder... 19 Figure 24: Deleted messages page... 19 Figure 25: Delete message folder page... 20 Figure 26: REACH-IT - top banner Preferences... 20 Figure 27: User Preferences page... 21

Part 03 - Login and message box Release date: April 2014 5 1. INTRODUCTION The Industry User Manual (IUM) is the reference manual that describes to industry users how they can submit and view data within REACH-IT. As REACH-IT evolves, additional and updated parts of this IUM will be released and made available via the ECHA website. Prior to using this Part 3 (Login and Message Box), it is strongly recommended that the user reads Part 1 Getting started with REACH-IT, where the following topics are discussed in more detail: Structure of this IUM Conventions used for icons, text, buttons, links, etc. Background information on REACH-IT and its link to the IUCLID 5 website and application How to get additional support Subsequent parts of this IUM contain step-by-step instructions on how to perform the tasks that are required for submission of data under REACH. 2. STEP BY STEP INSTRUCTIONS LOGIN/LOGOUT The Login steps described in Part 3 apply to all users created after the Sign-up process, i.e. created by the very first user, the company account manager (with administrator role). The login performed by the first user is described in Part 2 (Sign-up and account management). The login is the first pre-requisite to access data/messages created and stored in REACH-IT. 2.1 First Login Open the <Welcome to REACH-IT> email you received on your external message box with instructions on how to start using the application and follow the instructions. Go to the REACH-IT website at https://reach-it.echa.europa.eu/ The Welcome to REACH-IT page opens (Figure 1). Click on <login>.

6 REACH-IT Industry User Manual Version 2.1 Figure 1: Welcome to the REACH-IT home page The Login page opens (Figure 2). Enter the <User ID>, <Password> as user and the text that is shown in the CAPTCHA displayed on the screen. All fields are compulsory and indicated with a *. Figure 2: Login page You will receive your <User ID> and your one-time <Password> from the Company manager (see Part 1 for detailed role and definitions), at an email address outside the REACH-IT system. Upon your first login session, the system prompts you to change your password (Figure 3). Fill in the following mandatory fields (*): <Password>: provide a new password following the security guidelines. <Re-type password>: confirm your new password. <Security question>: select a security question among those proposed in the pick list. It will be used in case you need to request your lost password.

Part 03 - Login and message box Release date: April 2014 7 <Your answer>: provide the answer to the question. Figure 3: New password page Click on <Save password> to validate your choice. The password you used before will become invalid at this stage. The <Terms and Conditions> page opens (Figure 4) once you click on <Save password>. Please read the Terms and Conditions carefully, they clarify how ECHA will communicate with you. Then click on the <Accept> button if you agree. If you click on the <Reject> button, the sign-up process is cancelled and you will not get access to REACH-IT. Each time the Terms and Conditions are changed by ECHA, all users will need to accept the updated Terms and Conditions upon their first login to REACH-IT after the update. The current Terms and Conditions can also be found on the ECHA website at http://echa.europa.eu/web/guest/support/dossier-submission-tools/reach-it. ECHA will use REACH-IT to send you decisions and other important communications such as decisions on your registration, requests for information etc. It is the only route used. You will find the messages in your REACH-IT message box. Please note that when the message has been opened by one user in your company, it has been legally received. All messages are considered received seven calendar days after they were sent even if they have not been opened and can set deadlines in motion. Exceptionally, some deadlines are set in motion as soon as the message is sent. This is the case for: - Decisions on incomplete registration and PPORD dossiers

8 REACH-IT Industry User Manual Version 2.1 - ECHA objections to an alternative chemical name for the label or Safety Data Sheet - Requests for information on data sharing disputes - Requests for comments following on from a proposal to amend a draft decision - Consultations in response to requests for access to documents that may concern your company Figure 4: Terms and Conditions Upon accepting the Terms and Conditions, the unverified email address page will open. Figure 5: Unverified email address

Part 03 - Login and message box Release date: April 2014 9 Before clicking on <ok> and while still logged into REACH-IT, open the email you received in your email address, which includes a verification link. It gives you instructions on how to validate your email address. - In order to validate your email address, click on the verification link provided in the email. Please make sure that you are logged into REACH-IT with the User ID indicated in the email while clicking on the verification link. - The link will open in a new window and will inform you about the status of the email verification process. If the verification was successful, you may close the new window. Figure 6: Email verification status You can then go back to the unverified email address page and click on ok. Figure 7: Unverified email address Upon successful email verification, your Company REACH-IT homepage opens (Figure 8).

10 REACH-IT Industry User Manual Version 2.1 Figure 8: Your Company s homepage From this point onwards, you can start working in REACH-IT by selecting the appropriate functionality in the left menu. The functionalities available are based on your user profile and party type (details are provided in Part 1 Getting started with REACH-IT). 2.2 Failed Login 2.2.1 Wrong information When you enter wrong login information, REACH-IT prompts you to try again. Users who fail to log in after using the wrong password 10 times (and do not follow the instructions for resetting the password) get blocked. If you have forgotten your password but you know your User ID and the answer to your Security Question (you set it when you logged in to REACH-IT for the first time), you can request a new password and/or unblock your account yourself by following the instructions below. If you do not remember your User ID or the answer to your Security Question, if you exceed the limit of three attempts to answer your security question, or your account is blocked for reasons other than multiple unsuccessful attempts to log in, you will need to contact a Company Manager for your REACH-IT legal entity, or, if you are the only Company Manager for your REACH-IT legal entity, contact the ECHA Helpdesk using the REACH-IT User management webform. Instructions for resetting your password and unblocking your REACH-IT account: - Go to the REACH-IT login page and click on the Forgot your user ID or password? link. - Enter your User ID and the text shown in the frame and click the Submit button.

Part 03 - Login and message box Release date: April 2014 11 Figure 9: Resetting password - Unblocking account Answer your security question and click the Submit button. Figure 10: Security question If your answer was correct, you will see a confirmation that a new password has been sent to the email address indicated in your REACH-IT account. Figure 11: New password The password sent is a one-time password and you will be asked to change it the next time you log into REACH-IT. Note: For security reasons, you should always avoid sending your REACH-IT account password by email to anyone, including the European Chemicals Agency. To avoid blocking your REACH-IT account, we advise you to read first the fact sheet available on this page: http://echa.europa.eu/support/dossier-submission-tools/reach-it/signup

12 REACH-IT Industry User Manual Version 2.1 It contains all the necessary information to guide you through the required steps to follow in order to unblock your account. 2.2.2 User ID or password forgotten In the case where you forget your password, you can request a new password within REACH-IT. From the login> page (Figure 2), click on the link <Forgot your user ID or password?>. The <Request lost password> page opens (Figure 12). Enter your user ID (*) and click on <Submit>. Figure 12: Request lost password user ID Answer your <Security question> (Figure 13) and click on <Submit>. A confirmation page opens (Figure 14).

Part 03 - Login and message box Release date: April 2014 13 Figure 13: Request lost password security question Figure 14: Request lost password - confirmation Click on <OK> to exit this page. The REACH-IT system takes you to the <Login> page. The REACH-IT system automatically generates a password reset request for the Company Account Manager. The alternative is to contact directly your Company Manager, without using REACH-IT. When the password has been reset, REACH-IT sends a new one-time password to your normal email address. Once you receive it, you have to login as described in the First login paragraph (section 2.1). 2.3 Logout To end your REACH-IT session and exit REACH-IT, click on <Logout> in the top banner Figure 15: REACH-IT top banner - Logout The <Logout> page opens (Figure 16). Click on <Logout> again to confirm your choice.

14 REACH-IT Industry User Manual Version 2.1 Figure 16: Logout page From the top banner, you can update your user details (click on your own link) and also set your <Preferences> (see section 3.4 below). 3. STEP BY STEP INSTRUCTIONS MESSAGE BOX All REACH-IT users (user levels 1 to 3) have their own Message Box folder, from where they can access internal messages sent by REACH-IT. Messages can be addressed individually to a user, to a user group (users with the same role) or, all the users in the same Party. The recipient type of a message can be either Party or User: - When the recipient type of a message is a Party, then a copy of this message has been placed in the message boxes of all users of this legal entity: - When the recipient type of the message is User, then the message is only placed in one specific user s message box. In general terms, messages related to submissions have User as recipient type, with the exception of those related to invoicing, which have Party as recipient type. All other messages generally have Party as recipient type. The REACH-IT message box is of utmost importance to the account holder because it contains ECHA decisions letters, relevant information or feedback. All REACH-IT users have their own message box where they can access messages directed only to them or to their Party. Due to their confidential nature, they are not sent via standard email. It is important to know that REACH-IT is the only channel of communication ECHA uses to notify users of decisions and communications. Any such communication is only received to the REACH-IT message box. Therefore, it is strongly advised for the users to activate the email alerts in REACH-IT and to log in regularly and check if any decision or communication was received. The date of notification of decisions and communications is the date when they are made available in the REACH-IT User account of the Party. REACH-IT defines two types of messages. Consequently there are two industry messages boxes according to message type:

Part 03 - Login and message box Release date: April 2014 15 Figure 17: Message box Action required message box: The Action required message box contains messages which require either an action to be performed by the company to which they are addressed (e.g. an invoice has been issued and must be paid, a submission failed in the Technical Completeness Check and needs to be corrected and re-submitted, etc.), or messages that contain information of high importance (e.g. a decision was issued, assigning a Reference number to a submission). The Action required message box contains two columns more than the General message box. The column related to the company message status indicates one of the three possible states for a message: Unread: no user from your company has read the message and less than 7 full calendar days have passed from its creation. Read: at least one user from your company has read the message and less than 7 full calendar days have passed from its creation. Considered read: 7 full calendar days have passed from the message s creation date and no user from your company read the message. Messages that have acquired the Considered read status will retain it, even if users open them afterwards. The column related to the Company read date indicates the date and time on which the first user opened the specific message. For messages with status Considered read, the date and time is 7 full calendar days after the creation of the message. Please note that the columns Company message status and Company read date do not

16 REACH-IT Industry User Manual Version 2.1 indicate whether a countdown for a legal deadline has been put into motion. There are cases when messages trigger deadlines immediately upon notification in REACH-IT, regardless of the fact that their status will be considered read only after seven full calendar days. These cases are described in the Terms and Conditions. General message box: The General message box contains all other messages of more informative nature (e.g. a submission passed the Business Rules check, you user role was changed by the Company Manager from Company Reader to Company Normal, etc.). The Message Box folder contains all incoming messages, as long as they have not been moved to another of the following sub-folders: - User folder which may contain messages addressed personally to the user (but also related to his/her role) - Organisation folder which may contain a copy of the messages addressed to his/her party - Role folder which may contain a copy of the messages addressed to his/her role These default folders are meant to help the user to sort and archive messages. They are identical for all users and cannot be renamed. 3.1 Reading a Message After login, choose the left menu Message Box (Figure 8), and click on <View my messages>. Figure 18: Message box page By default, the Message box is displayed with the latest message on top (descending order). To view the content of the message, click on the link < Show> in the Details column: the body will expand below the message row (Figure 19). The content of the message also indicates by whom it has been read. The first time a new message is opened, its Read property (third column) will be changed from No to Yes, indicating that the message has been viewed at least once.

Part 03 - Login and message box Release date: April 2014 17 The Company message status and Company read date are also visible to ECHA. Figure 19: Reading a message page To hide the content of the message, click on the link < Hide>. 3.1.1 Sorting Messages To sort your messages, click on a column header, which will then display a or sign, according to ascending or descending order (Figure 20). Figure 20: Sorted messages page By default, sorting is displayed by descending creation date. 3.1.2 Other folders than Message box folder The Message box contains other folders than the Message box folder, for example User, Organisation and Role (Figure 21). Figure 21: Folder in use always in bold To view the content of other folders, click on the link, related to the chosen folder (top of the table).

18 REACH-IT Industry User Manual Version 2.1 By default, the folder in use is always displayed in bold. 3.2 Moving a Message After login, choose the left menu Message Box (Figure 8), and click on <View my messages>. Select the message(s) you want to move by checking the boxes in the first column (Figure 22). Figure 22: Moving a message to the organisation folder selecting messages Select the destination folder in the pick-list located next to <Move to > (bottom of the table) (Figure 22). The newly added messages are displayed in the destination folder (Figure 23).

Part 03 - Login and message box Release date: April 2014 19 Figure 23: Moving a message to the organisation folder Moving an unread message is not allowed. Check first that the message you want to move is set to Yes in the Read column. 3.3 Deleting a Message Deleting a message first moves it to the Deleted messages folder from where it can still be restored. To permanently delete a message from the Message box, you will have to perform a second Delete action from the Deleted messages folder. Deleting an unread message is not allowed. Check first that the message you want to delete is set to Yes in the Read column. After login, choose the left menu Message Box (Figure 8), and click on <View my messages>. Select the message(s) you want to delete by checking the box in the first column and click on <Delete> (Figure 22). You are requested to confirm your choice (Figure 24). Click on <Delete> again, to confirm your choice. Figure 24: Deleted messages page

20 REACH-IT Industry User Manual Version 2.1 Your message will move to the Deleted messages folder. To view your message, click on <Deleted messages> (Figure 25). Figure 25: Delete message folder page Until this point, the deleted message is still recoverable. To permanently delete the message from your <Message box>, select the deleted message by checking the box in the first column. Click on <Delete>. Click on <Delete> again, to confirm your choice. 3.4 Configuring the Message Box The users will not receive any messages regarding their actions related to REACH-IT in their private message box. In that regard ECHA recommends the users to activate the email alerts in REACH-IT, and to log in regularly and check if any decision or communication was notified. To be informed about new messages arriving to your message box, REACH-IT can send email alerts to the email account which is linked with your user account. In order to make sure you will receive those email alerts, you need to set up your preferences. Figure 26: REACH-IT - top banner Preferences From the top banner, click on the < Preferences> link in the upper right of REACH-IT (Figure 26). The User Preferences page opens (Figure 27).

Part 03 - Login and message box Release date: April 2014 21 Figure 27: User Preferences page The User Preferences page includes General settings, where currently English (en) is the default only option, and Message box settings. In the Message box settings (Figure 27) two types of alerts can be set: 1- New General message alert: you will receive an alert to your external email whenever a new message arrives to your REACH-IT General messages box: either immediately upon message reception, or on a daily/weekly basis. Select the email alert frequency among the following: No- Email alert is never sent by the system. This is the default value for any created user. Yes- Immediately: the email is sent right after the message is issued Yes- Daily: the emails are grouped to be sent once a day (at 06:00 am). Yes- Weekly: the emails are grouped to be sent once a week (on Monday at 06:00 am). 2- New Action required message alert: A user with Company Manager role may create a new contact (or edit an exiting one) and give to this contact the role of ECHA Regulatory Contact. The email address defined for this contact will receive an email alert at night, if one or more Action messages addressed to the Party have been generated during the day. Please note that only one person can be given the role of ECHA Regulatory Contact. By default, the New Action Message Alert is set to Yes for all users. It can only be turned off if a REACH-IT contact with the role ECHA Regulatory Contact has been defined to your REACH-IT legal entity by the Company Manager. Nonetheless, it is recommended to leave the New Action Message Alert set to Yes, because the contact will only receive an email alert for messages addressed to the Party, not to you as a User. To manage email alerts for new messages in your Action required message box, go to your Preferences page. In the New Message Alert section of the message box settings, make sure that Send email is set to Yes (default setting). With this configuration, you will receive an email alert at night if messages arrived in your Action required message box during the day. The email alerts do not contain any confidential business information. Upon receipt of such emails, you must log into REACH-IT and consult your message box in order to read the message.

EUROPEAN CHEMICALS AGENCY ANNANKATU 18, P.O. BOX 400, FI-00121 HELSINKI, FINLAND ECHA.EUROPA.EU