The subscriber file is a formal document that contains the data of the organization and the people responsible for the management and request of AOC certificates within an organization.
The sheet is used for:
- Assign roles to manage certificates.
- Keep the organization updated according to audits and specific service conditions.
- Facilitate communication between the entity and the AOC.
The file can be sent for: initial registration, change of data, or resending every 24 months according to the conditions of the service.
- Initial creation : registration as an organization in the AOC Certification Service. If this is your case, see Registration in the AOC digital certification service (First submission of the subscriber entity file) where we explain how to make the first submission.
- Change of data : in case the data of the organization or the people who are part of the certificate delivery process within the entity have changed.
- Resubmission every 24 months : According to the conditions of the AOC Digital Certification Service, organizations must send the "Service Sheet" every 24 months, even if there are no changes.
Below we explain the steps to send the form, either because the data has changed or because it must be sent every two years.
It is very important to include all the people involved in the process on the sheet. If you add someone new, you must also include the people who were already there. If you forget someone, that person will lose the roles assigned so far.
Follow these steps to fill out the form:
To make sure of the current roles, the most reliable thing is to look at the user permissions in EACAT (this can be done by the person managing the users of EACAT).
You must access EACAT > Settings > Services.
Search for the service “CAOC – Digital certification service”, the total number of users with permissions will appear. Click on the name of the service.
The list of users with permissions will display the roles that each user has. The service permissions, except for the editor and "Signador of the subscriber file", can only be assigned from the AOC. Therefore, the manager will display them in gray and will not be able to select them.
If you are not a manager, you can also consult the latest file sent by your organization through EACAT.
Access EACAT Procedures> Provider Consortium AOC> AOC - Digital certification service > Subscriber file (EACAT).
To access the procedure, you need the Edit role of the Service "AOC - Digital Certification Service". In addition, you must assign the "Signador permission of the subscriber file" to the person who will sign the shipment, if there is no one with this role.
In "Documentation" you can download the subscriber form.
First, you must indicate whether it is a "Data Change" or a "24-month Forwarding".
We are requesting:
This section contains the data of the organization. Any change, especially of the name of the entity, must be notified through the Subscriber File. The name recorded in the system will be the one linked to the certificates issued. If it does not match the name registered in EACAT, the requests will be automatically rejected.
Staff details:
This section must indicate all the people who will be involved in the certificate application process within the organization.
It should be taken into account:
- All people indicated on the form must be registered with EACAT in the organization.;
- The first person indicated will be the holder of each role. The second and subsequent ones will be the alternates.
- The card replaces the previous one. If a person currently has roles and is not included in the card, they will lose them.
It is very important to replace the person in charge (the first person on the list of people in charge) in case they are deleted from EACAT. Without this figure, certificates cannot be requested.
Access EACAT Procedures >AOC - Digital certification service > Subscriber file (EACAT)
Press "Process":
Then, add the signer in the "Signers" tab, go to "Content" and attach the signed document.
Press "Save draft" and you can now send the shipment for signature.
The person indicated in "Signatories" will be the one who will have the submission pending signature at EACAT.
The responsible person informed on the form will be the one who receives the communication, whether everything is correct and the roles have been added or if an error is detected on the form.
You might be interested
- Registration for the AOC digital certification service (First submission of the subscriber entity file)
- Conditions for providing the services of the AOC Consortium (See the specific conditions of the Digital Certification Service)
- AOC digital certificate catalog
- Good practices if you are the holder of a T-CAT