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New EACAT | Training managers | Questions and answers

1. Training: dates, presentation and others

1. Will you send us the course presentation by email or share it somewhere?

We will share the presentation on Campus > Type of training > Web seminar > new EACAT

Remember that a certificate of use is not given in the webinar sessions.

2. Will you be recording the training on video for review later?

yes You can find it on our YouTube channel:

You also have training material: videos on campus and FAQs on the support portal.

3. Is there any training planned for the new EACAT for service providers?

Yes, there are training sessions planned for service providers, but at this stage they will only be held for the entity's managers.

4. Have you summoned the managers of the municipal societies?

Yes, we have summoned all the managers of EACAT. However, we used the email tool Mailchimp, and some emails may have been marked as spam (SPAM).

You can find all the information in the blog news of the AOC Consortium:

5. What happens if you don't have user permissions and access to services (mailboxes) configured in September?

In principle, it is important to have both user permissions and mailboxes configured. Get tools to ease user and service management tasks to ensure everything is ready on time.

2. Access to the new EACAT

1. What is the link to access the new EACAT?

The web address of the new EACAT is: https://eacat3-cl.aoc.cat/

Find more information in AE – What is the web address of the new EACAT?

2. What can we do if it tells us that the certificate is not valid?

First check if you can access the current EACAT with the same certificate. If you can access the current one but not the new one, it is advisable to open an incident with our Customer Service Center (CAU). Please provide the exact time and NIF related to your certificate for better technical support.

Find more information in AE - What can you do if you have forgotten your password?

3. Navigation bar

1. How can we choose the entity in which we want to work?

There are users who work in various entities affiliated with EACAT. You can select the entity you want to work with in the top right of the navigation bar.

To improve your browsing experience, you can select the entity you want to appear by default when you access EACAT, by going to: Personal space > General > Preferences > Default entity

You will find more information in the FAQ How can you change the entity that appears by default when you access EACAT

4. Manager space | Services AOC

1. Have users been migrated from the current EACAT to the new one?

Existing users in the current EACAT have been automatically migrated to the new EACAT.

From launch, new users must be created exclusively on the current EACAT, as there is a continuous migration process that ensures their availability on the new EACAT.

In future phases, user creation will be done directly in the new EACAT, specifically in Service Administration AOC > Users > Create Users. This button is currently unavailable.

Find out more in AE - What will I do in the new EACAT and what will I do in the current version?

2. What is the difference between deactivating a user and deleting them? When should we do one thing and when the other?

Deactivating a user and deleting them are two different actions, and they apply in different situations:

  • Deactivating a user is done when he temporarily does not need to access the system, either due to temporary suspension or other reasons that prevent access to EACAT for a certain period.
  • Deleting a user is done when he no longer works at the entity or there are reasons for a definitive termination of the user from EACAT in that entity.

3. How do we deactivate a user?

Currently, you need to go to the current EACAT and deactivate the user. Thanks to the continuous integration between the two platforms, this will automatically switch to an inactive state in the new EACAT.

When only the new EACAT is used, we can:

  • Deactivate the user, if we do not want him to work in any AOC service.
  • Remove all permissions from EACAT Procedures, if we want it to work in the rest of AOC services.

4. When we talk about permissions, what exactly are we referring to?

The permissions in the new EACAT correspond to the roles of the current EACAT: basic, entity manager and signer.

On the other hand, we have user access to inter-administrative processing services, which in the new EACAT corresponds to mailboxes.

5. From where can we manage user permissions in the new EACAT?

You can assign permissions to users from Administration Services AOC Users select the user Services AOC.

Currently, this management must be done in both the current and the new EACAT.

6. Will the user permissions of the AOC services be migrated?

Permissions for AOC services, except for EACAT Procedures, will be migrated to the new EACAT at a later stage. Currently, they are not.

When the migration is done, you will be able to assign the permissions in Settings > Administration Services AOC > account_circle Users > Services AOC

In this phase, you can manage the permissions of the EACAT Procedures service (basic, entity manager and signer).

7. How should we manage the permissions of the AOC services: SIR, e-Valisa, CESICAT, Via Oberta, eNotum and others?

During this phase, permissions for services AOC are not managed in the new EACAT .

At a later stage, all existing permissions will be migrated to the new EACAT. From now on, you can manage them in Services Administration AOC > Users > Select user > Services AOC

8. Will EACAT Procedures user permissions be migrated?

The system for giving access to inter-administrative processing services has undergone changes; they are no longer allocated individually for each service, but are now managed through a new system known as mailboxes.

9. If we manage more than one entity, do we need to assign permissions to users in all entities?

Yes, in each entity it will be necessary to manage user permissions and user access to inter-administrative processing services. You have tools to make this task easier, such as mailboxes and the ability to export/import services and users within a created mailbox.

10. Where do we register new managers?

If you assign a user the entity manager permission in the current EACAT, that permission will automatically be updated to the new EACAT. But, the same does not happen in reverse. Therefore, it is recommended to assign this permission to both platforms.

In the new EACAT, you can assign this permission to Administration Services AOC Users select the user Services AOC

11. If we have users without any permission to any service in the current EACAT, do they appear in the new EACAT with basic permission? Are we going to have to take them permit by permit?

Yes, these users will appear with basic permission in the new EACAT, but if you don't add them to any mailboxes, they won't see anything in the Processing Space.

12. Can a user with basic permission edit a procedure of an inter-administrative processing service?

Yes, although it will be different depending on whether or not your organization has the mailbox system activated:

  • No mailboxes : There is no need to do anything extra, as all the procedures are seen by all users, so the user will be able to edit them.
  • With mailboxes : the user will be able to edit the procedure as long as the service is assigned to the same mailbox as the user.

13. What should we do with new services and new users?

To the new users you will assign the corresponding roles for each service in the current EACAT and, at the same time, the user permissions in the new EACAT (Administration / Services AOC / Users).

If your entity uses mailboxes and you have already created them, you must add the new users and the new services to the corresponding mailboxes (Administration / EACAT Procedures / Mailboxes).

In this initial phase, this task should be performed on both the current EACAT and the new EACAT.

14. How does signer permission work in the new EACAT?

The signer permission to the new EACAT is assigned to the user and applies to all services. Therefore, a user with signature permission in EACAT Procedures will be able to sign in all inter-administrative processing services.

Any user with signer permission can also edit a service procedure.

15. Can a user have signature permission for some services and not for others, within EACAT Procedures?

No, the signing permission is assigned to the user and applies to all inter-administrative processing services.

However, at the time of making a procedure, there is the possibility of choosing and recommending a preferred signatory. Find more information in EP - What does the option “Check the existence of preferred signatory” mean?

16. Does the Check-in and Check-out service become a AOC service?

It will soon become a AOC service and what will be done is to associate with this service the users who currently have the check-in and check-out permission. You will be notified when this change is made.

5. Manager space | EACAT Procedures

1. Could it be that we don't see the Services section of EACAT Procedures and neither the Post Office section?

Access the Administration thread and select EACAT Procedures.

5.1. general

2. Does everyone have to have their mailboxes enabled in the Manager Space?

Yes, except for the entities that specifically responded that they did not want to organize through the mailbox system in the mail we sent you on this topic. To verify this, you can go to Administration EACAT General Procedures and activate the switch Use mailboxes in the entity

5.2. users

3. Can we get a list with the relationship between users and services in the current EACAT?

Yes, we have created a listing that you will find in the current EACAT. You can download it from Settings Users list Users/Services/Promoter

This list is useful for organizing mailboxes in the new EACAT, if you have chosen this system for your entity.

4. Can we know which users have the same permissions in the new EACAT?

Yes, you can find out which users have certain permissions using a list that you can download by applying a series of filters:

  • Status (All, Active, Inactive)
  • Permit (basic, entity manager, lender and signatory)
  • No basic permission

For example, to find out which users have Signador permission:

  1. Select the Signador option from the Permission filter
  2. Press the ... icon and select Export Users
  3. A list of users who have the permission of Signador will be downloaded.

This listing will provide you with a clear view of the permissions assigned to users in the new EACAT. Find more information at https://suport-eacat.aoc.cat/hc/articles/18698499601181-EGT-Com-t-exportes-la-lista-de-serveis-de-la-teva-entitat-d-EACAT- Tr%C3%A0myths

5. Are the members of the local corporation in charge (mayor, secretary, comptroller) activated by default in all services?

Local corporation members are not automatically enabled by default for all services. This activation depends on the configuration of the mailboxes:

    • If you do not have mailboxes activated: all users of the entity have access and can work with all services, without the need for additional configuration.
    • If you have mailboxes enabled: users who need access to all services can be added to the global mailbox. This mailbox is created by default with all existing and future services when you activate the mailbox system and therefore any user added to this mailbox will have access to its services.

You will find more information on how to organize mailboxes in your organization and the global mailbox in:

6. Will user access to the services and roles assigned to the current EACAT be migrated? How will it be handled?

User accesses to services are NOT automatically migrated to the new EACAT. It is necessary to review and adjust user permissions, especially after a previous migration before 06/26/2024, as some permissions may not match.

User permissions are managed in Administration Services AOC Users select a user Services AOC.

Details to consider

  • If you don't have mailboxes enabled: No action is necessary, but all users will see all services without restrictions.
  • If you have mailboxes enabled: You must manually add services and users to each mailbox. You can import services or users to a specific mailbox. The mailboxes are designed so that only the users who are there can access the assigned services.

Find more related information at:

5.3. Services

7. Is generic delivery an additional service?

yes

8. How can we make generic submissions invisible to everyone?

Within the mailbox, organizational units delimit visible generic requests. If you do not add an organizational unit (OU), all users of the mailbox can see the generic requests (PGEN) that come to your entity. Instead, when adding the OU, they will only see PGENs that have the OU selected as a source or destination.

This functionality is not yet enabled in the new EACAT.

9. When the generic request is integrated with the MUX and with the entity's file manager, does it make sense that generic remittances are not received by everyone?

No, but there are many entities that do not have integration with their file manager.

10. Will users who are now assigned the Log In/Out role be migrated directly to the new REGISTER service?

Check-in and check-out will soon become a AOC service. When this happens users who currently have the check-in and check-out role will be associated with this new AOC service. You will be notified when this change is made.

11. How do we know what each procedure is for? Are there some that we don't know what they are for and therefore can't decide which mailbox they should go to?

In Services you will find a complete list of all available services with detailed information on each procedure they include. You can access this information by pressing the eye icon, which will allow you to view the specific details of each procedure.

12. Why do we create a box for Discarded services?

The Discarded services mailbox is a recommended option for the efficient management of procedures in your organization, as explained in the FAQ EGT - How do you organize your organization in mailboxes?

In this mailbox, the services that your organization decides not to manage are assigned. To better understand the processing volume of each service, we have a list that shows the activity of your entity in the last 7 years until June 24, 2024, accessible at Services icon ... Export processing volume

This mailbox is particularly useful for entities such as universities that do not use most of the available procedures.

Find more information in EGT – How do you export the list of services in your entity within EACAT Procedures?

13. Where can we find the list with processing volumes? And what is it for?

Access the Services icon ... Export processing volume and download the CSV file with the list of services and the processing volume of your entity for the last 7 years until June 24, 2024. The file includes the following fields:

  • service_name: name of the service.
  • Service_Code: service identification code.
  • Processing_volume: Number of processings.
  • Recipient: name of the entity receiving the service.
  • Provider: Name of the entity providing the service.
  • generic_service

Exploiting the data in this list, you will be able to identify the services that you have not processed. These services can be assigned directly to the Discarded mailbox, according to the recommended use case. This allows you to significantly reduce the number of services you need to distribute between mailboxes.

Find more information at:

14. In the new eacat, the AOC e-panel service appears to me as a AOC service and also as an inter-administrative processing service. Is there any difference?

Yes, they are different things: one is the inter-administrative processing service with the corresponding procedure and the other is the link to the AOC e-TAULER service.

The e-TAULER Manual explains why an inter-administrative processing service was created to send external edicts.

15. With the generic inter-administrative processing services of the classic EACAT, is there anything to be done? We refer to: generic consignments; the Notification - Electronic communication of the Generalitat de Catalunya and its public sector; and Generalitat Communications - Third-party files

In the Classic EACAT they must continue to be managed by users who have the role of check-in and check-out .

In the new EACAT they must be assigned to some mailbox. As a good practice, we advise you to create a Generic mailbox where the generic services and the users who have to manage them will go.

5.4. mailboxes

16. If we don't use mailboxes, then will everyone be able to sign everything?

Note the difference between user permissions (basic, manager and signer) and user access to services (mailboxes). User permissions are assigned individually to each user and determine what actions they can take with respect to the Services. This means that, within the same mailbox, only users with signature permission will be able to sign.

User permissions are assigned to Administration Services AOC Users select a user Services AOC".

User access to administrative processing services is managed through mailboxes. To add users and assign specific services to mailboxes, access Administration EACAT Procedures Mailboxes

17. In a small town hall where everyone has access to all the procedures, how can we restrict the view to the procedures sent and received?

Only through mailboxes.

18. In small municipalities with only 3 users in EACAT, does it make sense to use mailboxes? Are new services assigned automatically?

In this case, we recommend disabling mailboxes and all users will see all services without the need to add anything. The new services will be assigned automatically and will be visible to all users of the entity.

If you want to deactivate mailboxes, go to Administration EACAT General Procedures and activate the switch Use mailboxes in the entity.

19. What should we do if we have opted for the mailbox system in our organization?

We have proposed a hybrid system of organization in mailboxes which is mainly based on distributing the services in thematic and sub-thematic mailboxes. In addition, we have created other mailboxes to facilitate management:

  • Generics
  • discarded
  • Global, created by default with all services, current and future, where we will add those users who must see everything such as the secretary, auditor and secretary-auditor.

Find more information at:

20. When we activate the mailboxes, do we have the global mailbox and 40 specific mailboxes?

yes The global mailbox is created automatically when you activate the mailboxes in our entity. And we can also create 40 more mailboxes.

You will find more information in:

21. Can we create the mailbox system according to an organization based on the different entities providing the service?

Yes, although it takes a good deal of planning to determine the best option for your organization.

From the Consortium, we have provided you with a use case as a starting point that may help you. Although it is not necessary to copy it exactly, it will surely help you to reuse some ideas and adapt them to your needs.

22. Is it possible that the Mailboxes section does not appear? Can we choose whether we want to activate them?

You should see the Mailboxes section. If it doesn't work, you may be in the AOC Services administration instead of EACAT Procedures. Go to Administration and select EACAT Procedures. You should see the mailboxes section, even if it's not already enabled. If you do not have the mailbox section activated, you will see the following message:

mailboxes
Mailboxes are not activated in the entity. For this reason, all users have access to all the organization's services.

If you want to restrict user access to certain services, you must activate mailboxes from the General section "

If they don't work for you, you can activate them by going to the General section and activating the Use mailboxes in the entity switch.

23. Can the same service be in more than one mailbox?

yes

24. Can we assign procedures for a service to different mailboxes?

No, the services are a set of procedures that cannot be broken down. They work as a whole. However, you can assign the same service to different mailboxes according to the management needs of your organization.

25. Can a user belong to more than one mailbox?

yes

26. When you add a user to a mailbox, are the services already assigned to them automatically incorporated?

No, the services a user is currently assigned to are not automatically included when you add them to a mailbox. You need to manage mailboxes manually, adding services and users according to the needs of each mailbox.

We propose a use case in the FAQ EGT - How do you organize your organization in mailboxes?

27. Why is the limit 40 mailboxes? Will you expand it in the future?

It will be expanded if necessary, although each case will be studied beforehand.

28. Do you plan to integrate mailboxes with an Audifilm-type file manager?

No, the mailbox concept is only for the management of EACAT procedures, but you can send an email to Raimon Nualart or José Luís Pastor and we will provide you with more information.

5.5. Organizational units

29. How do the organizational units work?

Organizational units do not apply at this time because they do not yet operate in the new EACAT. EGT - What do you manage in the Organizational Units section of EACAT Procedures?

30. Generic remittance groups in the current EACAT work for received remittances but not for sent remittances. Is it expected that the new EACAT will also work for shipments?

Yes, the generic shipment can select organizational unit (the user group in the current EACAT) in both source and destination, a new functionality in the new EACAT.

Within the mailbox, the organizational unit (OU) delimits the generic requests that can be viewed. If you do not assign a UO to the mailbox, all users of that mailbox will have visibility over all PGENs that arrive at the entity. Instead, if you assign a specific OU, they will only see PGENs that have the selected OU as their source or destination.

This functionality is not yet active in the new EACAT.

6. Processing

1. Will we be able to draft the web forms? That is, will I be able to save, so that it can be filled out by one user and signed by another, later?

Yes, they will be saved in the Processing Space as a draft.

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