TMAS

1. What is TMAS?

The Submission of Information, Writings and Documentation (TMAS) or, also called mass mailing , is a generic service of EACAT, which allows the editing and sending of one or more personalized communications at once, addressed to the Catalan public administrations. , through an EACAT submission.

2. Who can use it?

This service is designed for the departments of the Generalitat de Catalunya and for supra-municipal bodies.

If you are of this type and want to use it, your user manager must request the service from the AOC Consortium.

3. What I need to use TMAS

In order to use the TMAS service, you must: 

  • Be a user of EACAT . If you are not, please contact your user manager.
  • Have the service and the roles assigned ( Delivery Query and Service User ) assigned. If you don't have one, go to your user manager.
  • Have the S @ rcat registration office assigned where the registration entry will be made, if you are a user of a department of the Generalitat de Catalunya. To check this information, contact your department's user manager.

3.1 Who is my user manager?

You can find out who your manager is in the Home section in the My Managers area.

4. How do I access the service?
  • Log in to EACAT ( eacat.cat ) and enter your username and password or your certificate.
  • Go to the Applications section
  • Click Access the Sending Information, Writing, and Documents service
5. How to create a submission?
Once inside the service, do the following:
  • Click Create New Delivery Batch or Create New Batch .
a) Step 1: the recipients to whom the delivery is addressed
  • You have two options for including the target public administrations:
    • You can download the Administration.xls Template to populate it with recipient data.
    • You can use a template that you have created -always following the format of the Administration Template.xls -.You can add new columns to the Administration Template to customize the communication. You will find more information in point 6. Recipient data template.
  • Click Choose a file to search for it on your computer.
  • Select the Administration Template , ie the excel file (Excel 2003), with the data of the recipients.
  • Click Continue to continue with STEP 2 .
b) Step 2: Regarding the document to be sent
  • You can select 3 options:
    • I will edit it without using a template
    • I will edit it from the template: select any of the existing templates.
    • I already have it, I just need to attach it
  • In this case, we will select the I will edit without using template option, which allows you to create a personalized communication to be sent using the document editor and its options. We will explain the other two options in point 7. Documents to be sent.
  • Edit the text that the document should have (office, letter, notification, application). You will find information on editing the communication in point 8. Editing the submission .
  • View a specific shipment by selecting the shipment number and clicking Preview Shipment.
  • Give it a name and save it as a template, if you need to use it more often. If you only need to use it once, press Continue directly.
  • Press the Continue button if you want to continue
  • To send the submission, do the following:
    • Write the title of the shipment -of the TMAS-.
    • Click Browse to find the attached document, if applicable.
    • Click Create submissions to finish.
  • While the submission is being generated, you will see the following image:
  • Once the submission is generated and submitted, you will see the following:
  • It's time to find the submission in My Procedures:
6. Recipient data template

The template is an excel file (Excel 2003), which contains the data of the recipient public administrations.

As general considerations regarding the format of the template it should be specified that:

  • Optional light gray columns cannot be removed, even if they are empty (no values).
  • Column names are those that will be used to identify fields in the editor and therefore cannot be changed.
  • The order of the columns must be respected. It cannot be modified.

The columns that should appear are as follows:

  1. The first column should be called CodiINE . The content of this column is mandatory and must correspond to the 10-digit code of the recipients of the submission. It should be noted that these must correspond to entities that have joined the EACAT platform. Therefore, it will be validated that all the indicated recipients exist and that they are adhered to EACAT. Otherwise it will not let you continue.
    You can consult these codes in the search engine of local bodies in Catalonia of the Municipality , in case you do not know it.
  1. The second column should be called Email . Although it appears, this column does not work, so you do not need to fill it out.
  2. Other columns I can add. The excel file allows you to add new columns to customize communication. The format of the added columns must take into account the type of data that can be: text, date and number. Any other format is processed as plain text.
  • Text format, interpreted as such and uppercase and lowercase.
  • Date format, which is displayed as follows: dd / mm / yyyy .
  • Number format. For numeric type columns, a suffix can be optionally added to the column name indicating the number of decimal places; optionally, the € character can also be added for currency fields. The suffix to indicate the number of decimals is _Xd where X is the number of decimals we want; If we add an E , the euro symbol is included.
    Here are some examples:
    • CP_0d with value 12345 would result in: 12345
    • CP_2d with value 12345 would result in: 12,345.00
    • CP_0dE with value 12345 would result in € 12345
    • CP_2dE with value 12345 would result in € 12,345.00

    Column names can only contain unaccented alphanumeric characters. Therefore, accents, whitespace, dots, hyphens, etc. cannot be used.

7. Documents to be sent

The options for uploading the document to send are 3:

    • I will edit it without using a template , it allows you to create a custom submission using the document editor and its options. You will find more information in point 8. Editing the submission .
    • I will edit it from the template , it allows to load a previously stored template.
    • I already have it, I just need to attach it . In this option the document already exists and you only need to attach it.
8. Editing the submission

You can only use the editor if the recipients are public administrations and you have selected the I will edit it without using template template when sending the document, which allows you to format the entered text and include fields customized.

Inside the editor you will find options to format the text (font, size, color, etc.) alignment and justification (indents, lists, etc.)

Here are some editor features that can help you customize a document:

  1. Include a logo or image
  2. Insert a table
  3. Paste from a Word document
  4. Import Excel fields
  5. Preview
  6. Save as template

8.1 How to include a logo or image in the submission

  • Select the Image icon and you can choose from two options:
    • Add a link to an internet image.
    • Upload your own image or use an existing image in the user's directory. To do this you need:
      • Press the View Server button and a list of images that your user has uploaded to their directory appears.
      • You can add new ones by clicking Browse and selecting them on your local computer.
      • Finally, you need to press Upload to save them to the user's space, which allows them to be available for future use.

8.2 How to insert a table

  • Select the Table icon on the editor toolbar to create a table.
  • In the Table Properties window that opens, add the table configuration data. The basic properties of a table that can be modified are:
    • Rows , the number of rows in the table must be placed.
    • Columns , the number of columns in the table must be placed.
    • Width , is the width of the table.
    • Height , is the height of the table.
    • Headers , is a drop-down field that allows you to select which place the titles will occupy ( First row , First column or Both ), in order to continue formatting the table.
    • Edge size , is the thickness of the edge of the table.
    • Alignment is how the table is aligned on the page ( Fit Left , Center , and Fit Right ).
    • Spacing between cells is the space between individual cells.
    • Cushioning of cells is the space between the edge of the cell and its contents.
    • Table title shown at the top.
    • Table summary , is the summary of table contents available for assistive devices (e.g., screen readers). This is a good practice because it makes reading a table more accessible to users with disabilities.
    • Advanced , these are some advanced options for finishing formatting tables.

8.3 Paste from a Word document

To paste a snippet of text from a Word document, do the following:

  • Select the text in the Word document and copy it to the clipboard.
  • Go to the TMAS Service Editor , right where you want to insert the text, click the Source Code icon.
  • Right-click and select Paste or Control v to paste the text into the Editor . As only plain text is allowed to be copied, to format the text, click the Source Code icon again.
  • You need to format the text within the Editor (font type and size; alignment; bold, etc.) Please note that this option is NOT for pasting images and that these should be inserted according to the instructions in section 8.1 How to include a logo or image in the submission .

8.4 Importing Excel fields

In order to be able to customize the communication, you need to enter in the editor the different custom fields that are included in the Excel file loaded in the first step. To do this, click on the icon on the right side of the options bar.

A window will then open where you can select in a drop-down the name of the field you want to include in the Editor.

The publisher will add a reference of type ({$ FieldName}) to indicate that that mark will be replaced by the value corresponding to the target entity.

These values should not be modified with the text editor directly, they should always be done by selecting the icon and importing them with the plugin.

8.5 Preview

At any time during the edition of the communication, the user will be able to preview the document to see how it will look. To do this, the user must click on the Preview submission feature.

By default, the document is previewed for the first recipient, but the user can choose any of the first 10 with the drop-down next to it.

8.6 Save as template

The submission of the attached documents or the content drafted by means of the electronic seal certificate of the entity transferred exclusively for the use of the AOC services is always signed. In the event that the entity does not have this certificate, the AOC Consortium's electronic seal certificate will be used.

If a template with this name already exists then it will be replaced with a new one.

Although the communication being edited is not reusable for later use, it is highly recommended that you save the current document periodically. In this way, the work done will not be lost in the event of a communications outage or in the event of an accidental departure from the service.

For these uses we recommend we have a template called Document in progress that will be updated each time.

9 Signature of communications
The submission of the attached documents or the content drafted by means of the electronic seal certificate of the entity transferred exclusively for the use of the AOC services is always signed. In the event that the entity does not have this certificate, the AOC Consortium's electronic seal certificate will be used.