A so-called dossier is prepared for each new application in the SA SP. This serves as a container for all tasks, communication and documents related to this application, right up to approval and invoicing. So, you can consult a dossier at any time to see the progress of clarifications and the related documents, and to carry out all your tasks in connection with this dossier.
You will find your dossiers in the dossier lists in order to view their status and the related documents or comments, to copy or cancel an existing dossier or to submit an application for a minor amendment to an ET permit.
Under the menu item “Dossiers” you will find all applications submitted by a member of your group account. A dossier is a collection of all the data, tasks and documents created in connection with your application. There are different submenu items in which dossiers are listed according to their current status.
Open: the application has been created but not yet submitted
Being processed: the application has been created and submitted but no response has been given by the approval authority
Approved: all the authorities involved have responded to the application and at least one of them has approved it
Completed: the application has been completed but not approved (rejected or cancelled)
Archived: the last authorized journey and processing of the dossier took place at least three months ago; it has therefore been archived and is no longer to be found in the submenus mentioned above
Everything: here you will find all your dossiers, regardless of their status, except archived ones.
If you have selected a submenu item, the corresponding dossiers will be displayed, provided that there are dossiers with the corresponding status in your group account. The functions on all these pages are the same.
As soon as a table has more than 10 entries, they are spread over several pages. 10 is the standard setting. Beneath the table you can also adjust the setting by selecting a different number.
If the entries are spread over several pages, you will also see this displayed in the bottom right-hand corner. You can move to the next or previous page with the arrows.
You can search for dossiers by entering a text in the search field (7). It’s a simple text search. As soon as you enter a text, only entries containing this text in the dossier number or the designation will be listed.
You can also sort the dossier list by clicking on most of the column titles; sorting is by content of this column.
You can click on an entry in the dossier list to open the dossier or select the entry with the small button in the first column (8) to copy it. The “Copy dossier” button (9) will only become active if you have selected a dossier in this way. Select this button in order to create a new application with the data of the selected dossier if you are planning a similar journey. You will then have to enter a new designation and press “Copy dossier” again to create a new application. Now you have to enter a new date in step 1 of the application. All other data have been taken over from the copied dossier, but you can adapt it and finally submit the dossier again.
IMPORTANT: If you have submitted an ET application not for approval but for preliminary clarification and have thus received only a provisional confirmation from the approval authority, you can also copy this dossier in order to submit it for legally-valid approval.
As on all pages of the application, you will also find here the functions for adapting the user language displayed (10) and for logout (11).
If you click at any point in a line of the dossier list, this will open the dossier. Various other actions are now available to you, depending on the status and type of the dossier. You will only find the status-dependent functions in the dossier screen. If you are in the application screen of an open dossier to enter your data, select the dossier number in the navigation area (1) to get to the dossier screen.
If you select a dossier in the submenu item “Open”, the first step of the application screen will be displayed directly. If you have created this application yourself, you can edit and submit it. If the application was created by another member of your group account, this is unfortunately not possible. If that user is unable to further process the application him-/herself, you can make a copy of it (see above) in order to take over the data entered and finally delete the original dossier, as described in the next paragraph.
If you are in the dossier screen of an open dossier (as in the above screenshot), click on the link (6) to switch to the application screen and continue to enter your data.
This function is only available in the dossier screen of an open dossier, i.e. only as long as the application has not yet been submitted. You will find it in the “Open” submenu. If you press the “Delete” button (2) and confirm the action, the dossier will be definitively deleted. You will then no longer be able to find it or forward it to any approval authority. You will need this function, for example, if you have created an ADR application by mistake but never perform dangerous goods transports.
This function is only available in the dossier screen of a dossier that is being processed, i.e. after the application has been submitted but before it has been approved or rejected by the approval authorities. You will find it in the submenu “Being processed”. In such dossiers, you will see a “Cancel” button instead of the “Delete” button (2). Press this button and confirm the actions if you wish to withdraw your application as invalid. This is possible free of charge with an application filed to FEDRO. In applications to a cantonal approval authority, you should clarify possible financial consequences in advance with the authority concerned.
After cancellation, the dossier is not deleted but closed. So, you will still find it in the corresponding submenu. If you wish to submit such an application later on after all, you may not reactivate it, but you can make a copy of it as described above.
A so-called minor change can only be requested for already-issued single-journey import and transit permits for exceptional transports and vehicles (ET) and only as long as the last approved journey is not yet in the past. Furthermore, this is only possible once per dossier.
If you have dossiers that meet all these requirements, you will find them in the “Approved” submenu. In such dossiers, you will see a “Minor change” button in the dossier screen, instead of the “Delete” or “Cancel” button (2). If you press the “Minor change” button, a dialogue box will open where you have to enter the desired change and submit the request for a change.
A new task is then created and addressed to FEDRO, the status of which you can also view in the dossier screen. If your request is approved, a new permit document will be created, attached to the dossier and sent by e-mail to the permit recipients. You will also be informed of a rejection by e-mail.
When you have opened a dossier, you can switch to the document management function of the dossier in the navigation area on the left (3).
You will find here all the documents that have been attached to the dossier by you or by an authority (including the documents of a selected vehicle or trailer from your fleet, e.g. a vehicle registration document). The PDF generated of the application is attached here with the designation “Application-XX”; “Main permit-XX” is the last valid document that was sent to you as a permit by e-mail. Clicking on an entry opens a preview of the document. You can download or print it.
You can also attach further documents here (“Upload file” button), e.g. to provide an approval authority with additional information to assess the application at its request.
In an opened dossier you could also navigate to the comment function (4).
Here you can create an additional message to the approval authorities by inserting and sending a comment. The approval authority can contact you by the same channel. In this case you will be informed by e-mail about the new comment. For each comment, you can see who created it. The date and time of creation are also displayed.
