3. Safety Data

3.1. OR Management
An Original Report refers to an aviation safety event submitted via the ECCAIRS 2 Reporting Portal. Both unregistered reporters and registered users—whether individuals or organisations—can submit ORs using web forms, PDF files, or E5X files directed to a specific authority. Additionally, ORs may be generated through APIs, by uploading E5X files, or via Machine-to-Machine (M2M) processes by registered organisational users.
To manage them, the Officer accesses the E2 Web Application and unfolds the Safety Data menu on the upper left side, and selects Original Reports.
The primary purpose of this menu is for Officers to validate or archive ORs. The system will display the list of ORs the reporters submit to the Authority’s Officer.
Officers can customise the OR list as explained in the section Reports Lists.
3.1.1. Status filters and status
Above the list of ORs, on the right side, the system displays the filter tabs:
The list of results will restrict the ORs based on the selected tab.
·        In Progress refers to ‘Open’ or unvalidated ORs. The list of ORs will show ‘Open’ on the ‘E2 Status’ column, and if the OR is edited by its reporter, it will show a ‘padlock’ icon.
·        Processed: refers to validated ORs. The E2 Status column of the list of results displays ‘Processed’ for validated ORs.
·        All: refers to all the ORs belonging to the Officer’s Authority regardless of status.
·        Archived: ORs sent to the archive. The E2 Status column of the list of results displays ‘Archived’ for ORs.
The status of the ORs can be the following:
·        Open: This means the OR has not been validated by any officer.
·        Processed means the OR has been validated and has become a VR Validated report (a copy of the OR linked to it).
·        Archived:  Officers can archive the ORs in the list. Once archived, they can be restored to the “open” status, or deleted.
3.1.2. 3-dot menu of the list of ORs – OR features
On the last column of the right side of each row in the OR list, there is a 3-dot menu. 
If the Officer clicks on it, the system will display a menu. The options available in this menu depend on the status of the OR:
For Open ORs:
For Processed ORs:
For Archived ORs:
The next sections explain what each option in those menus does.
 
3.1.3. Contact details
This menu item displays the contact details of the Reporter who submitted the OR, allowing the Authority Officer to contact the Reporter in case more information or clarifications are required. Contact details are available for registered reporters or unregistered reporters who provided their contact details during submission.
First name and surname, telephone, email address and organisation name (for organisational registered reporters) are displayed in the contact details.
3.1.4. View
When clicking on View in the 3-dot menu (or double-clicking in the list view on any cell of the row), the system will display the content of the OR with the view the Officer has saved in ‘My account’. See Views on ‘My account’ for further details.
If the Officer has no view settled by default, the system displays a blank page where the Officer has to select the specific view for the OR:
The Officer can validate the OR through the ‘Validate’ button above the view, next to the ‘Select the view’ drop-down menu:
When the Officer confirms the action, they can go back to the list of ORs or the list of validated reports (VRs).
3-dot actions button: this button includes all actions available in the 3-dot menu available in the OR list view, except for the ‘View’ and ‘Validate’ options:
3.1.5. Validate
In the 3-dot menu of a row of the ORs list, the ‘Validate’ option allows the Officer to validate the related OR. The Officer clicks ‘Validate’, and the system displays a confirmation message. The Officer can decide to stay at the OR level or to navigate directly to the newly created VR, where they will be able to perform any necessary updates:
Once the OR is validated, it will turn from ‘Open’ to ‘Processed’ in the E2 Status column and will be moved from the ‘In progress’ to the ‘Processed’ tab of the ORs list:
Moreover, the copy of the OR will be displayed as a VR in the Validated Reports menu. 
3.1.6. Archive
This option is to archive ORs. See details in the Features applicable to all reports-Archive section.
3.1.7. Transfer full ownership
This feature is only available for ORs with an ‘Open’ status (E2 Status) and, therefore, are not linked to a VR. It allows Authority Officers to transfer an OR that was initially reported to them to another Authority. 
It is used in cases where the OR was reported to the wrong Authority. As a result, it will disappear from the first Authority’s radar and appear to the new receiving Authority as a regular OR. The Reporter will continue having the OR in their list of ORs, and the receiving Authority will see any future update made to the transferred OR.
·        It can only be transferred to another Competent Authority. Therefore, only Competent Authorities are shown in the pick list.
·        This option is only available for those ORs that are 'Open' (E2 status) and, therefore, not associated with a VR. 
Officers from the receiving Authority can identify the ORs that have been transferred to them by selecting them in the advanced filters and/or with the icon shown by the e2id.
 
3.1.8. Go to related reports
This option is only available for the ORs that have been validated in the ‘Processed’ tab and have a processed status under the attribute E2 Status column. 
A modal view shows the related VR and, if applicable, the Occurrence to which the OR and VR are related. 
·        The Officer can navigate the reports by clicking the ‘Go to the report’ icon.
·        Additionally, they can remove the link between the OR and the VR by clicking on the ‘remove the link’ icon.
ü  By doing so, the status of the OR is changed from ‘Processed’ to ‘Open’ as there is no more validated report related to it.
ü  Note that while it removes the link between the OR in the VR, the link between VR and Occurrence, if existing, is maintained.
 
3.1.9. Restore
For the Archived ORs, the status of the OR is changed back to Open.
3.1.10. Delete
For the Archived ORs, the status of the OR is changed to Deleted. The Deleted OR will no longer be visible in the system, but the record will be kept in the Database. 
3.1.11. Version History
This option of the 3-dot menu shows all the changes the OR has been through, including modification dates and users and the changes in the attributes, if edited. See more details in the Version History section.
3.1.12. Export
This option exports the specific ORs of the list to different file formats. See details in the Export section.
3.1.13. Advanced filters          
Apart from the filters of the list of ORs and the queries, the system provides these Advanced filters Next to the File and the Data menus above the list of ORs:
When the Officer clicks on it, the system displays the following filters above the list of results:
The Officer can activate any of the filters or both at the same time:
The Full transfer filter can restrict the results of the list of ORs:
·        By the Authority(ies) who transferred ORs
·        From a date
·        To another (later) date
The Reported filter refers to reports from other authorities. See section Report to for details on this. This filter can restrict the results:
·        By the Authority(ies) who submitted the reports
·        From a date
·        To another (later) date
The Officer completes the necessary filters and clicks ‘Apply’.
The system will display the list of ORs based on the introduced parameters.

3.2. VR Management
A Validated report (VR) refers to a copy of an original report that the Authority Officer has validated. It is editable by the Officer and can enrich the report with additional information not available in the initial report. The VR is never shared outside the Authority. An Authority Officer can also create a VR from scratch through the E2 Web Application.
The Validated reports can be converted into a new occurrence or integrated into existing occurrences through an integration process.
To manage VRs, the Authority Officer accesses the E2 Web Application home page and selects the Safety Data menu on the left:
They then click ‘Validated Reports’. The system displays the list of VRs with the reports for the specific Authority to which the identified Officer belongs:
Officers can customise the VRs list as explained in the section Reports Lists. 
3.2.1. Status and status filters
Above the list of VRs, on the right side, the system displays the filter tabs:
The list of results will restrict the VRs based on the selected tab.
·        My Drafts: refers to VRs the Officer is editing. The list of VRs will show ‘Draft’ on the ‘E2 Status’ column and cannot be edited by another Authority Officer. 
·        In Progress: refers to ‘Open’ VRs. The list of VRs will show ‘Open’ on the ‘E2 Status’ column, and if an Officer is currently editing the VR, it will show a ‘padlock’ icon.
·        Processed: refers to VRs integrated into an OC. The E2 Status column of the list of results displays ‘Processed’ for the VRs integrated in OCs.
·        All: refers to all the VRs belonging to the Officer’s Authority regardless of status.
·        Archived: VRs sent to the archive. The E2 Status column of the list of results displays ‘Archived’ for VRs.
The status of VRs can be the following:
·        Draft: Draft status refers to a VR created or edited by an Officer and saved with the changes but not as a new document version. As with any other Draft in the application, the drafts can only be viewed by the user who creates it.
·        Open: they are the VRs that are not integrated into an OC. The Officer can edit open VRs.
·        Processed: VRs which have been integrated into an OC and cannot be edited by the Officer.
·        Archived: VRs stored in the archive. 
3.2.2. 3-dot menu of the list of VRs – VR features
On the extreme on the right side of each VR row of the VR table or list, there is a 3-dot menu.
 If the Officer clicks on it, the system will display the following window:
For Open VRs:
For Processed VRs:
3.2.3. View
When clicking on View in the 3-dot menu (or double-clicking in the list view on any row), the system will display the content of the VR with the view the Officer has saved in ‘My account’. See Views of My Account for further details. 
Otherwise, the system displays a page where the Officer has to select the specific view for the VR:
The Officer can integrate the VR into an OC by clicking on the ‘Integrate’ button, as explained in the next section, Integrate into Occurrence.
The ‘Actions’ button displays the following menu:
3.2.4. Integrate into occurrence
Only VRs in ‘Open’ status can be integrated into an OC. The integration is the process of converting a VR into an OC; it can be integrated as a new occurrence or into an existing one. The VR will be changed to ‘Processed’ status in the list of VRs.
A new Occurrence will be created, or an existing one will be updated. Either way, the OC will be linked to the related VR and OR.
The Officer clicks ‘Integrate into Occurrence’ on the 3-dot menu of the specific open VR in the list of VRs, and the system will display the list of ‘Validated Report into occurrence’ with all OCs available in the Authority’s database:
The Authority Officer can create a new occurrence out of the VR or integrate it into an existing one already available in his Occurrence DB and potentially reported by another reporter.
3.2.4.1. Integrate into a new occurrence
When the Officer has clicked on the ‘Integrate into occurrence’ of the 3-dot menu of the VR of the list, above the list of VRs and the Similar Occurrences toggle, the system displays a ‘New Occurrence’ button. The Officer can click on it, and the system will display a confirmation message. The Officer will confirm it, and the VR will be integrated into a new OC, and its status will turn to ‘Processed’ in the list of VRs.
 
3.2.4.2. Integration into existing occurrence
If the Officer knows the OC where to integrate the VR, a search can be done through the E2ID filter, file number or other available columns, as shown in the image above.
When potential similar OCs are unknown, or their data are unknown to the Officer, the Officer can select the ‘Similar Occurrences’ toggle. By clicking it, the system verifies if similar occurrences exist and provides the Officer with a list of these similar Occurrences. 
Searching for similar occurrences is based on an attribute-weight base algorithm configured at the system level. The algorithm uses the following attributes:
Attribute
Description
5
Location indicator
54
Call sign
120
Flight number
167
Last departure point
215
Operator
228
Planned destination
244
Aircraft registration
254
Aircraft serial number
433
Local date
438
Report identification
447
Reporting entity
477
UTC date
881
Engine serial number
21
Aircraft manufacturer model (in this attribute the validation is made with the second level value of the Value List)
The attributes mentioned above of a VR will be checked for equality against the same attributes of all occurrences in the Authority’s database.
Some considerations:
·        The algorithm is divided into 4 blocks, and each block is given a certain weight
·         Block 1 and block 4 are mutually exclusive; therefore, the total is a maximum 100%
·        As the similarity algorithm scans the full database, only the OCs with Attributes 433 (local date) and/or 477 (UTC date) filled out are checked for performance reasons.
All 4 blocks are executed, giving the found occurrence a similarity score. The occurrences with a score > 50% will be shown in a sorted list.
·        Block 1 (50%): The Aircraft flight details. If one of the following conditions is met, the weight will be 50%.
ü  (UTC date or Local date) and Aircraft Registration.
ü   (UTC date or Local date) and Aircraft serial number.
ü   (UTC date or Local date) and Engine serial number.
ü   (UTC date or Local date) and Call sign.
ü   (UTC date or Local date) and Flight number.
ü   (UTC date or Local date) and Report Identification.
·        Block 2 (25%): The geographical details. If one of the following conditions is met, the weight will be 25%.
ü  (UTC date or Local date) and Last departure point and Planned destination.
ü  (UTC date or Local date) and Location indicator.
ü  (UTC date or Local date) and Operator.
ü  (Report identification or Reporting entity).
·        Block 3 (25%): The Aircraft's physical details. If one of the following conditions is met, the weight will be 25%.
ü  Aircraft master model and Aircraft Registration.
ü  Aircraft master model and Aircraft serial number.
ü  Aircraft master mode and Call sign.
ü  Aircraft master mode and Flight number.
ü  Aircraft registration and Call sign.
ü  Aircraft registration and Flight number.
·        Block 4 (25%): The same as block 1, except a variance for the UTC/Local dates of +/- 1 days is considered. If one of the following conditions is met, the weight will be 25%.
ü  (UTC date +/- 1 day or Local date +/- 1 day) and Aircraft registration
ü  (UTC date +/- 1 day or Local date +/- 1 day) and Aircraft serial number
ü  (UTC date +/- 1 day or Local date +/- 1 day) and Engine serial number
ü  (UTC date +/- 1 day or Local date +/- 1 day) and Call sign
ü  (UTC date +/- 1 day or Local date +/- 1 day) and Flight number
ü  (UTC date +/- 1 day or Local date +/- 1 day) and Report identification
On the right of the list, there are three icons per row:
Integrate icon: It will be activated when the report is not blocked (OC has a Draft version or a batch operation is being executed over the OC). The Officer clicks on it, and the system will display a confirmation message. The Officer confirms the action, and the system will display the integration page (explained later in Section 2.2.6.1)
Discard icon: This icon discards the OC, so the VR cannot be integrated into that OC. If clicked, the Integrate icon is disabled, but the OC remains on the list.
Restore icon:  This icon is only active for the OCs that have been discarded. It reactivates the Integrate icon for that OC. 
2.2.4.3. Integration screen
When the VR is integrated into an existing OC, the same screen as in the Conflict Resolution is displayed to the Officer. This screen allows the Officer to validate the information from the VR and the OC.
The identifying process of the entities is explained in Section 2.2.15, Automatic Updates and Conflicting Reports. 
We have to explain what an Attribute Owner is. When more than one VR integrates an OC, each VR can update each attribute. However, as a principal, a Reporter cannot contradict what the Officer or other Reporter had said. So, when integrating the VR into the OC, the Officer can select the attributes of that VR that will be the owners of those same OC attributes. This is done by replacing the OC attribute with the VR one. Note that even if the information of the attribute is the same, the attribute is marked as “conflicting”. The reason for this is that it might be the case the Officer wants to make that VR owner of that Attribute, an in order to do so the information must be displayed even if it is the same in the VR as in the OC. 
Being the owner of an attribute means that any update on that OR will automatically be updated at the OC level. If any other VR tries to change the attribute, the system will create a Conflict. The owner of the attribute is the last one selected on the integration screen.
When the Officer integrates the VR into an OC, the system displays all the information on the two documents. The officer can then select which attributes/instances they want to copy into the OC and make them owners of those attributes/instances.
3.2.5. Edit
This option is only available for ‘Open’ and not blocked VRs. When the Officer clicks on the ‘Edit’ option of the 3-dot menu of the specific VR of the list of VRs, the system will display the content of the VR with the view the Officer has saved in ‘My account’. See Views
 of My Account for further details. 
Otherwise, the system displays a page where the Officer has to select the specific view to edit the VR:
The Officer selects the view in the drop-down menu, and the system displays the specific VR in Draft:
Through the left panel, the Officer can access the different topics of the view. 
The Officer can discard the changes made to the VR, save them as a Draft or Minor version, return them to the VRs list, or save the changes on the current page. See Saving Options for further details.
 3.2.6. Archive
This option is to archive VRs. See details in the Features applicable to all reports - Archive section.
3.2.7. Regularise conflicts
The regularisation of conflicts is explained in detail in the section Automatic updates and Only Conflicting Reports.
3.2.8. Go to related reports
This option is only available for those VRs that:
·        are in Open status and come from an OR; and/or
·        are in Processed status. That is, they have been integrated into an OC.
A modal view shows the reports on which VR is related. 
·        The user can navigate to the reports by clicking on the ‘Go to the report’ icon.
·        Additionally, by clicking on the corresponding ‘remove the link’ icons, they can remove the:
ü  OR-VR link 
o         By doing so, the status of the OR is changed from Processed to Open.
o         Note that while it removes the link between the OR in the VR, the link between VR and OC is maintained if it exists.
ü  VR-OC link
o         By doing so, the status of the VR is changed from Processed to Open.
o         Note that while it removes the link between the VR in the OC, the link between OR and VR is maintained. 
3.2.9. Send note to reporter
The VRs that have come from an OR, provide this option under the 3-dot menu. It allows the Authority Officer to contact the Reporter within the system if additional information or clarification is required. 
The Officer has to click on this option of the 3-dot menu for the specific VR and the system will display a modal window:
Therein, the Authority Officer can write a message and click on send. If they had previously sent other messages, they would appear in this window.
The note will be sent by email to the registered reporter.
Additionally, a Note icon 
will appear by the OR in the list on the landing page of the registered reporter. As a result, the Reporter can send an updated report with the additional information or changes sent by the Officer.
 3.2.10. Creation of a Validated Record from scratch
The Officer can create a new VR from scratch without having to validate an OR.
As the VR is saved, the system validates if it already exists in the Authority by checking the following attributes of the ECCAIRS Central Taxonomy:
·        Report Identification (438)
·        Reporting Entity (447)
·        UTC Date (477)
If there is a match, the system informs the user that the VR already exists.
The Officer has to access the VR management option under the Safety Data drop-down menu, and the system will display the VRs list. Above the list of VRs and the filters, there is the ‘New Validated Report’ button:
 
The Officer clicks on it, and the system displays the New VR page, based on the default view the Officer has previously set through ‘My account’. See Views of My Account for further details. 
If no view has been previously set, the system will display the Views drop-down menu:
The Officer selects a View on this menu for the system to display:
The Officer can move between topics through the navigation tree on the left page. 
The Officer can discard the VR, save it as a Draft or Minor version, return to the VRs list or save the changes on the current page. See Saving Options for further details.
3.2.11. Export
This option exports the specific VRs of the list to different file formats. See details in the Export section.
3.2.12. Other VR features
The Officer clicks on the Advanced Filters menu, and the system displays below the ‘Only conflicting Reports’ and the ‘Automatic Updates’ toggles:
3.2.13. Automatic updates
Once the OR is validated, the reporter can update the information on the report. If the OR is saved as a minor version and has related reports (VR or VR and OC), the application tries to copy the new information into the related reports of the OR. This process is called Automatic Update. 
If there is new information updated, the application shows it in the view screen of the VR/OC with the fields updated highlighted as in the screenshot
Automatic updates are carried out on the related reports (VR and OC). Documents that have been automatically updated are marked with an icon
in the list and have an Advanced Filter to display only those documents.
3.2.14.  Conflicting Reports
Before getting to what a Conflict is, we first must explain how the system identifies the Entities and Instances. When a report is created, its entities and instances are assigned an ID. That ID is unique and is used to identify the Entity or Instance. If the Report is created Online, through a PDF or the API, the application creates the ID, but if the Report is submitted through an E5X file, it could be that it has an ID included in the E5X file (from now on referred to as E5X ID or External ID) or not provided. If the E5X ID is provided, the system will use that to identify the Entity/Instance. 
If there is no ID in the E5X, the system then will try to identify the Entities or Instances through the Key Attributes. Key Attributes (referred to from now on as KA) are unique attributes settled by EASA at the central level to identify instances. There can only be one Key Attribute per instance, and currently, the following ones are available: 
·        Aircraft: Aircraft Registration Number
·        Aerodrome: Location Indicator
·        Air Navigation Service: ATS Unit Name
·        Airspace: FIR/UIR Name
·        Narrative: Narrative Language
·        Events: Event Type
·        Reporting History: Report Identification
If those attributes are present in each instance, the system identifies them and tries to match them with the existing ones in the Documents. If there is a match, the instance is updated. If there is no KA match, a new instance is created.
A Conflict is created every time the Reporter makes an OR update. The system will automatically make the Automatic Update on the related reports. If, by doing so, the updated attributes try to modify information the Officer has updated or the system does not know with which instance (no E5X ID or KA) it is related, it will create a Conflict.
Conflicts can exist between the OR and VR, and between the VR and OC. The Officer must first resolve the conflict between the OR and VR before solving any conflict between the VR and OC.
With that information explained, when a Conflict is created, no other update is carried on until the Conflict is solved. The VR is blocked until the Officer solves the conflicts. The Officer must go to the Regularise Conflicts option in the three dots menu to do so. The VR with an existing Conflict is marked with the icon
. It is also an advanced filter, so only the conflicting VR are displayed.
When the Officer enters this screen, a VR Draft is automatically created, blocking VR for the rest of the Authority Users. For all the Conflicts, the header is the same with the following buttons and actions:
·        Back: returns to the table with all the VR. Before returning to the VR table, a modal requesting the Officer to discard unsaved changes is displayed. 
·        Discard: it deletes the Draft, and all the work done is lost. There is a modal requesting confirmation for this action. The conflict is not solved, and VR is still blocked.
·        Save as Minor: Save the VR information displayed on the screen as a minor version. The Conflicts not approved will be automatically discarded, and the automatic updates will be accepted.
·        Accept All: accepts all the conflicts and copies all the information from the OR to the VR. The system will show a modal advising that the instances replaced in the VR will lose all the information contained as it is fully replaced by the Instance's OR. The Officer must confirm this action for each instance that has a conflict. 
·        Reject All: Reject all the conflicts simultaneously, including the Automatic Updates.
·        Undo: returns the VR to the starting point when the Officer opens the Conflict Resolution Screen. 
Talking about the OR-VR information, the Officer can see on the left side the OR information and on the left side the VR information. It is important to remark that only the information that has been modified (either by an Automatic Update or is in Conflict) is displayed on this screen. 
On the VR side, the Automatic Updates are marked in light green. The Officer can undo them by clicking the arrow icon (/) at attribute or instance levels. 
The Conflicts pending to be solved are on the OR side, in dark yellow. The Officer can add the attribute or instance by clicking the double arrow icon (
) or reject the Conflict by clicking the X icon (
).  
If the attribute is moved to the VR, the information is updated at the VR level with the latest Reporter’s update. If the instance is moved, all the Instance’s VR information is replaced by what the Instance’s OR has, even the information not shown on this screen. If this is the case, a new screen is presented to the Officer to confirm this action. 
 
When the Officer has finished reviewing the conflicts, they have three options on the top right side of the screen:
·        Back: returns to the VR listed screen. It does not save the changes made but keeps a Draft of the VR. Conflicts are still pending to be resolved.
·        Discard: this option closes the Conflict Resolution screen without any change saved and deletes the draft. Conflicts are still pending to be resolved. 
·        Save as Minor: the Conflict Resolution screen is closed and all the changes (if any) madre by the Officer are saved in the VR as a new minor version. Conflicts are solved. 
Note that the ‘Regularise conflicts’ option will only appear in the 3-dot button of the VR when the Open VR is not blocked.

3.3. OC Management
An occurrence (OC) can be constituted by one or multiple VRs from different reporters reporting the same safety event. The Authority Officers can share occurrences. An OC is a report of a safety event reported by one or multiple reporters through the E2 Reporting portal.
They can come from ORs validated by Officers and transformed into VRs.
They can come from VRs directly created by Officers
The Officers can directly create them in the system.
To manage them, the Officer accesses the E2 Web Application and unfolds the Safety Data menu on the left:
They then select ‘Occurrences’, also known as OCs. The system displays the list of OCs:
Officers can customise the OCs list as explained in the section Reports Lists. 
3.3.1. Status and status filters
Above the list of OCs, on the right side, the system displays the filter tabs:
The list of results will restrict the OCs based on the selected tab.
·        My Drafts: refers to OCs the Officer is editing. The list of OCs will show ‘Draft’ on the ‘E2 Status’ column and cannot be edited by another Authority Officer. 
·        In Progress: refers to ‘Open’ OCs. The list of OCs will show ‘Open’ on the ‘E2 Status’ column, and if the OC is edited by its reporter, it will show a ‘padlock’ icon.
·        Shared: refers to OCs shared from the Officer's Authority to other Authorities and those shared from other Authorities with the Officer’s Authority.
·        All: refers to all the OCs belonging to the Officer’s Authority regardless of status.
·        ECR: refers to all OCs shared with the ECR from all the Authorities belonging to the ECR
 
The status of the OCs can be the following:
·        Draft: The officer creates or edits an OC and they save it as a draft. All the OCs the Officer saves as a draft through the creation or edition of an OC process are saved in ‘Draft’ status. They can only be accessed by the Officer who is currently editing the report.
·        Open: This means the OC has not been archived and can be edited by the officer.
·        Archived:  Officers can archive the OCs of the list. Once archived, they can be restored to “open” status or deleted.
3.3.2. 3-dot menu of the OCs – OCs features
The system displays a 3-dot menu on the right side of each OC row of the list of OCs. If the Officer clicks on it, the system displays the following for ‘Open’ and not blocked OCs:
3.3.3. View
When clicking on View in the 3-dot menu (or double-clicking in the list view on any row), the system will display the content of the OC with the view the Officer has saved in ‘My account’. See Views of My Account for further details. 
Otherwise, the system displays a page where the Officer has to select the specific view for the OC:
Once a view is selected, the OC is opened in view mode.
The Officer can make a major version and share the OC by clicking the ‘Make Major & Share’ button as explained in the section Make major and share.
The ‘Actions’ button displays the following menu:
3.3.4. Edit
This option is only available for ‘Open’ OCs belonging to the Officer’s Authority and is not blocked. It is not available for those OCs shared with the Officer’s Authorities by other Authorities or the ECR. 
When the Officer clicks on the ‘Edit’ option of the 3-dot menu of the specific OC of the list of OCs, the system will display the content of the OC with the view the Officer has saved in ‘My account’. See Views of My Account for further details. 
Otherwise, the system displays a page where the Officer has to select the specific view to edit the OC:
The Officer selects the view in the drop-down menu, and the system displays the specific OC in Draft:
Through the left panel, the Officer can access the different topics of the view. 
The Officer can discard the changes made to the OC, save them as a Draft, Minor or Major version, and return them to the OCs list or save the changes on the current page. See Saving Options for further details.
3.3.5. Copy
This option displays the editing page with the content of the copied OC in the view previously set through ‘My account’. See the Views section of My Account for further details. The editing page is as follows:
The Officer can update the necessary fields and click on one of the saving options. See the previous sections for further details.
Although the Officer does not update any field when saving the updates, the system will assign a different E2ID and a different file number.
The Officer can discard the draft version of the new OC, save it as a Draft, Minor or Major version, and return it to the OCs list or save the changes on the current page. See Saving Options for further details.
3.3.6. Archive
This option is to archive VRs. See details in the Archive section.
3.3.7. Regularise conflicts
When this option appears in the 3-dot menu of the OC, the ‘Make major and share’ option will not appear. It can only appear when the OC is open and not blocked.
The Regularise conflicts option already depicted for VRs is also applicable for OCs since the changes made in the OR can conflict with the Officer updates in the VR and the OC updates. The functioning of the regularisation of conflicts is explained in detail in section Conflicting Reports
3.3.8. Create a major version and share
An OC can be shared individually with the ECR (European Central Repository) or to one or more Authorities. While a Minor version of an OC can be shared, it will not be visible to the other Authorities until it is saved as a Major version. See the Safety data management section for further details about versioning in E2.
The Officer has to click on the ‘Make major and share’ option of the 3-dot menu of the specific OC in the list of OCs. The system will display the following modal window:
The Officer can select the specific Authorities through the Authorities drop-down menu.
The information shared with other Authorities can be limited by selecting deidentified attributes. When the OC is shared with other Authorities, the value of the deidentified attributes is not shown when the other Authorities view the OC.
·        The attributes that can be selected are defined at the Authority admin level.
·        The Officer can choose which ones they want to deidentify, if any, by clicking on the option.
The Authority can also indicate if attachments will be visible to other Authorities when sharing.
·        The administrator defines the Authorities with which all the attachments can be shared at the Authority level. 
·        The Officer can choose whether they want to share the attachments by enabling the toggle.  
ü  If enabled, all the attachments will be shared with the Authorities previously selected in the Authority Settings option ‘Sharing of Attachments.’
If the Officer clicks the ‘Make major and share’ option of an OC previously shared, the system will add a ‘stop sharing’ option to the modal window:
The report will no longer be shared if the Officer clicks on it.
This option can unshare OCs shared via Batch Operations (BOs) from the OC list individually.
3.3.8.1. Shared tab
The quick filter for shared elements allows the Officer to filter on Occurrences shared by the Officer’s Authority to other specific Authorities and to filter on Occurrences shared by specific other Authorities to the Officer’s Authority.
In the Advance Filter, the Officer can filter the OC Shared with specific Authorities. There are two fields (Shared From and Shared With) by Authorities. In order to see OC from the Officer's Authority shared with other Authorities, the Officer must pick its Authority in the Shared From field (by default this option is marked), and in the Shared With field the Officer can select Authorities they want to see OCs that have been shared with. 
If the Officer's Authority is selected in the Shared With, that would display the OCs shared from other Authorities (selected in the Shared From field) with its Authority. 
The system will display the list of results according to the specific search
It is important to advise that the filter is saved for future consults. 
3.3.8.2. ECR TAB
The quick filter on ECR allows the officer to directly consult the whole ECR database, constituted by all Occurrences shared by all Authorities (including the Officer’s Authority) to the European Common Repository.
OCs shared with ECR: The Officer has to click on the ‘ECR’ tab, and the system will display the OCs its Authority has shared with ECR.
 3.3.9. Report to
This feature allows an Authority to report an Occurrence to another Authority.  One of the main advantages is that it will land in the receiving Authority as an OR and can, therefore, be processed as any OR by the receiving Authority.  
Updates made on the Occurrence, as long as the OC is saved as a major version, will result in updates of the OR at the receiving Authority level. If the OR has been previously validated and/or integrated into an OC, automatic updates will be applied unless any conflicts need to be resolved.
The Officer clicks on the ‘Report to’ option of the 3-dot menu, and the system will display a modal window:
This window displays a warning: ‘Sharing ownership is an irreversible action; be careful when proceeding.’
The Officer has to select as many Authorities as needed on the ‘Authority’ drop-down menu and click ‘Submit’. The report will be submitted to the chosen Authorities as an OR, and both the OC and the OR(s) will be linked, so when there is an update in the OC it will be propagated to the OR(s).
The system will mark with a report icon the reported OC in the list of OCs:
Likewise, this icon will appear in the list of ORs for the reported ORs of the corresponding Authority. A specific filter is available to filter on ORs reported by other authorities. See Advanced filters in  OR features.
3.3.10. Creation of an OC from scratch
The Officer can create a new OC from scratch.
As the OC is saved, the system validates if it already exists in the Authority by checking the following attributes of the ECCAIRS Central Taxonomy:
·        Responsible Entity (453)
·        File Number (452)
If there is a match, the system informs the user that the OC already exists.
The Officer has to access the Occurrences option under the Safety Data drop-down menu and the system will display the OCs list. Above the list of OCs and the filters, there is the ‘New Occurrence’’ button:
The Officer clicks on it, and the system displays the New OC page. Based on the default view, the Officer previously set it to ‘My account’. See Views of My Account for further details. 
The Officer can move between topics through the navigation tree on the left page. 
The Officer can discard the OC, save it as a Draft, Minor or Major version, and return to the OC list or save the changes on the current page. See Saving Options for further details.
3.3.11. Advanced Filters
The filters provided by the system vary depending on the selected tab. When the Officer selects ‘My Drafts’ or ‘In Progress’, the system shows the following filters:
3.3.12. Automatic updates and Only Conflicting Reports
Section Automatic updates and Only Conflicting Reports for VRs is also applicable for OCs.
3.3.13. Reported toggle
It appears after clicking on ‘Advanced Filters’ in the OC menu.
It restricts the results to the OCs that have been reported to other Authorities. When the Officer activates it, the system displays the following additional filters:
The Officer can select the Authority/ies to which the OC has been reported over a certain period and click the ‘Apply’ button.
The system will display the list of OCs based on the introduced parameters:
In the list view, next to the E2ID, the system will display a ‘Report to’ Icon. If the Officer moves the mouse over the icon, the system will display the Authority/ies to which the OC was reported.
2.3.14. Shared filters
When the Officer clicks on the ‘Shared’ tab above the list of OCs and then on ‘Advanced filters’, the system displays the ‘Shared From’ and ‘Shared With’ tabs to restrict the results accordingly in the list of OCs.
When the Officer clicks on the ‘ECR’ tab and then on ‘Advanced filters’, the system displays the "Shared From" filter.

3.4. Features applicable to all reports
The following sections include general information applicable to OR, VR and OC levels.
3.4.1. Reports Lists
ORs, VRs, and OCs are listed in columns. Each column refers to an attribute/metadata field of the OR, VR or OC. The columns are set by default. Each row of the OR list is clickable.
The Officer can alter the position of each column by dragging and dropping them.
Next to the title of each column, there is 3 points link through which the Officer can filter the columns to be displayed:
Below each column, there is a drop-down menu through which the Officer can filter the data for the specific column:
This drop-down menu will display operators according to the attribute or field type.  Additionally, for text or alphanumeric columns, the filtering can be case-sensitive 
.
The appearing attributes and their order can also be updated through the My Account-Custom columns. See the section on Custom columns for further details.
 3.4.2. Views
The view selection menu is used to see the OR or any other reports under a specific view template, showing a preselection of entities and attributes relevant to a particular perspective. 
 
The Officer can navigate through the different parts of the report using the topic navigation menu on the left side. Topics are based on entities of the ECCAIRS taxonomy. 
When the Officer selects a topic, the attributes under the different sections of the topic will be displayed in the right panel.
A' Read Mode' button at the top of the topic tree allows navigating through the whole report without using the topic navigation tree, only scrolling down through the document. 
When the ‘Read Mode’ is selected, a  ‘Print’ button is provided to print the report.
To recover the left pane with the topics, the Officer has to click on ‘Edit mode’ above the form.
Below the Read Mode icon of the left pane, the system displays the topics defined for the selected view. i.e.:
The Officer can click on a specific topic, and the system will display that topic:
When navigating from one topic to another, the system will warn if mandatory fields are not filled.
3.4.3. Archive
Only available to ‘Open’ reports (E2 Status) it applies to ORs, VRs and OCs. The system displays a confirmation message when the Officer clicks on ‘Archive’ on the 3-dot menu.
If the Officer confirms the action, the report is archived and is stored as an archived report. Its status will turn from ‘Open’ to ‘Archived’.
The Officer can click on the ‘Restore’ option of the 3-dot menu of the archived report. The officer confirms the action to unarchive a report, changing the status from ‘Archived’ to ‘Open’ (E2 Status) and moving the report to the ‘In progress’ tab.
3.4.4. Saving options
The ORs are not editable for the Authority Officers. The save options are only available for VRs and OCs:
Saving options for VRs:
·        Back to list button: it directly returns to the list of VRs.
·        Discard button: it displays a confirmation message. If the Officer clicks on it, the system will return to the list of VRs, and the updates will be lost.
·        Minor button: It saves the VR as a minor version and closes the action.
·        Draft button: It will save a draft version of the VR and will close the action.
·        Save button: When the Officer clicks on this button, the system saves the updates in the form that will be displayed so the Officer can continue editing the VR.
Saving options for VRs:
·        Back to list button: it directly returns to the list of OCs.
·        Discard button: it displays a confirmation message. If the Officer clicks on it, the system will return to the list of OCs, and the updates will be lost.
·        Minor button: It saves the OC as a minor version and closes the action.
·        Major button: It saves the OC as a major version and closes the action.
·        Draft button: It will save a draft version of the OC and will close the action.
·        Save button: When the Officer clicks on this button, the system saves the updates in the form that will be displayed so the Officer can continue editing the OC.
3.4.5. Notifications
The Officer can directly flag a report in the ORs, VRs, or OCs list to be alerted of any future updates through notifications in the E2 Web Application landing page with optional email notification of any update.  See details in the Object-based notifications section.
Directly by clicking the flag of the specific report of the list:
Or by checking the specific reports of the list, clicking on the File menu above the list of ORs, VRs or OCs and then clicking on ‘Notify’:
The system will display the following window:
The Officer will check the flag to activate or deactivate the notifications on updates on the selected reports and will click on ‘Save’. Future updates on those reports will be sent to the specific officer if the flag was enabled. The list of flagged reports can be filtered using the filter at the top of the column.
3.4.6. Version History
This option of the 3-dot menu of each OR, VR and OC shows a modal view with all the changes the report has been through, including modification dates and users and the changes in the attributes, if edited. 
The Version History can be filtered by:
Actions: All the Actions a report can go through are registered in the Version History with a different colour:
Reports: all the reports related to the report being consulted in the Version History.
The user can select the related reports, if any, and see the changes in them in chronological order.
Together with each action, the Modification Date and the user account of the user who made the action are included. For some of the actions, for example, ‘Edit’, a ‘Show Changes’ section is included, which shows the attributes that were added, changed, or deleted.
3.4.7. Export
The Officer can export one or more ORs, VRs and OCs in different file formats. 
·        To export one report: This 3-dot menu option works for each listed report. 
·        Export in bulk: The export option can be performed by selecting multiple reports on the list and clicking the File drop-down menu above the list of reports. 
The Officer checks the specific reports to be exported at the list and clicks on ‘Export’ under the ‘File’ menu. The system will display the following pop-up window that works the same for individual exports:
The Officer can select the format (Excel, Word, E5X, E5Z).
3.4.7.1. Excel Format
When it is selected, the system will display:
·        View: A view is a template used to view the data; this export will take the same attribute selection in the same order as displayed in the view. The system displays the views menu with all the views available for the Officer and must select the specific view to export the file, i.e.:
Then, click on the ‘Export’ button. The system will send an email notification to the Officer with a link to the export file.
·        Attributes: When the Officer selects ‘Attributes’ the system will display the Attributes List drop-down menu and the ‘New attribute list’ button:
An Attribute List is an export profile available for the Officer, where they can save their export preferences. They can create one on the fly if no Attribute List item is available. 
The Attribute Lists can also be created through the ‘My Account’ menu and the ‘Attribute List’ tab. See the Export by Attribute section for more details. 
When the Officer clicks on ‘New attribute list’, the system will display the Attributes List pop-up window:
The Officer has to fill in the Name field that is unique to each Attribute List export profile. The metadata fields check is activated by default. The Officer can deactivate it so the metadata attributes of the selected reports will not be exported.
Below, the system displays the taxonomy tree, through which the officer can navigate and select the specific attributes they want to be exported. 
The arrows unfold the items contained under each entity. See the Taxonomy Browser section for further detail on its navigation. The Officer can also write in the Filter field to find the specific attribute. The Officer has to check the specific one/s, and they will appear under the ‘Selected Attributes’ title, i.e.:
The Officer has to click on ‘Save’, and the system will return to the Attributes List selection window:
Here, the Officer has to select the corresponding created ‘Attribute List’ from the drop-down menu and decide if they want to ‘aggregate all the report information in one row’, and whether they want to ‘Remove empty columns’. Then, the actor clicks on ‘Export’, and the system will email the Officer’s address to send the Excel file with the OR/s.
3.4.7.2. Word format
When exporting reports to a Word format, the system picks the data in the reports. It is put into a Word Template to facilitate the generation of ready-to-distribute documents.
When it is selected, the system will display:
·        Export to radio button: 
ü  This presents two options, either ‘One Single File’, if the Officer wants a compressed file containing one word document for all the reports or ‘Separate Files’,  if the Officer wants a compressed file containing one document per report. 
·        Template radio button: 
ü  When the Officer selects ‘New’, the system will display a files section where the template can be uploaded through the ‘Select files’ button. The Officer can also drag the file/s and drop them in this section.
ü  Officers can select ‘From my Libraries’ if a template is already available in the libraries available to the Officer.
The Officer must upload the template file and click ‘Export’. The system will email the Officer a download link when the report is ready.
From my Libraries: when the Officer clicks on this option, the system will display the Libraries pop-up window:
The system will display below ‘My Personal Libraries’ with the tree of Libraries available to the Officer. 
The Officer will unfold the libraries through the arrows, select the specific template, and click on ‘Export’. Then, the system will email the officer’s address to send the Word file with the reports.
Nonetheless, the creation of word templates is also managed through the Data Management menu, ‘Word Templates’. See section Word Templates for further detail.
3.4.7.3. E5X and E5Z format: 
When the Officer selects one of these options, the system displays the ‘Views’ drop-down menu below. The Officer can select a view on the menu and click on ‘Export’:
The system will email the Officer when the E5X file(s) will be ready to be downloaded with a download link.
3.4.8. File number
File Number is an attribute of the ECCAIRS taxonomy (452) that identifies the report (OR, VR or OC) the Officer is saving. It is unique per type of object and Authority. The pattern used to define the file number is determined at the Authority level.
 3.4.9. Data menu - Refresh Queries
This menu concerns the execution of existing queries the Officer has available. See Queries for details on their creation and management.
Next to the File menu, above the list of ORs, VRs or OCs, the system displays the Data menu:
Data Refresh Query: When the Officer has selected queries through the ‘Data Select Query’, as explained above, the system will show them in the Data Refresh Query window where the Officer will select a specific query and will click on ‘Execute’:
The system will execute the query, and the system will update the list of results based on the selected query:
Data select Query: This button displays a modal window with the libraries available to the Officer to select a query:
The Officer has to navigate the available libraries, select a query, and click ‘Execute’.
The system will update the list of ORs based on the query's conditions.
The last 10 queries executed through this button will be available through the ‘Data Refresh Query’ option. 
Data Clear Results: This button deletes the application of the queries in the list of results. When the Officer clicks on it, the system updates the list of ORs, removing all the filters and presenting all the results.
 Refresh icon: to refresh the page.
3.4.10. Reference table values to fill in the form
RefX, Reference Tables simplify data entry for reporters and Officers. The purpose is to centrally store look-up tables that will be used based on a trigger value to automatically retrieve the associated values. For instance, the aircraft registration reference table stores the aircraft registration number (used as a trigger). It already includes key information related to this aircraft registration number, such as make, model, aircraft category, state of registry, propulsion type, year built, etc.
The values are used to allocate data that will help reporters fill in the OR web form, and Officers fill in the VR/OC forms. There can be multiple RefX, linked to different attributes, meaning an attribute can only trigger one RefX. 
All triggering attributes are identified in the view with a Triggering attribute icon 
 and are presented in blue:
 The Officer has to type a value in the attribute field and click on the triggering attribute icon to open all the possible values registered in the Reference Database to help the Officer fill in the view. 
The Officer selects a set of values from the list and clicks the 'Update' button.
The attributes in the list are automatically filled in the view with the selected values. The automatically updated attributes are highlighted in the view to help its revision, as follows:
3.4.11. European Risk Classification Scheme (ERCS)
The European Risk Classification Scheme (ERCS) is a methodology used to assess the risk posed by occurrences in civil aviation. It provides a safety risk score based on various factors. The ERCS addresses the safety risk of an occurrence and not its actual outcome. The assessment of each occurrence determines the worst likely accident outcome that might have happened and how close to that accident outcome the occurrence was.
The ERCS score is composed of two variables:
·        Severity: the worst likely outcome in case the occurrence had escalated into an accident
·        Probability: the likelihood of the occurrence escalating into that outcome
An out-of-the-box role, defined for officers, already exists, with the proper permissions assigned.
The Officer has to click on the ERCS button located in the view, next to the 'Risk Management' topic, i.e.:
The system will display a modal window with the ERCS wizard:
It is formed by 4 simple steps:
1.        Outcome / Key Risk Area Level 1: where the officer has to select the most likely type of accident (key risk area) and click on Next.
2.       Severity: where the Officer has to select how many possible fatalities would have been involved in an accident in case there was one and click on ‘Next’.
3.       Barrier calculation: The officer has to select the values for the barriers list. The Barrier Weight Sum is calculated according to the Officer's selection. The Officer has to click on ‘Next’.
4.       Final Matrix: The calculated risk grade is highlighted in the matrix with a tick icon and blue border. The Officer can change this value by clicking in another cell, and the system will add a field to make mandatory comments. 
The Officer can click 'Skip to the final matrix' at any step. By doing so, the system redirects to the final step so that the Officer manually selects the risk grade. The Officer will be asked to explain that choice.
The Officer can return to any previous wizard question by clicking the ‘Previous’ button or the step number.
Once the Officer completes the process, click the OK button, and all the selections will be transferred to the edited view.