# 6. Administration
# 6.1 Administration menu
It is accessible through the navigation bar and includes the following menus:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/L6Yimage.png)
· General Settings
· Accounts & Permissions
· Content Management
· Others
# 6.2. General Settings
### 6.2.1. Organisation Management
Organisations are defined locally by a user enrolled in the National Security Administrator role. When defining organisations, it can be assigned the webforms that will be used by that organisation when reporting ORs via the E2 Reporting Portal. It can also be determined through predefined Attributes automatically filling with the predefined value when the organisation's users create new ORs.
Administrators have to unfold ‘Administration’ and click on ‘Organisation Management’ under ‘General Settings’. The system will display the Organisation Management menu:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/sVYimage.png)
It displays a table of organisations with the following columns per Organisation row, which also work as filters:
· Name: it is unique for each organisation
· Phone: it is not mandatory
· Created by: the Administrator that created the organisation
· Creation date: the date when the organisation was created in E2
The last column provides a delete and edit icon per each organisation, as follows:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Dpeimage.png)
Above the table, on the right side, there are the following buttons:
· Import Organisations and Users
· New Organisation
#### 6.2.1.1. Create an organisation
Administrators have to click on ‘New Organisation’ above the table of organisations, and the system will display the ‘New Organisation’ page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/kMCimage.png)
The mandatory fields are the following:
· **Organisation Name**: it has to be unique for each organisation
· **Responsible NAA**: the system sets the Authority to which the Administrator belongs. By default, it is not editable.
· **E5X**: by default, it is ‘Allow Incremental E5X’. Administrators can select ‘Block E5X’ or ‘Allow Total E5X’ instead:
ü Block E5X will not allow users of this organisation to import ORs through E5X files
ü ‘Allow incremental E5X’ refers to importing all the versions of the ORs through the E5X; it means the first version of each OR and all their updates.
ü ‘Allow Total E5X’ refers to import only the last version of the ORs
· **Username**: it refers to the user that will be created when the organisation is created
· **First name**: first name of the user that will be created when the organisation is created
· **Last name**: first name of the user that will be created when the organisation is created
· **Email address**: User email will be created when the organisation is created. Preferred language: by default, it is English, which is not editable.
The optional fields are the following:
· Organisation Group: drop-down menu providing the organisation groups to be selected, if any
· Phone: telephone number of the organisation
· Responsible contact fields: all of them are optional. They are to contact the responsible of the organisation:
ü Full name: it is referred to the responsible contact of the organisation
ü Email address: it is referred to the responsible contact of the organisation
ü Phone: telephone number of the responsible contact
· User account fields: the following fields are optional:
ü Description concerning the username
ü Phone related to the user account
ü Job Title
Administrators have to fill in the mandatory fields and click the ‘Save’ button. The system will save the data in the database, create a new organisation with the new user, and add it to the organisation's table.
The created organisational user will have the Reporter and Organisation Administrator roles assigned automatically.
#### 6.2.1.2. Edit an organisation
Administrators have to click on the Edit icon of the specific organisation of the table of organisations, and the system will display the Edit organisation page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/N1oimage.png)
#### 6.2.1.3. Detail tab
The page displays a Detail tab, which reproduces the Organisation creation page, with the addition of an Organisation ID, which is not editable by the system. See the previous section for further details on the fields.
Administrators can update the needed fields.
Moreover, it transforms the user accounts area with a table of accounts with the user accounts for the current organisation.
The table is preceded by a check box and the following columns that can be used as filters:
· Username: of the account
· Email: to which the account is associated
· Organisation Name: as set in the creation page or later edited
· Organisation ID: as generated by the system, it is unique for each organisation
· Parent organisation: the organisation from which the organisation is child
· Disabled: it shows a green tick if the account is disabled
· Blocked: green tick if disabled
· Deleted: green tick if deleted
· Roles: by default, the system assigns the accounts created by Administrators to the Reporter organisation' Administrator role
· Created by: the author of the account
· Created on: date of the account’s creation
· Last access on: date of last access to the account
The last section of the table per each row provides a 3-dot menu with Edit and Export options.
Above the table, there is a ‘Show Deletion Requests’ that shows, if existing, the accounts whose users have requested their deletion.
#### 6.2.1.4. Add more account users to the Organisation
Administrators can add users through the ‘New user’ button above the accounts table.
This button opens the User account details page:
Administrators have to fill in the mandatory fields:
· Username
· First Name
· Last Name
· Email address
The ‘Disabled’ toggle will be activated and deactivated once the created user activates it through the email they receive after its creation.
The blocked toggle is deactivated; Administrators must activate it if needed to block the account.
Administrators can fill in the optional fields.
At the bottom of the page, the system displays a Roles table, where Administrators can select the roles for the user account. The available roles are Organisation Administrator, Organisation Autofilled Attributes and Reporter. Administrators can choose any one or both. They must fill in the mandatory fields and click the ‘Save’ button. The system will save the data in the database and add the account to the Edit Organisation page.
#### 6.2.1.5. Edit a user account
Administrators can edit an account once on the Edit an Organisation page. They have to click on the abovementioned Edit option of the 3-dot menu of the specific account, and the system will display the Edit user account page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/exjimage.png)
It is the same page as the previous one (adding a user account) but already has the data filled in.
Only the following fields will be editable:
· Description
· Disabled toggle
· Blocked toggle
· First Name
· Last Name
· Phone
· Email Address
· Job Title
· Roles
Administrators can update the needed fields, always keeping the mandatory fields filled.
Then, they have to click on the Save button, and the system will save the updates in the database, and the list of user accounts will be updated accordingly.
#### 6.2.1.6. Export a user account
**Individual export**: Administrators have to click on the Export option of the 3-dot menu of the specific account at the table of accounts. The system will directly export it to an Excel (XLS) file.
**Multiple export**: Alternatively, administrators can select the checkboxes of specific accounts in the accounts table.
Administrators can also select all the accounts at a time by checking the check box on the left of the Username column.
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/6Bqimage.png)
Then, they must click the Export icon above the table on the left.
The system will directly export them to an XLS file.
#### 6.2.1.7. Webforms tab
Through this tab, administrators select the webforms available to the organisation’s users when accessing the E2 Reporting Portal, which is among the organisation's webforms defined at the Authority level.
Administrators have to click on the Webforms tab of the Edit Organisation page, and the system will display the Webforms tab:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/xzximage.png)
The left panel displays the list of organisation webforms available, with a checkbox to be selected.
Administrators can check the needed webforms and click the ADD button in the middle of the page.
The selected webforms will be added to the right panel where Administrators can order them by dragging and dropping them as needed:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/WAzimage.png)
Then, Administrators have to click on the ‘Save’ button, and the webforms are saved for the specific organisation.
#### 6.2.1.8. Autofilled Attributes tab
This tab is to help users when filling the webforms in the E2 Reporting Portal. Thus, it allows us to select Attributes and give them a value, so when users of that organisation are filling a webform, those Attributes are predefined.
Administrators have to click on the ‘Autofilled Attributes’ tab, and the system will display the ‘Autofilled Attributes’ page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/qmiimage.png)
The left panel provides the ‘Available Attributes’ with the Taxonomy browser.
Administrators have to make a search through the filter or navigate through the tree to select specific Attributes. Administrators have to select the particular Attributes, one by one, and click on the ‘ADD’ button:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/QLkimage.png)
The system will transfer the Attribute to the right panel:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/XMMimage.png)
Each selected Attribute of the right panel will provide an Edit and a Delete icon.
To fill in the value, Administrators have to click on the edit icon, and the system will display a window to fill in the specific value:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/1OOimage.png)
The type of value to be provided by the system will depend on the specific Attribute data type.
In the case above, Administrators have to click on ‘Select Attribute Value’, and the system will open a Select Attribute value window:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/G1wimage.png)
Administrators have to select a value and click the ‘Confirm’ button. The system will display a window to save the value. The system will add the value to the selected Attribute in the right panel:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Okpimage.png)
Then, Administrators have to click ‘Save’, and the system will add the selected Attributes to the specific organisation.
#### 6.2.1.9. Delete an organisation
Administrators have to click on the Delete icon of the specific organisation on the table of organisations, and the system will display a confirmation message:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/gvCimage.png)
If Administrators confirm, the system will delete the organisation from the database and remove the organisation from the table of organisations. The users from the deleted organisation cannot report ORs anymore but the previously existing ones are kept and those already sent to the corresponding Authority can be manage by the Authority Officers, if they need it.
#### 6.2.1.10. Import organisation and users
Administrators can import the organisation's and its users' data through the ‘Import Organisation & Users’ button above the table of organisations. This button opens the ‘Import Organisation & Users’ window:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/wEdimage.png)
Administrators must select Organisations or Users, and the ‘Download template’ option will be activated. Then, Administrators have to click on ‘Download template’, and the system will download an xls template, which Administrators have to fill in with the data of Organisations or Users depending on the selection. Once the template is filled, they have to upload it to the system through the ‘Select files’ button or by dragging and dropping it to the File area of the window:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/ZHJimage.png)
Administrators must click the ‘Import’ button, and the Organisations or Users will be imported into the system, adding the imported data to its database.
### 6.2.2 Organisation Group management
Administrators can group organisations of the same type to assign them the same webforms or auto-filled Attributes.
When selecting this option, the following table is displayed:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/It2image.png)
It presents the table of Organisation Groups with the following columns that also work as filters:
· Name: unique for each record
· Description: it is optional
· Organisations included: it has to include at least one organisation. The same organisation cannot belong to various groups.
· Created by: the author of the group
· Created on: the creation date
On the last column of each row, there is a Delete and Edit icon.
Above the table, the system displays the ‘New Organisation Group’ button.
#### 6.2.2.1. Create an Organisation Group
Administrators have to click on ‘New Organisation Group’ above the table, and the system will display the ‘New Organisation Group’ page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/D15image.png)
The page provides the following fields:
· Name: unique for each group and mandatory
· Description: optional description of the group
· The left panel has a table of organisations with two columns:
ü Organisations: Organisations already associated with a group display a Group icon next to their name on the table
ü Current Group, if existing
· Right panel with a table of the selected organisations with the following columns:
ü Selected Organisation.
ü Current Group.
Administrators have to fill in at least the Name of the group and can click on ‘Save’ to save the group without organisations.
To create a group with associated organisations, apart from filling in the name, Administrators have to select through the check box the organisation/s needed, click on the ADD button, and they will be transferred to the table of organisations chosen:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/jU3image.png)
When clicking on ‘ADD’, if any of the selected organisations have a predefined configuration, the system will display a confirmation message since, if it is confirmed, the predefined configuration will be lost for that organisation.
Administrators can remove the selected organisations from the right panel through the' REMOVE' button.
Administrators have to click the ‘Save’ button, and the system will save the data in the database. A new Organisation Group will be added to the Organisation Groups table.
Note that if any of the selected organisations already belongs to a group, when Administrators click on ‘Save’, the system will display a confirmation message since, if the information is saved, those organisations will be associated with the new group but not the previous group anymore; the association with the previous group will be removed.
#### 6.2.2.2. Edit an Organisation Group
Administrators must click the Edit icon of the specific group in the Organisation Groups table. The system will display the Edit Organisation Group page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/lJtimage.png)
The functioning of this page is like the Creation page described in the previous section. See it for further details. Administrators have to make the needed updates and click on the Save button. The system will save the updates in the database, and the table of Organisation Groups will be saved accordingly.
#### 6.2.2.3. Delete an Organisation Group
Administrators click the Delete icon of the specific group in the Organisation Groups table. The system will delete the Organisation Group from the database.
### 6.2.3. Parent Organisation Management
The Parent Organisation is a concept to identify some organisations that supervise other organisations. They can be defined by a user enrolled on the National Security Administrator role at the Authority level.
Parent Organisation Management is the third option of the ‘Administration>General Settings’ menu:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/1dCimage.png)
It displays the table of Parent Organisations with the following columns also working as filters:
· Name: unique for each record
· Description: Optional
· Organisations included: organisations associated with the parent organisation.
· Created on: Creation date
· Created by: the author (Administrator)
On the last section of each row, each record provides an Edit and Delete icon when hovering over the section.
Above the table, the system provides the ‘New Parent Organisation’ button.
#### 6.2.3.1. Create a parent organisation
Administrators have to click on ‘New Parent Organisation’ above the table, and the system will display the ‘New Parent Organisation’ page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/dzZimage.png)
The page provides the following fields:
· Name: mandatory and unique for each parent organisation
· Description: Optional
· Responsible NAA: the system sets by default to which the current Administrator belongs. It is not editable
· Responsible contact information:
ü Full name: optional
ü Email: Optional
ü Phone: Optional
· Organisations:
ü The left panel shows a table of organisations in two columns:
o The Organisation. Organisations associated with another parent organisation display an icon next to their name on the table.
o The associated parent organisation, if existing.
ü Right panel with a table of the selected organisations with the following columns:
o Selected Organisation.
o Current Group.
Administrators have to fill in at least the Name and can click on ‘Save’ to save the parent organisation without organisations associated with it.
To create a parent organisation with associated organisations, apart from filling in the name, Administrators have to select through the check box the organisation/s needed, click on the ADD button, and they will be transferred to the table of selected organisations:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Ndyimage.png)
When clicking on ‘ADD’ if any of the selected organisations have a predefined configuration, the system will display a confirmation message since, if it is confirmed, the predefined configuration will be lost for that organisation.
Administrators can remove the selected organisations from the right panel through the' REMOVE' button.
Administrators have to click the ‘Save’ button, and the system will save the data in the database. A new Parent Organisation will be added to the table of Parent Organisations.
Note that if any of the selected organisations already belongs to a parent, when Administrators click on ‘Save’, the system will display a confirmation message since if the information is saved, those organisations will be associated with the new parent organisation but not the previous parent anymore; the association with the previous parent organisation will be removed.
#### 6.2.3.2. Edit a parent organisation
Administrators click the Edit icon on the last section of the row of the specific parent organisation of the table. The system will display the Edit parent organisation page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/ANJimage.png)
Its functionality is the same as in the previous section. See it for further details. Administrators can update the needed fields and click the ‘Save’ button. The system will save the updates in the database, and the table of parent organisations will be updated accordingly.
### 6.2.4. Authority settings
In the fourth option of the Administration>General Settings menu, you can find the following settings:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/yAIimage.png)
The page provides the Authority settings of the current Administrator, including the Authority type, country, Authority code, and Region.
#### 6.2.4.1. Settings tab
By default, the system displays the Settings tab below the Authority information with the following fields:
· Reporting Portal:
ü Own reporting system: disabled by default. It sets if the Authority has its own reporting system
ü Registration required: disabled by default. It determines whether or not the reporter's registration is required.
ü Ensure backward compatibility with E5X (No/Yes), which is only available for Plan B Authorities. By default, it is enabled, ensuring compatibility with the Taxonomy 4.1.0.7.
· Identificator Composer: it determines the pattern that the File Number will follow for all the reports automatically generated in the Authority:
ü Administrators can customise it based on Attributes, text, dates or a sequence of numbers. They can also concatenate conditions to customize the File Number further based on their needs.
ü In the Identificator text field, Administrators will preview the changes made in the Identificator composer edition section.
ü By clicking the [ ](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/xNnimage.png) 'add' icon, Administrators can add as many conditions as needed.
ü If you want to delete a condition, click the [ ](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/rR3image.png) ‘delete’ icon.
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/nH0image.png)
It must, at least, have an incremental number to guarantee the uniqueness of the file number.
· User account: Disable after no activity period: Set, by default, at 90 days. Administrators can update it to another number of days.
Once the period is reached, the system will send an email to the user informing about the inactivation of the account giving him or her 14 days more to login into E2 before the user account is deactivated.
Once Administrators have filled in the tab as desired, they have to click on ‘Save’ before accessing the ‘Deidentify Attributes’ tab.
#### 6.2.4.2. Deidentify Attributes tab
When sharing an occurrence or safety recommendation with other Authorities or the ECR, the Officers can de-identify Attributes.
The Administrator selects the Attributes that will potentially be deidentified through this tab.
The tab provides two panels:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/bekimage.png)
On the left is the Taxonomy browser, where Administrators must select the Attributes to be de-identified. Administrators have to select the specific Attributes and click on the ‘ADD’ button so they will be transferred to the right panel (Selected Attributes):
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/82timage.png)
Administrators can remove the selected Attributes from the list through the Delete icon next to each selected Attribute.
Administrators must save the information before accessing other tabs. Otherwise, the data will not be saved.
#### 6.2.4.3. Way of Contact tab
This tab provides the following table of Administrative Contacts:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/rgmimage.png)
Each row presents an administrative contact and the related emails. Every time the ‘Way of Contact’ defined in this table is triggered, an email will be sent to the email addresses specified in this field. For example, if a Reporter makes a Registration Request, an email will be sent to these addresses to inform them about the new request.
Administrators are not able to create the contacts. They can only edit the email, which is editable through the Edit icon on the last section of each row.
The icon appears when hovering over the section.
Administrators have to click on the icon, and the system opens the email field of the specific row:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/CQGimage.png)
Once Administrators introduce an email(s) in the correct format, the Disc (Save) icon is activated. Administrators must click on it, and the email will be updated in the database.
#### 6.2.4.4. Sharing of Attachments tab
This tab aims to select the authorities that will be available to the users of the current authority for sharing OCs and SRs.
It displays a list of E2 authorities with a check box for each OC and SR (disabled or enabled depending on the authority type – NAA/SIA). The columns work as filters:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Bxaimage.png)
Administrators must select the desired Authorities to which the attachments in OCs or SRs can be shared and click on ‘Save’. The system will save the updates in the database.
#### 6.2.4.5. IP Whitelist tab
The users who want to access the public API methods, via Swagger or otherwise must have their IPs whitelisted.
This tab shows the whitelisted IPs:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/63Iimage.png)
Each row provides its IP and Description. The last section corresponds to the Delete and Edit icons that only appear when hovering over the section.
#### 6.2.4.6. Create an IP
Administrators have to click on the ‘New IP’ button above the table that adds a new row to the table:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/XgPimage.png)
The IP is mandatory and unique for each record, and the Description is optional.
Administrators must fill in at least the IP address in the IP column and click the ‘Save’ icon. The system will save the data in the database, and the new whitelisted IP is created.
#### 6.2.4.7. Delete an IP
Administrators have to click on the Delete icon of the specific IP, and the system will delete it from the database.
#### 6.2.4.8. Autofilled Attributes tab
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Rvrimage.png)
The management of this functionality works as Section ‘Autofilled Attributes’ of the Organisation. See the Autofilled Attributes tab section for details. The difference is that Autofilled Attributes of the Organisation works for the webforms of that organisation, and this case is restricted to VRs and OCs created from scratch by the Authority Officers.
#### 6.2.4.9. Custom Columns Templates tab
Through this page, the Administrator can select the Attributes available in the lists of ORs, VRs, OCs or SRs (according to the Authority type) in the corresponding ‘Safety Data’ or ‘Safety Recommendations’ menus of the Officers belonging to that Authority and the Attributes available in the landing page of the Reporting Portal for their reporters.
This tab is divided into sections, one per document list:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/fCwimage.png)
All the sections are managed in the same way, as follows:
The left pane includes a search filter and the MetaColumns, with all its Attributes checked by default:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/NXrimage.png)
Below is the Taxonomy Central or Custom, if existing for that Authority, through which the Officer can navigate to select more Attributes. See Taxonomy for further details on its navigation.
The right pane provides the selected metacolumns and Attributes. By default, the system provides a list of metacolumns and Attributes.
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/kPbimage.png)
The officer can hide them through the eye icon next to each one.
The rubbish icon is to delete the Attribute of the table of reports.
The arrow next to the eye icon is to set the order of each Attribute:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/IAHimage.png)
Administrators can also alter their order by dragging and dropping them.
When the Administrator is updating the Attributes, before saving the updates, they can always click on the ‘Reset’ button below the list of selected Attributes so that the system will set the ‘Selected Attributes’ page to the default selection and order.
Once the Administrator has updated the selected Attributes and metacolumns, they have to click on the ‘Save’ button, and the Custom columns will be updated based on the selected Attributes.
#### 6.2.4.10. Default Queries
This is the last tab in the Authority settings section:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/cDpimage.png)
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Pe8image.png)
Through this page, the Administrator can select the queries that the system triggers when opening the ORs, the VRs, the OCs or the SRs menus (according to the Authority Type – NAA/SIA) of the users of its Authority.
The Administrator has to click on the ‘+’ icon of the query field, and the system will open the Select Query window:[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/61Yimage.png)
Therein, Administrators have to select the specific query. If clicking on the ‘Save’ button, the query will be applied to users of this Authority who have not selected their own queries; if clicking on ‘Save for all’, the query will be applied to all the users of this Authority.
# 6.3. Roles and Permissions
This option of the Administration menu provides the following submenus:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/kzAimage.png)
· Roles Management
· User Management
· Registration Requests
· Groups Management
### 6.3.1 Roles Management
Permissions among the E2 Web Applications can be provided to different types of users through roles.
Administrators have to click on ‘Roles Management’ on the image above, and the system provides the following page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/kW3MYQimage.png)
It provides the table of Roles with the following columns that also work as filters:
· Name: Identification of the Role
· Hierarchy: At the Administrator level, the options are only:
ü Authority Administrator
ü Custom
ü Reporter
Each group of permissions is directly related to the role’s hierarchy. This way, when a role with hierarchy level X is created, only the permissions related to hierarchy level X will be available to be assigned to the new role.
Type: NAA (National Aviation Authority) or SIA (Safety Investigation Authorities).
The last section of each row provides the following icons: [](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/gk2image.png)
Which are aimed at deleting, copying and editing each Role.
Above the table, the system displays the ‘New Role’ button.
#### 6.3.1.1. Create a new role
Administrators have to click the ‘New Role’ button above the table of Roles of the Roles Management menu. The system will open the ‘Role’ page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/MLHimage.png)
The following fields are mandatory:
· Type: it is by default
ü NAA, for Authorities of this type,
ü SIA, for Authorities of this type and
ü Editable, for NAA/SIA Authorities
· Name: it has to be unique for each role
· Description: it can be the same as other roles.
Hierarchy: a drop-down menu with the options Authority Administration, Custom and Reporter
Depending on the hierarchy selected on this menu, the Basic Permissions table displayed at the bottom of the page will be updated. Filling them is mandatory to save the role. For example:
· Authority Administrator: the system will provide the following table of Basic Permissions
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/2HIimage.png)
Administrators must select Create, Edit, Read and/or Delete Permissions for each role and click ‘Save’.
Note that there is no checkbox for some options, i.e. Create Authority Settings; Create and Edit Original Reports.
· Authority: it is not editable. The system sets the Authority of the current Administrator by default.
· Query: Administrators can select a query at the Queries drop-down menu. It will provide the Queries the current Administrator has previously saved through the Queries menu (Data Management). See the [Queries](#_Queries) section for further details on how to manage queries.
· Role Type: By default, the system sets ‘Individual’, but Administrators can also select ‘Organisation’ or ‘Parent Organisation’.
The selected query will restrict the records that can be accessed by users registered in that role to only those resulting from the execution of the query.
Administrators can select the ‘Advanced Permissions’ by clicking on that tab.
This tab provides the ‘Report’ Advanced Permissions, by default, to be selected (Image below). The content varies depending on the chosen hierarchy. For example, the following table corresponds to the Authority Administrator.
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/4C8image.png)
The advanced permissions are grouped into Reports, Data Management, Users & Roles, Taxonomy, Other, and E2 Central Hub. The Administrator can select any of these groups to provide the required permissions to the role and click the ‘Save’ button.
**Occurrence Views**: through this tab, Administrators can select the actions the users of this role can perform when using a particular View and save the selection. Otherwise, the role cannot be saved.
This tab is as follows:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/MCiimage.png)
It provides a table of views with all the views available for the current Authority. See [Views](#_Views) management for further details on the Views.
Through the checkboxes, Administrators can select the permissions to access the specific View concerning a report's Creation, Edition and Read mode.
**Enrolled users: **displays the users assigned to this role. This list is built automatically, so Administrators cannot enrol new users from here. See the following section, User Management, for further details.
#### 6.3.1.2. Edit a role
Administrators have to click on the pencil Edit button of the specific Role of the table, and the system will display the Edit Role page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/PLFimage.png)
The management page is the same as the New Role page in the previous section. See it for further details. Administrators must update the needed fields and keep all the mandatory fields filled in. Then, they have to click on ‘Save’; the updates will be saved in the database, and the Roles table will be updated accordingly.
Note: The Users Enrolled tab is not editable. Through the Users management, Administrators can assign a role to a user, so this will be seen in the ‘Enrolled users tab’ of the Role page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/u1Aimage.png)
#### 6.3.1.3. Duplicate a role
Administrators must click the ‘Copy’ icon of the specific Role, and the system will display the Role page. It is the same as the Edit page. Administrators have to update at least the Name field and keep the mandatory information filled. Then, they have to click on Save, and the updates will be saved in the database, and the roles table will be updated accordingly.
#### 6.3.1.4. Delete a role
Administrators have to click on the ‘Delete’ icon for the specific role of the table, and the system will display a confirmation message because the action cannot be reversed. If Administrators confirm the action, the role will be deleted from the database and removed from the roles table.
### 6.3.2. User management
Administrators have to click on ‘User management’ under ‘Administration-Roles and Permissions’, and the system will display this menu:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/51pimage.png)
It displays the table of users, which includes the users created through this management and those created through the ‘Organisation Management’ option. See the section on [Organisation Management](#_Organisation_Management) for further details.
Each table row is preceded by a checkbox to select each row.
The first column is a checkbox to select all the tables. The rest of the columns also work as filters:
· Username: it is unique for each record.
· Email: it can be the same as other users’ email.
· Organisation Name: if the User belongs to an organisation, this column will indicate its name.
· Organisation ID: It will set the organisation ID to which the user belongs if it exists.
· Parent Organisation: It identifies the parent organisation if it exists.
· Disabled: When disabled, the field will display a ‘green tick’. By default, the users are created disabled.
· Blocked: if the user is blocked, the field will display a ‘green tick.’
· Deleted: if the user is deleted, the field will display a ‘green tick’ (N/A)
· Roles: it sets the Roles assigned to the user
· Created by: the author of the user
· Created on: Date of creation of the user
· Last access on: Date of last access of the user to the E2 Web Application
Each row's last section has a 3-dot menu providing the Edit and Export options. Note: Administrators cannot delete the users. They can disable and block them.
Above the table in the left corner, another Export option exists for multiple export processes.
On the right-side corner is a ‘Show Deletion Requests’ toggle, disabled; if activated, the table will show users' requests to delete their accounts.
Above the toggle, there is a ‘New User’ button.
#### 6.3.2.1. Create a new user
Administrators have to click the ‘New User’ button above the table:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/8o3image.png)
It sets the following fields:
· Account Type: by default, it is Individual; Administrators can update it to Organisation
· Authority: it is not editable. It sets the current Authority of the Administrator
· Organisation: it is not editable for Individual users. It sets the user’s organisation for Organisation users
· Username: it has to be unique for each User
· Description: This field is optional
· Creation Date: This field is not editable and is set by the system automatically when the record is created.
· Modification Date: This field is not editable and is set by the system automatically when the record is updated
· Last Activity: This field is not editable and is set by the system automatically when the user accesses their account in the E2 Web Application
· Disabled toggle: by default, the account is disabled until the user activates it through the activation email.
· Blocked toggle: by default, it is not enabled, and the account is not blocked. If enabled, the account is blocked
· Properties:
ü First Name: It is mandatory and refers to the User
ü Last Name: It is mandatory and refers to the User
ü Phone: it is optional
ü Email address: it is mandatory and refers to the User
ü Preferred language: it is not editable, and by default, it is English
ü Job Title: it is optional
· Roles: It lists all the roles available to the Administrator. The list varies depending on the type of user. The previous image shows the roles of Individual users (non-organisational users). For Organisations, it is as follows:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/9kEimage.png)
Administrators must fill in all the mandatory information, select the new User's corresponding roles, and click ‘Save’. The system will save the new user in the database and add the user to the user table in alphabetical order.
#### 6.3.2.2. Edit a user
Administrators have to click on the ‘Edit’ option of the 3-dot button at the table of Users, and the system will open the ‘User Account Details’ page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/D47image.png)
It is like the creation page, but the Account Type is not editable; the creation and modification Dates are already automatically set; if they exist, the Last Activity field is also automatically set.
Administrators have to make the needed updates and click on ‘Save’, and the information will be saved as long as they have kept the mandatory fields filled. The updates will be saved in the database, and the roles table will be updated accordingly.
#### 6.3.2.3. Export a user
**Individual export process for users**
Administrators have to click on the ‘Export’ option for the specific User of the table of Users, and the system will automatically export that user to an Excel file.
**Multiple export process for users**
Administrators have to select the specific users through the check boxes of the specific rows or select all the tables through the checkbox provided next to the table columns and click on the ‘Export’ option displayed above the table. The system will email the Administrator a link to download the resulting zip file with the Excel files corresponding to the selected users.
### 6.3.3. Registration request
Administrators have to click on the Registration Request menu under Accounts & Permissions (Administration menu), and the system will display the table of registration requests for the specific Authority:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/74eimage.png)
This table presents all the registration requests for this Authority introduced through individual reporters' E2 Reporting Portal registration page.
The table provides the following columns that also work as filters:
· First Name
· Last Name
· Email
· Username: unique for each user
· Reason to register
· Status: it can be pending, accepted or rejected
· Register date: date and time of the request
On the last section of each row, there is a 3-dot menu that provides the following options:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/L8timage.png)
· **Accept User**: It accepts the user, and the user status turns to ‘Accepted’ in the request table. The system will send an email to the user through which to activate the account. The 3-dot menu will disappear from the specific request at the table.
· **Deny User**: it denies the registration request. An email will be sent to the requester; the request status will turn to ‘Rejected’ in the table of requests. The Accept option will remain in the 3-dot menu of the request at the table. At the same time, the system will send an email to the candidate informing them of the request’s rejection.
### 6.2.4. Groups management
Groups are made of users to which some action in the E2 Web Application can be applied, like notifications. See Notifications Manager section for more details.
Administrators have to click on Groups Management under Accounts & Permissions (Administration menu), and the system will display the Groups Management menu:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/7Ujimage.png)
It provides a table of Groups with the following columns also working as filters:
· Name: unique for each Group
· Description: Optional
In the last section of each row, there is a 3-dot menu with the following options:
· Edit Group
· Delete Group
Above the table, there is a ‘New Group’ button.
#### 6.2.4.2. Create a new group
Administrators have to click on the ‘New Group’ button, and the system will display the New Group page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/kUtimage.png)
The fields are the following:
· Name: it is the only mandatory field.
· Description: it is optional
· Available Users: it displays the table of active users, excluding organisation users, of the specific Authority. They are added to the Selected Users tab by selecting the needed users through the checkboxes and transferring them to the ‘Selected Users’ tab through the ADD button. The Users can also be removed from the ‘Selected Users’ tab through the ‘Remove’ button.
The system will save the new group in the database, and the group will be added to the group table.
#### 6.2.4.3. Edit a group
Administrators have to click on ‘Edit Group’ on the 3-dot menu of the specific group at the table of groups, and the system will display the Edit Users Group page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/rvmimage.png)
Administrators must update the needed information by always keeping the name filled out and clicking on ‘Save’.
The updates will be saved in the database, and the system will return them to the table of groups with the table updated.
#### 6.2.4.4. Delete a group
Administrators have to click on ‘Delete’ on the 3-dot menu of the specific group at the table of groups, and the system will delete the group from the database and remove it from the table of groups.
# 6.4. Content Management
### 6.4.1. Support Tables
Administrators can access and see the Support Tables by clicking on Administration-Content Management-Support Tables. This menu is only for Administrator information purposes. Administrators cannot manage or edit the information; they can only view it. These tables support the ECCAIRS/SRIS and Custom Taxonomies and are handled at the ECCAIRS Central Administration level.
The system will display the Support Tables menu:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/AVGimage.png)
It displays a left panel with the list of all the tables, accessible by clicking on them:
· Alias
· Attributes Groups
· Conversion Factors
· Domains
· Management Units
· Measurement Unit Classes
#### 6.4.1.1. Alias
By default, the system first displays the Alias table (Image below). It shows the following columns that also work as filters:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/J3bimage.png)
· ID: Unique and mandatory for each table
· Name: Unique and compulsory for each table
· Description: Optional
· Disabled: green tick if disabled; otherwise, enabled
#### 6.4.1.2. Attribute groups
To access it, Administrators have to click on this table on the left pane, and the system will display it:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/T0yimage.png)
In this case, the table presents the following columns:
· ID: Unique and mandatory for each Attribute group
· Description: Unique and mandatory for each Attribute group
· Detail: Long explanation of the Attribute Group
· Explanation: it reproduces the description
· Languages: This will provide the translations of each Attribute not currently activated.
Above the table, the system provides a file translation button that is currently unavailable.
#### 6.4.1.3. Conversion factors
It includes conversion factors applicable in the Taxonomy.
To access it, Administrators have to click on this table on the left pane, and the system will display it:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/JzDimage.png)
The table displays the following columns that also work as filters:
· ID: Unique and mandatory for each conversion factor
· From Unit: it refers to a measure unit from which a value comes
· To Unit: it is the measuring unit to which an original value of a different measure unit has to be converted
· Constant Value: refers to the value of the ‘To Unit’ measure unit which is considered ‘Constant’ conditions, i.e. 32 º Celsius
· Factor: It is the conversion factor that transforms from unit to unit. i.e.: 1 day =24 h or 1440 minutes; 24 times an hour is a day.
#### 6.4.1.4. Domains
To access this tab, Administrators have to click on it on the left pane, and the system will display this table:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/hrTimage.png)
The columns that also work as filters are the following:
· ID: unique and mandatory for each domain
· Description: unique and mandatory for each domain
· Detailed: optional sort of long description
· Explanation: optional description, mostly reproducing the description
· Taxonomy reference: if it corresponds to ECCAIRS or to SRIS.
· Languages: This will provide the translations of each Attribute, but this option is currently unavailable.
Above the table, the system provides a file translation button that is currently unavailable.
#### 6.4.1.5. Measurement Units
To access this tab, Administrators have to click on it on the left pane, and the system will display this table:
The columns (that also work as filters) are the following:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/uI1image.png)
· ID: unique and mandatory for each unit
· Class: unique and mandatory for each unit
· Description: unique and mandatory for each unit
· Detailed: Optional added description
· Explanation: Optional long description
· Languages: This will provide the translations of each Attribute, but this option is currently unavailable.
Above the table, the system provides a file translation button that is currently unavailable.
Moreover, the system displays a ‘Conversion Factor’ button above the table, which accesses the previously explained ‘Conversion Factor’ table.
#### 6.4.1.6. Measurement Unit Classes
Administrators have to click on this table on the left pane, and the system will display it:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Moaimage.png)
In this case, the table presents the following columns:
· ID: Unique and mandatory for each Attribute group
· Description: Unique and mandatory for each Attribute group
· Detail: Long explanation of the Attribute Group
· Explanation: it reproduces the description
· Languages: This will provide the translations of each Attribute, but this option is currently unavailable.
Above the table, the system provides a file translation button that is currently unavailable.
### 6.4.2. Reference Tables
The Reference Tables store Attribute values related to each other to help the users fill in the forms with adequate information. See the ‘ECCAIRS2 - Occurrence Officers’ tasks’ document for further details on its use.
Administrators can feed the values that trigger the reference tables used in the webforms and views in those centrally defined as collaborative reference tables.
Administrators have to click on ‘Administration – Content Management – Reference Tables’, and the system will display the Reference Tables menu:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/2Akimage.png)
The Table provides the following columns that also work as filters:
· ID: mandatory and unique for each table
· Description: unique for each table
· Detailed: optional added description
· Status: can be Draft or Release
The last section of each row is a 3-dot menu with the following options:
**View Table Properties**:
Administrators have to click on this option of the 3-dot menu of the specific table row of the table, and the system will display the Table Properties page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/aUXimage.png)
It provides the following fields:
· ID: unique and mandatory for each table
· Description: unique and mandatory for each table
· Detailed Description: optional long description
· Explanation: optional
· Status: it can be Draft, Release or Archived
· Based on Entity: it is an Entity of the Taxonomy
Below the fields, there are two panels:
· The left panel is ‘Triggering Attributes’: it provides the Taxonomy from which the triggering Attribute is selected
· The right panel is ‘Available Attributes’: it provides the selected Attributes that will provide information to be filled in the webforms.
Above the page, there is a ‘Download CSV template’ that downloads the template with the information of the panels. Administrators must download it and fill in the values indicating the start and final validity dates. It is uploaded to the system with the information filled in through the table values option.
Table values:
Administrators have to click on this option of the 3-dot menu of the specific table row of the table and the system will display the Table values page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/zB7image.png)
The table will display a table with the triggering values for the specific reference table. The columns are the following:
· ID: unique and automatic for each value
· Trigger Value: It is the value users have to type when filling in the webforms and views to open the reference table
· From Date: The triggering Attributes are valid. This column refers to the Start Date.
· To Date: It is the final date of the triggering Attributes
Above the table, there is an Import table button. It opens the Import table window:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/bBtimage.png)
Administrators must select the CSV with the information to be imported or drag it and drop it in the file area. By default, the system selects ‘Full Clean Up’; this option deletes the previous version and uploads the new values for the reference table.
If Administrators only want to add updates on the Values, they have to click on ‘Incremental Update’. They have to click the ‘Import table’ button, and the information will be transferred to the table of values.
### 6.4.3. Notifications Manager
E2 can notify selected users of the creation, update, deletion, or sharing of actions over reports that meet the conditions of a query through query-based notifications.
To configure Authority notification, Administrators have to click on ‘Administration – Content Management – Notifications Manager’ and the system will display the ‘Notifications Manager’ menu:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/aDoimage.png)
It displays the table of Notifications with the following columns that work as filters:
· Notifications Name: it is unique and mandatory for each notification
· Source: the safety event to which the query will be applied, which can be ORs, VRs, OCs or SRs (according to the Authority type) to determine if the notification will be sent
· Triggering Action: The action that will cause the execution of the query. It can be Create, Delete or Update a Safety Event.
· Query Name: it refers to the query on whose execution the notification informs
The last section of each Notification row provides an Edit and a Delete icon:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/MTJimage.png)
Above the table, the system displays a ‘New Notification’ button.
#### 6.4.3.1. Create a notification
Administrators have to click the ‘New Notification’ button above the table of Notifications (See image above), and the system will display the ‘New Notification’ page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Vcoimage.png)
It provides the following fields:
· Name: it is mandatory and has to be unique
· Source: Mandatory drop-down menu providing the following options:
ü OR
ü VR
ü OC
ü Safety Recommendation: only for SIA’s
· Library: Mandatory field. The +ADD icon opens a Library window where the Administrator have to select a folder under the National shared library:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Lquimage.png)
· Query: +ADD icon opens the selected Library window, presenting the Libraries tree view on the left. Administrators must select a folder, and the system will provide queries preceded by radio buttons to be selected in the right panel. Administrators have to choose a query and click on the ‘ADD’ button:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Pncimage.png)
· Action: a mandatory drop-down menu with the options ‘Update’, ‘Create’, and ‘Delete’. Administrators can select as many of them as desired. They are the triggering actions, so the query will be triggered when the selected Action is applied to the selected Source.
· To: It is mandatory, and it indicates to whom the notification will be sent
ü If Role is selected, the system displays a Table of Available Roles:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/yiqimage.png)
The Table of Roles provides the following columns that also work as filters:
o Name
o Hierarchy
o Authority: to which the role belongs. It will be the Administrator’s Authority.
Administrators have to select the needed roles and click on ADD, and the selected roles will be added to the ‘Selected Roles’ page. Administrators can access the Selected Roles tab by clicking on ‘Selected Roles’. This tab will display the list of selected Roles and a ‘Remove’ button to bring Roles to the ‘Available Roles’ tab.
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/GSUimage.png)
ü If User is selected, below the system displays the table of active users, excluding organisation users:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/fVsimage.png)
It displays the Users created by this Administrator.
The table is divided into columns that also work as filters:
o Username: unique for each User
o First Name
o Last Name
o Roles
The table's function (to add and remove users) is similar to managing the abovementioned roles table.
ü If User Group is selected, the system displays the table of Users Groups:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/S1simage.png)
It displays the list of User Groups created by the Administrator, with the following columns also working as filters:
o Name: unique for each one
o Description: it is optional
The table's function to add and remove users is like managing the abovementioned table of roles.
· Notifications toggle: by default, it is activated. This means a notification will appear for the selected users on their landing page.
ü Email: enabled by default. A notification email will be sent to the selected Users.
ü Email Frequency: the options are the following:
o Every time: the notification email will be sent any time the selected action takes place with the results of the query execution
o Monthly: the notification email will be sent once a month
o Weekly: it will be sent once a week
o Daily: it will be sent once a day
Administrators must fill in all the mandatory information and click ‘Save’. The system will save as many notifications as Actions selected in the Actions drop-down menu in the database. Moreover, it will add those notifications to the Table of notifications. Their Names will consist of the Name introduced in the ‘New Notification’ page and each Action selected in the Actions drop-down menu:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Dl8image.png)
#### 6.4.3.2. Edit a notification
Administrators have to click on the Edit icon, and the system will display the ‘Edit Notification’ Page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/UTBimage.png)
The fields are the same as those on the New Notification page explained in the previous section. The Source and the Actions are not editable. Administrators must select the ‘To’ information, update the needed fields, and click ‘Save’. The system will save the update in the database, and the table of notifications will be updated accordingly.
#### 6.4.3.3. Delete a notification
Administrators must click the Delete icon, and the system will display a warning message to confirm the action. If Administrators confirm the action, the system will delete the notification from the database and remove the notification from the notification table.
# 6.5. Others
The Menus under Administration – Others are the following:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/CSVimage.png)
### 6.5.1. External APIs
There is a set of methods that can be accessed via API. It is accessed by selecting the ‘Administration - Others – External APIs’ menu option.
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Nzkimage.png)
Administrators can select the icons to access the available methods, classified by repository. It will access Swagger, which helps users consume the API services.
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/hwkimage.png)
The attached document provides further information on all the methods available for API users.
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/20Qimage.png)
### 6.5.2. Migration
This option of the Administration menu displays the migration window as follows:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/JzFimage.png)
E5Z is the extension given **to compressed** XML files in ECCAIRS2 that contain one or more occurrences (OCs or SRs) in XML format. If it contains attachments, E5Z files can also include folders with the same name as the corresponding XML.
The Administrator has to select the files through the ‘Select files’ button or by dragging and dropping them in the E5Z files section and clicking on ‘Generate Occurrence’ or ‘Generate Safety Recommendation’ if the Administrator’s Authority is an SIA.
A maximum of 50 files and 600 MB is allowed.
When migrating Occurrences, the system validates if an occurrence already exists in the Authority by checking the following Attributes of the ECCAIRS Central Taxonomy:
· Responsible Entity (453)
· File Number (452)
A new version of the occurrence will be created if there is a match. Otherwise, a new occurrence is created.
Thus, for new OCs, the system will display a message explaining the OC has been generated. (Simultaneously, the system emails the Administrator to inform them of the migration result). Then the Administrator has to click on ‘View results’. The system will display the list of migrations with the most recent on the top of the table:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/j86image.png)
The list indicates per column the following data concerning each migration process by which migrations can be filtered:
· Username: the author of the migration
· Filename: of the E5Z file
· Authority to which the Administrator belongs
· Total reports: number of total OCs
· Total attachments: number of total attachments
· Number of loaded reports
· Number of loaded attachments
· Initial Process Date
· Final Process Date
· Migration Date
· Migration status: it can be the following:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/vrZimage.png)
If the Administrator moves the mouse over the last column of the migration row, the system will display two icons:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/mzKimage.png)
The download icon downloads an Excel file with the information of the migration results per XML of the E5Z file, i.e.:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Ijrimage.png)
The eye icon accesses a view page with the results of the migration, as follows:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/wTbimage.png)
Above the panel, on the right side, there is a Download option that downloads the view page in PDF format.
The first section of the page is the Results section, which indicates the status of the process: whether it has been successfully migrated or has been processed with errors, not migrated or partially migrated.
The central panel shows a percentage drawing showing the number of processed reports and their status.
The left panel indicates the following:
· File ID
· User ID
· Authority Name
· Initial Process Date
· Final Process Date
· Migration Origin
The right panel refers to the attachment and indicates the total number of successfully migrated and un-migrated attachments.
The second part of the page, below, is the Reports section with the table of reports included in the migration:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/DQEimage.png)
It presents a report per row, and per report, the following columns can also be used as filters:
· The XML ID: Unique for each one
· The File Name: Unique for each one
· Total Attachments (included in the XML)
· Number of loaded attachments
· Migration status: it can be successfully migrated or has been processed with errors, not migrated or partially migrated
· Message: With the E2 ID for the OC in case of a successful migration, like in the image above, or it can be messages explaining the cause of a failed or final migration as follows:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/WZTimage.png)
If the user clicks on the arrow at the beginning of a report’s row, the system displays the attachments’ list of that OC below the list:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/rlyimage.png)
The list presents the attachment of the specific OC, if it exists, with one attachment per row. Each row is divided into columns that can be used as filters:
· Attachment ID: unique for each one
· Attachment Name: also unique
· Migration Status: migrated, partially migrated, processed with errors, not migrated
· Message: Referring to the success of the migration or explaining the cause of a partial migration, with error or not migrated.
The last section of the view page is the attachment list:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/WOfimage.png)
It presents the list of all the attachments of all the OCs of the list of reports. The information is the same as the attachment per report.
### 6.5.3. Upload E5X files
This option of the Administration menu displays the Upload E5X files window:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/R7Zimage.png)
E5X is the extension given to compressed XML files in ECCAIRS2 that contain one or more original reports (ORs) in XML format. E5X files can also contain folders with the same name as the corresponding XML.
The Administrator has to select the files through the ‘Select files’ button or by dragging and dropping them in the E5X files section and clicking on ‘Upload E5X’.
The system will display a message warning that the process can take some time and will communicate if the process has been successful.
In parallel, the system emails the Administrator: Your request to upload the ‘DEMO.e5x content to ECCAIRS2 has been successfully received'.
When the process has finished, the system will send another message on the status of the process.
Then, the Administrator has to click on ‘View upload results’, and the system will display the view page providing the list of all the uploads by date order, with the last upload in first place:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/xhvimage.png)
The list functions like the migration process but with original reports instead of OCs. See the previous section for further details.
### 6.5.4. Validate E5Xfiles
This option of the administration menu displays the following window:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/Ykrimage.png)
The Administrator has to select the files through the ‘Select files’ button or by dragging and dropping them in the E5X files section and clicking on ‘Validate E5X’.
The system displays a message once it is validated. At the same time, the system sends an email to the Administrator on the result of the validation. The Administrator has to click on ‘View validation results’, and the system opens the following Results page:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/SYBimage.png)
It presents a table with the processed validations, with the most recent ones in the first place. The columns per each validation row are the following (they can also be used as filters):
· Username: the author of the validation
· Filename: of the E5X file
· Authority to which the Administrator belongs
· Total reports: number of total ORs
· Total attachments: number of total attachments
· Initial Process Date
· Final Process Date
· Validation status: it can be
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/HVBimage.png)
On the last column of the specific validation row, the Administrator can mouse over, and a download icon will appear.
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/bWrimage.png)
The Administrator can click on it to download an XLS file with the results of the validation:
[](https://help.ci-aviationreporting.eu/uploads/images/gallery/2025-11/TdDimage.png)