Submissions

What is a Submission?

A Submission in TPD PRO represents a regulatory notification of a tobacco or e-cigarette product to one or more EU Member States, in compliance with the Tobacco Products Directive (2014/40/EU). Each submission corresponds to one XML file to be submitted via the eTrustEx platform to EU-CEG.

Submissions are the central unit of work in TPD PRO — all Presentations, Ingredients, Compositions, and Files are linked to a specific Submission.

Submission Types

When creating a submission, you must select one of the following types:

1. New Product - For the initial registration of a product not yet submitted to EU-CEG.

2. Product Modification (new Product ID) - Used when the product undergoes significant changes requiring a new Product ID (e.g., composition, device, or name changes).

3. Add Presentation - Add a new country-brand-specific presentation or market variant to an existing product.

4. Remove Presentation - Withdraw a specific presentation from the market, while keeping the product active in others.

5. Update Existing Product Information - For minor changes such as updated packaging, manufacturing address, or metadata.

6. Periodical Update - Used to submit Sales Data or perform a regular update for products already on the market.

7. Correction - Corrections of the product details, design, description.

Supported Product Types

Select the correct Product Type when defining your product:

• Disposables – Single-use, pre-filled products

• Rechargeable – Rechargeable devices with built-in tanks

• Rechargeable Device Only – Devices without e-liquid, sold separately

• Refillable – Devices designed to be refilled with liquid

• Refillable Device Only – Sold without e-liquid, but with refill capability

• Kit – A bundled set (e.g., device + cartridge or liquid)

• Refill Container / Cartridge – Bottled liquids or cartridges

• Individual Part – Components sold independently

• Other – For products that do not fit into standard categories

How to Create a Submission

1. Go to Submissions in the left-hand menu

2. Click “Add Submission”

3. Fill in the required fields:

   • Title – A descriptive internal name for tracking purposes (e.g., “ELF BAR Mango 10ml – Initial 2025”).

   🛈 Note: This title is used only inside the TPD PRO system and does not appear in the final XML file submitted to EU-CEG.

   • Submitter – Select the active Submitter (must be activated beforehand)

   • Submission Type – Choose from the list above

   • Product Type – Based on the physical form of the product

   • Manufacturer – Assign the correct Manufacturer entity

   • Composition – Select an existing Composition

   • Technical Details – Include device specs like wattage, voltage, resistance, battery size, etc. (Some fields may remain empty depending on product type)

   • Files – Attach relevant documentation

4. Click Save

5. Proceed to complete all required tabs:

   • Presentations – Add market-specific variants (Brand Name, Product Title, Launch Date, Packaging File)

   • Ingredients – Automatically calculated from Composition and product volume

   • Emissions & Toxicology – Upload lab results and safety data

   • Sales Data – (Only for Annual Updates)

Editing & Updating Submissions

• Submissions can be edited at any time before XML export

• After export and submission to EU-CEG, changes must be made via a new submission or update type

• You can duplicate an existing submission to save time on similar entries

Exporting Submissions

1. Open the Submission from the list

2. Click “Export XML”

3. TPD PRO will validate the data and generate a compliant XML file

4. Submit the XML file via the eTrustEx platform

✅ If any validation fails, the system will highlight the missing or incorrect fields to be fixed before export.

Tracking Submission Status

• Monitor submission status (e.g., Draft, Exported, Submitted)

• If a Submission was previously exported with a specific type (e.g., "New Product"), avoid resubmitting with the same type — use “Add Presentation” or “Update” to avoid EU-CEG errors

• View related Presentations, Sales Data, and Test Results directly from the submission record

• Filter and categorize submissions by market, product, or client

Best Practices

• Always ensure the correct Submitter is activated before creating a submission

• Review the Composition and Ingredient calculations before export

• Use a clear and consistent naming convention (e.g., “UK – Mint 20mg – Annual Update 2024”)

• Only export when all fields and documents are complete — resubmission of unchanged XMLs will trigger errors in eTrustEx