Upload to eTrustex

Although it resembles a regular email client like Gmail in interface, it handles automated validation and routing of regulatory data.

Understanding How Submissions Work

Each time you submit something via eTrustEx, you are sending a new set of data that either:

• Registers a new product, or

• Updates a previously notified product.

The central identifier of a product in the EU-CEG system is the EC-ID.

EC-ID Structure

Every product has a unique EC-ID, consisting of 12 characters:

• SSSSS – First 5 digits: your Submitter ID (assigned by the EU)

• YY – 2 digits: the year of submission (e.g., 25 for 2025)

• NNNNN – Last 5 digits: your own numbering, chosen freely (e.g., 00001, 00002)

📌 Example: 12345-25-00001

Update Logic

Once a product with a specific EC-ID has been successfully submitted as a New Product, you can no longer send a submission with the same EC-ID and status "New Product".

Instead, use an appropriate update type such as:

• Add Presentation

• Periodical Update

• Product Modification

• Correction, etc.

How to Submit Files via eTrustEx

Once your Submitter, Product Submission, and Attachments are ready and exported from TPD PRO, follow this process:

Step-by-Step Submission Process

1. Log in to eTrustex: 👉 https://webgate.ec.europa.eu/etrustex/

2. Click “New” to start a new message

3. In the Subject field:

   • Add a name for your own reference (e.g., “Elf Bar UK 2025 – New Product”)

   • ⚠️ This field is not processed by the EU-CEG system and has no regulatory effect

4. Click “Add Files”

   • Upload the exported .xml files (Submitter, Submission) and required .pdf files (lab reports, packaging, etc.)

5. Click “Start Upload”

   • Wait for each file to complete uploading

6. Click “Send”

Important Rules

• ✅ You can upload multiple files in one message

• ✅ Files must be sent in the following order for each new Submitter:

  1. Submitter XML (only once per Submitter ID)

  2. Attachments (all related .pdf files)

  3. Submission XML

• ⚠️ Do not submit the Submission file before all attachments — otherwise, the EU-CEG system may reject it

Check Your Inbox

• After sending, go to the Inbox tab

• eTrustEx will generate a system response, either:

  • ✅ Success – submission accepted by EU-CEG

  • ❌ Error – submission failed due to file/data issue

🔁 If you receive an Error:

• Open the message and read the error details

• Go back to TPD PRO, correct the data

• Re-export and re-submit the files

What Happens After a Success

• Once your submission is marked Success, it is officially accepted into the EU-CEG system

• All countries listed in your Presentations will receive the data automatically

• Their national systems synchronize within 24 hours

Sales Launch Timelines

After a product is successfully submitted:

• You must wait 6 months before you can place the product on the market

• This is a general TPD rule, but:

  Some countries may allow exceptions, so always check local regulations

Important Tips

• Do not resubmit the same XML or file without modifying it — this will trigger an error

• Keep clear records of which EC-IDs have been used and for what types of submission

• In TPD PRO, mark each file and submission as “Submitted” once it's sent to eTrustEx — this helps prevent duplication