​​​​​​​​​​​​​Directory Service Web App​

Overview

Directory Services (DS) is accessible via a web browser and serves as the platform for managing Groups , Organizations, Persons, Bodies and Person Lists within ETSI.

How ​to login

In order to access DS, you have to login into the ETSI portal and then click on this link Directory Service

Main page and menu

When you open DS, your username appears in the top right corner of the screen. You can navigate through the available sections by clicking the top tabs: Groups, Organizations, Persons, Bodies and Person Lists.​​

Organizations

Display the list of Organizations

To display the list of organizations, you can click on the top blue bar on the link: Organizations.

When you open this page for the first time, you will see the list of active organizations (all organizations not archived in DS). Once you apply a filter using either Simple Search or Advanced Search, it will remain active and saved until you log out of the system.

Simple Search

This function allows you to quickly find organizations by typing their name or ID, and by using the State toggle switch to filter results.  You can sort the results by clicking on any sortable column. Note: The “STATUS|CATEGORY” column is not sortable.

The State toggle switch includes three options, each grouping several states of an organization.

• Active: Displays only organizations currently in the Active state.
• Not Active: Includes organizations in Disabled, Suspended, or Archived states.
• All: Shows organizations in any state.

By clicking More Filters, you can apply additional filters and combine them to refine your search.

! All filters are evaluated based on the current properties of the organizations and are combined using the AND operator. For instance, you can search for organizations that are currently:

“ETSI FULL Member”

AND located in France

AND have a Voting Weight of 4.

State

Through this field you can select: Active, Disabled, Suspended, Archived

• Active State

The organization is active. Employees of an active organization can log in - or request access - to the ETSI and/or 3GPP portals.

• Disabled State

The organization has been disabled​, preventing its delegates from accessing the ETSI and/or 3GPP portals.​ This status corresponds to the previous "red list" flag (these organizations are listed on the Portal with the comment “Participation rights currently suspended”).

• Suspended State

The organization's delegates are temporarily unable to access the members-only areas of the ETSI and/or 3GPP portals.​​​​

• Archived State

The organization no longer exists within the ETSI structure. As a result, its former employees cannot access ETSI and/or 3GPP portals and services on behalf of the organization.

Country

You can choose one country only.

Family (Status filter)

You can choose from the following organization types: ETSI, 3GPP, oneM2M and Other (e.g. NSOs, Partners, organizations providing STF Experts, etc.). This filter influences the options available in the Status filter. If no value is selected in the Status filter, the system will search for all organizations that currently hold an ETSI membership.

Status

You can select one or multiple statuses based on the chosen Family. The selected status will influence the available options in the Category filter

Category

The available categories depend on the selected Family and Status. Options will adjust dynamically based on your previous selections.

Type

This field can include the following values: (Trade) Association, Micro-Enterprise, Not-for-profit User Association, Small & Medium Enterprise.

Reason for transition

This field indicates the reason why a status has ended or will end.  It works closely with the Status Timeline and Status filters.

Unlike other filters, this one does not evaluate the current status. Instead, it focuses on the end reason of a past or future status.  ETSI Membership ​is represented by a sequence of status values over time, and each status period ends with a specific reason. This filter allows you to identify organizations whose last status ended (or will end) for a specific reason.​ Available reasons are: Withdrawn, Ramp Up, Rejected, Transition, Expelled.

               Withdrawn (resigned): The organization has communicated its intention to resign from ETSI Membership at the end of the current period. This ends the status for both the organization and its employees.

               Ramp Up: The organization has declared a higher ECRT and agreed to increase its financial contribution over a defined period. This does not end the membership itself, but marks the end of a specific membership phase.

               Rejected: The organization's application for ETSI membership was rejected, ending the corresponding status (e.g. Applicant).

               Transition: The status ends as the organization progresses to the next logical status​ (e.g. from pre-Applicant to Applicant). If this is the last recorded end reason, it may indicate that the status update was not properly completed.

               Expelled: The Organization has been expelled, and all its employees lose access to ETSI and/or 3GPP services.

Status timeline

This filter allows you to specify the time period for which you want to search for an organization’s status.

It is directly linked to the Status, Family, and Reason for Transition filters. If you select a Past timeline but do not specify a Reason for Transition, the timeline filter will be ignored

The timeline filter does not affect other filters related to status. For example, if you select a Category, it will reflect the current ETSI membership category, not the one associated with a past or future withdrawn status.  

• Current and Future: The organization holds the selected status(es), which are active today or will end in the future
• Past: The The organization held the selected status(es) in the past. If an organization had the same status value in both past and current periods (e.g., ETSI member under different conditions), both will be displayed.   

Number of Voting Weights

Voting weight currently hold by the organization (note that the exact figure should be inserted: 3, 4, 5, 6, 8, 10, 13, 16, 20, 24, 29; there is no way to search for multiple values).

ISG activity

This filter allows you to search for organizations based on their current participation in Industry Specification Groups. If you select Yes, the search will return organizations that are actively participating in at least one ISG. If you select No, it will return organizations that are not currently active in any ISG.

ISG

When ISG Activity is set to Yes, you can further narrow your search by selecting one or more specific ISGs. If multiple ISGs are selected, the search will return organizations participating in any of the selected ISGs (logical OR).

Advanced Search

The Advanced Search function allows you to:

• Combine multiple filters using the AND operator to narrow down results.
• Search independently using the OR operator to broaden the scope.

For certain filters, you can customize the logic operator, including:

• Is / Is Not
• Starts With / Contains / Is
• In / Not In
• ≥ / Is / ≤

You can search using common filters such as:

• Organization ID
• Name
• Country
• State

Note: If no value is specified for the State filter, the system will default to searching for active organizations only.

\!/ Important: To validate your query, you must click the circle with the “+” sign before clicking Search. This step also allows you to add additional search criteria.

Date Range

The Date Range filter allows you to search for organizations that met specific conditions during a defined period (e.g., in 2020). If no date range is specified, the system will search for organizations that matched the selected criteria at any point in time.

Note: The Date Range filter affects all filters marked with an asterisk (*), including:

• *Status family
• *Status list
• *Type
• *Category
• *Nb of Voting Weights
• *ISG List

Simple Search vs. Advanced Search

Simple Search returns organizations that currently meet the selected criteria.

Advanced Search returns organizations that have met or will meet the criteria, including those within a specified date range. This explains why Advanced Search may return more results when using date-sensitive filters.

* Date-Sensitive Filters (marked with*)

These filters allow you to search for organizations that met specific conditions during a defined period of time. They are impacted by the Date Range filter.

*Status family

Search for organizations that held a specific status family (e.g., Member, Applicant) during a selected time period.

*Status list

Search for organizations with a specific status (e.g., Active, Suspended) over a defined timeframe.

*Type

Search for organizations with a specific type (e.g., SME, Trade Association) during a given period.

*Nb of Voting Weights

Search for organizations with a specific Voting Weight over a selected time range.

*ISG List

Search for organizations that participated in one or more named ISGs during a specific period.

To ensure your query is saved correctly, make sure to validate it by clicking the circle with the “+” sign before using the Search button.

Share

This feature allows you to save your current search query, including all selected filters, and automatically copy a shareable link to your clipboard.

You can use this link to share your search and its results with colleagues and to bookmark frequently used queries for quick access in your browser.

Actions

Actions

Create Organization: The Create function allows you to register a new organization by providing the following details:

• Commercial Name (formerly Short Name) – limited to 30 characters
• Legal Name (formerly Long Name) – limited to 100 characters
• Country

The system will prevent creation if an organization with the same Commercial Name and Legal Name already exists. This validation helps avoid duplicate entries and ensures data integrity within the Directory Service.

Show Audit: For each listed organization, the audit results display either the number of failed rules or a green checkmark if all rules passed successfully:

Actions - Show Audit

Show Audit

Export​

You can export the results of your search using the following options:

Actions - export

• Audit : Downloads an Excel file listing the audit rules that were not met by the organizations in the result list.
• Credit Notes: Exports credit notes for the financial years N-2 and N.
• XLSX: Exports the displayed list to an Excel spreadsheet.
• CSV : Exports the displayed list to a text file with a .csv extension. You can choose the delimiter format:
  • (;) – All data in a single column, fields separated by a semicolon.
  • (tab) – All data in a single column, fields separated by a tab character.
  • (,) – All data in a single column, fields separated by a comma.

Organization details

When you select an organization from the search results, its details are displayed.

The General Information panel is always visible, regardless of which tab you select. It includes key data such as the organization's State, Commercial Name, Legal Name, and Country.

In the top-right corner of this panel, you'll find the summary of the Audit Rules (red), the Edit button for Administrators and the Actions button.

Below the General Information panel, you'll see a set of tabs that provide access to additional sections. You can navigate between them by clicking on each tab.

The Hired Persons button redirects you to a separate page listing individuals hired by the organization, with filters available for Active, Not Active, or All statuses.

Edit

You can modify the following fields: Country, Additional Information and Declarations (under GENERAL), Address, Status, official and technical roles (under OFFICIALS), ISG, and NSO Role.

Important: You will not be able to update an organization if another organization with the same name already exists in the system. If this occurs, please contact the Membership

Administration team for assistance.

Actions

From this menu, you can access the following functions:

• Rename: Update the organization's Commercial and/or Legal Name. Technical renaming propagates the change across all meetings, voting records, and historical entries. Legal renaming applies the change only to entries created from the effective date of the name change.

• Disable: Temporarily revokes access to ETSI/3GPP online applications for all accounts associated with the organization and removes them from subscribed mailing lists / Enable: Restores access to ETSI/3GPP online applications for previously disabled accounts. However, mailing list subscriptions are not reinstated.
• Archive: Use this when the organization no longer operates within the ETSI environment.
  • Ends all ISG participations.
  • Revokes portal access for all associated persons.
  • Deletes their EOL accounts.

Note: Archive is available only if the organization has no active ETSI/3GPP status. Otherwise, you get an error:  

• Unarchive: Reverses the archived status of the organization. Note: Former EOL accounts are not restored.

• Suspend: Temporarily suspends ETSI Membership. Delegates lose access to the members-only areas of the ETSI and/or 3GPP portals.
• Change domain name: The email domain name change is applied to all individuals in the organization who currently use the domain being updated.

• Resume: Available when the organization has been suspended. Restores ETSI Membership and access to members-only areas.

• Merge with: Opens a selection menu to choose a target organization for merging. Upon confirmation the current organization is deleted from the ETSI database. The following data is transferred to the target organization:
  • Declarations
  • Addresses (duplicates may need to be manually removed)
  • Statuses
  • Roles
  • ISG Membership
  • Representing Persons
  • Hired Persons
  • Activities

Note: History records are not transferred.

• Export Invoicing: Exports the organization's activities over the past three years to an Excel file.

GENERAL tab

This tab displays four main panels:

• Status: Shows the organization's current statuses (e.g., active), as well as any withdrawn or expelled statuses.
• Additional Information: Includes the declared activity, phone code, phone number, website URL, VAT number, and PO Number.
• E-mail domain name(s): Shows the domain names allowed for the organization.
• Declarations: Lists decisions and remarks related to the organization. You can use the Edit function to update the additional information and add new declarations (see details below).

Control on VAT number

The system automatically checks whether the VAT number matches the expected format for the organization's country. The table below outlines the valid formats by country:

Country/Region Code	Expected Format
AT	ATU########
BE	BE#########
BE	BE #########
BE	BE0#########
BE	BE ###.###.###
BE	BE ### ### ###
BE	#########
BE	###.###.###
BE	### ### ###
BG	BG##########
BG	BG#########
CY	CY########@
CY	########@
CZ	CZ########
CZ	CZ#########
CZ	CZ##########
CZ	########
CZ	#########
CZ	##########
DE	DE#########
DE	#########
DE	DE#########
DE	DE #########
DK	DK########
DK	########
EE	EE#########
EE	#########
ES	ES########@
ES	########@
ES	ES@########
ES	@########
ES	ES@#######@
ES	@#######@
ES	@########@
ES	@######@
ES	@#####@
ES	#######@
ES	######@
ES	#####@
ES	@#######
ES	@######
ES	@#####
FI	FI########
HR	HR###########
HR	HR###########
HU	HU########
HU	########
IE	IE######??
IE	IE######???
IT	IT###########
LT	LT#########
LT	LT############
LT	#########
LT	############
LU	LU########
LU	########
LV	LV###########
LV	###########
MT	MT########
MT	########
NL	NL#########B##
NL	#########B##
PL	PL##########
PL	##########
PT	PT#########
RO	RO##########
RO	RO########
RO	RO#######
SE	SE##########01
SE	##########01
SI	SI########
SI	########
SK	SK#########
SK	SK##########
SK	#########
SK	##########

Declarations

Declarations consist of Decisions and Remarks, and can only be created by the ETSI Secretariat.

Decisions

To add a new decision, you must provide the following: Source: e.g., DG, GA, or Poll

Type: Varies depending on the selected source (see below)

Date: The date the decision was made

Comment: A brief explanation or context for the decision

Types by Source:         

• DG: Approval, Withdrawal, Expulsion, Reject, Suspension, Resume
• GA: Approval, Withdrawal, Expulsion, Reject
• Poll: Approval, Withdrawal, Expulsion, Reject. When the source is Poll, you must also select the Poll date using the Events field.

Remark Types

You should add a Remark, providing its Type and Comments. Source field should be ignored, it is automatically set to Remark Type/

Select from the list below:

• Secretariat: Internal notes visible only to the Secretariat; not accessible to members
• PreWithdrawn: Used when a member has announced their resignation, which will take effect on January 1st. This remark indicates the resignation has been received, but the membership is still active.
• Membership: Remarks related specifically to the organization’s membership.
• Others: For any other relevant notes that don’t fall into the categories above.

Comments: Provide relevant details or context.

Status tab - Organization Identity Card

Displays the complete history of the organization's statuses since its registration in the ETSI Directory Service.

You can filter the list by Timeline (All, Past, Current and Future), and Family (ETSI, 3GPP, Other, oneM2M).

You can also use the Members filter to focus on NSO-related statuses (All, NSO Member, NSO Non-Member):

Visual cues:

Active statuses are highlighted with a blue background.

Hovering over the € symbol in the financial contribution column reveals the organization's financial contribution. The bottom-left corner shows the total number of displayed statuses:

Add new status

To add a new status, click Edit. A plus icon will appear in the top-right corner of the card.

OFFICIALS tab

This tab displays individuals holding Official and Technical roles. Official roles may be held by persons hired either by the organization itself or by another organization. To add a new Official role, click Edit - a plus icon will appear in the top-right corner of the card. To modify existing roles, use the same Edit function. If a role is ended with a future end date, it will continue to appear on the General tab until that date is reached.

You cannot set a role’s start date earlier than the organization’s status start date.

Technical roles are held within Technical Bodies by persons hired by the organization.

Note: Technical roles cannot be added via this tab - they must be managed through the blue BODIES tab.

ISG tab

This tab lists the ISGs (Industry Specification Groups) that the organization currently participates in or has participated in.

To add a new ISG status, click Edit — a plus icon will appear in the top-right corner of the card.

You can also modify existing ISG statuses using the same Edit function.

NSO ROLE tab

This tab shows organizations that represent their country’s National Standards Organization (NSO). To add or modify an NSO role, click Edit - a plus icon will appear in the top-right corner of the card.

The following fields are displayed:

1. Agreement Date: Date the agreement was signed with the hosting country.
2. Start Date: Date the organization began its NSO role.
3. End Date: Date the NSO role ended.
4. Voting Weight: Voting weight assigned to the country for NSO-related votes.
5. Voting Rights: Indicates whether the country is eligible to have an NSO representative in ETSI.
6. Official Contact: Person holding the official contact role.
7. No Voting Since: Date the country lost its voting rights for NSO-related votes.

REPR. PERSONS (representing persons) tab

Displays the list of individuals authorized to represent the organization. These representatives can:

• Register for meetings on behalf of the organization
• Cast votes under the organization's name

Important: If a representative's hiring organization is not an ETSI member, they will not have access to password-protected information of ETSI resources.

To add a new representative, navigate to the corresponding Person page.

ACTIVITIES tab

Shows a year-by-year overview of organizational activities, updated automatically.

Includes:

• Meetings attended
• Mailing list subscriptions
• Technical roles held

INVOICING tab

Displays membership contribution details across multiple years.

This section provides an overview of invoicing history related to the organization's membership, including issued invoices and payment status.

HISTORY tab

Tracks all changes made to the organization. You can filter on the left (History Date / Events type / Value to Search).

AUDIT tab

Lists all warnings and errors detected in the organization's data.

Persons

Display the list of Persons

This page displays the list of persons registered in the system. To access persons at any time, click the PERSONS button in the top blue navigation bar.

When you open the page for the first time, it shows the list of active delegates.

Once you apply any filters, your selection will be remembered for your next visit - until you close your browser.

Simple Search

Use this feature to quickly find a person by typing their name, ID, or email. The system begins searching as you type. By default, only active persons are shown. Use the toggle to switch between State Active, Not Active (Archived), or All. Click on column headers to sort the results.

Add and combine filters to refine your search:

• State: Active or Archived
• Employee of: Organization employing the person
• Official Role: e.g., Official Contact, Legal Contact, GA Correspondent, etc.
• Representing Official Role (incl.): Set to Yes to include persons representing an organization different from their employer
• Technical Role: e.g., Chair, Vice Chair, Technical Officer
• Representing Technical Role (incl.): Set to Yes to include persons representing another organization in a technical role

Advanced Search

Advanced Search allows for more complex queries using logical operators. Combine filters using AND or OR.

Use operators like:

• Is / Is Not
• Starts With / Contains / Is / Ends With
• In / Not In
• ≥ / ≤ / Is

You can search using fields such as:

• Person ID
• Family Name
• Given Name
• State
• Username
• Email

Date Range Filter: Use this to search for persons who met specific conditions during a defined period (e.g., in 2020). It applies to filters marked with an asterisk (*), including:

• *Official Role: Persons who held an official role during the selected period
• *Technical Role: Persons who held a technical role during the selected period
• *Flags List[SD1] : Persons with specific flags checked during the selected period

If no date range is specified, the system will search across all time. This may include persons who no longer meet the selected criteria.

Share

The Share function copies the current search URL to your clipboard, including all applied filters.

This allows you to:

• Share your search results with colleagues
• Save predefined queries for future use (e.g., in your browser favorites)

Actions

Create

Allows you to create a new person within an active organization.

• If a person with the same or inverted Family and First Names already exists, the system will detect a potential duplicate.
• If the email address already exists, it will also be flagged as a duplicate.

In both cases, creation is blocked unless you have special permission to force the creation.

If you believe the creation should be forced, please contact the Membership Administration team.  

Move to another organization

This action:

• Creates a duplicate of the selected person(s) in the target organization
• Archives the original person(s) in the current organization

See the Person Details section for more information.

Exp​ort

You can export your search results in various formats:

• Audit: Excel file listing audit rule failures for each contact in the results
• XLSX: Standard Excel export of the results table
• CSV (;): CSV file with semicolon-separated values
• CSV (tab): CSV with all data in a single column, fields separated by commas
• CSV (,): CSV with all data in a single column, values enclosed in quotation marks

Show/Hide Audit:

Toggle the display of audit results:

A green check indicates the person passed all audit rules. A number shows how many rules were failed.

Person details

When you click on a person from the search results, their full profile is displayed.

General Information Pane

This section shows key details about the person, including:

• Title
• Family Name and Given Name
• Email Address
• Employee Of (employing organization)
• State (Active or Archived)

In the top-right corner of this pane, you’ll find:

• A summary of Audit rule results
• The Edit menu
• The Actions menu

Edit

The Edit function allows you to update key personal details, including:

• Title
• Employing organization ("Employee Of")
• Email address
• Family name and Given name
• Selected fields in the Additional Information pane
• Remarks (you can add notes or comments)

When editing any of these fields, the system may display a warning if it detects a potential duplicate—such as a person with the same or reversed names, or an existing email address.

Actions

Archive

The Actions function allows you to Archive/Unarchive or move people.

Note: If you want to add a comment you need to do this before you archive the record!

This action deactivates a person’s profile and triggers the following:

• The associated EOL account is deleted
• Any official or technical roles held by the person are automatically ended on the day the action is performed

Unarchive

Available only for previously archived persons. Restores the person’s profile to Active status

Important: This action is not symmetrical to archiving as it does not restore the deleted EOL account and it does not reinstate any previously held roles.

Move to another organization

This function allows you to duplicate a person’s record in a different organization.

• A new Person record is created in the target organization, while the original (source) Person record is archived.

The operation is handled by a background task, which may take a few seconds. During this time, a “Move in progress” message is displayed. Once completed, a “Move is completed” message appears, including a link to the newly created Person record.

• If the source Person holds any Official or Technical roles, these roles are transferred to the new Person record.
• The new Person is assigned a new EOL username, but retains the same password as the original. Two notifications are sent:
  • Informing the person that their EOL has changed due to the move.
  • Providing the new EOL username.
• The email address remains the same as in the original record.

• All future meeting registrations are automatically updated. When the person logs in with their new credentials, they will still see all upcoming meetings they had previously registered for.  

GENERAL tab

This tab provides additional information about the person, including:

• Username (This is the ETSI Online (EOL) login, automatically assigned by the system. It is not editable.)
• Business title
• Phone code
• Phone
• Mobile Phone Code
• Mobile Phone
• Business Title
• Person remarks
• Flags (These are system-generated based on other data. For example, if a person holds an Official role in one or more Technical Bodies, the TB Official flag will be set.)
• Employee of (Hiring Organization)

ROLES tab

This tab displays the Official and Technical roles held by the person. To add a new Official role, click Edit - a plus icon will appear in the top-right corner of the card.

You can also modify existing roles using the same Edit function.

If you enter a comment while editing a role, a text icon will appear in the left column of the role list. Hovering over this icon will display the comment.

You cannot set a role’s start date earlier than the organization’s status start date.

Official role(s)

Official roles include:

Legal Contact, Official Contact, Financial Contact, Voting Contact, GA Correspondent, Board Correspondent, TA Correspondent, Contact for PT Experts, Commercial Contact, Press Officer, Unofficial Contact.

Technical role(s)

Technical roles refer to positions held by individuals within ETSI Technical Bodies. These roles are typically assigned to persons hired by the organization and are essential for the coordination and leadership of technical work. The main Technical roles include:

• Chair
• Vice Chair
• Technical Officer

Note: Technical roles cannot be added or modified via the ROLES tab. They must be managed through the blue BODIES tab.

REPRESENTING ROLES tab

This tab displays individuals who are not hired by the organization but are authorized to represent it in ETSI activities.

A physical person working for an organization related to ETSI may represent none, one, or multiple organizations.

By default, a person is allowed to represent their hiring organization.

This tab specifically lists those who are external representatives - i.e., persons who are not employed by the organization but have been granted representation rights.

ACTIVITIES tab

Activities are displayed on a yearly basis and are automatically kept up to date. Export button allows to export in XLSX or CSV format.

HISTORY tab

The HISTORY tab provides a detailed log of all changes made to a person's record. You can filter change events using the following criteria:

History Date: Select a specific time period to view changes made during that range.

Event Type: Filter by the type of change. Available event types include:

• Create – Initial creation of the record.
• Modify – Updates to existing data.
• Add Child – Addition of a related sub-entity (e.g., adding a group member).
• Remove Child – Removal of a related sub-entity.
• Update Child – Modification of a related sub-entity.

Note: “Child” events refer to changes made to entities linked to the person’s record, such as group memberships or roles.

AUDIT tab

The AUDIT tab displays any failed audit rules and potential warnings related to the person's record.

Groups

This feature allows you to declare group memberships for specific organizations. The main type of group is the ETSI Corporate Group (ETSI), as defined in the ETSI Directives.

Another group type is 3GPP, which does not exactly follow the ETSI Corporate Group definition. Its primary purpose is to group organizations that represent each other in 3GPP meetings.

Another group type available in the system is ETSI Public, which is used to represent country Administrations and Other Governmental Bodies in the group. This group helps identify and organize entities that are officially linked to Administrations, distinguishing them from corporate or commercial organizations.

The Academic Group is under development. To group Multiple Public Research Bodies or Universities belonging to the same Group of Entities joining ETSI.

Display the list of Groups

To view the list of groups, simply click the “GROUPS” link located in the top blue navigation bar.

Simple Search

This feature allows you to quickly locate groups by entering their Name or ID, and selecting their State (Active, Archived, or All).

You can refine your search further by clicking “More Filters”, where you can filter by Group Family, such as:

• ETSI
• 3GPP
• ETSI Public
• Academic Group

Additionally, you can search for groups that participate in one or more ISGs, making it easier to identify relevant collaborations.

Advanced Search

The Advanced Search feature allows you to perform more precise queries by combining multiple filters using logical operators:

• Use AND to find results that match all selected criteria.
• Use OR to find results that match any of the selected criteria.

You can customize the logic for certain filters using operators such as:

• Is / Is Not
• Starts With / Contains / Is
• In / Not In
• ≥ / Is / ≤

Common filters available include:

• Group ID
• Group Name
• Group Family
• Targeted Class of Contribution
• Group State

This functionality helps you narrow down search results efficiently and tailor queries to specific needs.

Share

The Share function copies the current search URL to your clipboard, including all applied filters.

This allows you to:

• Share your search results with colleagues
• Save predefined queries for future use (e.g., in your browser favorites)

Actions

Create

This function allows you to create new Groups by specifying the Group Name and selecting the appropriate Group Family.

Once a group is created, the Group Family cannot be changed. Please ensure the correct classification is selected during creation.

Show Audit

Displays or hides, for each group row, the number of failed audit rules or a green checkmark if the audit has passed successfully.

Export

You can export the results of your search in various formats by selecting the appropriate option:

• Audit: Download an Excel file listing the audit rules failed by the groups in your search results.
• XLSX: Export the results table as a standard Excel spreadsheet.
• CSV (;): Export the data in CSV format, with fields separated by semicolons—ideal for structured table views.
• CSV (tab): Export all data into a single column, with fields separated by tabs.
• CSV (,): Export all data into a single column, with fields separated by commas and enclosed in quotation marks.

Archive

You can archive a Group.

In the General Information panel, you can view the group's Name, Group Family, Group Contact, Group ECRT (in M€), Class of Contribution, and Targeted Class of Contribution.  

Below the General Information panel, all other tab contents are accessible.

Group details

When you select a group from the search results, its details are displayed.

In the top-right corner of this panel, you'll find the Edit and Actions buttons, along with the result of the Audit action, which is automatically triggered upon opening the page. In the top-right corner of the page, the name of the last user who modified the page is displayed.

Audit

Here you see the Audit rules succeeded or failed, and potential warnings.

Edit

When using the Edit function, you can modify the following fields:

For ETSI Corporate Groups:

• Group Name
• Group Contact
• Targeted Class of Contribution

For Public Groups:

• Group Name
• Group Contact

For Academic Groups:

• Group Name
• Group Contact

For 3GPP Groups:

• Group Name
• Group Contact

GENERAL tab

This section provides key information about the member's role and contribution within the group:

• Role in Group: Indicates whether the member is a Primary Member or an Additional Member. Each group can have only one Primary Member.
• Organization Name: Displays the name of the member organization.
• Current Status: Shows the current membership status.
• Class / Voting Weights: Additional Members may carry the voting weight of the Primary Member. In case of multiple votes, the last vote submitted is considered.
• ECRT / GDP: If the member organization has declared an ECRT or GDP amount, it will be displayed here. Otherwise, only the corresponding Class of Contribution is shown.

ACTIVITIES tab

Activities are displayed on a year-by-year basis and are automatically updated to reflect the latest available data.

HISTORY tab

This tab displays all changes made to the organization over time. You can filter change events using the following criteria:

• History Date: Select a specific time period to narrow down the results.
• Event Type: Filter by the type of change. Available event types include: Add Child, Archived/Unarchived, Create, Modify, Remove Child.
• Add / Remove / Update Child Events: These refer to changes involving a child entity related to the organization you're viewing (e.g., Group → Group’s Member).
• Value to Search: Enter a keyword, date, text, or number to search within the history records.

Membership Management

Membership is managed by ETSI Administration through a sequence of statuses over time. This logic applies consistently across ETSI membership, 3GPP, and any other status family.

Membership details can be accessed and modified via the Organization Status tab.

Key Concepts

Start and End Dates. Each status includes a start date and an end date. You can set an end date in the future; the status remains valid until that date is reached.

Note: An end date such as 2023-01-01 is stored as "2023-01-01 00:00:00.00". Applications that do not ignore the timestamp should interpret this as "2023-01-01 23:59:59".

Statuses: Pre-Applicant and Applicant

The Pre-Applicant status represents organizations that have signed the Membership Agreement but not yet paid their membership fees.

This status is used for administrative purposes only, helping Membership Administration identify unsigned or unvalidated membership requests.

Pre-Applicant organizations have no access rights until they pay and get the status “Applicant”.

To ensure consistency with actual membership levels, the Pre-Applicant and Applicant statuses have been refined and split into the following categories:

·        Full Member

·        Associate Member

·        Observer Member

This classification aligns with the effective membership type of each organization.

Additionally, the statuses Pre-Applicant 3GPP and Pre-Applicant oneM2M have been introduced to manage access rights specific to 3GPP and oneM2M. These statuses remain in place until the end of the online poll when the membership is confirmed, at which point access rights become valid.

Deprecated Statuses

The statuses Withdrawn and Expelled have been deprecated. Instead, they are now recorded as Reasons for ending a status.

Tracking Status Evolution

Multiple status entries can now exist for a single status family. This allows tracking changes in financial contributions or other characteristics over time.

ISG Participation

The ISG status is no longer used to indicate participation in ISGs.

To view ISG involvement, refer to the ISG tab. To find organizations participating in ISGs, use the "ISG" search filter.

Ending ETSI Membership

To terminate an organization's ETSI membership, follow these steps by editing its corresponding ETSI status:

• Navigate to the organization's Details page and open the Status tab.
• Ensure the relevant status is visible. Set the Timeline filter to All to display past, current, and future statuses.
• Click Edit in the top right corner. This will display a Menu button next to the status you wish to modify.
• Select Edit from the menu to open the Edit Status window.
• Set an end date for the status
• Choose a reason for ending the status from the predefined list.

Setting an end date does not trigger immediate actions. The system schedules the necessary updates to occur on the specified date.

For example, if a member is withdrawn on 31 December 2022, the following actions will be executed during the night following that date:

• Termination of the organization’s ISG participations
• Removal of official contact roles linked to ETSI and 3GPP (if applicable)
• Removal of delegate roles in ETSI technical bodies
• Notification to delegates that they have lost access to ETSI and 3GPP online applications
• Creation of a new entry in the organization’s history log

How to Edit a Status

To add, modify, or end a status, follow these steps:

Go to the Organization Details page and open the Status tab.

Use the Edit menu:

and once in edit mode, apply the necessary changes in the Edit Status window.

Don’t forget to Save and Apply your modifications.

How to ​add a new Status

After selecting Edit, click the plus icon (+) in the top-right corner of the Organization Identity Card:

A pop-up window will appear for entering the new status details:

Fields marked with an asterisk (*) are mandatory.

Depending on the selected Family / Status / Category, additional fields may appear (e.g., for financial or legal information):

How to ​modify a Status

In edit mode, locate the status you want to change.

Click the three-dot menu next to the status.

Select Edit to open the modification window.

Make your changes and Save/Apply them.

How to end a Status

In the Edit Status window, provide:

• An End Date
• A Reason for ending the status (selected from a predefined list)

You can set an end date in the future (e.g., for a planned resignation). The status remains active until the specified end date is reached.

How to Transition from Applicant to Member Status

Note: The same process applies for the transition from pre-Applicant to Applicant.

When a new organization's application is approved by existing ETSI members, you must update its status from Applicant to Full Member or Associate Member.

Steps to Perform the Transition

• Go to the Status tab of the organization's profile.
• Locate the Applicant status.
• Select Edit and open the menu at the right of the Status line and select Copy.

This will open a window to create a new status, pre-filled with the information from the Applicant status:

In the pop-up window:

• Adjust the status type (e.g., Full Member or Associate Member).
• Enter the correct Start Date, i.e. 22 March, 22 June, 22 September or 22 December
• Select the reason “Transition” next to the field “Terminate original status with reason”

This process ensures a smooth transition while preserving historical data and maintaining consistency across membership records.

How to Search for Withdrawn or Expelled Memberships

You can filter organizations based on their membership termination reason and timeline using the search filters.

To find organizations whose ETSI membership has been withdrawn in the past:

• Set Family to: ETSI
• Set Reason for Transition to: Withdrawn
• Set Status Timeline to: Past

To find organizations whose ETSI membership will be withdrawn at the end of the current period:

• Set Family to: ETSI
• Set Reason for Transition to: Withdrawn
• Set Status Timeline to: Current and Future

To find organizations that have been expelled:

• Set Family to: ETSI
• Set State to: None (remove Active)
• Set Reason for Transition to: Expelled
• Set Status Timeline to: All

Display the list of Bodies

To view the list of bodies, simply click the BODIES button located in the top blue navigation bar.

When you open the page for the first time, the system displays the list of active bodies by default.

Once you apply any filter, your selection is automatically saved and will remain active until you log off or Reset Filters.

_____

Each status has now a start date and an end date.  This is one of the major changes compared to the desktop app.

Note that the description below corresponds to versions of DS lower than  DS 6.1. It has changed with 6.1

Organization status management

The Status Management is done from the Organization Status tab. There, you can view the Organization Identity Card where all the organization's statuses are listed.

Each row contains the characteristics related to the status family. Some columns apply only to ETSI membership (e.g. Financial Contribution). When this is an ETSI membership status, you can move your mouse over the € symbol and see the financial contribution to ETSI membership.

ETSI membership management

Overview

Some changes have been made to manage ETSI membership:

• A new "Prospect" status has been introduced. It is in the Prospect Family.

• A new  "Pre-Applicant" status has been introduced to reflect the period when an applicant has not paid yet its membership fees
  • This status has been created for administrative purposes only, that is, to allow Membership Administration to identify unsigned and non-validated membership requests.
  • Pre-applicant organizations have no access rights and cannot sign an ISG member agreement until the signed application is duly validated by the Secretariat;

• Pre-Applicant and Applicant statuses have been split into several statuses (Full, Associate, Observer) to be consistent with the effective membership values.

• As explained above, we have added a start date and an end date field to each status.
  • With this capability, it is possible to set an end date in the future. But the corresponding status is still valid until the end date is reached.
  • Note that the end date  2023-01-01 is stored in the database with the following value : "2023-01-01 00:00:00.00". It means that the application that do not ignore the timestamp to compare dates shall interpret this value like "2023-01-01 23:59:59"

• Withdrawn/Expelled statuses have been deprecated and transformed into the Reason for ending a status.

• As we can now have several status rows for a given status family, we can track the evolution of the financial contribution or other characteristics over several years

• ISG status is no longer used to indicate that an organization participates in one or several ISGs.   Instead, you should open the ISG tab. If you want to obtain the list of such organizations, you can use the "ISG"  search filter.

Besides these changes, we have removed the possibility to view and edit the Red Flag field. Instead, we provide two sets of actions. We believe it brings higher flexibility for managing organizations that combine several memberships (ETSI, 3GPP, and oneM2M in the future)

• Disable/Enable will prevent any employee of a given organization to log into ETSI and 3GPP portals.
• Suspend/Resume will suspend and resume all rights related to ETSI membership.

At last, limited controls are done when setting organization and status fields. It gives the user higher flexibility in the order he/she wants to set. Instead, we provide the "Audit" feature, which enables the user to detect errors or warnings when some field values are not expected.

Ending ETSI Membership

To end the ETSI membership of an organization, you need to edit its corresponding ETSI status.

• Navigate to the  Organization Details page, and select the Status Tab.
• Make sure that the status you want to end is displayed (Timeline = All will display all past, current, and future statuses)
• Click Edit in Actions menu: it displays a Menu button at the right of the concerned status
• Select the Edit menu: it opens the "Edit a status" window
• Set an end date for the status
• Indicate the reason why you end a status from the list of predefined choices)

Note that when you set the end date, the system will take no immediate action. The system will just schedule the relevant actions at the specified end date. For instance, if you withdraw an ETSI member 31-dec-2022, the following actions will take place during the night following 31-dec-2022:

• It will end the ISG participations of the organization
• It will end the roles of the official contacts related to the ETSI status, and to 3GPP status if it has a 3GPP membership via ETSI
• It will end the roles of the delegates in their ETSI technical bodies
• The delegates of the organization will be notified that they have lost their right to access ETSI online applications and 3GPP online applications
• A new entry will be created in the history of the organization

NSO management

Some changes have been made to manage National Standards Organization:

• a new category of ETSI membership has been added: National Standards  Organization
• If you create an organization with such a category, it will be interpreted by the system like it has the "NSO" status. Therefore, there is no need to add the "NSO" status.

How to e​​dit a status

In order to edit a status ( add, end or modify) you have to use the Actions menu and select Edit. Once you have modified the Status you have to apply the changes.

How to ​add a new Status

Once you have selected Edit you can add a new status by clicking the plus icon on the right corner of the Organization Identity Card:

then you will see the following pop-up:

Fields marked with the * are mandatory.

Note that some additional fields may appear if you select a Family/Status/Category that requires more information, as shown in the example below:

How to ​modify a Status

If you want to end or modify a status you can click (in edit mode) on the three points:

How to end a Status

To end a status you have to provide an End Date and a Reason:

It is possible to set an end date in the future (with the reason, for instance withdrawn). But the corresponding status is still valid until the end date is reached.

How to transition from applicant to member status

When the application of a new organization is approved by the existing ETSI members, you need to change its status from applicant to full or associate member. The way to do this is to use the "Copy" menu of the "applicant" status: it opens a window that adds a new status with all fields set from the source status. The pop-up window enables you also to copy and end all existing contacts attached to the applicant status  

How to search for withdrawn or expelled membership

If you want to see the list of organizations which ETSI membership has been withdrawn in the past, set the Family filter to ETSI, Reason For Transition to Withdrawn, and Status Timeline to Past.

If you want to see the list of organizations which ETSI membership will be withdrawn at the end of the current membership period, set the Family filter to ETSI, Reason For Transition to Withdrawn, and Status Timeline to Future.

If you want to see the list of expelled organizations, set the Family filter to ETSI, Reason For Transition to Expelled, and Status Timeline to All.

Display the list of Bodies

To display the list of bodies, you can click on BODIES button of the top blue bar.

When you open this page for the first time, you will see the list of active bodies. Once you have selected any filter, it will save it until you log off.

 

Simple Search

This function helps you find bodies and sub-bodies quickly by typing a part of their Name or their Title or their full ID and by selecting the State toggle switch. You can sort the results by clicking on sortable columns.

The toggle switch has three buttons, each one grouping several states of a body.

• Active:  it searches only for the bodies in Active state
• Not Active: it searches for the bodies in Under Preparation, Cancelled or Terminated states
• All: it searches for the bodies in any state

If you click on More Filters, you can add more filters and combine them to refine the search.

State

Through this field you can select: Active, Under Preparation, Cancelled and Terminated values:

Active State: A body for which there is still a member activity

Under Preparation State: The ETSI secretariat has been preparing the body before its creation is made publicly available

Cancelled State: The creation of the body has not been confirmed, and therefore has been cancelled.

Terminated State: There is no more member activity on the body. Note that it corresponds to the former "Finished" state

Family

This field has been introduced with the new DS.  Five values are possible: 3GPP, ETSI, ISG, OSG, Other

• 3GPP: any 3GPP body
• ETSI: any ETSI Technical Body (excluding ISGs)
• ISG: only ISGs
• OSG: Open Source Groups
• Other: other non-tecnhical groups, like Board, GA, OCG, FC, IPR,...

Key 1: You can select several values among the list of Key 1 values that have been given to a top-level body

Key 2: You can select several values among the list of Key 2 values that have been given to a sub body. If you have selected Key 1 values, the proposed list of values contains only the ones under the corresponding parent bodies.

Key 3: You can select several values among the list of Key 3 values that have been given to a sub body. If you have selected Key 1 and Key 2 values, the proposed list of values contains only the ones under the corresponding parent bodies.

Type

You can select several values among the list of body types that have been defined for a body or a sub body

• Example of body types: Technical Committee, Working Group, Task Group, Special Committee, Coordination Committee,  Partnership Porject, ...

Visibility on the portal

This switch allows refining the search for bodies depending on their visibility status on the portal (ETSI Portal or 3GPP portal)

Show only top level

This switch enables to  focus the search among top-level bodies only

Share

This function saves the current search query with all its filters and copy the resulting link into the clipboard. This allows you to share your search query and its results with a colleague. This can also be used to build pre-defined queries and save them as bookmarks in your browser .Note that unused links are deleted after 3 months.

Actions

• Create top body: You can create a new top body
• Export: You can export the results of your search:
  • XLSX: export the displayed list to an excel file
  • CSV : export the  displayed list to a text file with csv extension
    • (;):  All in a single column, fields separated by a semi-colon character
    • (tab): All in a single column, fields separated by a tab character
    • (,): All in a single column, separated by a comma character

• Show Audit: It shows, for each listed body, the number of rules that failed, or a green check if the audit succeeded

Display the details of a Body

When you select a body from the search results list (click on title column), you can see its details. The General Information panel is displayed regardless of the tab you select on the page. It shows the body's State, Family, Type, Start/End Dates, Key1/Key2/Key3 and Title. You can see in the right corner of that panel the Actions button. Under the General Information panel, you can see all the tabs that you can access by clicking on them.

Actions

From there you will access a list of functions:

• Edit: You will be able to update editable fields, either in the General Information pane (State, Type, Start/End Dates, Title), or in the tabs. Note that some controls are done to prevent from having top level Bodies with same title
• Create Sub Body:  not available when this is a 3rd-level body, or when the State is Cancelled or Terminated
• (Un)Publish: To make the body visible on ETSI portal, or to hide it.
• Cancel this body: to cancel the creation of a body
• Terminate: to terminate the activity of a body

GENERAL tab

This tab shows you the current Name and visibility on the portal. It also displays the remarks made by the ETSI secretariat. The Name field can be directly edited. Note that this is a free text format, though a usual convention to form that name using the Key values of the body.

Remarks

Remarks can only be made by the ETSI Secretariat. To add a remark in "Edit" mode, just click on the + icon. You can then enter the text of your remark. Once saved, it will be displayed with its date and the name of the author. You can also delete an existing remark, though you should be careful when deleting remarks that you did not enter yourself.              

ROLES tab

It shows which persons have a role in this body. You can add a new role by clicking Actions, then Edit, a plus will appear in the right corner of the card. You can modify or delete existing roles by using the same Edit function. Role(s) can be held by any Person of any Organization. For the ETSI and 3GPP families, there is no check on a person's eligibility to hold a position.

For ISG, there is an audit rule: when the hiring organization of the person is not an ETSI member, he/she cannot hold a role or Chair or Vice Chair of a top-level body, nor a role of Chair of a sub body.

Note: if you want to add a role from the Person page, you can only add a role if the body is in active state, as the system displays only the list of active bodies.

SUB BODIES tab

It displays the list of sub bodies. You can filter them according to their state and their period of activity

ORGANIZATIONS tab (only for ISG and OSG)

It displays the list of organizations that participate to an ISG or an OSG. When an organization wants to join any ISG/OSG, you can add a new ISG Status by clicking Actions, then Edit, a plus will appear in the right corner of the card. You can modify existing ISG statuses by using the same Edit function. You can filter the organizations according to their status in this ISG/OSG and their period of participation. You can also only display for which organization the ISG status does not comply with its ETSI membership.

APP SETTINGS tab

It displays the technical settings of a body.

ACTIVITIES tab

Activities are displayed year by year; the figures are automatically computed from the various databases where the source data is. There you can see:

• the number of meetings created for the body
• the number of subscriptions to the mailing list attached to the body
• the number of contributions
• the number of contributing organizations
• the number of distinct meeting registrants
• the number of organizations registered to at least one meeting

HISTORY tab

It displays all changes done to the organization. Change events can be filtered by History date, Events type, Value to Search.

History date

You can select a specific period using the start/end date filters

Events Type

They are several types of events:

• Add/Remove/Update Child:
  • when a role is added, modified or removed
  • when an organization is added/modified to an ISG

• Cancelled
• Terminated
• Created
• Modified: when any editable field if modified
• (Un)Published

Value to Search

You can type a value and look for Date, Text or Number.

Note that you will see only the events that have occurred since the BODIES feature has been put in production (DD-Sept-2022).   The former changes have been recorded in a table that is no longer used, but you still them on "Updates Log" tab of the DS desktop app.

AUDIT tab

It displays all warnings or errors that have been detected on the Bodies data.  See List of Bodies rules

NOTIFICATIONS

This is the list of notifications emitted when a specific action is done on a body

Trigger	TO	CC	BCC
Create a top body	Helpdesk	<user who created the entry>	No
Create a sub body	Helpdesk	<user who created the entry>	No
Add an ISG Member/Participant Organization	Body Chair and Body support (*)	isgsupport@etsi.org	No
Add a role in a Body	Body support	No	No
Modify a role in a Body	Body support	No	No
Publish a body on portals	Body support	No	No
Unpublish a body on portals	Body support	No	No
Change a body's state to Terminated	Body support	No	No
Change a body's state to Cancelled	Body support	No	No
Archive a person with active Role in a Body	Body support

Audit Rules

Here you can find the list of Audit Rules applied to Organizations, Groups,  Persons and Bodies.

Organizations

ETSI Status

Title	Trigger
Overlapping ETSI status dates	The organisation has more than one active status of family "ETSI"
Legal contact missing	The Organization is an ETSI member and has no Legal contact
Official Contact missing	The organisation is an ETSI Member and has no Official contact. OR The organisation is an ETSI Member and has more than one Official contact.
Country in CEPT	The Full and Associate Memberships are not compliant with the country. e.g. A non-CEPT country cannot be a Full Member
Life cycle status	The ETSI membership lifecycle is not coherent. For instance, an organization must first have an applicant status before becoming a member. Note that for this rule will fire for most of the ETSI members that became members before the DS application was released sept-2021). To fix it, the data must be cleaned up, i.e. an "applicant" status must be added before the membership period.
ECRT/ UoC / Class 1	when a member has a Class 1, its category and type must match the expected values for a Class 1. If not, this rule will fire.
Legal address missing	The organisation has no legal address (empty)
UoC Missing	There is no Class of Contribution defined with the ETSI status. Note that this situation shall not happen when entering the data with DS, as the Class fields are mandatory

3GPP Status

Title	Trigger	Status
Overlapping 3GPP Member dates	The organisation has more than one status  "3GPP Member" with the same Partner during a given period of time
3GPP Guest status already used	The organisation has a status "3GPP Guest" in its past records (history)
Overlapping 3GPP MRP status dates	If the organisation has more than one status  "3GPP MRP" during a given period of time
Status date overla 3GPP	The organization must be an ETSI applicant or member during the whole period when it is a 3GPP member via ETSI
3GPP Member Official contact missing	The organisation is a 3GPP Member via ETSI Partner and (there is no 3GPP Official contact or  there is no ETSI Official contact)
3GPP minimum contribution fee	The units of contribution of a 3GPP via ETSI member in under the expected minimum units of contribution, depending on their category and type. It must be either >= 2 (for instance for a SME) or >= 3 .	Removed with DS 6.1.4
3GPP 20 k€ - organization	The organization is a member of a group. In this group, there is at least an organization with an active 3GPP status via ETSI And The sum of financial contributions of all the organizations which are member of this group is less than (20k€ multiplied by the number of organizations of this group that have an active 3GPP status) In other words: One 3GPP organization via ETSI in the group => the group must contribute to at least 20k€   Two 3GPP organizations via ETSI in the group => the group must contribute to at least 40k€ etc.   This is what we call the 3GPP 20k€ rule

NSO Status

MOU Agreement

If the member is declared as an NSO member and there is not an MOU date

Groups

Title	Trigger	Status
Additional member UoC	Additional members can only have UoC 1
Official contact	No group contact has been defined.
Organization category	The category ADMIN is not allowed for an ETSI (corporate) group. All organization categories are allowed except 'Administration' and 'OGB'
Sum of organization UoC	The sum of the organizations UoC is not equal to the 'Targeted UoC' defined by the group.	Removed with 6.1.4
3GPP 20k€ - group	There is  a least one 3GPP via ETSI organization which is member of the group, and the sum of financial contributions does not respect the 3GPP 20 k€ rule (defined in the Organizations table above)	Removed with 6.1.4
Check Group Voting weight	check that the sum of organization weights does not exceed the max authorized for a group	From 6.1.4
3GPP contribution rule	is subject to an extra 3GPP contribution of €3 550 (€2 662,50 / €1 775 / € 887,50) for class 1 and class 2 members.  Where Public and Corporate Groups hold multiple 3GPP memberships, they shall make an overall contribution that exceeds 20k€ multiplied by the number of 3GPP members to be exempted from paying the 3GPP minimum contribution for each of their 3GPP individual Members.	From 6.1.4

Persons

Title	Trigger
Old data	Person Field X with Null or empty value. It is checked on following fields : - E-mail address - Family name / Given name
Duplicates E-mail	More than one unique person email exists
Role date overlap	The person has one ETSI or 3GPP  role with overlapping periods
Phone missing	The person is an official ETSI contact with no phone number
E-mail domain name	If the person e-mail domain name is different than it's organisation email domain name

Bodies

Title	Trigger
Missing body information	A body is in ACTIVE state, and at least one mandatory information or one app setting information is missing mandatory field for a top body: family, type, start date, key 1, title, state mandatory field for a level 2 body: familly, type, start date, key 1, key 2, title, state mandatory field for a level 3 body : family, type, start date, key 1, key 2, key 3, title, state
State body anomaly	The body state is not consistent with body start or end date: (state = under preparation) AND (today >= body start date) AND (today <= body end date OR body end date is empty)) ) OR (   (state = active) AND (today < body start date) OR (today > body end date) ) OR (    (state = under preparation) AND (today > body end date) ) OR (    (state != terminated) AND (today>body end date) ) OR (   (state = terminated) AND (today < body end date OR body end date is empty)
No Listserv mailing list	No official mailing list has been defined in Listserv for this body
Unpublished body anomaly	(( today >= body start date) AND (today =< body end date OR body end date is empty)) AND (body not published on portal AND state = active)
Non-member official	Triggered for ISGs only: ((for a top-body, a technical role is chair OR vice-chair) OR (for a sub-body, a technical role is Chair)) and hiring organization of the technical role is not an ETSI-Member Note: sub-body vice-chairs can be non-ETSI-Member
The body has no active chair or convenor or acting chair	For an active or under preparation body: (the body must have an active Chair or Convenor or Acting Chair) AND (the body must have at least one active technical role held by ETSI staff)
Parent body error	(body state = "active") AND (parent body state is not active)
Parent body publication error	for active body of level 2 or 3: (body is published on the portal) AND (parent body is unpublished on the portal)
Organisation status mismatch	At least one type of ISG Agreement does not match the ETSI Membership status of the concerned organization(s)
ISG end date approaching	((the end date of a body of ISG type is in less than 180 days) AND (the body is still in state Active))
Official's planned end-date missing	for chair and vice chair roles :  rule triggered when the planned end date of the role is empty
Official planned-end-date approaching	for chair and vice chair roles :  rule triggered when the planned end date of the role will be reached within 90 days

E-mail Notifications

Each of those actions corresponds to an e-mail notification:

ETSI

Welcome as an applicant for ETSI membership: Sent to the Official Contact of the organization, contains information about: registration confirmation; conditions and financial contribution; rules and legal obligations; how to participate and get access rights; where to find information and useful resources; who are the contact points.       

Official Contact has been added:   When you add a new Official Contact, a confirmation e-mail is generated

Official Contact has been removed: When you remove an existing Official Contact, a confirmation e-mail is generated

Voting Contact has been added: The Official Contact is informed that a voting contact has been added.

Financial Contact has been added: The Official Contact is informed that a financial contact has been added.

ETSI Membership is resumed: The Official Contact is informed that the ETSI membership has been resumed

Membership has been suspended: The Official Contacts are informed that the ETSI membership has been suspended

3GPP

3GPP Withdrawal: Organization official contact and 3GPP membership receives a confirmation e-mail.

3GPP guest end date reminder: Two weeks before the end date, the official contact is notified with 3GPP membership in cc. On the end date notification is repeated.          

Other

ISG Withdrawn: Organization official contact receives a confirmation e-mail. Delegates with a representing role are informed too (to be checked).

Move a person from an organization to another organization: The person is notified by e-mail.

Move a set of persons from Main List of Persons: Individual notifications are sent to the contacts involved.

Organization renamed: The Official Contact of the organization is notified when the organization is renamed.

FAQ

Here below you can find the most frequent questions about the new DS web app. Last update: 08-Feb-2023

Q: How do we search for red-listed organizations?

A:  This "red-list" flag is not made visible to users in the new DS. Instead, the organization is disabled through the "Disable"  menu, and you can search for disabled organizations.  In the database, the organization's red-list flag is set to True.

Q: How do we duplicate organizations?

A: This feature does not exist on the new DS.  This feature was primarily used when an organization changed its name. Since we wanted to keep the name of the organization on whose behalf the members' activities were carried out, we had to duplicate the organization. With the new DS, we are offering the “legal rename” feature which renames the organization in DS and propagates this change in meeting and voting entries from the date the name change took effect. Note that the name change on Contribution entries has not been implemented yet (as of September 2021)

Q: How audit rules have been defined?

A:  They check the compliance with ETSI directives and cases that could have an operational impact. The set of rules will be augmented when we find new damaging cases.

Q: Will persons inherit from rights granted to groups?

A: No.  For the time being, a person's rights will continue to be based on their hiring or representing the organization's rights  

Q: will the new DS be made available to members?

A: No, this will continue to be an application reserved for staff. However, we hope we can make some pages available to our members in the near future. For instance, an official contact could be granted the right to see all details of his organization, except the remarks.

Q: How often are the organization or person activities figures updated?

A: They are computed in real-time when they are requested

Q: Are we still able to access the old desktop DS?

A: Yes, at least until the end of 2023, as some Meeting Room features are still there and not yet replaced. But it is no longer possible to use it to update organizations' or persons'  or bodies' information. It can be used to show these information, but it will show data that has been migrated (and sometimes transformed) to new DS. Therefore it may show incomplete information. This is for instance the case for Organization status values, or for old Person roles.

Q: Why is the list of "Hired Persons" not shown in a tab, like other information?

A:  This feature was initially forgotten when defining the Minimum Viable Product.  It has been cheaper to add a button with an URL to Persons page, with a filter on the "Employee Of"  search field.

Q: Can I search for a person with an e-mail?

A: Yes, this feature has been added with the 25th October 2021  release. You can do it in simple search and advanced search.

Q:  The number of Full members displayed on the ETSI Portal is different than the number of active Full members in DS. Is there a bug?

A: There is no bug. To have the equivalent query in DS, you shall search for active/disabled/suspended Full members

Q:  I cannot update an organization when the system finds a duplicate organization. Is there a bug?

A: There is no bug. This is intentional, this control was put in place to improve data quality. Such rare situations can happen when a separate organization entry has been created for an organization that is a 3GPP member via two or more partners.  In that case, contact ETSI Membership.

Q: The list of ISG gives the full ISG title, can we provide also the acronym, as this is the way ISGs are presented on the ETSI portal?

A: To be considered as an enhancement request

Q: When searching for organizations participating in one ISG,  why does it not give exactly the same list like the one published on the portal?

A:  DS counts ETSI as a participating organization, and the portal does not count it.

Q: In the History tab,  I cannot see the changes done before September 2021. Is it normal?

A: Yes, you see only the events since the new DS web app was put in production (13-Sept-2021).   The former changes have been recorded in a table that is no longer used, but you can still see them on the "Updates Log" tab of the desktop app. If you want to know the changes done on organization statuses, go to the Status tab and select the "Past" filter. Most of the other changes were not detailed and brought no or little value. We may consider migrating the "creation" events.

Q: How do I know that an organization has been withdrawn or expelled?

A:   with the new DS, "withdrawn" and "expelled" are no longer an ETSI membership status. Instead, this is the reason why membership has been ended. To retrieve that information for a given organization, go to the "Status" tab, and select "Timeline=Past."  If you want to search for all organizations that have been withdrawn or expelled,  select "Reason For Transition"  as an organization search criteria.

Known issues

5289 ​Move a Person does not always work

When moving a person to another organization, the operation randomly ends with a "Move is completed" message, with no link to the newly created person. In such a case, the operation has actually failed, and it should be retried. This is due to a time out in an underlying called service, and it happens when the server is heavily used.  In such a case, any operation made before the time out is rolled back (transactional feature)

11123 ​Export Organization does not fully work

The last 2 columns are not produced and there is an error "System.Threading.Tasks.Task`1[System.String]".

Membership Application Administration

Administration of membership application requests

State description and possible actions

• Cancelled = not implemented
• Draft = The submitter has filled the first page and saved the form. He can changed it as long as it has not been submitted. It is already visible to MEA.
  • Submitter possible action : edit all fields and submit
  • MEA  possible action= view what the submitted has filled in

• Submitted = the submitter has submitted the application form. He cannot change it.
  • Submitter possible action : view what he has submitted
  • MEA possible action= Confirm receipt, view what the submitter has submitted

• Received (confirmed to applicant) = MEA has confirmed receipt.
  • Submitter possible action : view what he has submitted
  • MEA possible action= comment all fields, edit fields, add a link to the DS Orga, add Contact links to DS Persons, fill the e-mail, send e-mail (if content not empty) , validate (if all fields are properly filled)

• Modifs requested = the ETSI Membership Team requests some changes to the application form.
  • Submitter possible action : edit all fields and submit
  • MEA  possible action= view what the submitted has filled in

• Validated = The ETSI membership team has finalized the processing of this application form. It can no longer be modified
  • Submitter possible action : view what he has validated
  • MEA possible action=  edit MAF (that will make it move to Received State), send Info into DS, Finalize

• Approved med =  will not be implemented
• Sign pending = not implemented yet
• Signed = not implemented yet

• Finalized = The ETSI membership team has finalized the processing of this application form. It can no longer be modified
  • Submitter possible action : view what has been finalized
  • MEA possible action : view what has been finalized