EMA Account Management: new features and updates for easier and more secure management

During 2024, EMA Account Management, the platform used to manage access to the European Medicines Agency (EMA) systems, has introduced numerous new features to simplify the user experience and improve security.

EMA Account Management is the access point for interacting with the agency’s main applications, such as EudraVigilance, SPOR and CTIS. Through this platform, users can create an account, retrieve credentials, request specific access and manage permissions for their organizations. Furthermore, with the support of multifactor authentication, the security of digital interactions is guaranteed, without compromising ease of use.

Among the most significant updates are:

1. Email authentication
   From 30 September 2024, all new users can access EMA systems using email authentication, a simpler and more secure system. This mode replaces the username and password with a One-Time Passcode (OTP) sent to the user’s email address.
   Existing users have the option to activate this feature through an opt-in process available in the platform menu. To facilitate the transition, EMA is sending regular reminders, and from January 2025, email authentication will become mandatory for all accounts. This change improves usability and reduces issues related to credential retrieval.
2. Self-closing accounts
   If you no longer need an EMA account, you can now self-closing it via a dedicated option in the menu. Users who leave an organization or change roles can then terminate their account without having to contact the Service Desk. However, administrators must ensure that key responsibilities, such as the User Administrator role, are transferred before closure.
3. Advanced role management and connection with OMS
   EMA has improved role management through an integration with the Organization Management Services (OMS) system, which allows users to search and select their organization before requesting a specific role.
   New roles have also been added for the Product Management System (PMS), part of the SPOR project, including the Product User Interface and the Industry Qualified User. For some requests that require supporting documentation, users can now upload files directly during the request process, reducing the time and complexity of the approval process.
   To complement this approach, EMA has introduced predefined templates that simplify the compilation and submission of the necessary documentation, ensuring greater transparency and compliance with regulatory standards.
4. Advanced access management
   EMA has introduced tools to simplify access management:

• With the organizational shopping cart, users can add multiple organizations to a single request, speeding up the selection process.
• Organizational mergers are now signaled with notifications to administrators, who can review and update access to ensure consistent management.
• Finally, inactive locations are now clearly identified and not selectable, improving clarity and reducing errors.

In addition to the new features, EMA has worked to improve the technical efficiency of the platform. Users can benefit from:

• Automatic cleanup of disabled accounts, which eliminates access for those who leave an organization.
• Validation of contact data at each login, ensuring information is always up to date.
• Simplified integration with collaborative tools such as Microsoft Teams and SharePoint, without having to change accounts or use complex methods.

With these innovations, EMA confirms its commitment to improving the security and ease of use of the platform. Email authentication, advanced access management and technical optimizations represent a step forward towards a smoother and more effective user experience. For those who interact with EMA systems, these innovations not only simplify processes, but also guarantee a higher level of security, adapting to the needs of an increasingly digital landscape.