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DEFINITION OF REQUIREMENTS
A requirement is what the user has to provide to the administration to obtain the result of
the step.
1. Types of requirements
The requirements can be a document (ex. A filled form, an identification document, etc.),
an information (ex. social security number, name of parents, etc.), a method of payment
when the step has a cost (ex. cash, check, etc.) or the physical presence of some
persons(ex. the user itself, parts of a contract, etc.)
We distinguish (for now) 7 types of requirements in the system. Any requirement must
be declared as one of the following types:
Form - downloadable & usable: this is a form that the user can download, print,
fill and provide to the administration.
Form - fillable online: the user can fill this form online, through the system.
Form - sample: this form is not usable, only a simple picture is provided (this is the
case of the printed forms on special paper).
Document: any document that is not a form (identification document, plan,
payment receipt, contract, etc.)
Payment method: the way the user has to pay the cost of the step, when there are
restrictions (for ex: cash payment).
Information: an information that the user must give orally (ex. tax number, name of
parents, etc.)
Other: any requirement that can not be set as the other types of requirements (ex:physical presence).
Managing the database V2.5
VI.c. STEP - Requirements
Index
DEFINITION OF REQUIREMENTS
1. Type of requirements2. Categories of requirements
ADD A REQUIREMENT
1. Add a requirement already in
the database
2.
Add a requirement result of a
previous step
3. Add a new requirement
ARRANGING THEREQUIREMENTS
THE REQUIREMENTS SEPARATORS
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VI.c. STEP- Requirements p. 1
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VI.c. STEP- Requirements p. 2
2. Categories of requirements
The requirements are registered in a table of the requirement accessible from the step's
sheet by clicking on (refer to ADD A REQUIREMENT). We can either
choose a requirement already registered in the table (by clicking on the 'Existing
Requirements ' tab), either adding one that is still not registered (by clicking on the 'New
requirement ' tab). Some requirements are the result of a previous step. Those
requirements are registered in a special part of the table, the 'Results of previous step'
tab.
Before adding a requirement, we shall make sure that the requirement is not yet in the
tab 'New requirements' or 'Results previous steps'.
This point is primordial, in order to:
not creating doubloons in the system
link the step together, through the result-requirement relation: if one requirement in
a step is the result of a previous step, the two steps will be linked if the requirement
of the second step is well declared as being the result of the first one. If
contrariwise we create a new requirement, not only a doubloon will be added to the
table but also the two steps will not be linked, creating inconsistencies in the
summary.
Reminder :
The requirements are taken into account by the system as 3 categories: the new
requirement that are not already in the table of requirements, the requirements
already existing in the table of requirements and the requirements that are the
results of previous steps.
When we want to add a requirement to a step, we must make sure that this
requirement is not already in the tabs "Existing requirements" and "Results
previous steps", for not creating doubloons and to create the results-requirements
relations.
If and only if the requirement is not in the table of requirements, we can use the
"New requirement" tab.
ADD A REQUIREMENT
1. Add a requirement already in the database
1 Click on Add requirement
22 A window opens : the table of requirements
The 3 tabs "Existing Requirements", "Results previous steps" and"New requirement" of the table ofrequirements appear on top of thewindow opened when clicking
on .
!
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VI.c. STEP- Requirements p. 3
33 Click on the expected requirement
44 The requirement appears on the step's sheet
55
Fill up the fields "+/or",
"Orig./Copy/Auth" et "Comments".
The fields 'Orig./Copy/Auth'
correspond to the quantity of
originals, ('Orig.'), the quantity of
copies ('Copy') et the quantity of
authenticated copies ('Auth') of the
requirement.
The field 'Comments' will be filled
without capital letters and willappear between parentheses on the
public interface. It is preferred no to
write complete sentences but only
an accurate indication about the
requirement.
2. Add a requirement result of a previous step
1 Click on Add requirement
A window opens : the table of requirements
33 Click on the tab Result of previous
step
44 Click on the expected requirement
55 The requirement appears on the step's sheet with the type Result of step
2
If the type of requirement is'Information' or 'Other', we shallnot enter any quantity in the"Orig./Copy/Auth" field.
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66 Fill the fields "+/or",
"Orig./Copy/Auth" et "Comments"
3. Add a new requirement
Reminder
We shall add a new requirement if and only if this new requirement is nor in the tab
"Existing requirements" nor in the tab "Results previous steps" of the table of the
requirements.
1 Click on Add requirement
A window opens : the table of requirements
Click on the tab New requirement
The tab of creation of a new requirement opens
Enter the information related to the requirement: the name and the type of
requirement.
66 Click on Attach files
77 Select a document in the Media
Library
88 Click on Save selection
99 The selected document appears in
the window of creation of the newrequirement
2
4
5
On the left side of the requirementbeing the result of a previous step
is the icon .
You can click on to modify the
requirement or click on torevise the step where therequirement is a result.
For now, we keep the fieldDescription of the requirement
empty.
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VI.c. STEP- Requirements p. 5
1010 Click on Save
1111 The requirement appears on the step's sheet
1212 Fill the fields "+/or",
"Orig./Copy/Auth" and
"Comments" of the line of the
requirement
ARRANGING THE REQUIREMENTS
The list of requirements is presented under the form of a table, as following :
We can arrange the list of the requirement by playing with the arrows and we can
borrow a requirement from the list by clicking on .
The order of the requirement on the public interface is the same as on the administrativeinterface. Therefore, we shall make sure to keep the list ordered by type of requirement,as followed:
1. Form - downloadable & usable
2. Form - fillable online
3. Form - sample
4. Result of step
5. Document
6. Information
7. Payment method
8. Other (usually physical presence)
The type of requirement can be
changed by clicking on onthe left side of the requirement.
!
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VI.c. STEP- Requirements p. 6
Alternative requirements
By default, all the requirements are considered cumulative: in front of any requirement is
a sign +, in the field "+ / or".
In certain cases, two or more requirements are alternative. We shall then choose 'Or' in
the field "+/or" of the second line, third line, etc…
THE SEPARATORS OF REQUIREMENTS
Natural persons and legal persons
For several steps, specific requirements apply for natural persons and for legal persons.For example in the company creation, the legal person has to provide the memorandumof association of the mother company that wants to create a company.We shall then create two separators, one for the natural persons and one for the legalpersons.
Those two separators can not go without the other: we can not have a separator of thetype "Individuals (natural persons)" without the separator of the type "Companies(legal persons)", and vice versa.Under each of those requirements, we put all the requirements, not only those thatdifferentiate one to the other.
Non residents
As several documents can be specifically requested for the non resident, it shall bementioned under the "Non residents (foreigners)" tab.
Representatives
In the cases where it exists a formalism for the user to be represented by a third party,
the necessary documents for the representative will be mentioned under the separator"Representative".
Add a requirements separator
1 Click on Add
requirements separator
2 The requirements separator appears at the end of the list of requirements.
33 Edit the name of the
requirements separator
44
Choose a type of
requirements
separator.
Individuals (natural
persons): the separator
corresponds to an individual Companies (legal
persons) : the separator
The requirements separatorcontains all the requirements thatfollow it in the list before thefollowing separator.
It is therefore fundamental tocheck the order of the lines in thelist of re uirements.
We can use the function"Duplicate requirement's
block" in order to rapidlycopy the content of a separatorand slightly edit it.
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VI.c. STEP- Requirements p. 7
corresponds to a company
Non resident (foreigner) :
the separator corresponds
to a person that is not
resident of the country
Representative : the
separator correspond to an
authorized representative Special case : the
requirements linked to this
separator do not appear in
the summary of the
procedure
Simplified example : the registration at the chamber of commerce
In order to register at the chamber of commerce, individuals must provide:
the memorandum of the company to be created
a list of the shareholders a copy of the document of identity of the shareholders
the physical presence of the legal representative of the company
The legal persons must additionally provide:
the memorandum of association of the mother company
If the legal representative wants to be represented, the representative would p
a
rovide:
power
entity
We shall then create 3 separators of requirements:
the authorized representative"
Under "Natural person ", we will put:
of the company to be registered
e of legal representative
Under "Legal person", we will put:ny to be registered
tion of the mother company
e of legal representative
Under "Additionally, for the authorized representative", we will put:
the authorized representative
Here is how this list will appear on the administrative interface:
a proof of id
"Natural person"
"Legal person"
"Additionally, for
Memorandum of association
List of the shareholders
Proof of identity
Physical presenc
Memorandum of the compa
List of the shareholders
Memorandum of associa
Proof of identity
Physical presenc
Power of attorney
Proof of identity of
Reminder: we can not have anyrequirements separators of type"Individuals (natural persons)"without a requirements separatorof type "Companies (legalpersons)", and vice versa.
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Here is ho
Tab
Individuals
w this list will appear on the public interface:
Tab
Com espani
eREGULATIONS SYSTEM - ADMINISTRATION MANUAL
Managing the database V2.5
VI.c. STEP- Requirements p. 8
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