Specific software functionalities
Article 5
1. The software shall have at least the following specific functionalities supporting users when they access data in accordance with Chapters III, IV and VI of Regulation (EU) 2018/1240: (a) a functionality displaying application files based on the time remaining until the next step of the manual processing, as the default display, as well as other filters, available for customising the display per user, for displaying the application files: (i) time of entry to the manual processing phase; (ii) any necessary consultation requests and the time remaining until the deadline for providing opinions expires (sorted by default with those consultation requests for which least time remains until the deadline); (iii) the next step of the manual processing to be performed by an ETIAS National Unit consulted or responsible for the application; (iv) the type of hit or background question triggering the manual processing; (v) if applicable, whether the application is made on humanitarian grounds or by reference to international obligations of the Member State; (vi) applications marked for special attention or ad-hoc handling; (vii) for the ETIAS National Unit of the Member State responsible, the type of opinion received from consulted ETIAS National Units or Europol, including whether or not received within the deadline; (b) a functionality to calculate and clearly display the time remaining, as well as warnings on deadlines for the manual processing of applications, including when the ETIAS National Units or Europol are consulted; (c) a functionality providing the ETIAS Central Unit, ETIAS National Units and Europol with a management dashboard giving an overview of the state of manual processing related operations; (d) a functionality providing the option to mark an application for specific attention or ad-hoc handling; (e) a functionality providing the option to request a notification of the decision taken by the ETIAS National Unit of the Member State responsible regarding an application on which an ETIAS National Unit was consulted; (f) a functionality enabling the ETIAS Central Unit and ETIAS National Units to add or delete temporary notes on the application file; (g) functionalities supporting ETIAS National Units in manually processing applications pursuant to Article 26 and Article 28 of Regulation (EU) 2018/1240, as follows: (i) for hits referred to in Article 26(3) of Regulation (EU) 2018/1240, a functionality making automatically available a file for extraction with the following data from the application file: ‘surname (family name)’; ‘first name(s) (given name(s))’; ‘surname at birth’; ‘date of birth’; ‘place of birth’; ‘current nationality’; ‘the type, number and country of issue of the travel document’; as well as the unique reference number of the record or alert having triggered the hit in the queried EU information systems referred to in Article 20(2) of that Regulation, enabling the retrieval of that record or alert. Where additional information related to the hit in an EU information system referred to in that Article is stored in a national system or a database, the functionalities referred to above should allow consulting that national system or a database supporting the assessment of the risks identified in that paragraph; (ii) for hits referred to in Article 26(4) of Regulation (EU) 2018/1240, a functionality making automatically available a file for extraction with the following data from the application file: answers provided by the applicant under Article 17(4) and (6) of that Regulation, ‘surname (family name)’, ‘first name(s) (given name(s))’, ‘surname at birth’, ‘date of birth’, ‘place of birth’, ‘current nationality’, ‘the type, number and country of issue of the travel document’, thus enabling retrieval in the relevant national systems or databases of information related to the hit, and supporting the assessment of the risks identified in that paragraph; (iii) for hits referred to in Article 26(5) of Regulation (EU) 2018/1240, a functionality making automatically available, for extraction, a file with the following data from the application file: ‘surname (family name)’, ‘first name(s) (given name(s))’, ‘surname at birth’, ‘date of birth’, ‘place of birth’, ‘current nationality’, ‘type, number and country of issue of the travel document’ and ‘the national identifier’ of the watchlist entry, thus enabling retrieval in the relevant national systems or databases of information related to the hit, and supporting the assessment of the risk identified in that paragraph; (iv) for hits referred to in Article 26(6) of Regulation (EU) 2018/1240, a functionality making automatically available for extraction, a file, with the following data from the application file ‘surname (family name)’, ‘first name(s) (given name(s))’, ‘surname at birth’, ‘date of birth’, ‘place of birth’, ‘current nationality’ and ‘type, number and country of issue of the travel document’ enabling retrieval in the relevant national systems or databases information related to the hit and supporting the assessment of the risks identified in that paragraph; (v) a functionality enabling users from the ETIAS National Units to upload the result of the assessment of the risks referred to in the second subparagraph of Article 26(7) of Regulation (EU) 2018/1240; (h) a functionality enabling: the extraction of the relevant data required for national or Union appeal procedures, where such procedures have been initiated; the recording in the ETIAS Central System that an appeal procedure was initiated, of the corresponding national or Union appeal reference numbers and the outcome of the appeal procedure; (i) a functionality enabling the extraction of the additional information or documentation referred to in Article 27(2) and (8) of Regulation (EU) 2018/1240 and the uploading and storing of translations of that documentation in the application file; (j) a functionality enabling follow up on the outcome of appeals pursuant to Article 37(3), Article 40(3) and Article 41(7) of Regulation (EU) 2018/1240, including the amendment or erasure of data in the ETIAS Central System, or, where relevant, the issuance of a new travel authorisation; (k) a functionality to assign application files and limit or enable their visibility to specific users within the same ETIAS National Unit or within the ETIAS Central Unit, in order to enable coordination among users; (l) a functionality enabling Europol to extract data transmitted to it by the ETIAS Central Unit as referred to in Article 29(2) of Regulation (EU) 2018/1240; (m) a functionality enabling the ETIAS Central Unit to have access to the ETIAS Central System to process Europol requests for consultation of data stored in the ETIAS Central System, without viewing the search parameters of the Europol request or the search results, and to notify Europol of the transmission of the data pursuant to Article 53 of Regulation (EU) 2018/1240; (n) a functionality enabling Europol to extract a file containing the data resulting from the request for consultation referred to in point (m); (o) a functionality to assign consultation requests to specific users within Europol; (p) a functionality enabling users from the ETIAS Central Unit or from the ETIAS National Units to work on different hits simultaneously within the same application file and to coordinate for the consolidation of an opinion in cases where more than one hit is identified for that Unit on one application file; (q) a functionality ensuring that only one user, within the ETIAS Central Unit or an ETIAS National Unit, can handle the same hit, at the same time, in an application file; (r) a functionality enabling the manual retrieval of an issued travel authorisation for the purposes of annulment and revocation; (s) a functionality enabling ETIAS Central Unit and ETIAS National Units to process application files for the purposes of Article 44 of Regulation (EU) 2018/1240. 2. The functionality referred to in paragraph 1, point (q), shall enable users to see hits on which it is not possible to work at a given time. Users with appropriate access credentials shall be able to view the content of the hit at all times. 3. eu-LISA shall set out the details of the specific software functionalities referred to in paragraph 1, the format of the data in the extracted files referred to in paragraph 1, points (g), (l), (m) and (n), of this Article and the technical approach for keeping of records of all data processing operations referred to in Article 26(7) of Regulation (EU) 2018/1240 in the technical specifications provided for in Article 73(3) of that Regulation.