We would like to inform all pharmaceutical companies, organisational secretariats and providers that, starting from 1 October 2025, at 1 p.m., several changes and new features will be operational within the “Conference and Congress Authorisation System”. The following innovations aim to optimise the management of procedures, simplify communication and improve the user experience.

Multiple event recipient selection

When creating a new procedure, whether single-sponsor or multi-sponsor, in the “General Section” it will be possible to select multiple recipients using the “Initiative Recipients” drop-down menu. The selection pop-up will remain open after each choice, avoiding automatic closure and allowing for faster and smoother entry of recipients.

Notification Centre

The notification system has been optimised to reduce the overall number of communications sent and improve their informational effectiveness. Notifications are now classified by priority and criticality, making it clearer which messages require immediate attention.

System downtime management

An automatic draft saving function has been introduced, which records all changes made by the user and not yet saved manually every 5 minutes. If the session expires due to inactivity, the data entered will not be lost and will be available the next time you log in.

Adding new cost items

New cost items have been added to the "Payment Details" > "Costs" section of company requests, in addition to the "General Expenses" macro-category:

• Institutional logo placement
• Event promotion communications
• Event planning
• Organisational secretariat
• Flags display
• Non-company support staff/conference operators
• Conference materials
• Agency fee
• Accreditation
• Platform and video recordings
• Conference kit
• Webinar/symposium/reading

Following this change, it will no longer be possible to attach a text file containing expense details in the “Attachments” field of the request.

Reorganisation of the “Actions” drop-down menu items

In the “Request List” feature, the items in the “Actions” drop-down menu have been reorganised by priority: the “Request Integration” item now appears first and is highlighted to make it easier for users to recognise and access.

Multiple selection of requests for actions.

To simplify and speed up operations, it is now possible to select multiple requests simultaneously in the “Request List” and perform the following actions en masse:

• Validation (signature)
• Request submission
• Cancellation operations for Pharmaceutical Companies (Azf)   

Please note: Careful use of multiple selection is recommended, checking the correctness of the selected requests before proceeding.

New "Expiring Requests" search filter

To facilitate the identification of upcoming operations, the "Expiring Requests" filter has been introduced, allowing you to quickly view all requests with an expiration date in the next 7 days.

Case Details Document

In the “Full Details” section of the “List of Requests”, a new document is now available for users to view and download. This document includes all the detailed information for each case, including estimated and final cost items.
For requests submitted after the release of the update, the document is generated automatically by the system.
For those submitted before, the document must be generated manually using the ‘Generate Document’ button.

Cancellation confirmation pop-up  

To avoid unintended irreversible actions, a confirmation pop-up has been introduced that requires the user's explicit approval before proceeding with any cancellation operation.

New menu item “Files/Requests prior to 01/04/2024”

A feature has been implemented for the finalisation and consultation of applications submitted to AIFA before 1 April 2024, i.e. via the discontinued ACC application. From the menu, it is now possible to select “Files/Requests prior to 01/04/2024” to access documents and information from the previous version of the application.

The following search filters are available in the consultation screen:

• Master ID 
• Request ID 
• Title 
• Request to be finalised (YES/NO) 
• Start date From 
• Start date To 
• End date From 
• End date To
• Payment code 
• SIS 
• Company name 
• Medicines submitted

If the “Request to be finalised” filter is set to Yes, only requests for which the final amount has not yet been entered are shown; if set to No, those already present in the database are shown.

Depending on the finalisation status, the following actions will be available in the results table:

• Request finalised = Yes: “Print Summary” to generate and download the summary document, including the finalised amounts.
• Request finalised = No: ‘Finalise Request’ to start the finalisation process. Once completed, the ‘Print Summary’ function will be available.

Published on: 30 September 2025