Details about the new platform “Digital communications room”which works in addition to its digital pension process electronic EFKA and aims at systematic informing and communication of the parties involved, determines the Joint Ministerial Decision (KYAYA) Ministries of Labor and Social Affairs and Digital Governance.

According to the Ministry of Labor, the “Digital Communications Room” is changing the daily lives of both workers and insured persons awaiting their pensions.

She is one digital email databaseeasy to operate, share information, answer questions and submit any missing paperwork, resulting in time savings, better service and faster retirements.

It is created and provided through the Single Digital Public Administration Portal (gov.gr – EPSP) in accordance with article 22 of Law 4727/2020 and the rules defined in the ministerial decision “Rules for the provision of digital public services”. (B ‘ 5231/2021), a “Digital Communication Room” platform that functions in addition to the e-EFKA digital pension assignment process and aims to systematically inform and communicate with the parties involved.

1. Access to the platform is recognized in the following categories (roles) of users:

a) citizens

b) e-EFKA employee

c) overseer

d) application administrator

2. “Supervisor” and “Application Administrator” are defined by the e-EFKA administration.

3. The following roles and rights are provided for each of the categories of users:

a) The incoming user as a “citizen” has the right to view and perform certain actions only for those applications that are tied to his VAT number.

b) The incoming user, as an “e-EFKA employee”, has the right to see and act on the tickets that he is processing, as well as the ability to change the status of these tickets (for example, from “pending” to “completed”).

c) The incoming user as a “supervisor” has the right to view and perform actions on all applications registered in the system. It has all the rights of the “e-EFKA employee” user and additional options for changing the operator of the application.

d) An incoming user as an “application administrator” has the right to perform a set of parameterizations at the application level, for example, for example. user and rights management. The designated “application administrator” does not have access to registered applications.

4. In order for citizens to log in to the application, authentication of beneficiaries is required using the personal account codes of the General Secretariat for Public Administration Information Systems (GGPSDD) of the Ministry of Digital Governance (taxisnet) in accordance with the provisions of Article 24 of Law 4727/2020. The rest of the roles log into the platform using their personal public administration credentials through the e-EFKA staff URL. If the TIN corresponds to the application, but at the same time to another role on the platform (for example, he is also an “e-EFKA employee”), then the role with which he finally enters the system is determined by the email address (URL), on which he passed to enter the system.

5. When a citizen enters the platform, their email address (e-mail) is looked up in the National Communications Register (NMR) through interoperability. The presence of a certified e-mail on the platform is necessary for a citizen to have access to its functionality.

6. If the citizen’s email is found in EMEP, then it is used by the platform as the contact email for all notifications received by the citizen, and he will automatically go to the request list screen, without any other action. From him.

7. If the citizen’s email address is not registered with EMEP, the citizen proceeds to a screen that gives them the following options:

A. register with EMEp using the link that will take him there, and then return to the “Digital Communications Room” platform,

B. continue without registering a contact e-mail in EMEP.

The citizen must necessarily choose one of the two ways to continue working on the platform in order to access its functions. If a citizen chooses to register in EMEP, then by clicking on the appropriate link and then following the instructions of the registry, he registers in EMEP. If a citizen decides to proceed without registering with EMEp, he must enter the desired contact email address in the appropriate field that appears on the platform and then choose to submit.

8. After the desired communication email is sent, an automatic confirmation email is sent to the citizen from the platform with a link that will lead to the Digital Communication Room platform. The citizen must follow the link to verify their contact e-mail. Once the email address is verified, it is stored on the platform as a “contact email address” for all notifications received by the citizen, and it is automatically transferred to the application list screen without any further action on their part. If a citizen’s certified email address is stored on the platform by any of the above methods, they do not need to go through the previously described email verification process again. Otherwise, after each successful login, he follows the procedure of steps 4-6 until his verified email address is stored.

1. The platform retrieves data on citizens’ pension applications stored in existing e-EFKA systems.

2. The platform is regularly updated with data from the data of submitted new pension applications. Constant updating of data is aimed at matching requests with user (role) codes.

1. After a successful login, all users see the same environment (control panel). However, the functions offered differ, the list (menu) of options for each user role-properties and differ depending on whether applications were found or not, depending on the citizen’s VAT number.

2. All user roles display common information in the general platform layout, such as logged in user information, first name, last name, VAT number, user role, help option (button)/menu, and user logout option (button ). The user role is not displayed if the platform user is a “citizen”.

3. If the user has the “citizen” role and has applications with his TIN, then the list (menu) of the “list of applications” options is available to him, which leads to the “list of applications” area.

The “Application Administrator” role only has access to the “configuration” menu, which leads to the corresponding application screen. The roles “e-EFKA employee”, “manager” and also “citizen” have the ability to see the area with the list of applications.

4. The request list area contains all requests that, based on role rights or TIN, the user has the right to see (TIN for citizens, role-based for e-EFKA employees and managers). The “citizen” role can only see the applications that are in its VAT number, the “e-EFKA employee” only the applications assigned to it, and the “manager” all applications.

5. This area of ​​the platform with the list of applications is in the form of a table (table/grid), where each column contains basic information about the application and the applicant. This information for the “citizen” role is the unique application number, application date, applicant VAT number, applicant AMKA, applicant AMA, and application status.

The information in the table for the “e-EFKA employee” role is the unique application number, application date, applicant VAT number, applicant AMKA, applicant AMA, applicant first and last name, and application status.

The information in the table for the “manager” role is the unique application number, application submission date, applicant VAT number, applicant AMKA, applicant AMA, applicant’s first name, applicant’s last name, first name, last name and TIN of the application operator, and application status.

6. In each application, three special fields appear: “information about the application”, “documents” and “contact”. Note that roles that have access to applications (everyone except “application administrator”) can see the “application information” pane. This area contains information about the details of the applicant, beneficiary, as well as details about the application itself.

Regarding information about the applicant: name, surname, VAT number, AMKA, AMA, email address and mobile phone number.

Regarding information about the beneficiary: name, surname, VAT number, AMKA and AMA of the beneficiary.

Regarding application details: unique application number, date, status, applicant body and product.

The aforementioned “beneficiary details” area only appears if the “product” in the application details is “death transfer”. The field associated with the status of the application can only be modified by the roles “e-EFKA employee” and “supervisor”.

1. All documents and supporting documents of the pension application can be attached to the platform.

2. Documents are grouped depending on who attached them, i.e. “citizen’s documents” and “e-EFKA documents”. Each document contains some information about it, namely the file name, file type, and the date and time it was attached.

All user roles with access to applications can view and download all documents from both of the above document groups. Users can attach one or more documents. There is no limit to the total number of files that can be attached.

3. All messages and documents exchanged are archived in the communication section of the platform. It is possible to receive documents sent by both parties.

The ad hoc application of this is interoperable through the Interoperability Center of the General Secretariat of Government Information Systems (GGPSDD). For a special application, the following online services are available in e-EFKA:

1. Register of contacts of citizens G.G.P.S.D.D. (EMEP data).

2. Authentication of government employees (oAuth2.0.PA) with government codes.

3. User authentication in a third-party information system using TAXISnet credentials (oAuth 2.0).