Ref. Ares(2016)5557955 - 26/09/2016
Information sheet 22: (WEB)DOR and ARES
Last updated: March 2016
I. Meetings organised at Centre
Borschette/Berlaymont/Charlemagne/Cortenbergh/Demot/Loi86 (WEBDOR and
ARES)
Webdor is the Commission's corporate application used for the registration of meeting rooms
requests (SCIC) and also for meetings requiring an interpretation service.
II. Meetings organised within the premises of the Commission (DOR and ARES)
The internal DOR (Demande d'organisation de Réunion) has to be signed by the Director.
The DOR does not have to be signed manually. ARES is to be used for the validation circuit
and the ECAS signature in ARES is sufficient proof. There is no need for a parallel paper
circuit.
PMO accepts internal DOR that are signed electronically in Webdor/ARES.
Type of mail: internal mail
Title: WEBDOR (or internal DOR) – title of the meeting – date of the meeting
Sent by: Director
Recipient: do not fil out the box 'name and first name', but only insert
RTD in the box
'organisation/service'
(as such there wil be no transmission of the documents to a
recipient in ARES: the requests do not have to be transmitted to someone specific). Filing in ARES: to be done by the launching unit in the thematic file of the meeting.
E-signatory: workflow to follow
e-signatory meetings inside the Commission
Code
Name
RED
Writer of the document (secretary)
VISA
Head of Unit
VISA
R2
VISA
Assistant Director (optional)
SIGN
Director (parallel (WEB)DOR validation)
EXP
Secretary (checks signature in WEBDOR,
ensures registration in Ares)
Content of e-signatory:
1. WEBDOR or internal DOR
2. List of participants
Should you have any doubts, please do not hesitate to contact RTD ARES Helpdesk (94668)
Information sheet 22: (WEB)DOR and ARES
III. Meetings organised outside the premises of the Commission (DOR and ARES)
The request (internal DOR) is to be signed manually on paper by the Director-General. ARES
is to be used for the validation circuit and a parallel paper circuit remains necessary.
Type of mail: internal
Title: Internal DOR – title of the meeting – date of the meeting
Sent by: Director-General
Recipient: do not fil out the box 'name and first name', but only insert
RTD in the box
'organisation/service'
(as such there wil be no transmission of the documents to a
recipient in ARES: the requests do not have to be transmitted to someone specific).
Filing in ARES: to be done by the launching unit in the thematic file of the meeting.
E-signatory: workflow to follow
e-signatory meetings outside the Commission
Code
Name
RED
Writer of the document (secretary)
VISA
Head of Unit
CONTRIB
R2
VISA
Assistant Director (optional)
SIGN
Director (Note to DDG)
VISA
Assistants DG
VISA
DDG
VISA
ve_assdg.rtd
SIGN
Director-General
Visa
R2
EXP
Secretary (checks DOR signature, ensures
registration in Ares)
Content of e-signatory:
1. Internal DOR (signed version to be scanned after handwritten signature)
2. List of participants
3. Explicative note from the Director to the Director-General (signature can be
uniquely electronic in ARES)
4. Draft agenda
Should you have any doubts, please do not hesitate to contact RTD ARES Helpdesk (94668)