EMA Account Management | How to log into EMA Systems

The European Medicines Agency applications provide different authentication methods. You can check here:

Modern Authentication at the EMA
The European Medicines Agency is migrating its applications to modern authentication methods. These methods are available for applications like IRIS, UPD, EV VET and they provide capabilities like Multi-Factor Authentication and Single Sign On.

Multi-Factor Authentication (MFA)
Multi-Factor Authentication (MFA) adds another layer of security to access your account, with MFA you set up other means of verifying your identity in addition to your username and password, these could be a mobile phone with an internal camera capable of scanning a computer generated QR Code (most secure method), SMS (short message service) sent to a mobile phone number or calls to an office or another mobile phone number, methods setup after accessing your account.

To setup Multi-Factor Authentication (MFA) you will need your computer (desktop, laptop or tablet) and your mobile device (smartphone) open.

On your computer (desktop, laptop or tablet) click here.

First Time Log-in
  1. After you have received notification that your user access role has been granted, it can take up to 30 minutes to gain access to the system.
  2. Go to the related EMA portal.
  3. Click the Login button
  4. Select an EMA account from the Pick an account window (see below)
  5. Click on the appropriate account name if it appears in the Pick an account list (see above).
  6. If the account name does not appear, click on Use another account and in the Sign in window (see below) type in your EMA username followed by @id.ema.europa.eu, for example, if your EMA username is “surname_a”, type in surname_a@id.ema.europa.eu.
    After adding your username and @id.ema.europa.eu click Next button.
  7. Enter your EMA password and click the Sign In button.
Setup Multi-Factor Authentication (MFA)
  1. On your computer (desktop, laptop or tablet) log into your account, after you have successfully provided your username and password you will be required to provide more information. Click Next button (see below).

  2. On the Keep your account secure window (see below) you can select which method to set up.

Authenticator Application
  1. On your computer (desktop, laptop or tablet) display, the Microsoft Authenticator (MA) window will open (see above).
  2. The Microsoft Authenticator app is the default application, but other authenticators can also be used by clicking the I want to set up a different method link (see above).
    NOTE: for your mobile device to have the capacity to scan the QR Code, download an app for a QR Code reader before downloading the Microsoft Authenticator app.
  3. Click the Download now link (see above), you will be transferred to the Microsoft Authentication app site.
  4. Scan the QR code or click Get the app button (see below) suitable for your mobile device or download from your mobile device’s app store direct.

    NOTE: do not scan the above QR codes as they are not live images
  5. If prompted, select allow notifications, then add accounts and select Work or school and click Next button.

  6. After successfully downloading the Microsoft Authenticator app on your mobile device return to your computer (desktop, laptop or tablet), return to the Step (above) and click Next button.
  7. On your computer VDU (Visual Display Unit), the Microsoft Authenticator Scan the QR code window (see below) is displayed, using the camera on your mobile device scan the QR code that appears on your computer display (do not scan the QR code shown below as this is not an active image), click Next button.
  8. If you are unable to scan the QR Code, click Can’t scan image button (see below).
    Enter the code displayed at the bottom of the window into your app, this is a unique code that changes every time you click the Can’t scan image? button.
    Click Next button.
  9. When the QR code is successfully scanned (via your mobile device) you will receive an approval notification and click Approve to confirm setup.
Other Authentication Methods – Mobile SMS or Phone Call
To setup via Mobile SMS method:
  1. Log on as before, and from the Keep your account secure window, click I want to set up a different method link (see below).
  2. Select an alternative method from the dropdown box and click Confirm button.
  3. Select the country code from the dropdown box and insert your phone number (see below).
  4. Select how you wish to receive the notification Text me a code (SMS) or Call me, click the Next button (see below).
  5. When you receive the 6-digit code, via text message (SMS) on your phone, type the code via your computer onto the window (see above), or if you have not received the SMS click Resend code link (see below) for another code to be sent, and repeat this step.
  6. Click Next button.
  7. To confirm you have successfully logged in, you will receive the Success window (see below), click Done button.

Other Authentication Methods – Office Phone Call
To setup authentication method via your Office Phone:
  1. Log on as before, and from the Keep your account secure window, click I want to set up a different method link (see below).
  2. Select Office phone from the dropdown box, click Next button.
  3. Select your country code, from the dropdown box, type in your phone number and extension phone number (see below) and click Call me.
    Click Next button.
  4. As notification your phone numbers are being called, the Phone window (see below), will be displayed, followed by another Phone window to confirm the number has successfully been answered and the phone number registered (see below), click Done button.
Log-In following set up of MFA
Log into your account following the Log-in instructions (steps 4 to 7 above).
  1. Select the desired method listed on the Verify your identity window (see below), to use the authenticator app, to send a text code to the allocated number or a phone call detailing a special keyboard symbol.

  2. Push notification to your mobile authenticator app: Approve the push notification you received on your mobile device. To perform this action, enter the number displayed on your mobile device, into the device you are trying to log in from.

    Verification code from your mobile authenticator app: Enter the code displayed on your mobile authenticator app.

    Text message verification: Enter the code sent to your mobile phone and click verify button.

    Verify your account via Call message verification: On the keyboard of your mobile phone key in the special symbol received via the message.

  3. Click the Yes button if you are logged in from a trusted device and you want to limit the number of times you are asked to sign in.

I want to change my MFA methods
Click here to go to My Account page.
  1. On your computer (desktop, laptop or tablet) log into your account.
  2. Click Update info link from Security info button (see below).

  3. In Security info window (see below) you can Change your default sign-in method, delete or add new methods.

    To change the Default sign-in method
    1. Click the Change link close to your default sign-in method (see below).

    2. Click the dropdown button and select by highlighting the method you would like to change:

    3. After selecting the new default method, Click Confirm button.

    4. To confirm your default sign-in method has changed, you will receive the following confirmation (with date and time the change was updated):

    To add a new MFA method for authentication
    1. Click the ‘+’ Add method.

    2. Follow the steps in the Setup Multi-Factor Authentication (MFA).
I want to view my recent sign-ins
Click here to go to My Account page.
  1. On your computer (desktop, laptop or tablet) log into your account.
  2. Click Review Recent Activity link from My Sign-ins button (see below).

  3. The Recent activity window (see below) lists the different times you have successfully or unsuccessfully signed into your account, indicated by either ‘X’ or ‘v’. If you require more details, click on the dropdown arrow.

Possible errors
We couldn’t find an account with that username. Use the Forgot Password? functionality of EMA Account Management to recover your password, this will also reinstate your user if needed.
NOTE: It can take up to 30 minutes for your user password to be synchronised.
If the Forgot Password? functionality does not work try to register a new EMA Account with the desired email address.

Your account or password is incorrect. If you don’t remember your password, reset it now. Use the Forgot Password? functionality of EMA Account Management to recover your password.
NOTE: It can take up to 30 minutes for your user password to be synchronised.
If the Forgot Password? functionality does not work try to register a new EMA Account with the desired email address.

Alternative Authentication using email address - Preview
This method of authentication allows external users to log in using their own email address (for example name@company.co) with Automated federation, this could be an Azure AD Account, external tenant or a personal Microsoft account linked with an Office 365 account and using their own personal password or other chosen method of authentication. If an external user does not have either of these accounts, they will use a One Time Passcode (OTP) emailed to their chosen email address.

Request the Conversion of your EMA Account to Email authentication
  1. Under the manage identity menu, select the option “Opt-In to email authentication”.
  2. As your email address will be used as primary authentication method, make sure that it is correct.
    NOTE: In case your email address is not up to date click cancel and contact the EMA Service Desk to update it.
    If your email address is correct thick the user agreement and click next.
  3. A confirmation form is displayed but your EMA account is not converted yet, please wait to receive a confirmation via email.
  4. Once the account is converted you receive a confirmation email, to complete the conversion and redeem the invitation click on the link.
  5. Select your external email address listed via the Pick an account window (see below). If not available click on "use another account".
  6. Login with your email addresss (see Authentication Options for more details) and after successfully authenticating for the first time, the Review permissions window (see below), will inform you of the information EMA will collect, click the Accept button to grant permission.
  7. NOTE: if you have already requested your EMA Account to be converted to email authentication you will get a prompt.
Authentication Options
Based on your email address the following authentication options are evaluated:
  1. Domains federated with Azure AD
    Depending on the domain address associated with your email account, you will be redirected to the authentication page for that domain (see below), for example, if your email address is name.surname@medicinesorg.com, the domain address is @medicinesorg.com.
    1. On the Sign in window (see below), check your email address is correct, and click Next button.
    2. The sign in authentication window associated with the domain address is shown below, this could differ for each organisation. Add the password associated with this account and click Sign in button. In case your organisation has setup single sing on, the authentication window can eventually be skipped.
  2. Sign in using Microsoft Account
    If the email you are using is linked to a Microsoft account connected to Office 365, the system will redirect you to authenticate with your Microsoft credentials, enter your password to this account via the Enter password window (see below) and click Sign in button.

  3. Receiving a code sent to your email
    If your email domain is not federated with Azure AD and your email is not linked to a Microsoft account, the Enter code window (see below), will notify you, that a code has been sent to your chosen email address.
    1. Enter the code in the Enter code window (see below), and click Sign in button.
    2. The email sent will be from Microsoft on behalf of the European Medicines Agency. Enter the Account verification code into the Enter Code window (see below) and click Sign in button.
  4. My email is now linked to a federated domain, what do I do?
    If you are receiving a code via email, but now you are able to authenticate with a federated domain, open a ticket in the EMA Service Desk, so that we can reset your alternative authentication method.
Other Authentication Methods
The transition of EMA applications to modern authentication and Multi Factor Authentication is ongoing. Some EMA applications like SPOR authenticates users with only username and password without the suffix @id.ema.europa.eu and password without MFA (for examples of sign-in windows see below).

EMA Account Management guidance documents
Welcome Page
Create an EMA Account
Recover your credentials
Request user access
User Administrator guide
Frequently Asked Questions
EMA security principles and responsibilities
How to log into EMA Systems
Privacy Statement

If you cannot find the support you need in the guidance documents, please contact the EMA Service Desk.
Alternatively, if you are unable to access the EMA Service Desk, please send an email directly to servicenow@ema.europa.eu indicating your name, surname and your unique username and we will help you with your access request.