How do I access the service?

You can find the link to access the service of the different organizations that use Representa in the FAQ Organizations registered with Representa.

How do I prove my identity?

Access to the portal for managing representations is done through the identity integration service "VÀLid" of the AOC. Through this service, you can identify yourself with idCAT Mòbil. Cl@ve, idCAT Certificat or any other digital certificate.

How do I grant representation?

Access the citizen portal (you will find the link to each portal on the website of each organization that uses the service), select the "I want to be represented" tab and enter the representative's details:

enter the representative's details

Then indicate what type of representation you want: General, to an Organization or to Procedures and all the necessary data about it: Capacity and Validity. (More information in What is a representation or a power of attorney? >> Types of powers of attorney). In the case of representations to a specific organization or procedures, you will need to indicate the Organization and in the latter case also the procedure.

Before registering the representation, a screen will appear to confirm whether the data is correct or cancel the action.

If you press confirm, the details of the representation will appear, indicating that the representation is “Pending Acceptance” and the representative will need to explicitly accept it in order for it to be “Valid”. If the representative does not accept it within 40 days, the representation will be canceled.

If you have provided your email address and indicated that you want to receive notifications, you will receive a communication to that effect.

How do I request registration for a performance?

Access the citizenship portal, “I want to represent” tab.

It is necessary to indicate the type of representation (general, agency and procedures), the capacity and validity of the power of attorney (more information in What is a representation or a power of attorney? >>Types of powers of attorney).

From here we can have two situations:

  • If we have documentation that endorses the representation, it must be attached, the administration will review and decide whether the representation is valid or not. The term that the administration has to validate the representation is 90 days.
  • If we do not have documentation that endorses the representation, we can create the representation without it and then, the principal (person granting us the powers) will have to explicitly accept it. If they do not accept it within 40 days, the representation will be annulled.

Then press “Register” and a screen will appear with all the data asking if you want to confirm or cancel the registration.

Confirmation screen

If you press confirm, a PDF receipt of the registration will be downloaded and the details of it will appear, indicating:

  • that the representation is pending validation (in the case that we attach documentation)
  • that the representation is pending acceptance (in the event that we do not attach documentation)

If you have indicated your email and/or telephone number and have indicated that you want to receive notifications, you will receive a communication when the representation has been validated or, if it is finally denied.

What receipts can I download?

In relation to a specific representation, two types of receipts can be downloaded, by searching for the representation from the "Home" tab or from the "Consultation and Management" tab and accessing the detail view of it and pressing the "Actions" button:

Application receipt: This is a receipt that is automatically generated when the application is sent to the system and provides information about the data of the application made. However, this document can also be retrieved from the representation details by pressing the “Actions” > “Registration receipt” button.

Representation justification : it is a report that collects all the information related to a specific representation, including its life cycle and therefore, its current status, and that can be generated when viewing the details of a representation by pressing the “Actions” > “Export to pdf” button.

Should companies manage representations electronically?

Yes. According to the arguments that will be presented below, legal entities would be obliged to make and manage powers of attorney electronically.

Granting a power of attorney is not an administrative procedure but the ability to act in the administrative procedure, a prerequisite for acting.

If we look at article 14 of the LPAC, “Right and obligation to interact electronically with Public Administrations” (systematically located in the Law in Title II “On the activity of Public Administrations” Chapter I “General rules of action”), there is a disparate wording regarding the relationship of natural and legal persons with the Administration.

The article mentions the possibility of individuals to interact electronically or not with the Public Administrations and, among these relationships, in addition to the administrative procedure, expressly indicates communication with the Administration. However, in point 2 it specifies that for legal entities there is an obligation to interact electronically with the Public Administrations to carry out any procedure of an administrative procedure.

Therefore, for legal entities the administrative relationship refers to the formalities of an administrative procedure and for individuals it is considered that this relationship can be a mere communication.

Given this discrepancy, this article is not within the Title IV of the provisions on the common administrative procedure and that, in addition, the legislator's intention with laws 39 and 40 is to advance in the implementation of electronic administration, a systematic interpretation is made in accordance with the spirit of the norm and electronic processing is considered mandatory for certain groups, including legal entities.

Is it necessary to sign the representation request on the citizenship portal?

Representa does not require signing the registration request from the citizen portal with a digital certificate because the provisions of art.11.1 of Law 39/2015 apply, so it is sufficient to identify yourself with VALID and complete the registration by clicking on the “Register” button, which allows the will of the person appearing to be recorded (and favors it insofar as it simplifies the procedure).

What is the maximum size of an attachment? How many documents can be attached?
The maximum size of a document attached to the Representa is 25 Mb. In relation to representations, the maximum number of documents to be attached is 10 documents.
Documentation to attach to a representation on the citizenship portal

If you want to register a representation and attach documentation that proves it, this must be “ any legally valid means that provides reliable evidence of its existence ” (article 5.4 of Law 39/2015, of October 1, on the common administrative procedure of public administrations, LPACAP).

Only notarial documents or private documents verified by any other public notary are accepted because they are the only ones that meet the requirements of the LPACAP. In general, other documents are excluded, such as scans without elements of authenticity or photographs (more information at the end of this section).

When you complete the registration application process with attached documentation, your request will remain in the "Pending validation" status and the organization's legal department will analyze whether the document reliably accredits the representation:

  • If it is an accepted document and the department responsible for processing it evaluates it positively, the representation will be incorporated into Representa and the status will change to “Valid”.
  • If, on the other hand, the report is unfavorable because the document is not admissible or a lack or insufficiency of authorization is observed, an amendment will be required. You will have 10 days to provide new documentation or your application will be rejected (the status will change to “Denied”).

Other practical issues to highlight regarding the registration of performances:

  • If you are the person granting power of attorney to someone else ("I want someone to represent me"), you can grant a power of attorney without attaching any document ( apud acta representation); you will have to wait for the person representing to accept the representation. It is recommended to use this registration request because it is faster and easier to manage.
  • Can you provide a photocopy of a document? Photocopies are not legally valid means of proving representations, nor are documents signed between individuals.

However, if you want to register a representation to act before a specific Administration or to carry out a specific procedure before an Administration (type B and C powers of attorney), the acceptance and sufficiency of the documentation depends on the criteria of the advisory board that checks it.

  • On certain occasions and for certain procedures, registrations in the register of associations or similar, referring to representation, may be considered reliable means (as assessed by the legal advice that carries out the validation).
  • If the notarized document provided does not have the CSV (secure verification code), keep in mind that it must be an original electronic document or an authentic copy, provided by a registration assistance office.
  • While the integration with other Electronic Power of Attorney Registries is not operational, you can attach Registration Certificates to APODERA if they contain sufficient information about the representation.
  • You can also provide a certificate issued by the Commercial Registry with a CSV.
  • You are not required to register the representation in Representa. Registration speeds up electronic processing when you act on behalf of someone else because you save yourself having to justify your capacity to represent each time.

For this reason, it is not recommended to register for Representa if you are only going to carry out a single procedure.

  • Despite the changes in the format of the family book, it is customary to accompany it as a document proving representation. If so, it must be an authentic copy or have a CSV that allows verification of authenticity.
I'm getting an error when creating a representation. What's the reason?

The platform checks that there are no matching representations between two people, preventing their creation. In this way, if we create a representation that totally or partially coincides in scope and/or time with another, this error message appears and the generation is not allowed.

For example, if we have a representation in which NIF 1234567A grants general powers to NIF 1122334455B during 2023, we cannot create another one for a specific Organization or specific procedure, for example, during September 2023, given that the organization/procedure's is already included in the general one.

What notifications does the platform send?

The Representa service sends an email and/or SMS when a change in status is made in the representation, provided that when carrying out the representation, the email and/or telephone number is reported and the sending of communications is authorized by both the person giving the powers (principal) and the person receiving the powers (representatives)

In this way, an email and/or SMS is sent each time:

  • high
  • revocation
  • resignation
  • validation of a representation pending validation (indicates that it has been registered)
  • denial of a representation pending validation
  • acceptance of a representation pending acceptance (indicates that it has been registered)
  • cancellation

In the event that a representation expires, an expiration notice is sent:

  • 1 month before
  • 1 week
  • at the time of expiration

When a representation is pending acceptance, an email is sent:

  • 1 week later
  • 1 month later