Help

ASX Online Listed Companies guide
ASX Online Companies Training environment
elodge your announcement
User administration
Document requirements
Security settings
Attachments
Conversion to PDF
How to merge two or more documents to create one PDF
Online Forms - Resources
Status of announcements
User Email Preferences
External Notifications
Passwords
Browser Compatibility
Troubleshooting

ASX Online Companies Training environment

The training environment reproduces ASX Online Companies but is not connected to the ASX market announcements platform or any other system, providing a safe environment for users to familiarise themselves with the environment and announcement processes. For example you can use the PDF or online form announcement process, but release of the announcement and resulting confirmations are simulated).

Login to the environment using your existing credentials for ASX Online Companies and you will be prompted to change your password for the training environment.

The data on the ASX Online training environment will be refreshed every week on Friday evening. Data changes saved by users in the training environment (including any announcements drafted or submitted) will be deleted at the time this data refresh occurs.

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elodge your announcement

To elodge an announcement to ASX, logon using your user name and password.

Under the E-Lodgement centre tab on the left-hand side of the page you should see the E-lodge Announcement link. By selecting "eLodge Announcement", a template will appear. Only one file can be elodged to ASX at any one time. Please see sections below for PDF requirements and instructions on attachments/merging files.

In the "Insert Announcement" box, use the "Browse" button to find your announcement on your computer. By clicking on it twice, the file will appear in the "Insert Announcement" field.

In the "Announcement Header" field, enter an appropriate title for the announcement or select a standard title from the optional dropdown list. The standard title can be modified as required. ASX recommends use of meaningful titles and avoidance of generic titles such as 'ASX Announcement' or 'Media Release'.

The title is limited to 60 characters. At times the ASX Market Announcements Office will alter titles as required without prior consultation with the sender.

Due to security reasons, the symbols # ; " ® [ ] + \ cannot be used in the 'Announcement Header' field. If they are entered, transmission will fail and a red error message will appear at the bottom of your 'Submit' page explaining the error.

The ASX Code is pre-populated. Please ensure that the ASX code shown is appropriate for the announcement being elodged with ASX.

Contact Name and telephone number are also pre-populated from the ASX Online user profile page. These are the contact details ASX will use should we need to contact you for any reason regarding the announcement being elodged.

After re-entering your password, click on "Submit", the input data will be validated and, if successful, you will be taken to a preview page, where you can verify entered information and preview your file to ensure that you have attached the correct document. Once verified, click on the "Submit" button to finalise elodgement.

Notification of receipt and release of your announcement:

On top of the elodgement form a message will appear advising whether your elodgement has been successful. If unsuccessful, please try again or contact the ASX Market Announcements Office on 1800 021 965 (or +61 2 8298 8044).
Confirmation of your announcement being released to the market will be advised by:
- the "Status of Announcements" page, which is automatically updated every 45 seconds.
- An email message advising of the announcement's release. Email messages are sent to the ASX Online recipient list, as per the Email Acknowledgements page.
*If for any reason you are unable to use ASX Online to elodge your announcement you may fax it to ASX using the following fax numbers.

For companies located within Australia - 1300 135 638
For companies located within New Zealand - 0800 449 707
For companies located elsewhere overseas - 61 2 9778 0999 or 61 2 8298 8260

Please note that ASX will not accept any announcements that are handwritten or hand delivered to ASX Offices. It is mandatory for announcements to be elodged to ASX using ASX Online. (Refer ASX Listing Rules Guidance Note 14 - Market Announcements Platform and ASX Listing Rules Guidance Note 20 - ASX Online - for more details).

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User administration

When a new user account is created, an email is sent to the nominated address for verification purposes. The user needs to click on a URL in the email received to confirm that email address was correctly recorded.

Until the email is confirmed, no announcement acknowledgements or reminders will be sent to this email address.

Document requirements

Adobe PDF requirements

All company announcements elodged to ASX need to comply with:

PDF format (Portable Document Format)
To convert documents to PDF, you will need appropriate software such as Adobe Acrobat version 6.0 or later. 200 DPI or 300 DPI
All pages must be A4 in size
Maximum file size for each announcement is 20 MB (in PDF)
Instructions on this Help Page regarding attachments/merging files.
PDF documents should use a True Type font such as Arial, Times New Roman, Helvetica or Times.

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Security settings

Security settings in PDF documents can prevent documents opening, printing, copying &pasting, etc. When elodging documents please ensure all security settings are switched OFF. When using Adobe Acrobat v4, this can simply be achieved by:

Select PDF document
Select "File"
Select "Save As"
In the "Save As" box, select "None" in the Security drop down menu
Click on "Save"

The switching off of security settings on a PC is only required to be undertaken once.

For Adobe Acrobat version 6+ turning off the security setting can be achieved by:

Under File menu, select Document Properties
Select Security
Under Security Method, select "No Security", then OK
Press Save

If you are using other versions of Adobe Acrobat, please contact ASX Online Help Desk on 131 279 or +61 2 9338 0000 for simple instructions.

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Attachments

Users are requested not to utilise the Adobe Acrobat facility which allows one or more documents to form PDF attachments to the main PDF file being transmitted to the ASX Market Announcements Office. This attachment facility cannot be handled within ASX's current market announcement processing technology, the result being that only the main document is available for viewing, processing and release, not the PDF attachment(s).

It is therefore important that users refrain from using this attachment facility. If you have several separate documents for release to the market which need to be combined and read in their entirety, please merge those documents into one complete PDF file as instructed below.

Conversion to PDF

Wherever possible it is recommended that your PDF market announcement be converted from a pre-existing electronic document (e.g. Word, Excel, PowerPoint) and not scanned and converted from a paper version.

To convert Word, PowerPoint or Excel to PDF simply select 'Export' under the 'File' tab and follow the prompts to create a PDF document.

Features not supported by ASX Online:

Web links or cross-document links in any PDF document.
Any passwords or any document security controls.
Characters printed on a dark background if reading any of the characters may be difficult.
Form fields or form actions in any PDF document.
JavaScript in any PDF document.
Page actions in any PDF document.
Embedded audio or video in any PDF document.
Digital signatures.
"Article threads" in any PDF document
Adobe Acrobat attachment facility set out under 'Attachments' on this Help Page.

Please note that once you have signed an agreement to use ASX Online, signatures are not required on elodged documents. The security protection devices described below are sufficient for verification purposes.

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How to merge two or more documents to create one PDF document

You can merge two or more documents of different formats (e.g. Word and PowerPoint) to create a single PDF document. When merging documents, you can choose the order in which they appear. Note that a merged document will be treated as one announcement by ASX.

If you have Adobe Acrobat (v3.0 or later) on your computer, the steps are:

convert all documents to be merged into PDF (see previous instructions) and save in an appropriate file
open one of the PDF files
Under Document, select Insert Pages (for versions 6 and above - select Pages, then Insert)
Select File to Insert box will appear
Select document to be merged with the one already open and click on Open
Insert box will appear
From the dropdown menu for Location, select either After or Before for this document to appear in the single merged document. Click on OK
Two documents will now appear as a merged document
Repeat above steps if other documents are to be merged
Save final merged document to an appropriate file

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Online Forms - Resources

February 2024 updates:

ASX Online Forms - Frequently Asked Questions. ASX has prepared this updated document to assist listed entities with common queries they may have in relation to the usage of ASX Online forms and the latest changes to the forms.
The key changes include:
- Presentation of the online form and equivalent PDF announcement:
  - Updated online form and PDF announcement headers and footers to display the full name of the Appendix;
  - Selection boxes used in the online form by users to select responses are removed from the final PDF announcement - just the answer is displayed.
  - Updated validations on the values that are entered by users with corresponding changes to error messages.
- Text changes in questions, information boxes and hint text to:
  - align with equivalent changes in the word version of the forms (defined terms, formatting and grammatical amendments) - including Appendix 2A, Appendix 3B, Appendix 3G, Appendix 3H and Appendix 4A, The updated equivalent word forms are available from the Forms page. If you would like to review the changes, the Market Notice dated 2 January 2024 provided marked up copies of the word form changes.
  - Information and hint text changes in those online forms with the sections that summarise quoted and unquoted issued capital, including updated guidance in the equivalent PDF announcement regarding these totals and how they are calculated.
- Appendix 3G - Notification of issue, conversion or payment up of unquoted equity securities: changes to address previous issues with the function of the Appendix 3G, including:
  - Allow linking to an existing Appendix 3B where a new unquoted security has not yet Appendix been created by ASX;
  - In Part 3C - provide a full list of existing quoted and unquoted securities for selection in response to the question "Details of the existing class of +security that will be issued upon exercise or conversion of this new class of company option";
  - In Part 3C - if a user inputs a future date in response to the question "Date the +securities the subject of this notification were issued", removal of an irrelevant information message regarding the need to provide a notification of the 20 largest recipients (this reminder is applicable for quoted securities only).

2021 updates:

ASX Online Forms - Frequently Asked Questions ASX has prepared this document to assist Issuers with common queries they may have in relation to the usage of ASX Online forms and the ASX Listing Rules changes that came into effect on 5 June 2021.
ASX Listing Rule and online form changes 2021 - Overview webinar (May 2021, duration 37 minutes)*. This webinar provides the following information:
- An overview of the Listing Rule changes - timeline and where to find details
- Overview of rule changes
- Overview of MS word and online form changes and transition arrangements
- Guidance for issuers - updated GN14, 20, 30
- Logistical considerations for issuers
- Tools available to preview online forms, training