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Background information about ASX Online Companies

Supported browsers

ASX supports the latest versions of the following browsers along with the two previous versions of each:

  • Microsoft Edge
  • Google Chrome
  • Mozilla Firefox
  • Apple Safari

Please note: Microsoft Internet Explorer (IE) was retired by Microsoft, 15 June 2022.

Passwords for ASX Online Companies expire every 45 days unless changed earlier. Please review the ASX Online user guide for further information. 


How do I change company directors and senior management details

When managing company director and senior management details for your company, it is important to ensure that the information submitted to ASX is accurate and up to date. The steps below outline how to nominate new directors and senior management, assign titles and designate additonal roles through ASX Online Companies.

  1. Navigate to the Directors/Management page
    • On the left-hand side menu, click Directors/Management under the heading Company Details.
  2. Nomination 
    • New nomination
      • Upon entering the Directors/Management page, click Add to add a new person. Fill in the relevant details, including salutation, name, email address, title(s) and start date for each title, then click Save.
    • Multiple Titles
      • If a person has a title other than or in addition to Communications Person, the new entry will appear on the listed entity's page on asx.com.au one (1) business day after the change is made.
    • Communications Person
      • If the person is allocated the title Communications Person, they will be the listed entitiy's nominated ASX contact person responsible for communications with ASX regarding Listing Rules matters. 
        • Note:
          • The title of Commincations Person will not appear on the listed entity's page on asx.com.au. 
          • If the Communications Person is also a user of ASX Online Companies, please provide their most direct contact number on the Update My Details page.
  3. Designation of Additional Role
    • If you wish to inform ASX that an existing person has been appointed to an additional role:
      • Click Directors/Management under the heading Company Details.
      • Select Edit in the row containg the relevant person's name.
      • Update personal and contact details as necessary, allocating the additional title as appropriate.
      • Enter the start date for this role and click Save.

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How to lodge a Document

Lodging announcements with the ASX through the E-Lodgement Centre is a straightforward process designed to ensure accurate and efficient communication with the market. This guide outlines the steps for submitting a PDF announcement. including uploading your document, selecting an appropriate title and verifying company and contact details. Following these steps will help ensure your announcement is clear, compliant and ready for release to the market.

  1. Access the E-Lodgement Centre
    • In the left-hand menu, click on the E-Lodge PDF Announcement link under the E-Lodgement Centre heading.
  2. Upload your PDF document
    • Click Choose File to locate the document on your computer (the file must be in PDF format).
    • Select your fle and click Open. The file name will then appear in the Insert Announcement field.
  3. Enter an announcement header
    • In the Annnouncement Header field, either type an appropriate title or select one from the Select dropdown list.
    • Ensure the title meets these requirements:
      • It is limited to 60 characters
      • It does not include symbols such as # ; " ® [ ] +
    • Titiles should briefly and accurately describe the document's content (e.g., Appointment of CEO or Cleansing Notice). Note: The ASX Market Announcements Office may modifiy titles id needed without prior consultation.
  4. Announcement classification
    • Indicate whether the announcement should be classified as market-sensitive or not.
  5. Verify company information
    • The Company Name and ASX Code field are pre-filled.
    • If you manage lodgements for multiple listed entities, double-check the ASX Code to ensure you are submitting the document under the correct entity.
  6. Check the contact details
    • The Contact Name and Contact Phone fields are pre-filled based on your user details.
    • Ensure these details are up to date, as ASX will use them to contact you regarding the lodgement if necessary.
  7. Submit your announcement
    • Re-enter your password and click Next to proceed to the preview page.
    • Review the entered details and preview your file to confirm it is correct.
    • Once verfied, click Submit to finalise lodgement.

By Following these steps, you can ensure your PDF announcement is accurately lodged with the ASX.

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Who can receive notifications about released market announcements and reporting reminders

The ASX Market Announcements Platform provides users with tools to lodge announcements, receive notifications and manage reporting reminders. As a registered user of ASX Online Companies, it's essential to understand the process for submitting announcements, managing notification settings and the implication of market-sensitive disclosures. Below is a comprehesive guide to assist users navigating the platform and ensuring compliance with ASX requirements.

ASX Online Companies users

  1. Lodging announcements
    • Once an announcement is submitted, a message will confirm whether the lodgement was successful.
      • If unsuccessful, retry the submission of contact the ASX Market Announcements office on 1800 021 965 (or +61 2 8298 8044).
  2. Market notification of announcements
    • The Status of Announcemnts is updated automatically every 45 seconds.
      • Once released, the status will display Released in green font.
    • An Acknowledgement Email is sent aftter the announcement is released.
      • PDF attachments will be only included if the file size is under 5MB.
      • Users can view released announcements on asx.com.au.
  3. Email notifications settings
    • Users can configure their User Email Preferences to receive: 
      • Acknowledgement Emails after an announcement is released.
      • Reminders for upcoming periodic reporting deadlines.

External subscribers

  • External individuals who wish to receive acknowledgement emails can be added to External Notifications.
    • These individuals will not receive reminders for reporting deadlines unless they hold an ASX Online Companies user account.
    • A maximum of 30 external recipients can be designated for email notifications.
  • To update preferences, make cjanges in the notification seeting and click Save to confirm.

Important submissions guidelines

Status of announcements and ASX Online forms

  • Each announcement lodged is aasigned a unique Doc ID by ASX, visible in the Status column.
  • The announcements title is based on the title entered during submission, and the username linked to the ASX Online Companies account recorded.
  • To amend or cancel an announcement, select Manage Online Forms from the left-hand menu.

Market-sensitive announcements

  • Market-sensitive announcements are assessed as likely to significantly impact a company's share price upon release.
    • When classified as market-sensitive, the company's securities are placed in pre-open status, pausing trading for approximately 10 minutes. 
    • For announcements involving takeovers, this pause can extend to one hour.
  • The pre-open period ensures the market has time to understand and evaluate the announcement's implications before trading resumes.

By understanding these processes and adhering to ASX's guidelines, companies can ensure seamless lodgement and effective comminucation with the market.


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Document requirements for lodgement

To ensure successful submission and processing all documents lodged through ASX Online Companies must meet the following specifications:

Document specifications

  • Format: PDF only
  • Page size: A4
  • Maximum file size: 20MB per document
  • Fonts: True Type fonts such as Arial, Times New Roman, Times or Helvetica

Prohibited content

Documents must not contain:

  1. Web links or cross-document links
  2. Password or security controls
  3. Characters printed on dark backgrounds that are difficult to read
  4. Form fields or form actions
  5. JavaScript
  6. Page actions
  7. Embedded audio or video
  8. Digital signatures
  9. "Article threads"
  10. PDF attachments (e.g., one or more PDFS attached to the main document)

Note: Avoid using Adobe Acrobat's attachment feature. ASX's current technology processes only the main document, which may result in missing attachments.

Document creation recommendations

  • Preferred source: Use pre-existing electronic documents (e.g., Word, Excel, PowerPoint) to create PDFs rather than scanning paper versions
  • Converting to PDF:
    • In Word, Excel or PowerPoint, go to File > Export, then follow the prompts to create a PDF.
    • Merge multiple documents by converting them into PDFs first, then combining them into a single file.

How to merge documents using Adobe Acrobat

  1. Convert all documents to PDF format and Save them.
  2. Open one document in Adobe Acrobat.
  3. Navigate to Document > Insert Pages (or Pages > Insert for versions 6+).
  4. In the "File to Insert" dialog box, select the document to merge and click Open.
  5. Choose the location for insertion (Before or After) in the dropdown menu and click OK.
  6. Repeat for additional documents.
  7. Save the final merged document as a PDF.

Note: The steps may vary slightly depending on your Adobe Acrobat version.

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Troubleshooting lodgement issues

If you encounter a "Technical error" during lodgement, the issue is likely due to:

  1. Security restrictions - The file name may include "(SECURED)".
  2. JavaScript - Your document includes JavaScript.

Resolving security restrictions

  1. Open the PDF in Adobe Acrobat.
  2. Go to  File > Document Properties.
  3. Under Security, set the Security Method to No Security, then click OK.
  4. Save the document and lodging again.

Removing JavaScript

  1. Open the PDF in Adobe Acrobat.
  2. Go to View > Tools > JavaScript.
  3. Select Document JavaScripts.
  4. Delete the script(s) and save the document.

Following these requirements will help ensure your document is processed smoothly. For further assistance, contact the ASX Market Announcements office on 1800 021 965 (or +61 2 8298 8044).

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ASX Online Forms

ASX Online forms for corporate actions and capital changes

Overview

ASX Online forms streamline the announcement and management of corporate actions and capital changes through straight-through-processing. This approach ensures:

  • Increased efficiency in handling event data.
  • Greater accuracy across internal and external systems in the industry.

ASX Online forms allows users to:

  • Announce details of corporate actions and related events.
  • Update and amend previously announced information.

Each form includes step-by-step guidance and built-in data validation controls to assist users in completing the forms correctly.

Accessing ASX Online forms and resources

  1. Eligibility:
    • Access to ASX Online forms is limited to ASX Online Companies users with announcement lodgement privileges.
  2. Navigation:
    • After logging in, use the left-hand menu to access:
      • Create Online Forms: to initiate and submit forms
      • Manage Online Forms: to track and manage submitted forms.
  3. Key features:
    • the Create Online Forms page outlines relevant listing rule requirements governing form usage.
  4. Additional Guidance:
    • refer to the following Guidance Notes for details on form usage and obligations:
      • Guidance Note 14 - ASX Market Announcements Platform
      • Guidance Note 20 - ASX Online including guidance on the usage of ASX Online forms.
      • Guidance Note 30 - Notifying changes in issued securities and applying for quptation of new or additional securities (particularly for forms like Appendix 2A, 3B, 3G and 3H)

Supporting documentation and resources

  1. Key Documents:
  2. ISIN Information:
    • Resources on obtaining an ISIN (International Securities Identification Number) and using ASX forms for corporate actions and capital issues.

Presentations and webinars

General webinars

Appendices

Appendix 2A

Appendix 3B

Appendix 3C

Appendix 3G

Appendix 3H

Appendix 4A

FAQs

Need assistance? 
For help with ASX Online forms, please contact your Listing Adviser.

Lodging the correct ASX Online form

Listed entities must comply with the ASX Listing Rules to notify the issue, conversion, payment up or cessation of securities. Key rules and resources include:

  • Listing Rules 3.10.3 - 3.10.3E
  • Corporate action timetables in Appendices 6A and 7A
  • Annexure A of Guidance Note 30 - notifying changes in issued securities and applying for quotation of new or additional securities, summarises these obligations for common corporate actions.

Important: Under Listing Rule 15.3, if ASX provides an online form for a specific matter, any documents for market release must be lodged using that form.

Exceptions: If you encounter technical issues preventing the use of an online form: 

  1. Contact your Listing Adviser for guidance.
  2. Refer to Guidance Note 20 - ASX Online for acceptable scenarios to use a paper-based form.

Note: The Microsoft Word versions of ASX forms are available but should only be used if ASX has requested them or if technical difficulties arise.


Amending or cancelling an ASX Online form

  1. Log in to ASX Online Companies
  2. Navigate to Manage Online Forms from the left-hand menu
    • To amend a form: Click Update next to the relevant announcement
    • To cancel a form: Click Cancel next to the relevant announcement

Missing security codes on Online forms

  • Appendix 2A: If referencing a security in a previously lodged Appendix 3B, allow one business day for processing before the security appears in Appendix 2A under Question 2.1
  • Appendix 3G: For unquoted security classes not set up in Appendix 3B, select Other in Question 2.1. A free-text box is available to reference the prior Appendix 3B. Use "new class" in Question 2.2a.
  • Convertible Securities: Quoted convertible securities cease quotation four business days before expiry/maturity (per Appendix 6A). Use the Microsoft Word version of Appendix 2A if the instrument has ceased quotation, and notify your Listing Adviser in advance.

Multiple security class adjustments

You can include multiple adjustments in one Appendix 3B, 2A, or 3G if they are for the same purpose or same type of securities.

  • Use the Add +Security option in Part 3B to include additional details.
  • For different purposes or types of securities, lodge separate forms.

Avoid grouping different securities

To prevent securities from being grouped under the same ASX security code:

  • Lodge separate forms (e.g., Appendix 3G or 2A) for each issue.
  • Ensure each new security has a unique security description.

Extending buy-back periods

  • If the buy-back period in the existing Appendix 3C has not elapsed, you can amend the end date.
  • If a new Appendix 3C is lodged to extend the buy-back period, the previous Appendix 3C must be amended as the final buy-back notification.

For further details, refer to the relevant Guidance Notes or contact your Listing Adviser.

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ASX-listed emblem

The ASX-listed emblem allows companies to promote their ASX listing in appropriate contexts such as market announcements and investment-related activities. By using the emblem a listed entity is taken to have read, understood and agreed to the listed emblem licence agreement contained within the ASX-Listed emblem Guidelines.

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How to update your business logo on CHESS statements

Listed entities and issuers can upload a business logo for use on CHESS statements. ASX recommends submitting the primary logo in colour, where applicable, in either CMYK.eps format (minimum 300 - 600 dpi) or CYMK hi-res .jpeg or .png format (minimum 300 - 600 dpi). Logos can be replaced or deleted by listed entities and issuers at any time.

Please email ASX Equity Post Trade Operations team: CHESSCSOps@asx.com.au

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