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Use this guide when creating, submitting or referencing a DDS in Polygon One is blocked, but the EU information system (TRACES NT) itself is working. As a temporary fallback, submit the statement directly in the TRACES production environment.
A submission in the production environment has legal effect. Check all information before submitting. The Acceptance environment is for testing only; statements submitted there have no legal effect.

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Before you begin

Polygon One Support provides a data package for your specific support case. Use only the values and files listed in that package. It contains:
  • Case number and internal DDS identifier
  • Activity: Import, Export or Domestic, and the country of activity
  • For each commodity: description, HS code, net weight and, where applicable, supplementary unit
  • For wood: common and scientific species names
  • For each production location: producer name, producer country, geolocation as GeoJSON and production period
  • Upstream DDS reference numbers, where applicable
  • Whether geolocations should be treated as confidential
You also need your own EU Login account enabled for the production environment and authorisation to act for your company. If this is not set up, follow TRACES Registration.
Never send Polygon One Support your EU Login password or Web Service Access Authentication Key. Support does not need these credentials and will not ask for them.

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Manual submission

1

Open the production environment

Open the EUDR production portal, sign in with EU Login and confirm that you are acting for the correct operator. Do not use the Acceptance environment.
2

Create a new DDS

Start a new due diligence statement in the DDS section. Labels and layout may change after a TRACES update; consult the official user manual if unsure.
3

Transfer the basic information

Copy the internal identifier, activity and country of activity from the support data package.
4

Enter the commodities

Enter every commodity with its description, HS code, net weight and any specified supplementary unit. For wood, also copy the species names.
5

Add production locations

Enter the producer and producer country. Upload the supplied GeoJSON file or copy the geolocations and production periods from the data package.
6

Add upstream DDS

Add every upstream DDS reference number listed in the package. Leave this section empty if the package lists none.
7

Review and submit

Compare the complete summary against the data package. Only after this review, confirm the declaration and submit it in the production environment.
8

Report the numbers back to Support

After successful submission, copy the reference number and verification number and reply to the support email with both. Include the case number so Support can update the DDS in Polygon One.
The European Commission describes manual creation and the current interface in the official TRACES NT user manual. The official EUDR information system overview also provides training materials and change notices.

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If TRACES itself is unavailable

This fallback works only while TRACES production is reachable and accepting submissions. If signing in, saving or submitting also fails directly in TRACES:
  1. Take a screenshot of the error without displaying credentials.
  2. Reply to the support email with the time, error message and affected step.
  3. Wait for Support’s response before making further submission attempts. Support checks the EU systems’ status and tells you how to proceed.

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Further guides

TRACES Registration

Set up EU Login, operator authorisation and access to production.

Incoming DDS

Create and manage DDS through Polygon One during normal operation.

Outgoing DDS

Manage DDS for domestic production and outgoing goods.