Welcome
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
Beneficiaries can import mobility activities or participations into their project, as long as the Final Report has not yet been submitted. The functionality to export and import mobility activities (Erasmus+ projects) or participations (ESC51 projects) allows you to add multiple mobility activities/participations at once, as well as to update the existing ones. While importing mobility activities/participations, organisation(s) can be added to the project at the same time.
Please note the warning messages displayed on the Import-export screen:
- Data collected in Beneficiary Module should not contain any sensitive information, especially related to participants' racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, and information concerning health or sex life.
- Due to new rules regarding access to special categories of personal data, "Force Majeure explanations" field will be empty in the export file. Imported values in this field will be saved successfully but users without access to special categories of personal data will not see the imported values in the BM interface.
When importing or exporting the list of mobility activities/participations for a project, the file extension options available for download are CSV and XLSX. Both draft and/or complete records can be used when importing or exporting.
If there are no mobility activities/participations in the project, an empty file template is exported. Please see the user documentation on how to export and import mobility activities using XLSX files.
The instructions on this page are based on the processing of an XLSX file. All the latest templates and data dictionary files can be found on Data dictionary and Mobility Import-Export templates. For an overview of the process, see Manage export and import of mobility activities or participations. For information regarding the import log, see the page View mobility activity import error logs.
For a quick overview of import and export of mobility activities in Beneficiary module, please view the eLearning video.
For compliance with the EU General Data Protection Regulation, please do not include any sensitive information about the participant's personal situation related to special needs, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, health or sexuality.
It is advisable to export the latest file template after each release, to ensure that any changes (e.g. added or removed fields) are also reflected in the file you intend to import.
Information
Fields may vary depending on the action type and call year of your project. Please read the onscreen information carefully.
Steps
1. Select "Import-export" from the Content menu
Click on Import-export in the Content menu of your project. The Import-export screen opens, displaying:
- An information message with a link to the Data dictionaries and Import-Export templates in the Beneficiary module guide. A tooltip
is also displayed. Clicking on it opens additional guidelines with links to the eLearning videos available on the topic. - The Actions section, where you can download the list of existing mobility activities/participations (or the empty template) to XLSX or CSV formats and import the files with the new and/or updated mobility activities.
- The Import/Export status section, where you can view the import/export history and status. From here you also have access to the import logs, providing details regarding the successful or failed imports.
Where available, select the import/export type from the list.
Here is an example of the Import-Export screen in an ESC51, call 2023, project.
2. Export the mobility activities
2.1. Select the type of mobility activities to export
In the Export section of the screen, use the radio buttons to choose whether to export:
- both draft and complete mobility activities, or only the complete ones.
- For KA131-HED and KA171-HED projects only: choose whether to export either the student or staff mobility activities.
In the tabs below, see examples of the Import-export screen from various key actions:
This is an example for the Export section in a KA121 project.
In our example, the project includes one mobility activity in status Complete, therefore the exported file will contain the relevant information.
For KA182 - Mobility of Sport Coaches and Staff activities, all call years, only the export option is available. Before exporting, you can choose between the Draft + Complete and Complete options.
2.2. Click on "Export XLSX" and download the file
Click on the Export XLSX button.
If there are no mobility activities/participations in your project, the empty template file is downloaded.
A notification message displays, informing you on the export process. In the list, the status of the export displayed is initially, Processing. Click on reload to refresh the list and check the progress.
When the export file is ready, its status will be Exported. Click on the file name and follow the instructions on the screen to download it on your local device.
The file extension is *.xlsx and the file name is generally composed of: the project number, followed by the date and time of the export, e.g. 2021-1-EL01-KA131-HED-000015426-KA131-HED-12-11-2021-09-23-23-.xlsx.
3. Update and save the mobility activity file
Open the file and update the mobility activity/participations list as described on the page Edit the import file. For a better understanding of the content and the fields displayed in the exported files, Data dictionaries are provided
When saving the file, please make sure to keep the original file extension, otherwise the import will fail.
4. Import the file
4.1. Select the type of mobility activities to import (Erasmus+ HED only)
In the Import section of the screen, use the radio buttons to choose whether you will upload student or staff mobility activities into your project. Your selection must match the mobility activity type in the XLSX file. Students is selected in the example below (also the default selection).
Here is an example for the Import mobility activities section in a KA121 project. There are no radio buttons to select Student or Staff.
It is possible to run multiple imports in parallel, even if they affect the same mobility activities/participations. In such cases, the latest successful import will overwrite previous information for the same mobility activity/participation.
4.2. Click "Select file" to upload
Click on Select file, then follow the onscreen instructions to locate the file and upload it. Alternatively, you can drag and drop the file from its location to the designated area on the screen.
As mentioned in section 2.1 above, for KA182 mobility activities the import option is not available.
The import will start shortly after the file is added, and a message is displayed. The records will be imported as either complete or draft, depending on how much information you provided in the file.
You can monitor the import progress in the Import/Export status list (see next section). Initially, the status of the import will be Requested. When importing a file, the system first checks if the file type is right, then it checks if the field format and content are correct and finally it checks against the rules described in the Erasmus+ Programme Guide.
Click on reload to refresh the list to check the progress.
Information
If your import file contains a very large number of mobility activities/participations, importing may take longer.
If the import is successful, the status will be Imported and the number of imported Complete and Draft mobility activities/participations is displayed in the list. The imported records are listed in the Mobility Activities/Participation section of your project. To view more details on the import, such as specific information on the imported draft mobility activities/participations, click on the View icon to open the Import Log.
If the import status is indicated with Error, the import has failed and the relevant details are provided in the import log.
When completed records are exported and re-imported, they are checked automatically against all rules, including business rules that may have been introduced or updated after the mobility activity/participation was completed previously. In such cases, the re-imported record becomes a draft mobility if it no longer complies with such rules.
In this example, the import was successful. Five completed and three draft mobility activities have been imported.
5. Import/export status list
After an export or import of a file, a line item displays in the Import/Export status list. For each import or export you will see the following elements:
- Import/Export - the type of operation
- Date - date and time of the operation
- Context - always displays Reported
- Student/Staff - available in HED projects only and shows if student or staff mobilities were imported or exported
- File - allows you to download a copy of the file, by clicking on the hyperlinked file name
- Status - displays the status of the export or import
- Number of imported or exported mobility activities in status Complete
- Number of imported or exported mobility activities in status Draft
- View - allows you to open and view the import log, which provides details of the import
- Browsing options at the bottom of the list to view additional records
Tip
Use the reload option at the top right corner of the list to view the latest status of the export/import. If your project or file to import contains a very large number of mobility activities, exporting or importing may take longer.
5.1. Import and Export statuses
The export process has the following statuses, clearly indicated in the Status column:
- Requested - the user has requested the export by clicking on the Export button
- Exporting - the export is in progress
- Exported - the export is completed and the file is ready to be downloaded
The import process has the following statuses:
- Requested - the user has triggered the file import by uploading the file
- Processing - the file has been validated against business rules and the import is in progress
- Imported - all records were successfully imported
- Error - the import file was rejected due to errors
Information
A log is created when you export and import mobility activities.
See the page View mobility activity import error logs for details.
Expected Outcome
- The file including draft/complete mobility activities/participations has been imported into the project, and is displayed in the Import/Export list.
- The list of imported records can be viewed in the Mobility activity/Participation section of the project.
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