The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
Beneficiaries are allowed to import mobility activities into their project as long as the Final Beneficiary Report has not yet been submitted.
It is possible to export the mobility activity list as XLS or CSV files and to import as CSV, XLS or XLSX. The instructions on this page are based on the processing of an XLS file. All templates and data dictionary files can be found on Data Dictionary and Mobility Import-Export templates. For an overview of the process see Manage mobility activity export and import.
The examples used are based on a project for KA131-HED Staff and Student mobility activities.
For purposes of compliance with the EU General Data Protection Regulation, the files to import into beneficiary projects should not include any sensitive information on mobilities, especially related to participants' 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.
This page is relevant for:
Fields may vary depending on the action type of you project. Please read the onscreen information carefully to complete the relevant fields.
Click on Mobility activity import-export in the Content menu of your project. The screen opens.
Here you can do the following:
In the Export mobility activities section of the screen, use the radio buttons to choose whether to export:
both draft and complete mobility activities or only the complete ones.
If there are no mobility activities in your project, the empty template file is downloaded.
In our example, the project does not contain any mobility activities, therefore the template file will be downloaded.
Here is an example for the Export mobility activities section in a KA121 project. There are no radio buttons to select Student or Staff.
Click on the Export XLS button.
A message is displayed, then the exported file becomes available in the Import/Export status list. You may have to Refresh the page to view it.
Click on the file name and follow the instructions on the screen to download it on your local device. The file extension is *.xls (Excel 97-2003 workbook) 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-.xls.
Open the file and update the mobility activity list as described on the page Edit the mobility activity import file.
For some actions, data dictionaries are provided for a better understanding of the content and the fields displayed in the exported XLS files.
When saving the file, please ensure to keep the original file extension, otherwise the import will fail.
Use the radio buttons to choose whether you will upload student or stuff mobility activities into your project. Your selection must match the mobility activity type in the XLS file. In our example we have selected Students, which is 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. In such cases, the latest successful import will overwrite previous information for the same mobility activity.
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.
The import will start shortly after the file is added, and a message is displayed. The mobility activities will be imported as either complete or draft, depending on how how much information you provided in the XLS file.
You can monitor the import progress in the Import/Export status list (see next section).
If the import is successful, the number of imported complete and draft mobility activities is displayed in the list, and the imported mobility activities are listed in the Mobility Activities section of your project. You will be able to view the key details of these mobility activities in the list or delete them from the list.
If the import fails, the specific reasons can be found in the Error Log.
The history of all imports and exports is displayed under the import/export panel.
For each import or export you will see the following elements:
Use the Refresh (4) button 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.
If you have many records in the list, use the browsing options (5) at the bottom of the list to view additional records.
The export process has the following statuses:
The import process has the following statuses:
A log is also created when you import draft mobility activities successfully, but it only shows the required values for completing the mobility activity.