Welcome

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. For an overview of the process see Manage mobility activity export and import for Higher Education projects.

The examples used are based on a project for KA131-HED Staff and Student mobility activities.

Important

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.

Take note

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 of you project. Please read the onscreen information carefully to complete the relevant fields.

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

 

Steps


1. Click on "Mobility activity import-export"

Click on Mobility activity import-export in the Content menu of your project.

The screen opens. Here you can download the list of existing mobility activities (or the empty template) to XLS or CSV formats, import files with updated lists of mobility activities, and see the import/export history and status. 

Click on Mobility activity import-export


2. Export the mobility activities

2.1. Select the type of mobility activities to export (HED only)

In the Export mobility activities section of the screen, use the radio buttons to choose whether to export:

  1. 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.
  2. the list of either student or staff mobility activities.

The default selection is Complete/Students.

In our example, the project does not contain any mobility activities, therefore the template file will be downloaded.

Select the type of mobility activities to export

2.2. Click on "Export XLS" and download the file

Click on the Export XLS button.

Click on Export XLS and download the file


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.

Export process message


3. Update and save the mobility activity file

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.

Information

When saving the file, please ensure to keep the original file extension, otherwise the import will fail.


4. Import the mobility activity file

4.1. Select the type of mobility activities to import (HED only)

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.

Select the type of mobility activities to import

Information

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.

4.2. "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.

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.

Select file to upload

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.


5. Import/export history and status

The history of all imports and exports is displayed under the import/export panel.

If your project or file to import contains a very large number of mobility activities, exporting or importing may take longer. In such cases, use the Refresh button at the top right corner of the list to view the latest status of the export/import.

If you have many records in the list, use the browsing options at the bottom of the list to view additional records.

Import and export history and status

For each import or export you will see the following elements: 

  • Import/Export - the type of operation
  • Date - date and time of the operation
  • Type - the type of mobility activities exported or imported (Student or Staff) - only applicable to HED projects.
  • Context - displays Reported for imported files.
  • File - allows you to download a copy of the file, by clicking on the hyperlinked file name.
  • Status - see below
  • Number of mobility activities - the two values indicate the number of completed (left) and draft (right) mobility activities, respectively.
  • Actions - allows you to view the error log, if the import has failed.


The export process has the following statuses:

  • Requested - the user has requested the export by clicking on the Export button.
  • Exporting - the export is in progress.
  • Generated - 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.
  • Importing - 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. In such cases, the ERROR status is displayed in red. Click on it to view the error message, and then click on View Log in the Actions column for specific details about the error(s).
    Note: A log is also created when you import draft mobility activities successfully, but it only shows the required values for completing the mobility activity.



Expected Outcome

  • The file including draft/complete mobility activities has been imported into the project, and is displayed in the Import/Export list. The list of imported mobility activities can be viewed in the Mobility activity section of the project.