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 do the following:

1. In the Actions section, download the list of existing mobility activities (or the empty template) to XLS or CSV formats, import files with updated lists of mobility activities.
2. In the Import/Export status section, see the import/export history and status. 

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:

• both draft and complete mobility activities or only the complete ones.

  Take note

  If there are no mobility activities in your project, the empty template file is downloaded.

• For KA131-HED projects only: the list of either student or staff mobility activities.

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

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

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.

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.

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.

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.

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.

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 (1) - see below
• Number of mobility activities (2) - the two values indicate the number of completed (left) and draft (right) mobility activities, respectively.
• Actions (3) - allows you to view the import log, which provides details in case of failed imports or missing data in imported mobility activities.

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:

• 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.
• 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).