The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
It is possible to export the mobility activity list as XLSX or CSV files and to import as XLSX or CSV. 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 a quick overview of the mobility activity export and import in Beneficiary module, please view the eLearning videos "Introduction to export and import of mobility activities" and "How to export a list of mobility activities using an XLS file".
The examples used below are based on a KA131-HED - Mobility of higher education students and staff, call 2022, project.
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.
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 Import-export mobility activity in the Content menu of your project. The Import-export mobility activity screen opens, displaying:
In the Export mobility activities section of the screen, use the radio buttons to choose whether to export:
For KA131-HED and KA171-HED projects only: the list of either student or staff mobility activities.
If there are no mobility activities in your project, the empty template file is downloaded.
In our example, the project does contain one mobility activity in status Complete, therefore the exported file will contain the relevant information.
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 XLSX button.
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 to 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.
Open the file and update the mobility activity list as described on the page Edit the mobility activity import file.
Data dictionaries are provided for a better understanding of the content and the fields displayed in the exported 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 staff mobility activities into your project. Your selection must match the mobility activity type in the XLSX 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 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.
If your import file contains a very large number of mobility activities, importing may take longer.
If the import is successful, the status will be Imported and the number of imported Complete and Draft mobility activities is displayed in the list. The imported mobility activities are listed in the Mobility Activities section of your project. To view more details on the import, such as specific information on the imported draft mobility activities, 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 mobility activities were exported and reimported, they are checked automatically against all rules, including business rules that may have been introduced or updated after the mobility activity was completed previously. In such cases, the reimported mobility activity 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.
After an import of the mobility activity file, a line item displays the status of the import in the Import/Export status list. For each import or export you will see the following elements:
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.
The export process has the following statuses:
The import process has the following statuses:
A log is created when you export and import mobility activities.
Here is an example of a failed import, the import status is Error. To view the specific details, click on the View icon to open the import log. See the page View mobility activity import error logs for details.