Welcome
This page explains how to use this functionality, available for KA131-HED projects in status Project ongoing in Beneficiary module. Only associated persons with edit rights in the project can import organisations while the project is in status Project ongoing.
For general information regarding organisations in projects, please see Participating organisations in projects.
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
Steps
1. Access "Organisations" in your project
Click on Participating organisations in the Content menu of your project. The list of organisations opens, containing all currently available organisations in the project. For more information on the types of organisations displayed in the list, see Participating organisations in projects.
See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.
2. Click on the "Import Organisations from other projects" button
Click on the Import Organisations from other projects button.
3. Pop-up window containing all organisations available for import opens
The Import Organisations from other projects pop-up window opens, containing:
- The list with all OID and non-OID organisations available in KA131 projects from previous years, displaying information such as OID (if applicable), Grant Agreement No, Organisation ID, Erasmus Code, or Legal name for the organisations.
- Each organisation is displayed only once in the list, and the organisations already available in your project as partner will be excluded.
- Import Participating organisations button, to import the organisations displayed in the list.
- Search and filter options, to narrow down the list of organisations to import.
- View option to access the organisation details.
- List options to change the number of items displayed per page, and list browsing options.
If there aren't any OID and non-OID organisations are available from other KA131 projects, the organisations have already been imported, the list of organisations will be empty.
4. General functionalities
4.1. View the details of the participating organisation
Click on the View (1) icon, displayed for each participating organisation in the list, to open the Participating organisation details (2) in read-only mode. To return to the list of participating organisations in your project, click on the Back (3) button.
4.2. "Search" and "More Filters"
The Search field allows you to type in certain filtering criteria, to narrow down the list of results. You can, for example, search for a specific OID, Organisation legal name or partial Organisation ID.
Type at least two characters in the search box and click the Search button (1) to retrieve the organisations matching your criteria. In the example below, the information typed in represents a partial Organisation ID. The number of items found is updated and the organisation matching the search term is displayed in the list (2).
To remove a search filter and return to the full list, click on the X in the Search box.
Click on the More filters (1) button to display additional filters available at the top of list. The button name changes to Less filters. Clicking on Less filters will hide the filters again.
A filter for each column (2) in the list will become available. There are two types of filters and they can be combined to narrow down the results:
- Text fields: add at least 2 characters, then click outside the text field. The list is automatically updated with the matching items containing the text you inserted.
- Drop-down fields: select one value from the list. The list is automatically updated with the matching items containing the text you selected
Provide your criteria in the relevant filters. The list is updated as per set filter options. In our example, Netherlands was selected from the Country column drop-down filter. One result is found.
The selected filters will be displayed next to the left of the Less Filters button. You can remove a filter by clicking on the X next to the filter name.
You can combine the Search functionality with the More Filters options.
5. Click on the "Import participating organisations" button
Use the search and filter options to narrow down the list of organisations to import, if required. In the example, the list of organisations was filtered to display only organisations from Spain. Three organisations are found.
Click on the Import X Participating organisations button to start the import of all the organisations displayed in the list, as per your set search and filter options.
A success message displays when the import is completed.
The pop-up window remains open. The list of organisations will populate with the other available participating organisations, and you can use the search and filter options to search for other organisations to import, if applicable, or close it.
In the example below, the list now displays no organisations when the search for Spain is run again, as all organisations from Spain are already imported in the project.
6. The organisations are imported and available in list of participating organisations
When the import is completed, all organisations, previously displayed in the pop-up, will be available in the list of Other organisations (non-beneficiaries) in your project. Once items are added to the list, the following icons become available:
- Delete - click on this icon in line with the item you wish to delete, and follow the onscreen instructions.
- View - click on this icon to open the details of the selected item in read-only mode. All fields are greyed out and you will not be able to change any details.
- Edit - open the details of the selected item in edit mode. Make the desired changes, then click on the Save button at the bottom of the screen to save the updated information.
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