Revalidate Mobilities in Beneficiary module

1. Access list of "Mobility activities"

In your project, access the list of mobility activities by selecting Mobility Activities from the Content menu. The list of mobility activities available in your project opens. 

See the page List functionality in projects for additional information on the list functionalities, such as Search, Filters and the Bulk Actions.

Also note the information message displayed on top of the mobility list, providing information on the Revalidation Mobilities functionality. Clicking on the displayed in the notification opens a pop-up window containing information guidelines for the revalidation of mobility activities.

The Guidelines pop-up can be closed by clicking on Close. 

2. Click on the "Revalidation" button to open the "Mobility Revalidation" screen

Click on the Revalidation button, displayed on top of the list, to access the Mobility Revalidation screen. 

3. "Mobility Revalidation" screen opens

The Mobility Revalidation screen opens, and in our example, as no revalidation of mobility activities was yet done for the project, the button Revalidate mobilities (1) is available and no information is displayed in the List of Revalidations (2).

If revalidation has been previously completed, or there are currently ongoing revalidations for the mobility activities, the screen displays, the Request new revalidation button (1) and the List of Revalidations (2).

4. Click on the "Revalidate mobilities" button and confirm the action

To start the revalidation of the mobility activities in your project, click on the Revalidate mobilities button. 

A confirmation pop-up window opens, asking you to confirm the action. Click on Yes to continue or click on No to cancel the action.

A success message displays, informing you that the revalidation of mobility activities has started and to check later on the outcome. 

5. Revalidation of mobility activities "Pending"

In the List of Revalidations, the initiated revalidation displays, initially it will be in status Pending.

To refresh the List of revalidations, click on reload, available in the header row of the list. 

6. Revalidation results

6.1. List of Revalidations

When the revalidation is complete, the Status of the revalidation displayed in the List of revalidations changes to Done. In addition, the columns contain the following information:

• requested on, finished on - displaying the date and time the revalidation started and finished
• nr Records - displaying the number of mobility activities processed during revalidation
• nr Budget changes - displaying the number of mobility activities where changes in the budget occurred as a result of the revalidation, and
• nr of Status changes - displaying the number of mobility activities where a status change occurred as a result of the revalidation

In our example, a total of 86 mobility activities where processed, of which four had a change in the budget and two had a change in status as a result of the revalidation. Click on the view more button to view the Revalidation details, containing the Summary for revalidation and the List of impacted mobilities. 

6.2. Revalidation details

The Revalidation details screen opens, with the:

1. Summary for revalidation - displaying an overview of the revalidation action and outcome(s), with information such as the number of records processed or the number of status and budget changes
2. List of impacted mobilities - displaying the list of revalidated mobility activities including any status and budget changes
3. back to revalidation list option - will return you to the previous screen

The Summary for revalidation displays the following details: 

• Status - of the revalidation action; possible values are: Pending (revalidation is ongoing), Done (revalidation is finalised) or Failed (an error occurred during revalidation)
• Created on and Finished on - display date and time of when the revalidation started and when it was completed
• Records found / processed - displays the number of mobility activities
• Nr Status changes - displays the number of mobility activities where the revalidation resulted in a change in status, from Complete to Draft
  • The displayed number is hyperlinked and will, when clicked on, filter the List of impacted mobilities, only displaying the mobility activities where the status changed
• Nr Budget changes - displays the number of mobility activities where the revalidation resulted in a change in the calculated budget
  • The displayed number is hyperlinked and will, when clicked on, filter the List of impacted mobilities, only displaying the mobility activities where the budget changed
• Nr Drafts (before/after) - displays the amount of mobility activities in status Draft, before and after the revalidation
• Nr Completes (before/after) - displays the amount of mobility activities in status Complete, before and after the revalidation

The List of impacted mobilities displayed below the summary displays, initially, all processed mobility activities, providing the following details:

• Mobility activity ID - displays the Mobility activity ID, the unique identifier for the participant in the project
• Success - display status of processing; can be true or false
• Processed on - displays the date and time when the revalidation was done
• Status change - displays status change information; for example from Complete to Draft or from Draft to Complete
  • If no status change occurred, both statuses displayed will be the same
  • Mobility activities in Draft status after revalidation will display the hyperlinked number of invalid fields within the mobility activity
    • Clicking on the link will open a pop-up, displaying the affected fields in the mobility activity details
• Total Budget change - displays the total calculated budget for the mobility activity before and after revalidation
  • If no change in the budget occurred, both displayed values will be the same
• View and Update options - hyperlinked; allowing you to open the mobility activity details
  • Selecting view will open the mobility act details in read-only mode
  • Selecting update will open the mobility activity in edit mode

6.3. Budget changes 

Here is an example of the revalidation summary, where 86 mobility activities where processed, with two changed statuses and four changed budgets. Before the revalidation, no mobility activities were in status Draft and 86 were in status Complete. After revalidation, two mobility activities are in status Draft, and 84 are in status Complete. 

The list of impacted mobilities is filtered to show only the mobilities with Budget changes, by clicking on the hyperlinked number for budget changes in the summary. The column Total Budget change displays the calculated values before and after revalidation, providing an overview of the calculated total for each mobility activity. In our example, for all displayed mobility activities, the total calculated budget after revalidation is lower than before. 

To return to the list of all impacted mobilities, click on show all.

6.4. Status changes

In this example, we filter the List of impacted mobilities to display the ones where the status was changed as a result of the revalidation. Two mobility activities are displayed in the list and for each, you have the hyperlinked number of invalid fields after revalidation displayed. 

We now click on the hyperlinked number of invalid fields of one of the mobility activities for which the status changed from Complete to Draft. A pop-up opens, displaying a list of fields that must be checked and updated in the mobility activity details.

In our example, for all displayed fields the required values are missing in the mobility activity details. Click on the x in the top right corner of the pop-up to close it. 

The mobility activities in status Draft must be checked and updated. You can click on the update option of the mobility activity to open its details in edit mode.

You can also, at a later stage, open the mobility activity details from the list of mobility activities in your project to make changes or use the mobility export and import functionality, where available, to complete the draft mobility activities. 

For the details on the mobility activities per action type, please consult the relevant wiki pages: