Access the "Import-export mobility activity" section in your project

Select Import-export mobility activity in your project from the Content menu. The Import-export mobility activity screen opens and from here you can export and import the mobility activities and have access to the Import/Export status list. 

Import/Export status list

After an export or import of a file, a line item displays in the Import/Export status list. For each import or export you will see the following elements: 

1. Import/Export - the type of operation
2. Date - date and time of the operation
3. Context - always displays Reported
4. Student/Staff - available in HED projects only and shows if student or staff mobilities were imported or exported
5. File - allows you to download a copy of the file, by clicking on the hyperlinked file name
6. Status - displays the status of the export or import
7. Number of imported or exported mobility activities in status Complete
8. Number of imported or exported mobility activities in status Draft
9. View - allows you to open and view the import log, which provides details of the import
10. Browsing options at the bottom of the list to view additional records

Import and Export statuses

The export process has the following statuses, clearly indicated in the Status column:

• 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
• Processing - 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

Open the import log

Click on the View icon for the import to access the import log. 

The File request details screen

The File request details screen opens, displaying the details of the import including the various types of errors for your specific import, as applicable. The following is available on screen:

1. Summary for Import request - displaying an overview of the import action and outcome(s), with information such as the number of records processed or the number of status and budget changes including the import timeline

2. List of impacted mobilities - displaying the list of mobility activities per imported file including errors as well as status and budget changes, if any 

   Take note

   The availability of detailed information in the list depends on the Import status and, in the case of a failed import, at which step the import failed.

3. back to import list option - will return you to the Import-export mobility activity screen

If you open the log for a file export, only the Summary for export request is displayed. 

Summary for import request

The Summary for Import request displays the following details: 

1. Type - displays Import for file imports
2. Status - of the import action; possible values are: Processing (import is ongoing), Imported (import is finalised) or Failed (an error occurred during import)
3. Context - always displays Reported
4. Requested/Done - displays dates and times of the import or export and the duration it took for the action to complete
5. File - displays the file name of the imported or exported file
6. Nr Mobility added - displays the number of mobility activities that were added during import
7. Nr Mobility updated - displays the number of mobility activities that were updated during import
8. Nr Status changes - displays the number of mobility activities where the import resulted in a change in status, for example from None to Draft, None to Complete or Draft to Complete
9. Nr Budget changes - displays the number of mobility activities where the import resulted in a change in the calculated budget
10. Import timeline - displays the various steps to complete during import and will indicate the step at which an import failed, in the case of import status Error;
    • Steps in the timeline are colour coded: blue dots indicate the steps to complete, green dots indicate the steps successfully completed and a red step indicates at which step an import failed, if applicable
    • Only when all steps in the timeline are indicated with a green dot, the file import will be successful

Here is an example of the import summary while the file import is still ongoing, in status Processing. In the import timeline the steps marked in green are already completed. Steps marked in blue are still to be completed. No mobility activities have been imported at this point.

Here is an example of the import summary for a failed import with the status Error. In the import timeline the step marked in red is the one at which the import failed. An error message is displayed, providing a summary of the issue encountered during import. In this example, the message states that duplicated mobilities were found in the file, which is not allowed. 

List of impacted mobilities

Basics

The List of impacted mobilities, below the summary, displays by default all added and/or updated mobility activities:

1. The Mobilities and Error tabs allow you to view all mobilities or only mobilities imported with an error.
   • For each tab, additional buttons are available, allowing you to narrow down the list further.
   • On the Mobilities tab, you can select All, which is the default, Added, Updated, Status changes or Budget changes. 
   • On the Errors tab, you can select Total, which is the default, Validation or Fatal.
2. The list (2) displays the relevant mobility activities as per tab and any set filter. By default, all mobility activities are displayed in ascending order by Row number.

Here is an example of the List of impacted mobilities for a failed import, due to fatal errors encountered during import. No mobility activities have been imported and no mobility activities are displayed when the Mobilities tab is selected.

When you click on the Errors tab, the list displayed will detail the lines, columns and other related information for the import file including the error message and its severity. See below for details regarding errors during import.

"Mobilities" tab

The information provided in the Mobilities tab provides an overview of the mobility activities, including their status after import and budget information. The following details are available for listed mobility activities when the Mobilities tab is selected:

1. Mobility activity ID - displays the Mobility activity ID, the unique identifier for the participant in the project
2. Added/Updated - displays if mobility activity was Added or Updated
3. Success - display status of processing; can be true or false
   • If at least one mobility activity is marked as false, the import failed
4. Row number - displays the row in the import file for the specific mobility activity 
5. Status change - displays status change information; for example from None 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 import will display the hyperlinked number of invalid fields next to the status
     • Invalid fields means, in this context, the fields/information that must be provided for the mobility activity status changing to Complete
     • Clicking on the link will open a pop-up, displaying the affected fields in the mobility activity details
6. 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
7. View and Update options - only for successful imports; hyperlinked; allowing you to open the mobility activity details
   • Selecting view will open the mobility activity details in read-only mode
   • Selecting update will open the mobility activity details in edit mode

"Errors" tab

The information provided in the Errors tab will assist you in identifying the errors within your imported file so you can make the needed corrections and re-import it. The following details are available for listed mobility activities when the Error tab is selected:

1. Line - displays the row of the import file in which error is present
2. Column nr - displays the column number of the import file in which error is present
3. Column code - displays the column code of the import file in which error is present 
4. Column label - displays the 
5. Error - displays the relevant error 
6. Severity - displays the error severity, either Validation or Fatal 
   • If at least one fatal error is encountered during import, the import will fail and no mobility activities will be added or updated
7. Download file with feedback button - allows you to download the feedback file including the relevant error information
   • This feedback file can, after update, be used to re-import the mobility activities

"Invalid fields" for imported "Draft" mobility activities

In the case of a successful import where mobility activities in status Draft were added or updated, the hyperlinked number of invalid fields is displayed in the Status change column.

When clicked on, a pop-up opens and displays a list of fields that must be checked and updated in the mobility activity details, either by reimporting the file after corrections are made or by updating the mobility activity manually in Beneficiary module. 

In our example, for all displayed fields, the required values are missing in the mobility activity details for the mobility activity to reach status Complete. 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 the individual mobility activity 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. 

"Invalid fields" for "Invalid" mobility activities

If the import of mobility activities failed due to missing mandatory information to create a draft mobility activity in the import file, the status of the affected mobility activities will be Invalid. When clicking on the invalid fields hyperlink a pop-up opens, displaying information that the mobility activity is invalid because at least one draft field is wrong.

For the relevant field(s), Value missing (Draft field) is displayed. The import will fail for as long as the relevant fields are not provided in the import file, as these are required to create a draft mobility activity in the project. You must make the relevant changes in the import file and reimport it.

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

• Mobility activities in KA1 youth mobility projects
• Mobility activities in KA121 and KA122 projects
• Mobility activities in KA131 Higher Education projects
• Mobility activities in KA155 projects
• Mobility activities in KA171-HED projects
• Mobility activities in KA182 Mobility of sport staff projects

Filter the List of impacted mobilities

There are multiple options to narrow down the List of impacted mobilities. 

In the Summary for Import request section of the screen, the values displayed for Nr Mobility added, Nr Mobility updated, Nr Status changes and Nr Budget changes are hyperlinked and will, when clicked on, filter the List of impacted mobilities, only displaying the mobility activities as per option clicked on.

Click on the desired option. In our example, we click on Nr Budget changes (1) and the List of impacted mobilities (2) is updated, now only displaying the one mobility activity fulfilling the selected criterium. The related filter button, Budget changes, is automatically activated.

To remove the filter, either click on Nr Budget changes in the summary section again or click on the Budget changes filter button to deactivate it. 

You can also use the specific filter buttons available in the Mobilities or Errors tabs to narrow down the list. 

In this example, we filter the List of impacted mobilities to display only mobility activities added during import. In the Mobilities tab we click on the Added button and the list is updated as per option selected. 

In this example, we filter the List of impacted mobilities to display only mobility activities with Fatal errors for a failed import. In the Errors tab we click on the Fatal filter button and the list is updated as per option selected.

Common import errors

During import errors can occur that may or may not result in the import to fail. For the import, there is a difference for Validation and Fatal errors. Validation errors will not result in the import to fail. But if at least one fatal error is encountered, the import will fail. 

In the Errors tab of the List of impacted mobilities, specific filter buttons are available, allowing you to only display Validation or Fatal errors. 

Validation errors

Validation errors during import will not result in the import to fail, but indicate that certain information provided in the file is missing or has, for example, a wrong value. 

Validation errors occur, for example, if:

• a value required to complete the mobility activity was not provided
• the number of travel days provided does not adhere to the specific business rule (must be between 0 and 6 or between 0 and 2 respectively, depending on whether the indicated means of transportation is sustainable or not (if applicable for the key action)
• the number, for example, of the calculated Duration days higher than the allowed value for the activity type

In this example all validation errors display the message Value missing, meaning the information was not provided in the imported file. 

In this example the first two validation errors shown are due to the number of the relevant Duration days being higher than the allowed values for this activity type. 

Fatal errors

Fatal errors during import will result in the import to fail. In the import log you can use the specific filter options to only display these type of errors from the Errors tab. Fatal errors can occur, for example, if:

• the file configuration is different from the template configuration, which can happen, for example, in HED projects when importing a Staff import file while the Students option was selected under Import mobility activities;
• Duplicate Mobility Activity ID in the file;
• Duplicate Organisation ID for Sending and/or Receiving organisation in the file
• Wrong Grant agreement number in the file; or
• Wrong dictionary values provided, for example instead of dictionary value "NO" only "N" was provided in a field. 

In the File request details screen, an error message will display in the Summary for Import request section. When the Errors tab is selected in the List of impacted mobilities you can view the details. For the fatal error(s) encountered, specific error messages display in the list. 

Duplicated mobilities found

In this example the import failed due to duplicate Mobility activity IDs in the file. 

At least one Mobility is invalid. Please check errors tab

In this example the import failed due to at least one mobility activity being invalid, meaning mandatory fields to create a draft mobility activity were not provided in the file. The error Value missing (Draft field) is displayed for each missing mandatory field. 

Error to create records

In this example the import failed due to a duplicate Organisation ID used in the file, specifically for the Sending organisation. 

Error attempting to validate file

In this example the import failed due to the Grant agreement number provided in the file not corresponding to the Grant agreement number of the project. 

Columns values are not correct

In this example the import failed due to wrong values provided in certain fields in the file. 

Number of columns in the file does not match the template configuration

In this example the import failed due to the wrong file used for import, in this case specifically for a HED project where a Student import file was imported as a Staff file. 

"Download file with feedback" option

For successful and some failed imports due to a fatal error you have the option to download the import file including feedback on the errors encountered and clearly highlighted in the file. This feedback file can then be updated to correct the errors and re-imported. 

From the import log, select the Errors tab in the List of impacted mobilities. By default, all errors encountered during import are displayed in the list. 

Click on the download file with feedback button to download the file and follow any download instructions. 

When you open the downloaded feedback file, clearly indicated with _feedback in the file name, fields with errors are highlighted and contain the error message as displayed in the list. 

Cells with validation errors are highlighted in light yellow and display Validation and the specific error message.

Here an example of a validation error where the value is greater than allowed.

In this case, the Start and End date should be checked and, if needed, adjusted or alternatively, the Interruption duration (in days) be filled in to ensure the highlighted field will follow the specific rule for the duration once imported. In addition, the information in the highlighted cell should be removed. 

Cells with fatal errors are highlighted in red and display Fatal and the specific error message. In the example below, the wrong content was provided in the import file. In the two cells highlighted in red we can see that the original value provided in the import file was "N", displayed before Fatal and the error message, even though a dictionary value of either YES or NO was required. 

Make the corrections for the validation and/or fatal errors in the feedback file. Once your corrections have been saved, you can use the feedback file to re-import the mobility activities.

If all fatal errors are corrected, if applicable, the import will be successful. If any Validation errors are not corrected in the file and the import is successful, the affected mobility activities will remain in Draft status.