The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.

This page explains how to view and read the error logs related to the import of mobility activities as well as the most common error messages.

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.

If the file cannot be processed or the minimum information for creating a draft mobility activity is not present, the file will not be imported. In such cases, the ERROR status is displayed, and it includes a link to more details about the import error. If the import is successful, the status displayed is IMPORTED. Depending on the case, the import log will provide additional details about missing/incorrect information in the mobility activities.

Below are some examples of rules that must be respected. For full information about rules and restrictions please consult the Erasmus+ Programme guide and check the Data dictionary for specific field rules in the import files.

it is not allowed to have multiple organisations (different Organisation ID) with the same OID
the sending and receiving organisations cannot be the same
the sending and receiving countries cannot be the same (depending on key action)
the number of interruption or zero grant days cannot be greater than the duration
the number of travel days must be between 0 and 6 or between 0 and 2 respectively (no decimals), depending on whether the indicated means of transportation is sustainable or not (if applicable for the key action)
the start date cannot be after the the end date
the start date cannot be before the project start date
the end date cannot be after the project end date
the duration of Student mobility activities cannot be greater than 360 days
the duration of Staff mobility activities cannot be less than 2 days and more than 60 days

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".

Steps

1. View the error message and log

Take note

After import of the mobility activity file, a line item displays the status of the import in the Import/Export status list.

If the status is indicated with ERROR, the import has failed. Click on ERROR to view the reasons for the failed import. In certain cases, the error message will also indicate that additional details are provided in the import log.

If the file was imported successfully, the status is indicated as IMPORTED. In addition:

If the mobility activities are imported as DRAFT, the log only shows the Required values for completing the mobility activity.
If all mobility activities are imported as complete, there is no information in the log.

Click on ERROR in the Status column. A pop-up window opens, displaying the reason for the failed import. The file name is displayed at the top of the window.

Click on ERROR

To view the details of the import, click on View Log in the Actions column, where applicable. A pop-up window opens, displaying the various types of errors for your specific import in sections. The file name is displayed at the top of the window.

Use the right arrow (>) to expand each category, to view the full list and details of the errors to correct.

View log

The number of errors of each type is shown next to that category title (1). For each error found in the import file, you will see the column name (2), as well as the affected cells (3) in the file, which you need to correct. The error message will help you understand what to look for (4).

If you have more than 10 errors in a specific category, use the browsing options (number of items per page and navigation arrows) (5) to navigate through the list.

View error details

2. Examples of import errors

2.1. Failed import related to file processing

If an incorrect file type (other than CSV or XLS/XLSX is selected to import, an error message appears immediately. The file is not imported and the attempted import is not listed in the Import/Export status list, therefore there is no log for this type of error.

Import fails due to incorrect file type

The import fails and the ERROR message is displayed in cases such as:

The file configuration is different from the template configuration

Failed import due to incorrect file configuration

System errors in processing the file

Failed import due to system errors

2.2. Failed import due to validation rule for cell format and content

The import will fail due to validation rules for cell format and content, such as:

There are missing mandatory details for creating the draft record in the project:
Not using the allowed codes in field terms, as specified in the Data dictionary:
Not respecting the accepted decimal separator or date format.

2.3. Failed import due to business rule that has not been respected

The import will fail if a business rule has not been respected. The ERROR message is displayed, and the import log provides details of the business rule that has not been respected.

For example:

It is not allowed to have multiple mobility activities with the same ID.
It is not allowed to have multiple organisations (different OIDs from the Organisation Registration system) with the same Organisation ID.
The number of travel days must be between 0 and 6 or between 0 and 2 respectively (no decimals), depending on whether the indicated means of transportation is sustainable or not (if applicable for the key action).
The duration of Student mobility activities cannot be greater than 360 days.
The end date cannot be after the project end date.

2.4. Successful import with draft mobility activities

If the file import was successful, the import status is IMPORTED, the mobility activities are imported having the status DRAFT, and the import log shows the required fields or business rules to be respected for the draft mobility activities to become COMPLETE.