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Illustrations provided for consultation only...
Illustrations provided for consultation only...

This page explains the common functionality available in sections containing lists of items in beneficiary projects. It describes features that enable users to handle items in lists either individually or grouped.

Currently the complete set of features is available for the Organisations section in all projects, as well as for sections containing budget items in KA121, KA122 and KA131 projects. The list will gradually be implemented in all projects.

Most list buttons and options are located at the top right corner of the list.

For a quick overview of Navigation and basic functionalities in Beneficiary module, please view the eLearning video.


  • Certain options are only available to users with specific user roles (e.g. Edit project access is required to edit or delete items in a list).
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Numbered Headings


The Create button enables you to add an item to the list, such as an organisation, a mobility activity, etc. 

Clicking on Create opens a new screen where you can add and Save the details of that item.

Create an item

Delete, View, Edit


Once items are added to the list, the following icons become available under the Actions column:

  1. Delete - click on this icon for the desired item and follow the onscreen instructions to delete it.
  2. 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.
  3. Edit - open the 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.

Delete,View or Edit an item - new view

titleTake Note

In projects where the new features are not yet implemented, you will see the following icons displayed in the order: View (1), Edit (2), Delete (3).

View, Edit or Delete an item - old view

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Bulk Actions

Bulk Actions allow you to apply a specific operation to multiple list items at the same time. The available options vary depending on the project section and on your permissions in the project.

To perform a bulk action, take the following steps:

  1. Click on the Bulk Actions button at the top of the list. Note that as long as the bulk actions option is activated, the button changes to Disable Bulk Actions.
  2. Check the relevant tick-boxes next to the items you want to select. Where applicable, you will see additional filters at the top of the list (e.g. in the mobility activities section)
  3. Click on the three dots next to the Bulk Actions button to open the list of available actions (this depends on the list and on your permissions)
  4. Click to select the desired action. Depending on your selection, the action is applied immediately to all the selected items, or you may need to take additional steps. For instance, for deleting several items in bulk, a confirmation is required, as the items are permanently removed.

Here is an example of the available bulk actions for Mobility activities for a user with Edit rights. An additional confirmation is required for deleting mobility activities.

Bulk Actions - example

titleTake Note

When rolling over the button, you are prompted to select at least one row to enable bulk actions. If no items are selected, the options in the drop-down menu are disabled.   

Bulk Actions disabled

Click the check boxes of the preferred rows or alternatively, to select all items in the list, click the check box in the heading row of the table.

Checkbox to check all rows

Once one or more rows have been chosen, the drop-down menu button becomes active and the options to export the list in various formats are enabled. Choose the specific filetype from the drop-down list.

Bulk Actions drop-down with export filetypes listed

The file automatically downloads and in the example below, you may now click the Open file link.

Open file link in browser

The file opens in the format you selected (for .xls and .csv formats in Excel spreadsheet, and for .PDF in Acrobat Reader or your selected PDF reader). 

Excel spreadsheet example of exported list

The search field allows you to add general text to narrow down the list of results.

Type at least two characters in the search box and click the Search button to retrieve the items matching your criteria. The number of items found is also updated and displayed at the top of the list.

To remove a search filter and return to the full list, click on the X button in the Search box. 

Search in the list

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Filters help you refine your search to find specific items that match several search criteria from the data displayed in the list.

Click on the More filters button to display the filters at the top of list. Note that the button name has changed to Less filters. Clicking on Less filters will hide the filters.

 There is one filter for each column in the list. There are two types of filters, and they can be combined to narrow down the results:

  1. 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.
  2. Drop-down fields: select one value from the list. The list is automatically updated with the matching items containing the text you selected.

The filters can be combined, and they can also be combined with the Search box.

Filters on the list

titleTake Note

In sections where participant personal data is displayed (e.g. Mobility activities, Participations), filtering on Participant First Name, Last Name and Email is temporarily disabled.

Date filters are currently not supported.

Filtering on participant personal data is temporarily disabled

In this example we have filtered the list to look for organisations from Romania, using the Country drop-down filter. The list now displays three organisations. Then we have narrowed down the list of organisations from Romania, by setting the additional filter for Organisation Role to Other. The list now displays two organisations.

Filter list by Country - example

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The filters you add or select are listed at the top of the screen, next to the More Filters/Less Filters button. You can remove a filter by clicking on the X next to the filter name.

Selected filters

If you hide the filters (by clicking on the Less Filters button), the previously applied filters remain active, and the results are displayed accordingly. The applied filters also remain visible next to the More Filters button.

Selected filters


The list can be sorted by clicking on a column header (1st click ascending, 2nd click descending, 3rd click off). An arrow indicating the current sort sequence is displayed next to the selected column header.

In this example, the list of organisations is sorted in ascending order by Organisation ID. 

Sort the list - example


Use the drop-down option below the list to change the number of items displayed per page and use the arrows to navigate to previous or next pages of the list.

Browse the list - example

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