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Each new release of Beneficiary module may change mobility activity business rules, add new rules or remove others. This implies that mobility activities previously completed may not comply with the new set of rules after a release or totals calculated may change. This page explains how automatic and manual revalidation is performed in your project, so that all ongoing projects activities are updated by the latest set of business rules.
It is recommended to check the revalidation status of your activities after this automatic revalidation has occurred, especially if you had blocking issues preventing you from completing your activities.
Automatic revalidation
After each new release of Beneficiary module, an automatic revalidation of mobility activities in projects is done, which may result in changes to the status of mobility activities or to the calculated budget. These changes can happen in any project, except when it is locked/read-only.
- If the project status is Project Ongoing, mobility activities and the status will be aligned with the rules as per latest release of Beneficiary module. All mobility activities should be checked and, if required, updated by the beneficiary.
- If the project status is Submitted, mobility activities will not be revalidated.
Take note
The revalidation mechanism is run on all projects that have mobility activities present and the status is Project Ongoing.
Manual revalidation
The manual revalidation can be performed from the mobiltity activities section of the project or from the Project details.
Take note
Manual revalidation is processed with high priority in front of all automatically scheduled revalidations.
When a project is scheduled for revalidation based on the automatic process on a new version release, you can prioritise the process by manually clicking the Revalidate button. This will trigger the revalidation process (the same as automatic revalidation) which will be done with priority over the ones from the automatic reschedule list.
In this way you can speed up the revalidation and you do not need to wait for the automatic process.
The Revalidate Mobilities functionality available in Beneficiary module allows beneficiaries to manually check at any time all mobility activities of their project that were last saved before the current release. This check will confirm whether the mobility activities comply with the current rules or whether they need to be updated.
Important
Mobility activities previously completed may be affected by the updated rules, so it is important to revalidate them latest before submitting the final report.
In KA1 Youth and KA155 projects, certain changes to the project Activities may also result in an automatic revalidation of mobility activities. See Activities in KA1 Youth mobility projects for details.
For details on managing mobility activities in your project, please see the page Add mobility activities to projects.
Prerequisites
- Project in status Project Ongoing. For information regarding the project statuses in Beneficiary module, please see Project Statuses.
- Mobility activities available in the project.
The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation.
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 of mobilities.
If revalidation is in progress, the message displayed states: Revalidation is in progress, project data is being recalculated.
If no revalidation is in progress, the message displayed states: By using the Revalidate mobilities button all rules on the mobility activities will be recalculated.
If an automatic revalidation is scheduled, the message displayed states: Automatic Revalidation scheduled.
If Manual Revalidation is scheduled, the message displayed states: Manual Revalidation scheduled.
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 Request new revalidation (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, they will be displayed with the status Done or Pending, as applicable, in the List of Revalidations.
4. Click on the "Request new revalidation" button and confirm the action
To (re)start the revalidation of the mobility activities in your project, click on the Request new revalidation 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.
Important
It takes about 1 second per each mobility activity to perform the revalidation. For a larger number of mobility activities, the revalidation may take longer. For example:
- Approximately 100 seconds for 100 mobility activities
- Between 30 minutes and 1 hour for approximately 2000 mobility activities in a project.
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 - displays the date and time the revalidation started and finished
- requested by - displays the name of the person who requested the revalidation
- nr Records - displays the number of mobility activities processed during revalidation
- nr Budget changes - displays the number of mobility activities where changes in the budget occurred as a result of the revalidation, and
- nr of Status changes - displays the number of mobility activities where a status change occurred as a result of the revalidation
Information
If the status of a revalidation displayed is Failed, an error occurred during the revalidation. Please start another 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:
- 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
- List of impacted mobilities - displaying the list of revalidated mobility activities including any status and budget changes
- 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, initially displays 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 - hyperlinks 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
Information
A status change does not necessarily result in a change of the total budget and vice versa.
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.
Remember
Only mobility activities in status Complete are taken into account for the calculated Reported Budget in a project. See Budget in projects for additional information.
You will not be able to submit the Final Beneficiary report for a project if any draft mobility activities are available in your project. Before the Final Beneficiary report can be submitted, draft mobility activities must either be completed or deleted from the project. See Manage the final beneficiary report for additional information.
The Final Beneficiary report cannot be submitted while the revalidation is in progress. You need to wait for the revalidation to be completed.
For the details on the mobility activities per action type, please consult the relevant wiki pages:
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