Data Import Troubleshooting

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Overview

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Quick Diagnostics

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Symptoms and Common Causes

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File Format Issues

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Supported File Formats

• .xlsx (Excel 2007 and later)
• Files must be under 10MB in size
• Template must contain exact sheet names

• .xls (Excel 97-2003 format)
• .csv files (individual sheets only)
• Password-protected files
• Files with macros or complex formatting

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Template Structure Problems

✅ Correct Sheet Names:
- "Programs"
- "Courses" 
- "Instructors"
- "Course Sections"
- "Credentials Definitions"
- "Credentials and Course Sections"

❌ Common Mistakes:
- "Program" (missing 's')
- "CourseSection" (missing space)
- "Credentials" (should be "Credentials Definitions")

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File Size and Performance

• Programs: Up to 500 per import
• Courses: Up to 1,000 per import
• Course Sections: Up to 2,000 per import
• Total file size: Under 5MB for best performance

1. Split data into multiple smaller files
2. Import programs and instructors first
3. Import courses in batches of 500
4. Import course sections last

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Data Validation Errors

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Required Field Issues

❌ Empty program name
❌ Duplicate program names  
❌ Invalid CIP code format (should be XX.XXXX)

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Cross-Reference Validation

1. Check spelling and capitalization - Names must match exactly
2. Verify data exists - Referenced items must be in the appropriate sheet
3. Check for extra spaces - “John Smith” ≠ “John Smith ” (trailing space)
4. Use consistent naming - Don’t mix “Dr. Smith” and “Smith, Dr.”

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Data Format Requirements

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Conflict Resolution Issues

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Understanding Conflicts

• Programs: Name matching
• Courses: Course code matching
• Instructors: Name matching
• Course Sections: Section name + course code combination
• Credentials: Name or code matching

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Conflict Resolution Options

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Bulk Conflict Resolution

1. Review conflict patterns - Are conflicts due to naming inconsistencies?
2. Choose default strategy - Skip if data is current, Replace if updating
3. Handle exceptions manually - Review unique cases individually
4. Document decisions - Note resolution choices for audit purposes

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Processing and Performance Issues

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Import Timeouts

1. Reduce batch size:
   Copy

   Instead of: 2,000 courses in one import
   Try: 4 imports of 500 courses each
   

2. Import in dependency order:
   Copy

   Batch 1: Programs + Instructors
   Batch 2: Courses (first 500)
   Batch 3: Courses (next 500) 
   Batch 4: Course Sections
   

3. Simplify data:
   • Remove optional columns with complex data
   • Import core data first, add details later
   • Use shorter descriptions and names

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Memory and Processing Errors

• Browser becomes unresponsive during upload
• “Out of memory” errors
• File processing stops at validation stage

1. Browser optimization:
   • Close other browser tabs
   • Use Chrome or Firefox (better memory handling)
   • Clear browser cache and cookies
2. File optimization:
   • Remove empty rows and columns
   • Compress data by removing unnecessary formatting
   • Split large datasets into smaller files
3. System resources:
   • Import during off-peak hours
   • Ensure stable internet connection
   • Use wired connection instead of WiFi if possible

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Background Processing Issues

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Syllabus Processing Failures

1. Check file accessibility:
   • Ensure syllabus URLs are publicly accessible
   • Test URLs in browser to verify they work
   • Check if URLs require authentication
2. File format issues:
   • PDF files work best
   • Word documents (.docx) are supported
   • HTML content may have extraction issues
3. Monitor processing:
   • Go to Background Jobs → Syllabus Processing
   • Check individual item status
   • Review error messages for failed items

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Real-time Progress Issues

• Progress bar stuck at 0%
• “Connecting…” message persists
• Import appears to hang

1. Check WebSocket connection:
   • Look for 🟢 “Real-time updates” indicator
   • Refresh page if stuck on 🟠 “Connecting…”
   • Disable VPN or proxy that might block WebSockets
2. Continue without real-time updates:
   • Import will still complete successfully
   • Check Import History for final status
   • Results will appear once processing finishes

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Data Quality Best Practices

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Pre-Import Data Preparation

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Common Data Quality Issues

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Getting Help

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Error Message Reference

"Invalid file format" 
→ File is not .xlsx or is corrupted

"File too large"
→ File exceeds 10MB limit

"Missing required sheets"  
→ Template sheets renamed or deleted

"File appears to be corrupted"
→ Excel file damaged or not readable

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When to Contact Support

• Persistent file corruption issues
• Timeout errors with small datasets (<100 items)
• Database constraint errors that don’t match validation
• Missing import results after successful processing
• System errors not covered in this guide

1. Try with a smaller test dataset (10-20 items)
2. Download a fresh template and retry
3. Check the Import History for additional error details
4. Note the exact error message and when it occurred

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Import History and Audit Trail

1. Go to Bulk Upload → Import History
2. Click on failed import for detailed breakdown
3. Review failed items and error messages
4. Use information to correct source data
5. Re-attempt import with fixes applied

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Recovery and Cleanup

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Cleaning Up Failed Imports

1. Check what was imported:
   • Review Import History details
   • Verify which items were successfully created
   • Note any orphaned references
2. Clean up partial data:
   • Remove incomplete records if necessary
   • Fix reference integrity issues
   • Consider whether to continue or start fresh
3. Prepare for retry:
   • Remove successfully imported items from your template
   • Fix errors identified in failure details
   • Test with smaller dataset first

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Data Integrity After Import

• All expected programs, courses, and instructors appear in system
• Course-program relationships are correct
• Section-instructor assignments are accurate
• Syllabus processing completed for uploaded files
• No orphaned references (sections without courses, etc.)