How To: Understand and Resolve Common File Upload Errors – ProviderTrust Support Center

Summary:

This guide helps you identify and fix common file upload errors, including missing data, formatting issues (dates, SSNs, ZIPs), and mismatches in data fields. Each error type includes a message to help you quickly pinpoint and resolve the issue. You can use this guide to make sure your files meet all formatting and data requirements before uploading.

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✅ Subject Errors

Common Errors

Error Type	Message
Missing Data Error	Missing External ID
SSN/TIN Error	Invalid TIN — Must be in `#########` format but was [X]
NPI Error	Invalid NPI — Must be in `##########` format but was [X]
ZIP Error	Invalid Zip — Must be in `#####`, `#####-####`, or `#########` format but was [X]
Missing Data Error	Must have both Business Unit and Network filled out if participation is wanted
Date Formatting Error	End Date not in `YYYY-MM-DD` format
Date Formatting Error	Last Interaction Date not in `YYYY-MM-DD` format

Individual Errors

Error Type	Message
Missing Data Error	Does not have the Type: "individual"
Missing Data Error	Missing First Name
Missing Data Error	Missing Last Name
Date Formatting Error	Date of Birth not in `YYYY-MM-DD` format
SSN/TIN Error	Invalid SSN — Must be in `#########` format but was [X]

Organization Errors

Error Type	Message
Missing Data Error	Does not have the Type: "organization"
Missing Data Error	Missing Business Name

Miscellaneous Errors

Error Type	Message
Data Mismatch Error	[X] had the same External ID but different data in: [mismatched columns]

📄 Specific File Errors

Encoding/Decoding Errors

Error Type	Message
File Encoding Error	Encoding Error: The file is not properly UTF-8 encoded. Found non-UTF-8 byte [bad byte] in a position [character position in a row] at row [row number], suggesting a possible encoding of [unsupported encoding]

Upload Errors

Error Type	Message
File Upload Error	There was a network service error. All subjects failed to upload

License Errors

Error Type	Message
Missing Data Error	Invalid License. License data was present but missing required fields (Type or Issuer)
Date Formatting Error	License Issued not in `YYYY-MM-DD` format
Date Formatting Error	License Expiration not in `YYYY-MM-DD` format
Data Mismatch Error	License with Type, Issuer, and Number has inconsistent issued/expiration dates

Document Storage Errors

Error Type	Message
Missing Data Error	Invalid Document Storage. Document storage was present but missing required fields (Document Type or Document Expiration)
Date Formatting Error	Document Expiration not in `YYYY-MM-DD` format

NPDB Errors

Error Type	Message
NPDB Error	Invalid NPDB — Missing required field(s): - Gender - NPDB Data Bank Subject ID - NPDB Dcn - NPDB Enrolled Date - NPDB DBID
Date Formatting Error	NPDB End Date not in `YYYY-MM-DD` format
Date Formatting Error	NPDB Enrolled Date not in `YYYY-MM-DD` format
NPDB Error	DBID is required in case of multiple DBID when creating NPDB subject with External ID
NPDB Error	NPDB with DBID has inconsistencies in these fields: - NpdbDbid - NpdbEndDate - NpdbEntityName - NpdbDataBankSubjectId - NpdbDcn - NpdbEnrolledDate - NpdbSubjectId

File Header Errors

Error Type	Message
File Header Error	Blank headers found with values in the column
File Header Error	The following unknown headers found: `['Test']`
File Header Error	The following headers were missing: `['Date of Birth']`

⚠️ Other Errors

Exception in Validation Processor

Error Type	Message
File Validation Error	Exception: [exception message]

API Response Errors

Error Type	Message
File Upload Error	JSON response message from API