Summary

This article explains how Data Management error reporting works, how to download error reports, and how to interpret common file issues. Access to Data Management requires appropriate permissions, so some users may not see these options in the application.

Overview

Data Management gives authorized users visibility into processed files and file-related issues. Depending on the file status, you may be able to:

• View processed data files

• Review file history

• See whether a file was completed successfully, completed with errors, is being processed, or failed

• Download a single error report containing file issues that need to be reviewed and corrected

How to download the error report

1. Open Data Management in the application.

2. Find the file you want to review in the file history list.

3. If errors are available, download the error report.

4. Open the downloaded report and review each error message, affected row, and field detail.

How to read the error report

The error report is designed to help you troubleshoot upload and processing issues quickly. While exact columns may vary by error type, the report generally helps you identify:

• The row or record associated with the issue

• The field or data element that caused the error

• The system message returned during processing

• The action needed to correct the file

When reviewing the report, start by identifying whether the issue is a formatting problem, a data consistency problem, or a record identity problem. That will usually tell you whether you need to correct a field value, update repeated records, or change how the file was prepared.

Example Error Report Details

Typical errors and how to fix them

The following are the most common issues users may see when preparing, uploading, and reviewing Data Management files.

1. Validation errors for specific fields

These errors occur when a field does not match the expected format.

• Date must use YYYY-MM-DD

• TIN/SSN must be exactly nine digits, including leading zeros, with no dashes

• NPI must be exactly 10 digits

• ZIP must be 5 or 9 digits

2. Errors during file transformation

These errors happen while the file is being converted or prepared for upload. They often indicate a formatting issue introduced during export, save, copy/paste, or delimiter handling.

Common causes include:

• Incorrect file encoding

• Unexpected special characters

• Inconsistent delimiters

• Quoted values that contain the same delimiter used by the file

3. Errors during upload or assignment

Some errors occur when uploading the file and assigning related values such as business units or networks. These issues may reflect incomplete assignment selections, mismatched data, or conflicts between uploaded records and existing records already in ProviderTrust.

4. External ID already in use for a different monitored subject

This error occurs when an External ID already exists in ProviderTrust and is being used for a different monitored subject type.

{"timestamp":1592405547516,"status":422,"error":"Unprocessable Entity","path":"null/monitor/monitored-subjects","message":"We cannot update the Monitored Subject to be a different type."}

What it means: A monitored subject with that External ID already exists in ProviderTrust, and the uploaded file is trying to reuse that same External ID for a different subject type.

How to fix it:

• Confirm that the External ID is correct for the record

• Make sure the same External ID is not being used for different monitored subject types

• Update the file so each monitored subject keeps a consistent identity across uploads

5. UTF-8 or encoding-related file errors

These errors usually happen when a file is created, saved as, or copied and pasted using CSV UTF-8 formatting in a way that introduces unsupported characters.

{Exception: 'utf-8' codec can't decode byte 0xa0 in position 220975: invalid start byte}

What it means: The file contains a character that cannot be read correctly during processing.

Typical problem areas:

• Address lines

• Taxonomies

• Specialties

How to fix it:

• Review affected text fields for hidden or copied special characters

• Avoid copying data from formatted documents or emails when possible

• Recreate or clean the file in a plain-text-friendly workflow before saving again

6. Delimiter and quoting errors

These errors occur when a value contains the same delimiter used by the file, such as a comma inside a comma-delimited field.

{Exception: Error tokenizing data. C error: Expected 23 fields in line 37, saw 25}

What it means: The parser found more fields on a row than expected because the delimiter appeared inside a value.

How to fix it:

• Use a different delimiter when generating the file, such as | (pipe) or tab

• Review columns that may include commas or other delimiter characters inside the value

• Regenerate the file and upload it again

7. Data mismatch error: same External ID, different End Date values

This error occurs when multiple rows for the same entity use the same External ID but contain different EndDate values.

Example error message: Data Mismatch Error: Row 3 has the same External ID as Row 2 but different data in the following column: EndDate

What it means: ProviderTrust treats multiple rows with the same External ID as the same monitored subject. If the End Date differs across those rows, the system cannot determine the correct termination behavior.

How to fix it:

• If multiple End Dates exist for the same entity, use the latest or most future End Date

• If any related row has a blank End Date, set End Date to blank for all related rows

Special case: removing an entity from one Business Unit or Group but keeping it in another

• If any row has a blank End Date, keep the row with the blank End Date on the file

• This allows the entity to remain active in the associated Business Unit or Group

• If another row for the same entity has a populated End Date, remove that row from the file

• This removes the entity from that specific Business Unit or Group while keeping it active in the remaining group or groups

If only one End Date exists for an entity:

• Keep that row on the file so the entity is properly removed from monitoring

Quick reference

Best practices before you re-upload

• Check dates, identifiers, and ZIP codes for required formatting

• Confirm External IDs are unique and consistently used

• Review repeated entities for conflicting End Dates

• Inspect address, taxonomy, and specialty fields for hidden characters

• Use a delimiter that will not conflict with your data values

• Verify business unit and network assignments before submitting

Frequently asked questions

Why can’t I see Data Management in the app?

Data Management is only visible to users with the required permissions. If you do not see it, contact your ProviderTrust administrator.

Do I get multiple error downloads for one file?

No. Errors are downloaded into a single report for that file so you can review issues in one place.

What should I review first in an error report?

Start with formatting issues such as dates, identifiers, delimiters, and encoding. Then review record identity conflicts such as External ID reuse and repeated rows with inconsistent End Dates.

Related information

For broader context on the Data Management experience, see Data Management Tab Overview and the Data File Ingestion requirements.