Fatal errors – A fatal error within the csv file means that none of the records within the file will be imported. Therefore it is vital that these errors are fixed at source, so that they do not occur again for future records. Fatal errors are for anything that could not physically occur if attempted for direct data entry: if any fields have a wrong ‘data type’; if any fields have a value which is not one of the stated allowable values; and when certain rules are not adhered to (such as selecting a date and time for an assessment and then ticking not assessed; if this is attempted for direct entry, the webtool simply wipes the date/time).
Tip: look out for seemingly minor formatting errors within your csv file, which can cause fatal errors – e.g. if the date and time is entered with 2 spaces between the date and time rather than 1, it will not comply with the dd/mm/yyyy hh:mm format.
Validation errors – A validation error will not prevent the csv file from being imported, but will prevent the record from being locked until the errors are rectified. Validation errors can be rectified either by importing the records again in a new file with the errors corrected (ensuring ‘overwrite’ is selected for “What should be done with existing records”) or directly on the webtool by entering the patient record and changing incorrect answers. On the webtool record, the section(s) with errors will show up in red. Validation errors relate to the rules column in the import specification, and are for errors which physically can be entered into the webtool but are illogical (e.g. conflicting times). Please view below some examples of the validation errors:
Understanding the error table
Row no. -the position of the patient record in the import file, in sequence. Since there must be a header row for the import file, row 1 refers to row 2 in the spreadsheet, and so on.
Import identifier -this column is the unique identifier given to the individual record by the user, and can be used to refer back to the relevant record.
Field - this is the field which contains the error; you can view the Import/Export specification to get a better understanding of the error that originates from this field.
Error message - an explanation of why the error occurred for each particular field.