Inspect and fix CTFs errors

This article provides guidance on how to inspect and fix errors encountered when uploading CTFs (Common Transfer Files). It covers common issues such as uploading ADT files, missing pupil identifiers, duplicated file names, and locating errors by row count. The article also includes tips for ensuring successful uploads and troubleshooting methods using web browsers and compatible applications.

Occasionally you might encounter errors with CTFs. For example, a student's destination school may contact you to say they can't upload a CTF export due to an error. 

In this article we'll go through some common issues to look out for and how to resolve them.

The file you are trying to upload is an ADT (Admission Data Transfer file)

Please note: Arbor cannot currently process ADT files. This could be one of the reasons why you encounter an error message upon import of a CTF. 

To check if this is the case, please follow the steps below:

1. Find the file you have been sent on your computer (usually in your Downloads folder)
2. Click on the file and keep your cursor held down
3. Drag and drop the file into your web browser (Google Chrome recommended)

This should open up the file on your browser (see screenshot below), where you will be able to see the Document Name.

Top Tip: For CTFs, you won't be able to open them in programs such as Microsoft Word. When you download the file you just need to upload it to wherever it needs to go without opening it. Otherwise, you may receive errors similar to the one below. 

Things to check to prevent errors

The following pupil identifiers must be included in all CTFs, or you will encounter errors upon import:

• Unique Pupil Number (UPN)
• Pupil/Child Surname
• Pupil/Child Forename
• Pupil/Child Date of Birth
• Pupil Sex

If you need to check whether any of these identifiers are missing from a CTF you are trying to import, follow the steps outlined below:

1. Find the file on your computer (usually in Downloads folder)
2. Click on the file and keep your cursor held down
3. Drag and drop the file into your web browser (Google Chrome)
4. This should open up the file on your browser (see screenshot below)
5. Open up the find/search window using Ctrl + F (Command+F on a Mac).

Type the identifier type into the search box (UPN/ Child's Surname etc)

Hit Enter on your keyboard.

Keep pressing Enter button to move from one identifier to another.

Duplicated file names 

If you downloaded a file more than once and it has a number in brackets in the name e.g CTF(1).xml for example, then it might fail to be uploaded.

In this instance, we would recommend renaming the file so it doesn't have the number in brackets anymore. 

1. Find the CTF (usually in Downloads folder)
2. Right-click the file
3. Click rename
4. Remove the number in brackets
5. Once you click elsewhere on the screen, the file will save automatically (see recording below)

Finding errors by row count

Occasionally you might open the CTF in a browser and see a red banner along the top stating an error on a particular row of the CTF.

To be able to see a row count on the file, so you can locate the error, you will need to download a compatible application.

There are many applications you can use to inspect CTFs. One of them is Sublime. Please note that as this is external software, we would be unable to support you with any technical queries regarding this application. 

Once this application has been downloaded, you can use it to open the CTF. You will then see a row count on the left-hand side. You can use the slider on the right to quickly find the correct row.

You are then able to edit the file from within the application. So for example, if there was an invalid character, such as an accented letter (é), you could delete it and re-add it without the accent. To save it, just go to File then click Save.