1. Conducting a Study
  2. Batch Loading Data
  3. Troubleshooting Batch Validation
  4. Troubleshooting the Prepare Phase

Troubleshooting the Prepare Phase

The batch data loader also performs error checking during the Prepare phase. To diagnose these errors, follow these steps:
  1. Open the .log file to get a general overview of the errors. When data files fail, you can check the log file for the status code of RECEIVED or PREPARED. The data file will not contain these status codes.
  2. Open the .out file to see specific details about the errors.
    • First review the error messages, and use Table 7-6 to diagnose them.
    • Then review the Error Reporting Table that follows each reported error to get a more detailed analysis of the problems. Table 7-7 shows an example of the Error Reporting Table.

    Table 7-6 Error Messages During Prepare Phase

    Error Explanation/Action
    Warning: The following patient(s) have freeze_flag set.

    This message is generated if the freeze flag is set on any patient in the data file. To remove the warning, unfreeze the patient.
    Warning: The following patient(s) are either not assigned to a site, have site assignments inconsistent with that in the data file, or they are not from the present location.

    Correct the patients and site assignments displayed in the message.

    If patients are not from the current location, this is a fatal error.
    Fatal error: Aborting due to the presence of patients and/or Investigators from locations other than the present location in the data file.

    This message and the previous one are generated if patients in the data file do not have a study site assignment or have an incompatible study site assignment with an Investigator. To remove the warning, correct the patient's study site assignment.
    Warning: The following Investigator(s) are either not assigned to a site or have site assignments inconsistent with that in the data file, or they are not from the present location.

    This message is generated if there are patients or Investigators in the data file who do not belong to the current location. To remove the warning, correct the location of the patient.

    If they are not from the current location, this is a fatal error.
    Warning: Locked DCI(s) present in data file.

    The contents of the data file will update data already in RECEIVED_DCIS, but the DCI indicates that it is locked for data update. The row in the data file is uniquely identified by the reported sets of keys. Use the Privileged Transfer task, if you have access to it, to update locked data.
    Warning: Locked DCM(s) present in data file.

    The contents of the data file will update data already in RECEIVED_DCMS, but the DCM indicates that it is locked for data update. The row in the data file is uniquely identified by the reported sets of keys. Use the Privileged Transfer task, if you have access to it, to update locked data.
    Error: The following candidate(s) for insert(s) have document numbers that are present in RECEIVED_DCIS.

    The data file contains data to insert into RECEIVED_DCIS, but the document number in the data file is already present in RECEIVED_DCIS.

    Correct the document number.

    This error may also be caused, in the case of manual Batch Data Load, by a key change in the document. Use Log-In to change keys.

    Error: Mismatch between RDCI and TBDCI in visit date and/or time.

    The contents of the data file will update data already in RECEIVED_DCIS, but the visit date or visit time in the data file do not match data in RECEIVED_DCIS.

    Correct the visit date and/or time, or use Log-In to update the existing data.

    Error: Mismatch between RDCM and TBDCM in visit date and/or time.

    The contents of the data file will update data already in RECEIVED_DCMS, but the visit date or visit time in the data file do not match data in RECEIVED_DCMS.

    Correct the visit date and/or time.
    Error: Mismatch between RDCI and TBDCI in document number.

    The contents of the data file will update data already in RECEIVED_DCIS, but the document number in the data file does not match data in RECEIVED_DCIS.

    Correct the document number.
    Error: Row(s) in data file have same patient, event, and subevent but different document number, visit date, and/or time.

    There is duplicate data in the data file corresponding to the same combination of identifying keys.

    Correct the document number, visit date, or visit time in the data file.
    Error: Question name and occurrence number combination is not collected in the Question Group.

    The question name and the occurrence number combination in the data file does not match the question group in the same row in the same data file.

    Correct the question name, occurrence number, or question group name.
    Error: Question name and occurrence number combination is not collected in any Question group.

    The question name and the occurrence number combination in the data file does not match any question groups.

    Match the question name and the occurrence number combination with the correct question group.
    Error: The following Investigator(s) are not valid.

    Check the validity of Investigator names.
    Error: The following site(s) are not valid.

    Check the validity of site names.
    Error: The following patient(s) are not valid.

    Check the validity of patient positions.
    Error: The following clinical planned event(s) are not valid.

    Check the validity of the clinical planned events.
    Fatal error: Aborting due to presence of invalid keys.

    The data file contains data for which unique identifiers cannot be found for the corresponding character keys. The system aborts immediately after reporting the character keys causing this error.

    Correct the invalid keys.
    Error: Invalid date or time in the data file.

    The data file contains invalid dates or times.

    Correct the dates and times.
    Error: Question group q_grp_name either doesn't exist or is not collected in the DCM.

    The data file contains invalid question groups.

    Use valid question groups.

    Error occurred while preparing the data file.

    Updating Data_Files with status: BAD PREPARE

    Errors occurred during the Prepare phase, and the database was updated accordingly.
    Updating Data_Files with status: PREPARED

    No errors occurred during the Prepare phase, and the database was updated accordingly.
    Error: Question name and occurrence number combination occurs in multiple collected Question groups.

    Question name and occurrence sequence number combinations appear in multiple question groups.

    Correct the data so that such unique occurrences happen only in one question group.
    Fatal Error: Internal inconsistency in DCI/DCM definition.

    DCIs and DCMs are not set up correctly in the system.

    Check the setup of DCIs and DCMs.
    Error: The following qualifying value(s) are not valid for the qualifying Question.

    There are mismatching qualifying values between a qualifying question and n discrete values for that question.

    Either update the discrete values or change the data file to match the discrete values.
    Error: Mismatch between RDCI and TBDCI in Investigator.

    The contents of the data file will update data already in RECEIVED_DCIS, but the Investigator in the data file does not match data in RECEIVED_DCIS. To remove this error, correct the Investigator.
    Error: Mismatch between RDCI and TBDCI in site.

    The contents of the data file will update data already in RECEIVED_DCIS, but the site in the data file does not match data in RECEIVED_DCIS.

    Correct the site.
    Error: Mismatch between RDCM and TBDCM in Investigator.

    The contents of the data file will update data already in RECEIVED_DCMS, but the Investigator in the data file does not match data in RECEIVED_DCMS.

    Correct the Investigator.
    Error: Mismatch between RDCM and TBDCM in site.

    The contents of the data file will update data already in RECEIVED_DCMS, but the site in the data file does not match data in RECEIVED_DCMS.

    Correct the site.
    Error: Candidate update of RDCM matches candidate insert of RDCI.

    Data in the file will cause an update of RECEIVED_DCMS (i.e. data already exists for this row), but an insert in RECEIVED_DCIS (i.e. data is not present for this row).

    Look at the identifying keys reported for this row, and correct the identifying keys.
    Warning: The following Questions are in the DCM but are missing in the data file.

    Missing questions associated with the DCM have not been reported in the data file.

    Report data for all DCM questions.
    Warning: The following non-repeating Question groups have repeat_sn greater than 1 in the data file.

    Rows in the data file have nonrepeating question groups with repeat sequence numbers greater than 1.

    Remove the occurrences where a repeat sequence number greater than one exists for non-repeating question groups.
    Error: The following Investigator(s) do not have a corresponding valid site.

    No site is entered in the data file, and the system fails to generate a site from that of the Investigator, as the Investigator has no valid site.

    Change the Investigator, or assign a valid site to the Investigator.

    The table below shows an example of an Error Reporting Table that is displayed in the .OUT file if there are errors associated with the Load or Prepare phase. The example reports errors for Investigators. An equivalent Error Reporting Table is created for errors associated with patients.

    Table 7-7 Error Reporting Table for Investigators

    Investigator Wrong Study No Site Wrong Site Wrong Location TRDCI Site Investigator Site Investigator Location
    3260 No No Yes No No Site 2 Site 1

    In the table below, the "Yes" in the Wrong Site column indicates that Oracle Clinical was expecting a different site from the one it found in the data file. In this case, it was expecting Site 1 and found Site 2.

    To correct this error, either:

    • change all occurrences of Site 2 to Site 1 for Investigator 3260 in the data file
    • change the site assignment for Investigator 3260 to Site 1 in Oracle Clinical

    Table 7-8 Other Examples of Possible Errors

    If "Yes" Under... Then...
    No Site No site was found. Oracle Clinical shows the correct site under "Investigator Site."
    Wrong Location The wrong location was given. Oracle Clinical shows the correct location under "Investigator Location."
    Wrong Study The wrong study was given. In this case, Oracle Clinical cannot anticipate what is the right study.

    After the Transfer stage, the log shows the number of records updated and the number of records inserted.

Parent topic: Troubleshooting Batch Validation