Troubleshooting FirmFlow folder import errors

Alerts and notices

The Bulk Import feature enables GoFileRoom administrators to create a large number of FirmFlow folders or update a large number of existing FirmFlow folders, saving your firm time and ensuring a higher level of accuracy.

You may occasionally encounter errors during the Bulk Import process or receive an email that contains details on an error message.

General errors encountered in the Bulk Import screen

The file you attempted to import is not a .xls file

You may see this error when the spreadsheet file name extension uses all uppercase letters.

Solution: Rename the spreadsheet so that the file name extension uses all lowercase letters.

There was an error processing folders. Check your email for error details

You may see this error when you attempt to bulk import or update FirmFlow folders or workflows.

Solution: Check your email for a message that details the specific issues found during the validation process.

Timeout when importing

When you upload a large file, the process may time out before it finishes the import.

Solution: Follow these steps to resolve this issue.

  1. Log out of GoFileRoom.
  2. In Internet Explorer, point your browser to http://member.gofileroom.com.
  3. Log in using your normal GoFileRoom login credentials.
  4. Import the file again. When the import is complete, log out and log back in to https://gofileroom.com to continue working as needed.

Validation errors

There was an error processing folders. Check your email for error details

You may see this error when you attempt to bulk import or update FirmFlow folders or workflows. You will receive an email with either of the following error messages.

Solution: See Error: There was an error processing folders. Check your email for error details for details.

Data validation errors

When GoFileRoom encounters an error with specific content in the spreadsheet, you will receive an email message that includes details on each row that requires attention. Each error message includes the row number, the specific validation errors, and all of the values found in the row. The messages are complicated because of the detailed data, but you can use this example to help you interpret the message.

For the following error, the validation error is found in row 2in the spreadsheet, and there are four validation errors - two for an invalid user or group(Mark Money and Dan Cash) and two for invalid custom field values(25 and Complex).

ERRORS for row 2: Invalid User/Group for Workflow Step 5,Invalid User/Group for Workflow Step 6,Invalid value for custom field 1, Invalid value for custom field 2 |10021.0|WORKFLOW|INDIVIDUAL|INDIVIDUAL TAX 1040|JOHN P. PARTNER|12/31|2017|1040 US Individual income tax|04/15/2017|TAX SETUP|TAX PREPARER POOL|SCAN OPERATORS|TAX PREPARER POOL| MARK MONEY| DAN CASH|JOHN P. PARTNR|TAX PREPARER POOL|TAX ASSEMBLY|TAX PREPARER POOL|JOHN P. PARTNER|TAX ASSEMBLY|TAX PREPARER POOL|TAX PREPARER POOL|TAX COMPLETED| 25| Complex

The error messages in this section contain example data (line numbers, client numbers, client names, dates, etc.). The email you receive will contain data specific to your firm.

Missing client number, type of engagement, period end, year

You may see this type of error message when our processing engine has found that the spreadsheet contains binary data.

ERRORS for row 453: Missing Client Number,Type of Engagement,Period End,Year||||||||||||||||||

Solution: Copy only the contents of the spreadsheet (not the entire spreadsheet), paste it into a new spreadsheet, and then try again. If the same error occurs, verify that you selected data only.

Invalid client number

You may see this type of error message when the client number is invalid or does not exist in GoFileRoom.

ERRORS for row 12: Invalid Client Number | 10210.02|----|Individual|INDIVIDUAL TAX|WALTER JONES|12/31|2017|04/15/2017|TAX PREPARER|WALTER JONES|WALTER JONES|WALTER JONES|WALTER JONES|WALTER JONES|WALTER JONES|WALTER JONES||||

Solution: Ensure that the client number is part of the client lookup list in the Add section of GoFileRoom. If the client number is not listed, add it to GoFileRoom or delete the row in the spreadsheet. If the error persists, add an apostrophe (single-quote) immediately before the client number in the spreadsheet (e.g., '33313.001).

Missing type of engagement

You may see this type of error message when the Engagement Type field is blank in the specified row.

ERRORS for row 146: Missing Type of Engagement|001860.019|TAX RETURN||John Doe|12/31|2017||3/15/2018|TAX ADMINS||Diane Diamond|TAX ADMINS||Robert Glass|Diane Diamond||TAX ADMINS|John Doe|TAX ADMINS|TAX ADMINS|||||||

Solution: Add the engagement type to the applicable row in the spreadsheet. Be sure that you specify an actual file section value that is configured to be an Engagement Type.

Invalid type of engagement

You may see this type of error message when the engagement type for the row in the spreadsheet does not match the value in GoFileRoom or when it is not configured as an Engagement Type.

ERRORS for row 23: Invalid Type Of Engagement |10012.0|Individual| INDIVIDUAL TAX||| 12/31|2017|04/15/2017|||||||||||||||||

Solution: Verify that the data (including spaces) in the spreadsheet exactly matches the data in the File Section in GoFileRoom and that the File Section is configured as an Engagement Type in the Engagement Type sub-section of the Administration > Manage FirmFlow > Lists tab.

Invalid PIC

You may see this type of error message when the data for the PIC in the spreadsheet does not match the data in the Full Name field in GoFileRoom or when the user is not a member of the PIC or FirmFlow Users group.

ERRORS for row 12: Invalid PIC | 10210.02| Individual| INDIVIDUAL TAX| WALTER JONES|12/31|2017|04/15/2017|TAX PREPARER|WALTER JONES|WALTER JONES|WALTER JONES|WALTER JONES|WALTER JONES|WALTER JONES|WALTER JONES||||

Solution: Verify that the data in the spreadsheet matches the data in the Full Name field for the users in the Administration > Manage Users & Groups > Users tab and that the user is included in the PIC and/or the FirmFlow Users group.

Invalid period end

You may see this type of error message when the data for the period end date in the spreadsheet does not match the data in GoFileRoom or when the cell is not formatted as a text cell.

ERRORS for row 16: Invalid Period End | 10210.02|Individual|INDIVIDUAL TAX 1040||| 12/31|2017|04/15/2017|||||||||||||||||

Solution: Verify that the period end value in the spreadsheet matches the period end value in GoFileRoom and that the cell is formatted as a text cell. To change the format for the cell in Excel, right-click in the cell, choose the Format Cells, select Text in the Category list on the Number tab, and then click OK. Re-enter the data in the spreadsheet and then re-import the data.

Unknown form name

You may see this type of error message when the data for the form name in the spreadsheet does not exist in GoFileRoom.

ERRORS for row 128: Unknown Form name |24391.03|JOHN Q. TAX|WORKFLOW|1040 INDIVIDUAL TAX|JOHNSON, TED|12/31|2017| 1040 US Individual income tax|04/15/2018|EMPTY FOLDERS|||TAX REVIEW||TAX PROCESSING||SCAN OPERATORS |||||||||

Solution: If the form name does not exist in GoFileRoom, add it to the appropriate screen in GoFileRoom, or update the data in the spreadsheet to match the data in GoFileRoom.

Invalid due date

You may see this type of error message when the data for the period end date in the spreadsheet does not match the data in GoFileRoom or when the cell is not formatted as a text cell.

ERRORS for row 76: Invalid Due Date|24391.03|JOHN Q. TAX|WORKFLOW|1040 INDIVIDUAL TAX|JOHNSON, TED|12/31|2017|1040 US Individual income tax | 04/15/2018|EMPTY FOLDERS|||TAX REVIEW||TAX PROCESSING||SCAN OPERATORS |||||||||

Solution: Check the due date for the form in GoFileRoom. You can either correct the due date in GoFileRoom or modify the due date in the spreadsheet so that the dates match. Note that the cell's formatting in the spreadsheet does not affect this error.

Invalid User/Group for Workflow Step <xx>

You may see this type of error message in the following situations.

ERRORS for row 90: Invalid User/Group for Workflow Step 7|24391.03|JOHN Q. TAX|WORKFLOW|1040 INDIVIDUAL TAX|JOHNSON, TED|12/31|20147|1040 US Individual income tax |04/15/2018|EMPTY FOLDERS|||TAX REVIEW|| TAX PROCESSING||SCAN OPERATORS |||||||||

Solution: Verify the following data.

Invalid value for custom field <xx>

You may see this type of error message when the custom field value in the spreadsheet does not exist or match the values available in GoFileRoom.

ERRORS for row 122: Invalid Due Date|24391.03|JOHN Q. TAX|WORKFLOW|1040 INDIVIDUAL TAX|JOHNSON, TED|12/31|2017|1040 US Individual income tax |04/15/2018|EMPTY FOLDERS|||TAX REVIEW||TAX PROCESSING||SCAN OPERATORS |||||||| Complex

Solution: Verify that the custom value exists in GoFileRoom. If it doesn't, add it in GoFileRoom or update the data in the spreadsheet to use one of the available values.

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Importing FirmFlow folders

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