Error Report and Correcting Errors (ADRC Portal Data Submissions)

Introduction

Alzheimer’s Disease Research Centers (ADRCs) can review submission errors in the ADRC Portal using the Error Report. The Error Report consolidates file-level and visit-level errors produced during the data validation pipeline. ADRCs may also download error metadata programmatically via API.

This page describes:

• How to monitor submission status in the ADRC Portal

• How to open the full Error Report

• What each Error Report tab does and how to use it

• How to know when an uploaded file is ready for end-user review

• How to correct errors and re-submit data

Monitoring submission status in the ADRC Portal (UDSv4 and associated modules)

Step-by-step guide

1. Log in to the ADRC Portal.

2. In the top-level portal navigation, click View, Audit, **and** Access Participant Data.

3. Select UDSv4 & Associated Modules to view the submission status page for UDSv4 and associated module submissions.

4. Review the Batch CSV QC Status table to see file-level status for each submitted CSV.

5. To see a file’s pipeline details, click its Batch Status value (for example, PROCESSING or PENDING). When the status is PROCESSING, the portal displays the current pipeline step, such as:

• Form Screening: Confirms that the submitted CSV file is named correctly and includes an accepted module suffix.

• File Validator: Verifies the CSV uses the correct headers and data types and aligns with the NACC-published data dictionary for the form.

• Identifier Lookup: Retrieves participant identifiers for the incoming data.

Batch status (file-level) — what it means

The Batch CSV QC Status table shows the overall status of each uploaded file (PENDING, PROCESSING, PASS, FAIL).

*Note: Even if a file passes batch validation, individual records (visits) within the file can still fail later in the pipeline. Use the Visit-Level QC Status table to review row/visit-level outcomes.*

Visit-Level QC Status (row/visit-level submission status)

Step-by-step guide

1. On the submission status page, scroll to Visit-Level QC Status.

2. Use the table to review QC status for each submitted visit (organized by PTID, Visit Date, and Form(s)).

3. Click a visit’s QC Status value (for example, PROCESSING or FAIL) to open the pipeline detail pop-up for that visit.

When processing is complete and the file/visit is ready for human follow-up

This indicates the file (or visit) has finished processing and is now ready for a person to review the outcome and fix any issues if needed. You can confirm this by checking the portal for a final status such as:

• PASS (processing completed successfully), or

• FAIL (processing completed with errors you need to address)

Additional timing/notification notes:

• CSV uploads: The user who uploaded the CSV will receive an email when processing completes and the results are ready to review.

  • Sender: nacchelp@uw.edu

  • Subject: [NACC Data Platform] Submission Pipeline Complete

• NACC-hosted **REDCap** (Direct Data Entry): There is no email notification because the transfer is internal. Users should check the portal the next day after marking records ready.

What each pipeline tab does (and how to use it)

When you open a file-level or visit-level status pop-up, you may see these stages/tabs. The exact stages can vary by submission type, but for UDS/module submissions the tabs commonly include the following.

1) Identifier Lookup

What it does: Looks up participant identifiers for incoming data.

How to use it: If this stage fails, review the error message to identify the affected field/row (commonly PTID-related issues), correct the CSV, and re-upload.

2) Form CSV to JSON Transformer

What it does: Performs form-specific transformation from CSV to JSON; Also runs pre-processing checks.

How to use it: If this stage fails, the error message typically points to a formatting/structure issue for one or more values that prevented transformation. Correct the data in the CSV and re-upload.

3) Form QC Coordinator

What it does: Coordinates data validation between visits/modules for a given participant.

How to use it: If this stage is pending, earlier stages may still be running. If it fails, use the error details to locate the affected visit/row, correct the CSV, and re-upload.

4) Form QC Checker

What it does: Runs NACC data quality checks on a participant visit record.

How to use it: If any stage fails, open the full Error Report to see the detailed check codes/messages. Correct the flagged values and re-submit the corrected visit(s).

Opening the full Error Report

Step-by-step guide

1. On the UDSv4 & Module Forms page, scroll to the Errors and Alerts section.

2. Click Open full error report.

3. In the full Error Report, use the tabs to review errors by pipeline stage. Each stage appears in its own tab. For example, Identifier Lookup, Form CSV to JSON Transformer, Form QC Coordinator, and Form QC Checker.

*Note: The Error Report (Issue Manager) may take a few minutes to load if there are many errors.*

Filtering and exporting

• Use the Search box to filter for a specific batch file, PTID, or visit.

• Use Download to export the error report as a CSV file.

Pull Errors Programmatically (via API)

ADRCs can also retrieve error metadata programmatically. For details, see the Pulling upload errors section in NACC Data Platform Demos.

Correcting Errors (step-by-step guide)

Use this workflow regardless of which pipeline stage produced the error. The specific fix depends on the error message.

1. Identify whether the failure is file-level or visit-level:

   • File-level failure: The batch/file fails early in the pipeline (for example, filename/suffix, headers, or file-structure problems).

   • Visit-level failure: The file may process, but one or more individual visits fail QC later in the pipeline.

2. Open the error details:

   • From a failed batch/file row, click FAIL, then open the pipeline details and use Resolve Errors (if shown).

   

   • From a failed visit row, click the visit’s QC Status to open the pipeline details, then use Resolve Errors (if shown) or open the full Error Report from Errors and Alerts.

   

3. Read the error message carefully and locate:

   • the field/value that needs to change, and

   • the location (for example, PTID and row number)

4. Correct the data:

   • For CSV submissions, edit the CSV values indicated by the message.

   • For NACC-hosted REDCap (Direct Data Entry), correct the data in REDCap.

5. Re-submit:

   • File-level failure: Correct and re-upload the entire file.

   • Visit-level failure: If only a subset of visits failed, submit the corrected visits as a new CSV file (rather than editing and re-submitting the entire original file) to reduce processing time.

6. Confirm results:

   • Return to the submission status page and verify that the corrected file/visit progresses to a completed status (PASS or FAIL).

   

   

   • For CSV uploads, the uploader will receive an email when processing completes.

   • For REDCap direct entry, re-mark the corrected records as Ready to Upload, then check the portal the next day.

Approving Alerts (reference)

Some validation results appear as Alerts, which require center review and either correction or approval before a visit can be finalized.

Important workflow note:

1. Correct errors first.

2. Then approve alerts (otherwise alerts may reappear after you re-submit corrected data).

For details, see the Alert Verification documentation.