> ## Documentation Index
> Fetch the complete documentation index at: https://help.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# CHSP migration tool errors

> Common errors in the CHSP Migration Tool and how to fix them

Errors in the CHSP Migration Tool are typically related to file upload issues or migration validation failures. Work through the matching error below.

## Error: File upload rejected (user input)

**Symptoms:** The tool rejects the uploaded file with an on-screen validation message.

**Cause:** The uploaded file is in the wrong format (for example `.csv` or `.pdf`), or its structure doesn't match the expected **OrganisationData.xml** from the DEX Portal.

**Fix:**

1. Follow the instructions on the screen
2. Download the correct **OrganisationData.xml** file from the **DEX Portal**
3. Upload the correct file and try again

## Error: File upload fails (backend error)

**Symptoms:** A backend error appears during the upload that isn't caused by your input.

**Fix:** Contact the Visualcare helpdesk with your database name and the OrganisationData file. This needs investigation by the engineering team.

## Error: Unable to migrate (unmapped activities)

**Symptoms:** The migration fails because of unmapped activities.

**Cause:** You have delivered services in the past that are no longer approved in the `OrganisationData.xml`. These unmapped activities block the migration.

**Fix:**

1. Request approval for the missing activities through the **DEX Portal**
2. Once approved, download the updated **OrganisationData.xml**
3. Re-run the migration

See also the "program activities have not been approved" error below - the two are closely related.

## Error: Program activities missing in XML

**Symptoms:** The error "The following program activities are missing in XML" appears.

**Cause:** Timesheets are associated with services that are not included in the OrganisationData.xml file.

**Fix:**

1. Review your **DEX Portal** and confirm the activities are present and approved
2. If you no longer want to use those activities, contact the Visualcare helpdesk for a list of the affected timesheets, then:
   1. Go to **All Timesheets**
   2. Locate each affected timesheet and click **Edit DEX**
   3. Change or remove the related DEX case

## Error: Program activities not approved

**Symptoms:** The error "The following program activities have not been approved" appears.

**Cause:** The activities exist in the OrganisationData.xml but have not been approved in the DEX Portal.

**Fix:** Follow the same process as the missing-activities errors above - request approval through the **DEX Portal**, re-download the updated file, and re-run. If you no longer want to use the activities, contact the Visualcare helpdesk for the list of affected timesheets and update each one through **All Timesheets** → **Edit DEX**, adjusting the DEX case and quantity.

## DEX case end date set to 2027

**Symptoms:** The migration creates DEX cases with an end date in 2027.

This is expected behaviour - the end date is system-defined because the CHSP program ends in 2027. No action is needed.

## Funding type not set or incorrect

**Symptoms:** A client's funding type is missing or wrong after migration.

**Fix:** Go to **Maintenance** → **Clients** → **Funding Types** and adjust the funding types yourself - no helpdesk involvement is needed.

## Running into issues?

If your error isn't listed here, contact the Visualcare helpdesk at [support@visualcare.com.au](mailto:support@visualcare.com.au).

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