Troubleshooting Guide¶
Common issues and solutions for DEEPS users.
Import Issues¶
Excel File Problems¶
"File cannot be opened" - Ensure file is .xlsx or .xls format - Check file is not password protected - Verify file is not corrupted - Try opening file in Excel first
"Column mapping failed" - Check Excel headers match expected format - Ensure no merged cells in header row - Remove any special characters from headers - Use provided template format
"Invalid student data" - Verify student ID format is consistent - Check for duplicate student entries - Ensure all required fields have data - Remove empty rows from Excel file
Student Record Issues¶
Data Validation Errors¶
"Student not found" - Check student ID spelling and format - Verify student is registered in system - Confirm student hasn't transferred - Check for extra spaces in ID field
"Grade out of range" - Ensure marks are between 0-100 - Check grade letters match system scale - Verify no special characters in grade field - Confirm grading scheme is correct
Report Generation Problems¶
PDF Export Issues¶
"Report generation failed" - Check available disk space - Ensure PDF viewer is installed - Try generating smaller report first - Restart DEEPS and retry
"Missing data in reports" - Verify all required data is imported - Check student records are complete - Ensure course information is current - Refresh data before generating
Network and License Issues¶
Connection Problems¶
"License verification failed" - Check internet connection - Verify firewall allows HTTPS access - Try license verification later - Contact support for offline activation
"Database connection error" - Restart DEEPS application - Check database file permissions - Verify network drive connection - Restore from backup if needed
Performance Issues¶
Slow Operation¶
"Import taking too long" - Close other applications to free memory - Process smaller files in batches - Check available disk space - Use wired network connection if possible
"Application freezing" - Wait for current operation to complete - Check system memory usage - Restart application if unresponsive - Update to latest version
Getting Help¶
Before Contacting Support¶
- Note the exact error message
- Check this troubleshooting guide
- Try restarting DEEPS
- Verify system requirements are met
Contact Information¶
Email Support: samuel.macharia@dkut.ac.ke
Include in your message: - DEEPS version number - Operating system details - Exact error message - Steps that caused the problem - Screenshots if helpful
Also check the FAQ for frequently asked questions.