View Submission¶
(Updated 1/1/2026)
View Submission Essentials
- All or selected file type Edit roles (e.g. SENR Edit roles)
- All or selected file type View roles (to view file type details when troubleshooting an error)
- Student Search (to be able to search a SSID when troubleshooting an error )
The View Submission page displays a complete list of all the submitted batch files and the status of each file, which will change as the system processes the file or the authorized user interacts with the file. This page is displayed when the user selects the Upload/View Submission link under the Left Navigation menu. Users are also rerouted to the page after uploading a file.
The interface has the following functionalities and limitations:
- View the status and details of submitted batch files
- Filter the results on the page to view specific files
- Modify the sort order of the files on the page
- Determine the reason a file failed to upload
- Authorized user access to submitted files in any state is limited to 60 days from the submission date
- Return to the File Upload page
Note: For users associated to multiple LEAs, the CALPADS homepage Submission Status tab provides a quicker, centralized view of all file submissions uploaded to CALPADS by a user across all LEAs they are associated with. Unlike the the View Submissions page where is is limited to the LEA selected in the Organization Indicator of the User Profile service.
Submission Status¶
After the file has been uploaded successfully, the system will begin the submission validations and rules processing. If a user clicks the View Submission Status button on the “Upload File Results” page, the system displays a complete list of all the submitted State Reporting batch files and their status on the “Submission Status” page. During the submission process, a submitted file will change states as the system processes the file or the authorized user interacts with the file.
A file may be in one of the following possible states after the upload process or during the batch submission process:
| Status | Definition |
|---|---|
| File Upload & Preparation | |
| Created | File upload was successful; validations have not yet run on the data. |
| Failed | File upload was unsuccessful; the system did not receive the file. The user must reformat the file or contact customer service for assistance. |
| Standardizing | File is being converted to a batch file. |
| Standardized | File conversion completed. |
| Staging | File is in the staging database and is processing. |
| Staged | File processing in the staging database is complete. Once the file is posted, the staged data is purged. |
| File Input Validations | |
| Validating | Data is being validated through input validation rule (IVR) processes. |
| Validated | File has been processed; the user can review validation errors. |
| Posting | Records are being posted to the database. |
| Posted | Records have passed all input validations and are committed to the database. |
| Rejected | File uploaded successfully but was fully rejected during input validations. Errors must be resolved before the data is resubmitted. |
View Submisison Filters¶
A user may modify the list of files displayed on the “Submission Status” page by making filter option selections then clicking the Apply Filters button. When the button is clicked, the system will filter the results based on the user’s selected criteria options and will display the identified files in the results list on the “Submission Status” page. If a user clicks the Reset Filters button, the system will clear the values in all the filter criteria fields and reset the fields to the default values.
Filter Options¶
| # | Screen Label | Validation / Business Rules |
|---|---|---|
| 1 | File Type | If the Apply Filters button is clicked, this selection will direct the system to only display files that match the chosen value. |
| 2 | File Status | If the Apply Filters button is clicked, this selection will direct the system to only display files that match the chosen submission status. |
| 3 | Reporting LEA | Will be defaulted and uneditable for LEA/School users. LEA-level users: derived from valid LEAs in the current Academic Year. SELPA users can view all SPED, SSRV, PSTS, and WBLR submissions associated with their organization, regardless of submitter. Multiple Reporting LEAs may be associated with a SELPA. |
| 4 | Submitter | If the Apply Filters button is clicked, this selection will display only files submitted by the selected user. The drop-down list displays user names in alphabetical order. |
| 5 | Uploaded From | If the Apply Filters button is clicked and this field is null, the system calculates the current date minus 60 days as the start date for the submission date range. |
| 6 | Uploaded Through | If the Apply Filters button is clicked and this field is null, the system uses the current date as the end date for the submission date range. |
| 7 | Job ID | First click orders records in ascending order; a second click reorders records in descending order. |
Filter Action Buttons¶
After the filter options have been selected, the filter action button initiate a user driven function.
| # | Screen Label | Validation / Business Rules |
|---|---|---|
| 8 | Upload Another File | If clicked, user will be redirected to the Upload file screen. |
| 9 | Clear Fields/Apply Filters | Clear Fields will reset all filter options to their default values. Apply Filters will base search on selected filter criteria options then either display the filtered list of files. If no files were found based on the filter criteria no files will be displayed. |
Submission Results¶
The Submission Results display a list of submitted batch files and the status of each file. The account level will dictate what files are visible. Lea administrators can view any file submitted by an LEA user. LEA level and school level users can only see the files that they submit. First click on the Field Name orders records by the ascending values; second click reorders records by the descending values.
Submission File Results
| # | Screen Label | Validation / Business Rules |
|---|---|---|
| 1 | Actions | Opens View Submission Details. |
| 2 | Job ID | Sortable low-to-high and high-to-low. |
| 3 | Submitted Date/Time | Sortable low-to-high and high-to-low. |
| 4 | CDS Code | Limited to CDS Codes associated with the selected LEA. |
| 5 | Job Name | Sortable low-to-high and high-to-low. For OM transactions (add/update/delete), the Job Name displays: Online - <Student Local ID>-<SSID> (example: Online - 4587-1001260177). |
| 6 | File Type | Sortable low-to-high and high-to-low. |
| 7 | Submitter | N/A |
| 8 | File Status | N/A |
| 9 | Total Records | Count of records in the file, regardless of whether the file status is Posted or Rejected. |
| 10 | Errors | Number of fatal errors. |