Article Summary
File imports can fail for various technical, formatting, or system-related reasons. This guide helps you diagnose why your import failed and provides step-by-step solutions to resolve the most common issues and successfully import your content.
Estimate Time
5-10 minutes to diagnose and resolve most issues
Prerequisites
Content Manager or Admin permissions
Access to the original file you're trying to import
Ability to modify or re-save files if needed
Common Import Issues & Solutions
Issue #1: File Size Too Large
What's happening: Your file exceeds AutoRFP's upload size limit.
How to fix it:
Check your file size in its properties
If possible, split large documents into logical sections (e.g., separate chapters)
Compress embedded images within the document:
In Word: Select image → Picture Format → Compress Pictures
In PDF: Save As → Reduced Size PDF
Remove unnecessary embedded objects or media
Try importing again
Prevention: Review documents for unnecessary content before importing and keep individual files under the recommended size limit.
Issue #2: Password-Protected or Encrypted Files
What's happening: AutoRFP cannot access content in protected files.
How to fix it:
Open the file in its native application (Word, Excel, Adobe, etc.)
Remove password protection:
Word/Excel: File → Info → Protect Document → Remove Password
PDF: Security → Remove Security Settings
Save the unprotected version
Import into AutoRFP
Prevention: Create unprotected copies of sensitive documents specifically for AutoRFP imports.
Issue #3: File Locked or Currently Open
What's happening: The file is being used by another application or user.
How to fix it:
Close the file in all applications on your computer
Check if the file is open on another device or by a colleague
Wait 30 seconds for the file system to fully release the lock
Try importing again
Prevention: Always close documents completely before importing them into AutoRFP.
Issue #4: Unsupported File Format
What's happening: The file type cannot be processed by AutoRFP.
How to fix it:
Verify your file format is supported:
Supported Formats: Word (
.doc,.docx), Excel (.xls,.xlsx,.xlsm,.csv), PDF (.pdf), Zip (.zip)Unsupported Formats: .pages, .numbers, .odt, image files alone
Convert unsupported files using their native application:
Open in original program
Use File → Save As or Export
Select a supported format (PDF or DOCX recommended)
Import the converted version
Prevention: Save documents in a supported format before importing.
Issue #5: Corrupted or Damaged Files
What's happening: The file is incomplete or damaged.
How to fix it:
Try opening the file in its native application to verify it works
If the file won't open properly, it's corrupted:
Request a fresh copy from the original source
Re-download from email or cloud storage
Check if you have a backup version
Import the working file
Prevention: Verify files open correctly in their native applications before importing.
Issue #6: DRM or Copy Protection
What's happening: The document has digital rights restrictions preventing content extraction.
How to fix it:
Contact the document owner or vendor to request an unrestricted version
If you created the document, remove DRM using the source application
If removal isn't possible, manually recreate essential content in a new document
Prevention: Request unrestricted versions when receiving documents from external partners.
Issue #7: File Extension Doesn't Match File Type
What's happening: The file extension was manually changed and doesn't match the actual format.
How to fix it:
Right-click the file → Open With → choose the correct application
Once opened, use File → Save As
Select the proper format and let the application assign the correct extension
Import the properly formatted file
Prevention: Always use "Save As" or "Export" functions rather than manually renaming file extensions.
Issue #8: Too Many Files Uploaded Simultaneously
What's happening: Uploading many files at once causes timeouts or failures.
How to fix it:
Cancel the current bulk import
Divide files into smaller batches (5-10 files per batch recommended, depending on size)
Upload first batch and wait for completion
Monitor progress to identify problematic files
Continue with subsequent batches
Prevention: Plan bulk imports in manageable batches, especially for large or complex documents.
Issue #9: Network or Session Problems
What's happening: Upload fails partway through due to connection issues.
How to fix it:
Check your internet connection stability
Refresh your browser to start a fresh session
Avoid navigating away from AutoRFP during uploads for large files (15 MG and up)
Try uploading during off-peak hours on shared networks
Prevention: Ensure stable internet connection and keep your AutoRFP session active during uploads.
💡 Tips & Best Practices
Keep individual file sizes reasonable (split very large documents)
Use widely supported formats like PDF and DOCX
Remove passwords and DRM before importing
Upload bulk imports in smaller batches
Close files completely before importing
✋🏼 Common Mistakes to Avoid
Uploading too many files simultaneously in bulk imports
Not checking if files are open in other applications
Attempting to import password-protected files without removing protection
Need Help?
💬 Live Chat: Available in-app
📧 Email: [email protected] or contact your Success Manager directly for urgent support.
📚 Learning Centre: learn.autorfp.ai/en