❓How to Search and Validate an Export File via SFTP for Guest Registration

This article explains how to locate and validate an export file when the data source interface is configured as "File Export" in the Guest Registration module.

📑 Table of Contents

1. Accessing the file search tool
2. Triggering the file scan
3. Identifying the file
4. Validating the file content
5. Best practices

🧭 Accessing the file search tool

1. Log in as an Admin user and go to the "Guest Registration" section under the "Configuration" menu on the left panel.
2. Ensure the data source is set to "File Export".
3. Ensure the SFTP credentials (host, username, port, etc.) and the file naming pattern (prefix, suffix, format) are correctly introduced

🔄 Triggering the file scan

Click the "Save" or "Check connection" button.

• This action connects to the configured SFTP server.
• If successful, a list of available files from the specified directory will appear.

If the connection fails due to permission issues, for example:

Error: Failed to read file on SFTP server: get: Permission denied

Example:

📁 Identifying the file

In the results list titled "Directory files", locate the name of the file you're trying to track.

Files typically follow a pattern like:

PREFIX_2025-05-10.xml

🧪 Validating the file content

Copy Paste the full filename you want to validate into the "File to validate" field. Ensure the prefix matches the configuration for your hotel and click "Validate" to inspect the content.

After clicking "Validate", the system returns two information blocks:

1. ❌ Directory Files

A list of lines containing validation errors will appear

2. 📄 File content

A visual preview of the actual file content (XML or TXT) will be shown to confirm what data was included. This section is helpful for verifying reservations, dates, contracts, and required fields.

✅ Best practices

• Always ensure the configured filename pattern matches the actual files generated.
• Use the Validate function to confirm structure and completeness.
• Use this feature alongside the error diagnosis article for effective troubleshooting.

If the file appears in the directory list but fails validation, check permissions and formatting, or contact your system administrator.

I hope this article is helpful! If you need more information, contact us at support@civitfun.com — we’ll be happy to help. 😊✍️