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OTS – Error determining file type when processing PDF files

When you attempt to process PDF files through OTS, the system returned an “Error determining file type” message and failed to process documents that previously worked. The issue was ultimately traced to an incorrect or changed file path after migrating OTS to a new server. 

Version:
All supported versions

Symptoms:

  • OTS failed to process certain PDF files associated with a specific project.
  • Files that had processed successfully in the past were now failing.
  • The OTS interface/logs showed “Error determining file type” for affected documents.
  • The issue appeared only for a specific project after a server migration.

Resolution:

1. Confirm logs and gather diagnostics

  1. Collect the following from the customer:
    • All‑debug log for the time period of failures.
    • A sample PDF that is failing.
    • If possible, the entire project configuration related to the issue.
  2. Review logs for:
    • “Error determining file type” entries.
    • Any related file not found, access denied, or path errors.
    • References to the Original File location or indexer paths.

2. Verify OTS version and patch level

  1. Check the OTS patch version in use.
  2. If the environment is on a significantly older patch, recommend upgrading to the latest available patch (for example, 23.4.23 or newer).
  3. When patching:
    • Ensure the webapps folder inside the TomcatBase folder tree is cleared before applying the patch.
    • Redeploy using the updated patch package.

Note: In this specific case the underlying problem was pathing, but staying current on patches is strongly recommended because OTS frequently addresses similar issues in newer releases.

3. Validate and correct file paths

  1. In the OTS / indexer configuration, check the Original File path and any related source or project paths.
  2. Confirm that:
    • The path points to a valid, accessible location on the new server.
    • Any mapped drives, UNC paths, or mount points are still valid post‑migration.
  3. If a server migration recently occurred:
    • Compare old and new folder structures.
    • Update any hard‑coded paths in:
      • Project configuration
      • Scripts or batch jobs
      • Indexer or ingestion settings
  4. Correct the path wherever it is misconfigured.

In this case, once the customer corrected the problematic path, the “Error determining file type” message disappeared and documents processed successfully.

4. Re‑test and confirm resolution

  1. Re‑run the previously failing PDFs through OTS.
  2. Confirm:
    • Files are now processed without errors.
    • No new “Error determining file type” messages appear in the logs.