DV Platform User Guide

Knowledge Base

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General Questions

Q:  Can I pay for an annual subscription instead of per month?

A: Yes.  Annual subscription option is available.

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Q: How do I whitelist a company?

A:  Companies can be whitelisted on Organization Verifier Access only.  To whitelist a company for a specific user, navigate to Users on the right-side menu under the Organization.  Select the user and click EDIT.  Click the whitelisted companies drop down menu and select or deselect the company.  Once the edit is saved, the user will now have access to that specific company if added.  If deselected, the user will no longer have access to the company.

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Q: I have an enhancement idea.  How do I submit my request?

A: All enhancement requests are welcome and can be submitted to datatool@brokerbuildersolutions. 

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Q: How many users come with a subscription?

A:  A subscription includes 3 admins user and unlimited company and organization verifiers.  Additional admin users are available 9.99 per user.

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Q: What is the difference between the admin and verifier user?

A:  An admin organization user has full functionality including compare creation.  A company verifier user only has access to a specific company and has very limited functionality – verification only,  An organization verifier can have access to multiple companies but is limited to verification only.

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Q: My baseline file is a row-based report, and my secondary file is column based.  Is the Platform able to compare these two files?

A:  It is recommended that both files are the same (row-based or column based). If the file formats are different, manual manipulation of the files will need to occur to return optimal results.  For example, the baseline file is row based and has one benefit per row under column “Benefit”.  The secondary file has a column for “Medical”, “Dental”, “Vision”. One suggestion is to separate the column based into three separate reports by benefit and then to create three separate reports by filtering for the row based. Then the user will be able to compare.

 

Import Assistance

Q: I added another tab to a .csv file but it is not showing when I import my file.  Where did it go?

A: Csv files only allow one tab.  If multiple tabs are required, change the file extension to xls or xlsx and re-import

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Q: When importing files to be compared, what is the logic used to determine the appearance order of the data points?

A: The Platform is ordering the data points based on two sets of criteria:

     Matched data points: First Name to FName   / Last Name to Last Name

     The order in which the baseline file was read into the platform

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Q: When importing companies and there are multiple companies, how are these read into the Platform?

A: Imported companies are read into the Platform alphabetically.  Upon completion of an import, it is recommended to filter by UPDATED AT to most recent date which will show the newly imported companies first.

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Q: I received a 400 (Invalid) error when I tried to import a file.  What caused this error?

A: During the import process, a 400 (Invalid) error typically occurs due to improper import files.  An instance of an improper import file is missing column headers with a blank first row.  Colum headers are required in the first row.  If unable to determine what the issue is, please reach out to datatool@brokerbuildersolutions.com for assistance.

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Q: Does the system have key words that it looks for when auto-matching the column names?

A: Yes, the system has key words that it utilizes to determine a match between columns.  These key words are: 

SSN:

  • ssn
  • social security number
  • socialsecuritynumber
  • ss#
  • social security #
  • ee id

First Name:

  • first name
  • firstname
  • first_name
  • fname

Last Name:

  • last name
  • lastname
  • last_name
  • lname

Date of Birth:

  • dob
  • date of birth
  • birth date

Date of Hire:

  • doh
  • date of hire
  • hire date

Termination Date

  • dot
  • term date
  • termination date

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Q: What if the social security number in one file has dashes but the other file has no dashes?

A: If the social security number column name is one of these key words, then the system will automatically strip the dash/hyphen.

  • ssn
  • social security number
  • socialsecuritynumber
  • ss#
  • social security #
  • ee id

Any other column name will result in the columns not being auto matched and possibly result in incorrect audit results.  To prevent please change headers to reflect one of the above key words.

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Q: Is there a character limit if I modify the file name? 

A: Yes, there is a 31-character limit.  This a an excel tab name limitation.  Anything beyond 31 characters will result in an error when trying to download reports.  This is due to the system writing the modified file name as the tab name upon download.

 

Data Point Assistance

Q: What logic does the platform use for determining which data is or is not a date?

A:  The Platform is looking for the key word “Date” in the column heading. Some column headings have been built into the system such as DOB, DOH to be recognized as dates.  Best practice is to include the key word “date”.

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Q: What is the unique Identifier?

A: The unique identifier is the data point or combination of data points that allows the platform to find a non duplicated key between the two files for comparison.  The most common unique identifiers are Employee IDs and SSNs.

 

Mapping Assistance

Q: Can I delete a mapping that is no longer being used?

A: Mappings can only be edited or deleted if not currently used in a compare.

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Q: Can I reuse an existing mapping?

A: If a mapping is created on the Company Level, it can only be reused within the specific company.  If the mapping is created at the Organization Level, it is automatically available to ALL companies within the Organization.  This only applies to active mappings.  BBS System Administrator mapping is also available.  Please contact datatool@BrokerBuilderSolutions.com for mapping inquiry.

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Q: Can I map multiple values to one value such as “C” to “Child” and “C” to “Stepchild”?

A: Multiple values can be mapped to a single value ONLY if the source value is not duplicated.  For example:  You need to map “C” to both “Child” and to “Stepchild”.  The system will not allow the user to enter “C” multiple times under the Source.

     C———Child

     C———Stepchild

The user can however reverse the entries so that the “Child” and “Stepchild” are under Source and “C” is used as the target.

     Child———–C

     Stepchild—–C

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Q: My baseline file is a row-based report, and my secondary file is column based.  Is the Platform able to compare these two files?

A:  It is recommended that both files are the same (row-based or column based). If the file formats are different, manual manipulation of the files will need to occur to return optimal results.  For example, the baseline file is row based and has one benefit per row under column “Benefit”.  The secondary file has a column for “Medical”, “Dental”, “Vision”. One suggestion is to separate the column based into three separate reports by benefit and then to create three separate reports by filtering for the row based. Then the user will be able to compare.

Discrepancy Assistance

Q: Why are the discrepancies showing for my mapped values but they look correct?

A: Edit the mapping to ensure the values are spelled correctly, there are no extra spaces, and the values are mapped correctly to the corresponding values.

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Q: The first name and last name values are missing from the discrepancy report but they are in my import files.

A:  The system is looking for specific key words for the first name and last name column header.  Please change the header to one of the following prior to import:

First Name:

  • first name
  • firstname
  • first_name
  • fname

Last Name:

  • last name
  • lastname
  • last_name
  • lname

The first name and last name columns also have to be included as data points in order for the system to show them in the discrepancy report

 

Verification Assistance

Q: If the discrepancy is not truly a discrepancy such as an abbreviation in the street address, can I ignore?

A: Yes, there is an ignore option that can be selected.   All ignored discrepancies will roll up to minimize screen size but can be expanded.

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Q: If I add notes when I verify the discrepancies, can I read them later?

A: Yes, all saved notes can be accessed at a later point by clicking the Verify Discrepancies or Verify Missing Data steps.  Notes can also be accessed from the downloaded verified reports on the Complete step.  Please note that if a note is overwritten/replaced the system only retains the current information.  To prevent the loss of information if historical note retention is required, best practice is to append additional notes to the current information.

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Q: What happens if include? Is checked on the Verify Missing Data do?

A: If the include? box is checked, the entry will be added to either the baseline or secondary file that it is missing from.  Please note that only the selected data points will be written to the file.

 

 

 

Report Assistance

Q: Can I download a copy of the discrepancies?

A: Yes.  There is an option on the Compare step that allows the user to download the discrepancy that includes both discrepancies and missing data

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Q: I received this error when I tried to download my reports: Sheet names cannot exceed 31 characters.

A: This error is the result of modifying the file name during Step 2 -Import Data to more than 31 characters.  The file will need to be re-imported and modified name limited.

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Q: What is in the discrepancy report?

A: The discrepancy report contains two tabs.  The first tab (Discrepancies) contains data where there was a match with the unique identifier(s) from the baseline file to the secondary file but had mismatched data in the remaining selected data points.  For example, Sue Smith with unique identifier 999-999-9999 was found in both files but her date of birth was 05/07/1998 in the baseline and 10/01/1998 in the secondary file. Sue will appear on this tab because of the date of birth mismatch.  The second tab (Missing Data) contains data where there was NO match with the unique identifiers(s)

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Q: Can my verified records be downloaded?

A: Yes, the Verified records can be downloaded into two reports: All records including Verified and Verified Records only for either the baseline file or the secondary file.  The verified data will also be reflected in the appropriate row and column.  The All records including verified report will contain all data from the original import file as well as the following columns:  who verified the discrepancy, any notes from the auditor and verifier, and any discrepancies that were ignored.  The Verified records only will only contain the rows that contained a discrepancy as well as who verified the discrepancy and any notes from the auditor and verifier. 

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Q: Can I download my original import files?

A: Yes, the original import files can be downloaded from the completed Compare step as well as the completed Import Data step. 

 

 

 

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