Mapping Data Logic
Overview
Mapping is the process of telling Commission Tracker how to read your carrier statements. You use a Data Map to link columns from your raw file (Lower Grid) to the corresponding policy fields in the system (Upper Grid).
Proper mapping automates your workflow and significantly reduces manual data entry.
🏗️ How Mapping Works
| Component | Description |
|---|---|
| Lower Grid | This displays the raw data exactly as it appears in your imported Excel or CSV file. |
| Upper Grid | This represents the data as it will be saved into Commission Tracker. |
| The Map | The set of rules that "copies" data from the bottom to the top. |
🛠️ Creating and Managing Maps
Add a New Map
- Click Add Map. The name will default to the Carrier Name, but you can customize it for specific statement types.
- For each Policy Field Name, select the corresponding column header from your raw file using the dropdown menus.
- Click Save to apply the rules.
Pro-Tip: You don't have to map every field, but mapping more data (like Policy Type or Carrier) ensures higher accuracy.
Editing or Deleting Maps
- Edit Map: Select an existing map from the dropdown to modify it.
- ⚠️ Warning: Editing a map will cause the system to re-copy data from the Lower Grid. Any manual edits you made in the Upper Grid using the "Edit Policies" button will be overwritten.
- Delete Map: Removes the current mapping rules but does not delete data that has already been successfully copied to the Upper Grid.
👤 Handling Agent & Client Names
One of the most powerful features of the Mapping tool is its ability to handle different name formats automatically.
Agent Name Formatting
- Primary Agent Name In Single Column: * ✅ Checked: Use this if the name is "John Doe" or "Doe, John" in one cell. The system automatically splits these into First and Last name fields.
- ❌ Unchecked: Use this if your file has separate columns for First Name and Last Name.
Client Name Formatting
- Client Name In Single Column:
- ✅ Checked: The system imports the name exactly as it appears.
- ❌ Unchecked: The system combines separate columns into a "Last, First" or "Last, First Middle" format automatically.
⚠️ Important Rules
- Manual Priority: Data entered via the Edit Policies button takes priority over mapped data. However, re-applying or editing a map will overwrite those manual changes.
- Locked Fields: Some fields (like Policy Number) are set by the system during the match process and cannot be changed through the mapping tool.
- Mapping Persistence: Once you save a map, it is stored in the system. The next time you import a file from that carrier, simply select the map from the dropdown to instantly populate your data.
💡 Tips for Success
- ✅ Check Your Headers: If your carrier changes their Excel layout, you will need to Edit Map to align the new column headers.
- ✅ Verify before Posting: Always scan the Upper Grid after applying a map to ensure dates and dollar amounts are in the correct columns.
- ✅ Consistency is Key: Use the same map for the same carrier every month to ensure your data remains standardized.
Still Need Help?
If you are having trouble getting a specific carrier's file to map correctly, our support team can provide a pre-configured template.