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Mapping Data

Mapping is the process of telling Commission Tracker how to read your carrier statements. A Data Map links columns from your raw file (the Lower Grid) to the corresponding policy fields in the system (the Upper Grid). Saved maps are reused automatically on future imports from the same carrier.

💡 Why Use This

Use Data Mapping when:

  • Setting up a new carrier import — Create a map once and the system remembers it for every future import from that carrier.
  • The carrier changed their file layout — Edit the existing map to realign column headers without rebuilding from scratch.
  • You need to handle agent or client name variations — The mapping tool includes built-in formatting logic for single-column and split-column name formats.

🗺️ How to Access

The Mapping interface opens automatically during a Create Policies or Import Carrier Statement session when you click Add Map.

Mapping Interface

How Mapping Works

Component Description
Lower Grid Displays raw data exactly as it appears in your imported Excel or CSV file.
Upper Grid Represents the data as it will be saved into Commission Tracker.
The Map The set of rules that copies data from the Lower Grid to the Upper Grid.

Creating and Managing Maps

Add a New Map

  1. Click Add Map. The name defaults to the Carrier Name, but you can customize it for specific statement types.
  2. For each Policy Field Name, select the corresponding column header from your raw file using the dropdown menus.
  3. Click Save to apply the rules.

Map More Columns for Better Accuracy

You don't have to map every field, but mapping additional data (such as Policy Type or Carrier) improves accuracy and reduces the number of corrections needed after import.

Editing or Deleting Maps

  • Edit Map — Select an existing map from the dropdown to modify it.
  • Delete Map — Removes the mapping rules but does not delete data that has already been copied to the Upper Grid.

Editing a Map Overwrites Manual Changes

Re-applying or editing a map re-copies data from the Lower Grid. Any manual edits you made in the Upper Grid using the Edit Policies button will be overwritten. Make all map changes before manually editing individual rows.

Handling Agent and Client Names

Agent Name Formatting

  • Primary Agent Name In Single Column — Checked: Use when the name appears as "John Doe" or "Doe, John" in one cell. The system automatically splits these into First and Last name fields.
  • Primary Agent Name In Single Column — Unchecked: Use when 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 in the file.
  • Client Name In Single Column — Unchecked: The system combines separate First and Last name columns into a "Last, First" format automatically.

Important Rules

  • Manual Priority — Data entered via Edit Policies takes priority over mapped data, but re-applying a map will overwrite those manual changes.
  • Locked Fields — Some fields (such as Policy Number) are set by the system during the matching process and cannot be changed through the mapping tool.
  • Mapping Persistence — Saved maps are stored in the system. The next time you import from the same carrier, select the map from the dropdown to instantly populate your data.

🔧 Troubleshooting

The map is populating the wrong columns after a carrier changed their file layout. Click Edit Map and reassign the column headers to match the new layout. Do not delete and recreate the map — editing preserves any custom settings already configured.

Manual edits in the Upper Grid disappeared after I applied a map. This is expected behavior — applying a map re-copies data from the Lower Grid and overwrites manual entries. Make all mapping changes first, then edit individual rows as needed.

The agent name is importing as one field instead of splitting into First and Last. Check the Primary Agent Name In Single Column checkbox setting in the map. If the name is in a single cell (e.g., "Jane Smith"), enable the checkbox. If the file has separate first and last name columns, uncheck it.

Need help? Contact support@commission-tracker.com