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Bulk Rep Reassignment User Guide

Introduction


Table of Contents

Locating Reports

Click on images to expand them.


This section provides instructions on reassigning reps to different clients in bulk.


Step 1: Navigate to one of the Change rep domains.

  • Administration> List Domains> Change Rep – Account Process Level
  • Administration> List Domains> Change Rep – Client Process Level


Step 2: Select the rep code, or rep codes you would like to edit.

Are you missing required report columns?

If the appropriate columns are not visible to use the "customize report" button to add the necessary columns. Enter the following columns from left to right.



  1. Process Level (Client or Account)
  2. Client Last Name
  3. Client SSN
  4. Account (Only Applicable when running by Account Level)
  5. Current Rep
  6. Rep Code To Process (New Rep Code to Add or Replace, Same to Remove)
  7. Process Type (Add, Remove, or Replace)




Step 3: Click the Export menu and select (XLS)-Current Fields from the drop-down list.

(XLS) All Fields

If you select (XLS)-All Fields, you MUST remove rows that you DO NOT want to process.




Step 4: Open the spreadsheet in Excel and update the remaining rows with any changes.

Step 5: Add any new line items.

Step 6: In the Process Type column, enter either “Add,” “Remove,” or “Replace.”

 

  • Add- This process type tells the system to add the information in the row as a new entry.
  • Remove-This process type tells the system to remove the information in the row.
  • Replace-This process tells the system to replace the existing information with an update.



Step 7: Save the file as a .CSV, NOT as an .XLS file and close Excel.


Mac Users

  1. Launch Finder
  2. Locate your file.
  3. Click on the file name twice (slower than a double-click)
  4. Change .CSV to .RCG.
  5. An alert will appear. Click Use .RCG to confirm the change.




Step 8: Change the extension from .CSV to .RCG.

Windows Users

  1. Launch File Explorer
  2. Click the View tab at the top of the window.
  3. Make sure File name extensions is checked on.
  4. Locate your file.
  5. Right click and select to Rename
  6. Change .CSV to .RCG
  7. Hit the Enter key to save your changes.


Click on New and select Upload file from the dropdown list.

Click on Add File(s) and select the file you want to upload.

Click Start Upload. Rep reassignments will be processed.

Note: if SSN/TIN does not match requested changes will be ignored.





Navigate to the load report to check that all changes were successful.

 

Administration> Reports> Load Report

 

NOTE:

  1. Process: # of items to be processed from the load
  2. Errors: # of errors (Did not process)
  3. Warnings: # of warnings (Processed with caution(s))
  4. Inserted: # of records added
  5. Updated: # of records replaced
  6. Deleted: # of records removed
  7. Execute: Time to process the request

The Process

Click on images to expand them.


This section of the guide defines the process flow 

ChoiceDescription
Client Process TypeIf you select “client” as the process level, then, the system will search for the client using "Client SSN" and "Current Rep".
Account Process TypeIf you select “ Account, the system will search for the account using “Account”.
Add

Allows the ability to add a rep code to a client folder and subfolder. Write ADD in the Process Type column on the CSV file prior to converting to an RCG.


Client:

  • If the system finds a client folder, it adds in the rep code you entered into the .RCG file. The system records this change by adding an entry to the client folder notes history. (Rep Added: "Rep code to process")
  • If the system does not find a client folder, it skips the row and adds an entry to the error log.


Account:

  • If the account and client subfolder is found, the rep code is added to the client folder and subfolder and an entry is added to the client folder and subfolder Notes History. (Rep Added: "Rep code to process")
  • If the account or client subfolder are not found, an entry is made to the error log and the row is skipped.
Remove

Allows the ability to remove a rep code from a client folder and subfolder. Designate REMOVE in the Process Type column on the CSV file prior to converting to an RCG. The system searches for a client subfolder with "Rep code to process"

By Client Logic

  • If the client subfolder is found and there are multiple Reps on the client subfolder folder then "Rep code to process" is removed from the client subfolder and add entry in client subfolder Notes History (Rep removed: "Rep code to process")
  • If the client folder is found and a single rep is on the client folder, an entry is made to the error log and the row is skipped.
  • If the client folder is not found, an entry is made to the error log and the row is skipped.

By Account Logic

  • If the client subfolder is found and there are multiple Reps on the client folder then the "Rep code to process" is removed from the client subfolder and from the client folder and an entry is added in the client folder and subfolder Notes History (Rep removed: "Rep code to process")
  • If the Account is empty, an entry is made to the error log and the row is skipped.
  • If the client subfolder folder is found and a single Rep is on the client subfolder, an entry is made to the error log and the row is skipped.
  • If the client subfolder is not found, an entry is made to the error log and the row is skipped.

Replace

Allows the ability to replace (change) a rep code from a client folder and/or subfolder. Designate REPLACE in the Process Type column on the CSV file prior to converting to an RCG.


By Client Logic

  • If client folder is found, replace "Current Rep" on the client folder and all client subfolders with the value from "Rep code to process" and an entry is added to the client and subfolder folder Notes History (Rep change - from Rep: "Current Rep" to Rep: "Rep code to process")
  • If the client folder is not found, an entry is made to the error log and the row is skipped.


By Account Logic

  • If the client is found by account number, replace "Current Rep" on the client folder and client subfolder with the value from "Rep code to process" and an entry is added to the client and subfolder folder. Notes History (Rep change - from Rep: "Current Rep" to Rep: "Rep code to process")
  • When an update on the client subfolder is done, a check is run to determine if all client subfolders with account numbers within this client folder have a "Rep code to process"
        • If yes, then "Current Rep" on the client subfolders without account numbers is replaced (e.g. General subfolder) with the value from "Rep code to process" and an entry is added to the client folder Notes History (Rep change - from Rep: "Current Rep" to Rep: "Rep code to process")
        • If the Account is empty, an entry is made to the error log and the row is skipped.
        • If the client subfolder is not found, an entry is made to the error log and the row is skipped.
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