DV Platform Knowledge Base

A: Companies can be whitelisted on Organization Compare Access and Organization Verifier Access. 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 through our enhancement request form at Enhancement Request Form – DMS Data Validate (dms-datavalidate.com) or emailed to support@dms-datavalidate.com

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Q: How many users come with a subscription?

A: There are three Subscription Types:

Base (3) $89.39 monthly: Includes 3 organization admin users and unlimited company and organization verifiers.

Base (6) $119.39 monthly: Includes 6 organization admin users and unlimited company and organization verifiers. 

Platinum Elite 10+: Cost based on Number of Seats with minimum of 10. Includes organization admin users and company admin users up to seat selection and unlimited company and organization verifiers. 

Please email sales@dms-datavalidate.com or support@dms-datavalidate.com for more extensive pricing information.

Should you have the need for additional users beyond the elected number of seats, please contact sales@dms-datavalidate.com or support@dms-datavalidate.com for additional pricing information.

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

A: An admin user has full functionality including compare creation.  A verifier user only has access to a specific company(s) 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.

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Q: Will the Platform save my work if my session times out?

A: No. The timeout window is set for 18 minutes and any work not currently saved will be lost if session times out.

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Q: My dates look the same when I compare but one is showing with this format yyyy-mm-ddTHH:MM:ssZ in my discrepancy report. Why are they showing as discrepancies?

A: This format is known as an ISO formatted date time and is read in as a string instead of a date even though the look and format in the import files show as a date. To correct this, add another column and insert this formula: =TEXT(A1,”MM/DD/YYYY”) where A1 is the cell with the date. Apply this to both date data points or convert the new column to a Date Format. The formula result is a string.

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Q: Can I customize the email for the verifier and the auditor?

A: No, at this time, only system generated emails are available that pull specific data from the audits. However, this is being considered for a future enhancement.

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Q: Can I use a masked social security number as a data point?

A: Yes, you can use a masked social as a data point. However, best practice is to NOT use a masked social as the only unique identifier (UI). The masked social as the only UI has the potential to return an increased number of missing discrepancies.

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Q: My baseline file has a masked social, but my secondary has a full social. Do I have to manually format the social in the secondary file to match the baseline file?

A: No, the Platform has built in functionality that determines if a social security number is masked and then will grab the last 4 numbers from each file for comparison.

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Q: For the masked social, does the Platform look at a specific masked pattern to determine if the value is a full social or a masked social?

A: Yes, the Platform looks for 4 key characters (x, X, -, *) to determine if the social is masked. Any other character will result in the masked social not being handled correctly. Some examples of the masked social:

xxx-xx-1234
*****1234
***-**-1234

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Q: Can I use a concatenated First Name and Last Name like this “Smith, John” in my audit?

A: Yes, a full name as a single column can be used in the audit. However, it is best practice NOT to use this data point as part of the unique identifier(s).

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Q: In the discrepancy and missing tables, it shows First Name and Last Name, but my files do not have separate columns for First and Last Name, only a column with the full name. How will I know who the discrepancy belongs to?

A: Both discrepancy and missing tables found throughout the Platform will now show the full name if the first and last name are not separated into two columns.

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Q: My baseline file has a suffix in the last name, but my secondary file does not. Do I have to manually strip the suffix?

A: No, the Platform has built in functionality to remove a suffix from the last name based on a pre-determined set of suffix keywords.

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Q: What are the suffix keywords?

A: The suffix keywords are Jr, Sr, II, III, IV, V. This includes all variations of upper and lowercase.

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Q: My baseline file has a hyphen in the last name, but my secondary file does not. Do I have to manually strip the hyphen?

A: No, the Platform has built in functionality that strips all non-alphanumeric characters such as spaces or hyphens from a last name.

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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. Column headers are required in the first row. If unable to determine what the issue is, please reach out to support@dms-datavalidate.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
member 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 is an excel tab name limitation. Anything beyond 31 characters will result in an error message and prevent advancing to the next step.

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Q: What do I do if my files contain the 4 digit extension for zip codes?

A: The Platform automatically strips the 4 digit extension in a zip code when the data point / column header is named Zip or Zip Code.

Any other naming convention will result in discrepancies.

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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.

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Q: Can I use a masked social security number as a data point?

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Q: My baseline file has a masked social, but my secondary has a full social. Do I have to manually format the social in the secondary file to match the baseline file?

A: No, the Platform has built in functionality that determines if a social security number is masked and then will grab the last 4 numbers from each file for comparison.

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Q: For the masked social, does the Platform look at a specific masked pattern to determine if the value is a full social or a masked social?

xxx-xx-1234
*****1234
***-**-1234

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Q: Can I use a concatenated First Name and Last Name like this “Smith, John” in my audit?

A: Yes, a full name as a single column can be used in the audit. However, it is best practice NOT to use this data point as part of the unique identifier(s).

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Q: My baseline file has a suffix in the last name, but my secondary file does not. Do I have to manually strip the suffix?

A: No, the Platform has built in functionality to remove a suffix from the last name based on a pre-determined set of suffix keywords.

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Q: What are the suffix keywords?

A: The suffix keywords are Jr, Sr, II, III, IV, V. This includes all variations of upper and lowercase.

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Q: My baseline file has a hyphen in the last name, but my secondary file does not. Do I have to manually strip the hyphen?

A: No, the Platform has built in functionality that strips all non-alphanumeric characters such as spaces or hyphens from a last name.

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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. DMS System Administrator mapping is also available. Please contact support@dms-datavalidate.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?

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Q: Can I map data on a merge data point?

A: Yes, mapped data can be added to a merge data point to show in the export files. The Source value is the original data from the baseline or the secondary file while the Target value is what the original data is changed to. The duplicate Source value restriction still applies. This means that the source value must be unique and can not be repeated in the same mapping. Target values may be duplicated.

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Q: Do I have to map address abbreviations such as road and avenue?

A: No. The platform has internal mapping for address full name and abbreviations for approximately 190 commonly used abbreviations currently found in US addresses. Automatic mapping will only apply when the data point name/column header is one of the following:

Address
Address 1
Address 2
ADDRESS LINE 1
ADDRESS LINE 2
Street Address
Address

Any other naming convention will result in discrepancies.

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

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Q: My dates look the same when I compare but one is showing with this format yyyy-mm-ddTHH:MM:ssZ in my discrepancy report. Why are they showing as discrepancies?

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.

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Q: Is there a select all feature for the Verify Missing Data step?

A: Yes, there is an INCLUDE ALL button that will select all entries in the Verify Missing table

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Q: How do I assign a verifier to an audit?

A: A verifier can be assigned to an audit from the VERIFIER DETAILS section from either the Verify Discrepancy step or the Verify Missing Data step. To assign, select edit and then select an available user from the dropdown menu.

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Q: Who can I assign as a verifier for my audit?

A: An audit can be assigned to anyone who has access to the company and only to users with same level access. For example, a Company Admin user can only assign an audit to other Company Admins or Company Verifiers within the same company. An Org Level user can assign to other users within the same organization and all company level users.

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Q: Can I resend the verifier email again?

A: Yes, a verification email can be re-sent as long as the audit has not been completed. Once completed the option is no longer available. To resend a verification email, select edit in the VERIFIER DETAILS section from either the Verify Discrepancy step or the Verify Missing Data step. Click the RESEND button to resend the notification email to the assigned verifier.

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Q: Can I assign the audit to a different verifier If I have already assigned to another?

A: Yes, a verification email can be sent to a different verifier as long as the audit has not been completed yet.

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Q: Will I get an email when the verifier has completed the audit verification?

A: Yes, the auditor will receive a notification email that the assigned verifier has completed the verification process and has advanced to Step 8 – Complete.

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Q: Can I customize the email for the verifier and the auditor?

A: No, at this time, only system generated emails are available that pull specific data from the audits. However, this is being considered for a future enhancement.

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Q: I’m a Company Admin user, can I assign a verifier for an audit to a user at the Organization Level?

A: No, an audit can only be assigned to anyone who has the same level access as the auditor and any level below. For example, a Company Admin user can only assign an audit to other Company Admins or Company Verifiers within the same company. An Org Level user can assign to other users within the same organization and all company level users.

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A: Both discrepancy and missing tables found throughout the Platform will now show the full name if the first and last name are not separated into two columns.

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Q: Is there an option on the Verify Missing Data page to select or deselect all the issues?

A: Yes, there is an option to Include All or Exclude All.

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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: 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: How do I read the Discrepancies tab in the Discrepancy Report?

A: The Discrepancies tab in the Discrepancy Report contains records where there is a match on the unique identifier between the baseline and the secondary file. In the example below Sebastian Garrafa was matched between the two files with the unique identifier but a mismatch was found in the gender. The member is showing with M in the baseline but has F in the secondary file. The discrepancy tab will ONLY contain members who have a corresponding matched unique identifier between both files but a discrepancy in the comparison data points.

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Q: How do I read the Missing Data tab in the Discrepancy Report?

A: The Missing Data tab in the Discrepancy Report contains records where there is NO match on the unique identifier between the baseline and the secondary file or there are duplicate unique identifiers in one or both the files. Since no match can be found, no further comparison is done with the remainder of the data points. Listed below, there are 3 examples of why an entry will appear on the Missing Data tab. The first record Christopher Smith is a member who was found on the baseline file but is missing from the secondary based on his unique identifier. The second record Ann Marie Duck appears due to a misspelling of her first name which was used as a data point in the unique identifier. The third record Theresa Lanier’s unique identifier was found between both files but the secondary file contained multiple unique identifiers for this member and the system does not know which is the correct one. This scenario will always include a value in the Duplicate Unique Identifier Row.

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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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Q: Can I rename my column names in the export files?

A: Yes, the data point column names can be renamed and saved during the export process as well as reordering,

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Q: Can I reorder my column names in the export files?

A: Yes, the data point column names can be reordered and saved during the export process as well as renaming.

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Q: What data points can I reformat?

A: Currently, only the social security number can be formatted with or without dashes. The format option will only be available if one of the following key words is present:

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

If the data point is renamed to one of the above from a non-key word, the format option will be made available. For example, the data point is renamed from subscriber # to ssn. The subscriber data point will NOT show a reformat option until the name is changed to ssn.

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Q: What is the logic for how the columns are listed under the reordering and renaming section?

A: The default order will be the order that the columns appear in the original source file, and then for merge data points, the order the columns appear from the original merge file.

Merge Assistance

Q: Can I merge two files without comparing?

A: Yes, it is possible to merge two files without comparing data points provided that corresponding unique identifiers between files are present.

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Q: How do I select the data point to be merged only and not compared?

A: In the corresponding file dropdown, select [merge] to indicate that you would like to include this in the export file. The [merge] serves as an indicator that there is no corresponding data point for comparison and should be included in the export file.

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Q: Can I map data on a merge data point?

Template Assistance

Q: How do I create a template?

A: For data points template, select all desired data points for comparison and/or merge as well as the unique identifier(s). Add a name to the template and click SAVE. For export templates, rename, reorder, and/or format data points. Add a name to the template and click SAVE CUSTOMIZATION.

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Q: How do I reuse a template?

A: For data points template, select the desired template from the drop-down menu. Only applicable templates will appear. For export templates, first select the file to export and then select the desired template from the drop-down menu. The applied template will automatically select the data points and unique identifier(s) for the data points template and the customization for the export templates.

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Q: I created a template based on selected data points, but it is not available in my drop-down menu.

A: A template will only be available if the data points from the import files and the import order match the data points in the template.

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Q: Where can I find all my created templates?

A: The templates are saved to a Templates Library and can be accessed through the drop-down menu TEMPLATES under the company menu.

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Q: Can I save or move my templates to my organization?

A: Yes. A template can be shared with the organization for use with other companies.

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Q: Can I share my templates with another company?

A: No. Templates are created and saved at the specific company level and cannot be shared with other companies.

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Q: Can I edit my templates?

A: Template names can be edited, and the template can be deleted from the Templates Library. However, the data points selected, and the customization for the template is locked and cannot be changed.

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added to our DV Platform?

Submit your request via our online Enhancement Request Form

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