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Certificate Imports: New Company ID Column

Erol Ogunc
  • Updated

The new Company ID feature in the Certificate of Insurance (COI) 'Paid Import' template enhances the accuracy of certificate creation, particularly for companies with identical names in Prism. This improvement is especially valuable when importing certificates for multiple entities sharing the same name (e.g., different Comcast branches). By utilizing the Company ID, users can ensure that each certificate is precisely associated with the correct company entity in Prism.

 

How the Feature Works

  1. Updated Import Template:

    • A new optional "Company ID" field has been added to the 'Paid Certificates' import template.
    • This field allows users to create certificates for companies with identical names in Prism.

  2. Source of Company ID:

    • The Company ID should be obtained from the My Companies section in Prism.
    • Users can now use this Company ID on the Paid Certificates import template.

  3. Using Company ID:

    • When importing, enter the Prism Company ID (found in My Companies) in the "Company ID" field.
    • This ensures accurate association of certificates with the correct company, even when company names are identical.
    • Note: Use Prism-generated Company UUIDs in the "Company ID" field, not external IDs.

  4. External Key Field:

    • Continue to use the "External Key" field for IDs from external sources (such as Classic, Yardi, etc.).

  5. Import Process:

    • If a Company ID is provided, the system first attempts to match against this ID.
    • If no Company ID is provided, the system matches against the Company Name.
    • If the company data is not found in Prism, the certificate is not created, and an error is included in the Error File.

  6. Error Handling:

    • If company data is not found in Prism, an error will be generated:
      • For Company Name not found: "Company Name Error: [Co. NAME] does not exist."
      • For Company Name AND/OR Company ID not found: "Company Name/Company ID Error: [Co. NAME/Co. ID] does not exist."

 

Import/Export Information

  • The 'Paid Certificates' import template now includes an optional "Company ID" field.
  • Users should use Prism Company UUIDs in the "Company ID" field during import.
  • The "External Key" field should still be used for IDs from external sources (e.g., Classic, Yardi).

 

Troubleshooting and FAQs

  • Q: Why wasn't my certificate created during import?
    • A: If the company data is not found in Prism, the certificate won't be created. Check the Error File for specific details.
  • Q: What errors might I encounter?
    • A: You may see the following errors:
      • "Company Name Error: [Co. NAME] does not exist." (when Company Name is not found)
      • "Company Name/Company ID Error: [Co. NAME/Co. ID] does not exist." (when neither Company Name nor Company ID is found)
  • Q: Should I always use the Company ID field?
    • A: While it's optional, using the Company ID is recommended, especially for companies with similar or identical names, to ensure accurate certificate association.
  • Q: Where can I find the Prism Company UUID to use in the Company ID field?
    • A: You can typically find this in your Prism company database or by exporting company data from Prism. If unsure, consult with your system administrator or Prism support.

 

 

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