Identifying Common User Eligibility File Errors

Modified on Thu, May 16 at 4:27 PM

This article describes the most common errors that people make when creating and uploading user eligibility files inside the Engagement Rx admin website. This article relates specifically to portals assigned with the user eligibility authentication type.

How to Avoid Common Errors for First-Time Eligibility File Uploads

  • The only cells in the spreadsheet that should be filled in are the column headers and the member data in the header columns. All other cells should be blank. In other words, be certain that there are no random characters or entries in any cells that are not headers or in the member data column.
  • User eligibility configuration requires two validation fields. Each of these fields must be populated in the spreadsheet for all members. Failure to provide data for both fields for a member will result in their inability to register for an account.
  • If you have a column that includes numbers, be sure to apply the “Text” format to the column. This is necessary because excel will automatically drop zeros at the beginning of any number when the cell is not set to the “Text” format.
  • The Engagement Rx system accepts the following gender types: Male, Female, TransMale, TransFemale, GenderQueer, NonBinary. 
  • Be sure to check for typos before uploading. The most common errors are in email addresses (for example, “.” Instead of “@”).

Tips for Future File Uploads

  • IMPORTANT: Be sure that each future uploaded file includes the ENTIRE eligible population at the time of the upload. Do not upload files with only additions. The system recognizes each file as containing all eligible members, and any members not included will be deactivated. This means that if you upload a file of 50 members in June, and then in July you want to add 5 members, the file in July should contain a total of 55 members.
  • Once you have successfully uploaded an eligibility file for the first time, the header columns and the data in all future eligibility files must be formatted exactly the same way or errors will occur. If you want to alter the components of the file, you must first reconfigure the user eligibility configurations for the portal and the uploaded file must be formatted to comply with the settings.

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