Avoiding Data Loss When Uploading
Status ‘U’ Records
Background
When uploading a file to EvaluationWeb®, the Status ‘U’ (for Update) is used for client records that have
already been saved to the EvaluationWeb database but which need to be updated with new data. That
is not new, but what you may not know is that uploading a Status ‘U’ record triggers an overwrite
function, not an additive function. Understanding this distinction is important in order to avoid
unintentional data loss when uploading.
Overwrite vs. Additive Functionality
When a Status ‘U’ client record is uploaded and committed, the information in the record is not simply
added to the corresponding record in the database. Instead, the system removes the database record
and replaces it with the record from the upload file. In other words, the existing database record is overwritten with the record from the upload file, so the existing record no longer remains.
Warning Messages
EvaluationWeb has a new set of file upload warning messages for Partner Services and Client-level RRA
data files. (See the end of this document for the full text of each warning.) You will receive one of these
warnings in the File Process Report (FPR) if ALL of the following are true:
 You upload and attempt to commit a Partner Services or Client-level RRA file.
 The file contains one or more Status ‘U’ records.
 At least one Status ‘U’ record contains less data than the corresponding record in the database.
For example, you would get a warning if a client’s record in an upload file contains only one Risk Profile
but the same client’s record in the database contains two Risk Profiles. Committing this upload record
will remove both Risk Profiles from the database and replace them with the single Risk Profile from the
upload file. You would not want this if you are just trying to add data to the client’s database record.
However, in some circumstances, you may intend to do this, for example, if one (or both) of the
database Risk Profiles had been added to the database by mistake.
What Do I Do?
If you upload a Status “U” record and receive one of these warnings, consider whether your intention is
to add new information to an existing database record or rather to remove all or part of that record.
Then, take one of the following actions as appropriate:
 To add new data to a record — Abandon the uploaded file, and then return to your local
database. Export your client records again, but for the status ‘U’ records in question, include the
entire client record in the export file, not just the new data. Then upload the file again. You
should no longer see a warning on the FPR for the records.
 To remove all or part of a record. Commit the upload file record as is. You will no longer see
some of the client’s data that had been previously saved in the database, but this may be your
intention in some circumstances, as mentioned above.
©2014 Luther Consulting, LLC
Text of Warning Messages
Warning
Number
979
980
981
982
983
984
985
986
987
988
989
990
Warning Text
You have reduced the number of Index Info nodes for this client. This will delete any
parts of the existing record that are not in the current file.
This client’s record has more Index cases in the existing database than in the upload
file. Committing the file as is will delete the cases from the database that are not in
the upload file.
This client’s record has more Index sessions in the existing database than in the
upload file. Committing the file as is will delete the sessions from the database that
are not in the upload file.
This client’s record has more Index partner elicitation sessions in the existing
database than in the upload file. Committing the file as is will delete the elicitation
sessions from the database that are not in the upload file.
You have reduced the number of Partner Info nodes for this client. This will delete
any parts of the existing record that are not in the current file.
This client’s record has more Partner exposure notifications in the existing database
than in the upload file. Committing the file as is will delete the notifications from the
database that are not in the upload file.
This client’s record has more Partner referrals in the existing database than in the
upload file. Committing the file as is will delete the referrals from the database that
are not in the upload file.
This client’s record has more Partner sessions in the existing database than in the
upload file. Committing the file as is will delete the sessions from the database that
are not in the upload file.
This client’s record has more Risk Profiles in the existing database than in the upload
file. Committing the file as is will delete the Risk Profiles from the database that are
not in the upload file.
This client’s record has more Attempts to Locate in the existing database than in the
upload file. Committing the file as is will delete the Attempts to Locate from the
database that are not in the upload file.
This client’s record has more Risk Profiles in the existing database than in the upload
file. Committing the file as is will delete the Risk Profiles from the database that are
not in the upload file.
This client’s record has more enrollments in the existing database than in the upload
file. Committing the file as is will delete the enrollments from the database that are
not in the upload file.
Questions?
If you have any questions about avoiding data loss during file uploads, we would like to hear from you!
Luther Consulting Support Services contact information:
 1-866-517-6570, option 1 (8:30 am to 5:30 pm ET)
 [email protected]
Avoiding Data Loss When Uploading Status ‘U’ Records
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