Retrieve: Automatic Statement Retrieval

🧠 Retrieve automatically logs into your carrier portals and downloads commission statements directly into ComTrack — no more manual downloads.

This guide walks you through setup, statement types, 2FA configuration, scheduling, and file management.

Step 1: Understanding the Retrieve Table

When you open the Retrieve tab, you’ll see a table listing all carriers that support Retrieve.

• Green rows = fully tested and ready to use.
• Yellow rows = not fully tested (may work, but could error).

To enable Retrieve for a carrier:

1. Enter your username and password.
2. Click Save — this locks in your credentials.
3. Check the Activate box to enable retrieval.

⚠️ You can’t activate Retrieve for a carrier until credentials are saved.

Step 2: Running Retrieve

Once your credentials are saved, click Run to start retrieval.

Before you run:

• Choose your date range:
  • Last 30 / 60 / 90 days
  • Or set a custom range (e.g., “From Jan 1 to Today”)

This determines which statements ComTrack will attempt to pull.

Step 3: Understanding Statement Types

There are three statement types in Retrieve:

1. Defined

• Published for a fixed period (week or month).
• Once posted, it’s final and unedited.
• ✅ Preferred type — easiest and most reliable.

2. Custom

• Generated by entering your own start and end dates.
• Avoid overlapping date ranges (e.g., 4/1–4/30 and 4/25–5/5), as duplicates will appear in ComTrack.
• Use Defined statements whenever possible.

3. Rolling

• Carriers like Aetna MA, Heartland National, and UnitedHealthcare update statements throughout the month.
• Example:
  • Aug 5 statement: 10 rows
  • Aug 25 statement: 30 rows (includes the original 10)
• To prevent duplicates, ComTrack automatically rejects Rolling statements for the current month.
  You can upload them manually after the month ends.

Step 4: 2FA (Two-Factor Authentication)

Some carriers require 2FA. You’ll see the 2FA type in the Retrieve table:

• Blank = No 2FA required ✅
• Email = Code sent by email
• SMS = Code sent by text

Tip: When possible, choose email 2FA. It’s simpler and fully automatable.

Email 2FA Setup

You have two options:

Option 1 – Dedicated ComTrack Email (Most Reliable)

• We provide a unique ComTrack email address.
• Register this email inside each carrier portal.
• When carriers send 2FA codes, ComTrack receives them automatically and forwards a copy to you.

⚠️ This takes longer to set up (you must register the ComTrack email manually in each portal).

Option 2 – Connect Your Email (Gmail or Outlook)

• Sync your Gmail or Outlook account with ComTrack.
• ComTrack automatically creates filters and labels (e.g., Commission Connector).
• Any incoming 2FA emails or commission attachments labeled “Commission Connector” will:
  • Be processed as 2FA codes.
  • Have attachments digested automatically.

You can manually add filters if needed:

From: accounts@cigna.com
Label: Commission Connector

SMS 2FA Setup

For carriers that only use SMS (like UnitedHealthcare and Oscar):

1. Verify your phone number in ComTrack.
2. Click Generate Phone Number — this creates a dedicated forwarding number.
3. Register that number in the carrier portal.
4. When the carrier sends a 2FA code:
   • It goes to your ComTrack number.
   • ComTrack forwards a copy to your phone.

Optional:
If you use RingCentral or another VOIP, you can forward your existing 2FA messages to ComTrack’s number — but that’s for power users only.

Step 5: Reviewing Retrieved Files

Once Retrieve runs, you’ll see all downloaded files in the list.

For each file, you can view:

• File name and preview
• Retrieval date
• Status: Digested, Duplicate, Not Recognized, or Rejected

You can also connect cloud storage (Google Drive, OneDrive, or Dropbox).
When a file is retrieved, ComTrack can automatically upload it to your chosen folder.

Step 6: Scheduling Automatic Retrievals

You can schedule Retrieve to run automatically.

Example Schedules:

• Monthly:
  Every 1st day of the month, get files from the past 31 days (recommended).
  → On Oct 1, it pulls all of September.
  → On Nov 1, it pulls all of October.
• Twice Monthly:
  1st and 3rd Monday of each month → past 14 days.
• Weekly:
  Create 4 schedules (once per week) → past 7 days each time.

After configuring, click:

1. Select All
2. Save Schedule
3. Confirm Schedule

You’ll see your scheduled tasks listed once saved.

Step 7: Monitoring Status and Errors

After running Retrieve:

• Fetching = ComTrack is pulling statements
• Invalid Credentials = Wrong username/password
• No Files = Nothing available to download
• 2FA Not Found = You haven’t configured email or SMS routing correctly

Once files are retrieved, they’re visible both in Retrieve and File Management.

Step 8: Managing Retrieved Files

In File Management, you can see:

• Source (Retrieve, Drag & Drop, Email, Zapier)
• File name
• Carrier(s)
• Total commission sum
• Row count
• Date processed
• Digest status

Summary

Retrieve automates your commission statement downloads, saving hours of manual work.
Once configured with credentials, 2FA, and a schedule — ComTrack will keep your data flowing in automatically.

Next Step:
After Retrieve finishes, your data will appear on the All Time Data page, ready for review and reporting.