Introduction
Verification is used for automatic verification, invitation links, and profile population. Automatic verification and invitation links are excellent ways to quickly onboard users, and profile population will ensure that all users start with a partially filled in ACB profile, with clean data from your database.
There are two areas where you can upload verification data:
Though we have default settings for automatic verification, this may not align with the registration fields that are on your platform. Please contact a member of the Client Success Team via Monday.com to ensure that these verification rules are applicable to your platform.
Admins can upload Verification Data to enable Automatic Verification and make the user onboarding process quicker, and to ensure that user personal profiles are populated with base data when the user registers.
The written process is also available as a video at the bottom of the page (for the ACB method only).
Click or tap on any of the images in the guide to open them full size.
Uploading Using the Admin Dashboard in ACB
Used for automatic verification and profile population
Though you can still upload verification data in the Manage Area, and should do so in the case of creating invitation links, you are also able to upload these files with ACB.
You can upload verification data by creating and uploading .csv files within the Users tab of the Admin Dashboard.
Within the Verification Data tab, you will see the following toolbar at the bottom of the page, which you will use for uploading active user data.
The Download verification data template button will provide a .csv of all of the data fields that are available on the platform for admins to upload data for.
You will then want to cut down the template, to include only the fields that you will be uploading at this time. Alternatively (and recommended), you can use the template that the Client Success Team has created for you and uploaded to you Monday.com Live Support Board. The pulse is typically titled Verification Template.
With the template available, you can then start to populate your data file.
Some instructions/tips on creating and formatting these files:
You can review these instructions at any time by clicking on the ? icon:
Once your template is filled out and reviewed, you are ready to upload it. Below you’ll see an example of an Address update file:
Here is an example of a Verification file:
There are four stages to this process; Upload, Match, Repair, Complete. The first three are described in detail in the table below.
Upload
Click on the Upload verification data button.
This will open a pop-up for the file upload. You can either drag and drop the file in, or upload from your computer.
It will then ask you to confirm the row that contains the header:
Match
During the Match stage, you will need to review, amend and confirm the headers are matching the correct fields.
You simply need to check that the data key you entered in the file matches the field label that is appearing here.
Any fields that do not match a label will show an error icon:
You need simply to search within Look up matching fields and select the appropriate label.
If there are any values in a drop-down field that does not correlate, you can also amend the value that has been entered.
Optionally, you can click on Confirm mapping to accept them, but so long as they are all green, you can continue to the next stage.
If you click Ignore this column, data from this column will not be uploaded.
Repair
Now that the headers are all matched to labels, you can review the data that is being uploaded, in case it doesn’t conform to any formatting rules.
To see any records with issues, simply toggle on Only show rows with problems.
If there are any formatting errors, the row and data in question will be highlighted:
Otherwise, the window will show No data to display.
Click on Continue to complete your data upload.
You will be asked to confirm you are ready to submit.
Once you’ve said yes, it will confirm your Success!
You will be shown a summary of your upload in the bottom right corner of the page:
You can review and re-read the upload timeline by clicking on the Upload history button:
This will bring up a right-side panel summary of verification data files that have been uploaded in the past.
After refreshing, you will be able to see the new verification rows in the Verification Data table.
As users register against this data, they will disappear from this table and move over to the User Data tab.
Uploading Using the Manage Area
Used for invitation links, automatic verification and profile population
This guide will take you through uploading member records for the purpose of automatic verification.
How does Auto-Verification work?
When a user registers onto the service, if data has not been previously uploaded, they will have to wait until an admin manually verifies them. This can be a long delay for the user and may discourage them from wanting to access the service again. In order to automatically verify applicants, verification data is uploaded to the system by an admin. When a user applies for an account and fills in their information, the system will check that sufficient registration data has matched against the verification data uploaded.
Verification begins by generating an ‘initial set’ of potential matching records. This is done by looking up all records that “match” the first name, last name or unique ID entered by the user on registration. This can be a large number of records but ensures this reference set of data should encompass the record we are looking for.
Each potential matching record is then ‘scored’ by comparing each registration field against the data contained within that verification record. For each piece of data that matches, the score for that record increases and for each piece of data that is different the score decreases. Depending on the field, the increase/decrease can be small/large and in some cases, even allow for a small amount of leeway.
Text fields are compared case insensitively to ensure users do not have to enter their data exactly as it stands in your records. The points awarded to each piece of data is weighted based on how likely it is to be publicly known and how serious a value is perceived to be if wrong. For example a user should really know their date of birth so getting this wrong is penalised heavily.
If you are unsure what your current auto-verification rules are, or if you wish to amend them, please create a pulse on the Monday.com platform to discuss.
Preparing the Data
In order for a new user to be automatically verified, their data must first be uploaded to the system.
To create this data please refer to your Verification Data Import Template document. If you cannot find this template, please create a pulse requesting it on Monday.com to obtain a new copy.
Reviewing the Data
Once your data is ready to be uploaded, perform a thorough review of the data before beginning the process.
This review should include:
Reviewing your data before upload is essential as this data affects user experience and potentially shows on their profile, depending on your configuration settings. Our system primarily picks up on formatting errors within the required columns. If there are errors elsewhere (i.e. inconsistencies in spelling, misspellings, incorrect symbols) the system may not alert you that these exist.
Uploading the Data
To upload your data go to Upload Member Records in the Account Management section of the Manage Area:
Scroll down until you see the Upload the data in a CSV file section. To upload your file:
You will see a progress bar appear, allow it to finish.
Your file will now appear in a box at the top of the page in a new section named Processing Uploads. It will have the title Uploaded and a string of text will read “Awaiting automatic data validation, please wait for processing to begin…”
This is the system checking the data to ensure that it can successfully upload. If successful, the title will change to Processing, which means the data is uploading. At this point you can safely close the page if you wish.
Once the upload appears as being complete, refresh the page and scroll down. You will come to a section called Upload History, where you will see your successful upload. The users found within your data files will now be automatically verified when they attempt to create an account.
If the Upload Fails
If there is an error with your upload during the automatic data validation phase, then you will be shown an error message explaining why the upload has failed. Make the suggested changes to your file and attempt the upload again. If you require assistance understanding the error message, or have multiple failed uploads, then please ask for assistance on the Monday platform.
Please note that re-uploading the file will update the data of any users found within the file that have not yet registered for the service. Any users that have already registered will not be affected when re-uploading the file.
All error messages will explain the following:
If you require assistance understanding the error message, or have multiple failed uploads, then please ask for assistance on the Monday platform.
Who are Quick Sign Up Invitation links for?
Quick Sign Up Invitation links are for non-single sign on users who have already had their data uploaded to the system to enable automatic verification. Clicking on an Invitationlink will take the user to the Create Account page, with some of their details already filled out for them. Additionally Invitation links can be sent out quickly using the Mass Mailer.
How to generate Quick Sign Up links
Before you can generate an Invitation link, you must first ensure you have uploaded the user’s data. For instructions on how to do this, please see the Uploading Verification Data guide, which can be found by clicking here.
Once you have done this, you are ready to generate Invitation links.
1. Open the Mass mailer
Once you have done this, go to the Mass Mailer, which can be found in the Manage Area. Please be aware the Mass Mailer can take a few minutes to load, please do not refresh the page while it is doing so.
2. Select the data you wish to create Quick Sign Up Invitation links for
The Mass Mailer lets you select from various options, but for now all we’re interested in is generating the links. In order to do this click on Just Date and select the data you have recently uploaded. The page will begin to load the links. For larger records this can take several minutes; do not click on any other options while this is processing.
3. Download the links as a .csv file
A new page will load automatically. Ignore the email template section of this page for now. Click on download as CSV to export a list of all the Invitation links. Your .csv file will contain several fields.
The link found in the InvitationLinkFull field is the Quick Sign Up Invitation link. Test one of these links to ensure that they are working correctly. You are now ready to send the users their Quick Sign Up Invitation links.
If you wish to use the Mass Mailer to do this, please follow the Send Quick Sign Up Invitation Links Using the Mass Mailer guide. This can be found by clicking here.
Video (ACB method)
We also have a video on this particular function, if you would like to view the whole process from the start.
For any questions not answered in these guides, please contact the Client Success Team via your Monday.com Support board.