All Collect files are processed when they are received. Ops Team generally checks the S3 bucket every 15 minutes and will update the status on the SA + TVA Ops Monthly Tasks board once the data has been received.

To determine if a file was received, check the Status column on the SA + TVA Ops Monthly Tasks board.  
The Status column shows what data is needed and if we have received it:

• If a task status is “Waiting on [Data Type]”, [Data Type] Not Received”, or “Dealer Unresponsive” then we have not received the data or a file that was received was invalid and we reached out to the dealer about it.
  • If you see one of these statuses, look in the Updates for the item.  If we received an invalid file (missing data) and reached out to the dealer, a copy of the email will be placed there.  If there is no communication, then no file has been received.
  • Dealer Unresponsive means it has been over a month since we received data from the dealer last.
• If a task status is “Done” or “DMS Done” the file was received and processed.
• If a task status is “CSL/Dealer Stuck”, check the Updates for a note regarding the issue.

Other important columns to look at include:

• The P. Month column shows what month(s) of data we currently need.

• The Done Date column (towards the far right) shows the date of the last time we received this file from the dealer.
  • If the task status is “Done” or “DMS Done”, then the Done Date reflects when we received the files for the current processing month(s) as found in the P. Month column.
  • If the task status is “Waiting on [Data Type]”, [Data Type] Not Received”, or “Dealer Unresponsive”, then the Done Date reflects the last time we received data for previous processing month(s).
  • If the Done Date is empty, the dealer has not turned in data since Onboarding.

What if the dealer says they uploaded a file but the Monthly Task Status still shows as “Waiting on [Data Type]” or “Dealer Unresponsive”?

First, check the task item Updates to see if there is a copy of email communication regarding a file that was incomplete/incorrect.  

• If there is a copy of an email in the Updates stating the file was incorrect or incomplete, copy that message and send it back to the dealer, informing them that our Ops Team reached out previously about an incorrect file.  They will need to upload a revised file.
• If there is not a copy of an email in the Updates, kindly inform the dealer that we did not receive the file.  Ask the dealer to upload the file again and send you a screenshot of the upload confirmation (see below).

Common Upload Site Errors

Often times, when using upload.clarivoy.com, a dealer may fill out the form and choose a file to upload, but then forget to click the Send Files button at the bottom of the page.  If the dealer does not click Send Files and receive a confirmation message stating “Success!  Files uploaded to Clarivoy.” then the files were not sent!!

Upload Site Confirmation Screenshots

Complete Upload:

Incomplete Upload: