Setting up reconciliation workflows

Learn the process of setting up reconciliation workflows to effectively manage your lists against real-time data.

What is Reconciliation?

Reconciliation, or recon for short, helps you maintain an accurate and up-to-date list without overwriting or duplicating data, making it easier to manage changes while preserving data integrity.

Reconciliation in Drivetrain connects a list to a dataset and keeps it updated with incremental updates from the dataset.

This is invaluable for keeping your list data consistent with the data source—whether it’s employee records from your HRIS, vendor lists from your ERP, or other critical datasets.

Types of reconciliation

Drivetrain offers two types of reconciliation workflows to suit different data management needs:

1. Auto reconciliation

• How it works: Changes in the external dataset—such as additions, deletions, or updates—are automatically applied to the linked Drivetrain list without any intervention needed.

• Use case: Best for scenarios where maintaining data consistency is critical, and manual oversight isn't required, such as syncing a vendor database.

Note: Auto reconciliation does not imply continuous syncing. It means that when reconciliation is triggered (which happens a few minutes after the dataset is synced) , updates from the dataset are seamlessly applied to the list.

After the initial sync between a Drivetrain list and the dataset, subsequent auto-sync triggers ensure only incremental updates—such as new records or changes to existing records in the dataset—are added to the list.

For example:

• New rows added or existing rows updated in the dataset will sync to the list during reconciliation.

• Rows deleted from the list but still present in the dataset will not reappear in the list after reconciliation.

2. Permission-based reconciliation

• How it works: Changes from the dataset are displayed as cards, enabling users to review, accept, or reject each update before it is applied to the list.

• Use case: Perfect for sensitive data, such as headcount reconciliation, where every change—like new hires or employee exits—requires verification.

How to set up auto reconciliation

Follow the below steps, to ensure your list always stay in sync with the most recent and accurate data, saving time and ensuring consistency. We've used the example of a vendor list below.

1

Create a list

Start by creating a new list, for example, "Vendor Reconciliation."

2

Connect the dataset

• On the Vendor Reconciliation list page, click on the vertical ellipsis (⋮) on the top-right corner, and select Update from data.

You can also apply auto reconciliation to an existing list. In this case, the current list data will be replaced with the latest data from the dataset.

3

Select data columns

In the Update from data pop-up, choose the columns to import from the dataset such as a Google Sheet containing the vendor details. For example:

• Vendor Name

• Department

• Level 1 Account

• Level 2 Account

• Transaction Date

• Amount

4

Set key columns

Select the Match on columns (similar to the pivot keys concept) which uniquely identifies each record (i.e, row) in the dataset and list.

This is a crucial step and helps Drivetrain identify and sync updates accurately, ensuring that changes in your dataset are properly reflected in your list.

Selecting a combination of columns that does not uniquely identify each record displays an error.

Optionally, you can specify filters. For example, you ciould choose to only include rows from the dataset whose amounts are greater than 0.

5

Sync and save

• Once you’ve configured the settings, click "Save."

• The data will be imported into your list.

Note: this process might take a few minutes.

• Changes in the dataset—such as updates to vendor details, new vendors, or removed vendors—will automatically sync with the list.

  • New vendor added: If a new vendor is added to the dataset, the list will automatically include the new vendor after the next sync.

  • Vendor details updated: Changes such as updated amount for an existing vendor will reflect in the list.

  • Vendor removed: If a vendor is removed from the dataset, they will be deleted from the list during the next sync.

How to set up permission-based reconciliation

Permission-based reconciliation is ideal for scenarios that require manual review and approval of changes, such as tracking headcount movements.

This enables you to review and approve each change before it is applied to the list, ensuring greater control over sensitive data updates.

Currently, permission-based reconciliation requires a quick configuration by Drivetrain’s support team.

To enable this feature for your account, please contact your Drivetrain Customer Success Representative.

Once enabled, you’ll be able to review changes as cards and decide whether to accept or reject them before they are synced to your list. This process ensures that only verified updates are applied, giving you full control over your data.

FAQ

How can I reconcile changes between my list and dataset?

To reconcile changes between your Drivetrain list and a dataset, follow these steps:

1. Trigger the reconciliation process

   • Go to the list you want to reconcile.

   • Click on the vertical ellipsis (⋮) at the top right of the page and select "Update from Data."

2. Apply reconciliation settings

   • If you’ve set up auto reconciliation, changes in the dataset will automatically sync to the list without further action.
   • For permission-based reconciliation, review the changes presented as cards and accept or reject them individually.
3. Review changes

   • Ensure that all updates, such as new rows, modified records, or deletions, are accurate.

This process ensures that your list always reflects the latest updates from the external dataset while maintaining accuracy and control over your data.

How can I ensure that my list gets updated in line with the latest chart of accounts (CoA)? How can I keep my list, reports and models automatically updated with the latest CoA?

To keep your list aligned with the latest chart of accounts (CoA), you can set up auto reconciliation—jump to this section for the step-by-step instructions.

With this setup, any changes to your chart of accounts—such as new accounts added, updates to account names, or inactive accounts removed—will automatically reflect in your Drivetrain list, keeping it accurate and up to date.