If/Then Rules Guide – ComTrack

The If/Then Rules feature in ComTrack lets you automatically transform and calculate your commission data based on conditions you define. Rules follow this simple format:

IF [conditions are met] THEN [perform these actions]

Example:

IF Carrier = "BCBS TX" AND Sub Line = "Med Adv"
THEN Agent Payroll = "200"

Rule Basics

Every rule has two main parts:

Conditions (IF) → What must be true for the rule to run
Actions (THEN) → What happens when conditions are met

You can also use:

Operators (equals, greater than, contains, etc.)
Formulas (math or text operations)

Rule Structure

Rules live inside your account hierarchy:

Organization
└── Case
    └── Rule Folders
        └── Rules
            ├── Conditions (IF)
            └── Actions (THEN)

Fields You Can Use

You can build rules using the fields in your commission data.

Agent Information

Field	Type	Description	Example
`agent_name`	Text	Agent's full name	John Smith
`agent_id`	Text	Unique agent identifier	AG001
`agent_split`	Number	Commission % split	50
`agent_payroll`	Number	Calculated payout	15000

Client Information

Field	Type	Description	Example
`client_first_name`	Text	Client's first name	Jane
`client_last_name`	Text	Client's last name	Doe
`client_full_name`	Text	Combined full name	Jane Doe

Policy Information

Field	Type	Description	Example
`carrier`	Text	Insurance company name	Blue Cross Blue Shield
`policy_number`	Text	Policy identifier	BC123456789
`plan`	Text	Insurance plan name	Silver PPO
`line`	Text	Line of business	Health

Financial Information

Field	Type	Description	Example
`premium`	Number	Monthly premium amount	25000
`commission`	Number	Commission amount	2500
`comp_rate`	Number	Commission rate percentage	1000

Condition Operators

Text Operators

Operator	Description	Example
equals	Exact match	carrier equals "Aetna"
not equals	Not equal	carrier not equals "Unknown"
contains	Contains text	agent_name contains "Smith"
starts with	Begins with text	policy_number starts with "BC"
is empty	Field has no value	client_middle_name is empty

Numeric Operators

Operator	Description	Example
is greater than	Greater than	premium > 100
is less than	Less than	commission < 0

Date Operators

Operator	Description	Example
before	Date is before	effective_date before "01/01/2024"
after	Date is after	statement_date after "01/01/2024"

Action Formulas

You can define what happens when conditions are met using formulas:

Static values: "ABC", "123"
Field references: <premium>, <agent_name>
Math: <commission> * .30

Using Variables (Field References)

When writing Action Formulas, you can dynamically reference data from the same row using variables — also known as field references.
These are enclosed in angle brackets (< >) and automatically pull values from your commission data.

Example

THEN agent_payroll = <commission> * 0.8

This sets Agent Payroll to 80% of that record’s Commission value.

You can combine multiple variables in the same formula:

THEN note = <carrier> || ' - ' || <plan_type> || ' (' || <agent_name> || ')'

Available Variables

<agent_name>
<agent_id>
<agent_npn>
<statement_date>
<client_full_name>
<client_first_name>
<client_middle_name_initial>
<client_last_name>
<carrier_member_id>
<policy_number>
<effective_date>
<prior_plan>
<termination_date>
<termination_reason>
<sub_line>
<plan_type>
<member_state>
<member_county>
<agent_split>
<comp_rate>
<expected_comm>
<commission_action>
<agent_comp_plan>
<agent_payroll>
<upline1_name>
<upline1_comp_plan>
<upline1_payroll>
<upline2_name>
<upline2_comp_plan>
<upline2_payroll>
<upline3_name>
<upline3_comp_plan>
<upline3_payroll>
<upline4_name>
<upline4_comp_plan>
<upline4_payroll>
<upline5_name>
<upline5_comp_plan>
<upline5_payroll>
<upline6_name>
<upline6_comp_plan>
<upline6_payroll>
<upline7_name>
<upline7_comp_plan>
<upline7_payroll>
<base_comp_plan>
<base_payroll>
<true_up>
<aca_new_sale>

💡 Tip: Field references are case-sensitive and must be enclosed in < >. You can use them in math, string concatenation, or conditional logic.

Examples

1. Agent Payroll

This Rule enforces that whenever a row’s Agent Name equals “Tom Brady” and the Carrier field contains “UnitedHealthcare,” the Agent Payroll value will be set to 10,000 (which displays as $100.00 in ComTrack, since all monetary values are stored in cents).

2. Expected Comm

This Rule enforces that whenever a row’s Carrier equals “Cigna Med Adv,” the Effective Date is after 12/31/2024, and the Classification equals “Renewal,” the Expected Comm (Expected Commission) value will be set to 2,608 — which appears as $26.08 in ComTrack since all monetary values are stored in cents.

3. Correcting an Agent Name

Rule 1
If a row’s Agent Name equals “Carlos Gonzalez,” the Agent Name will be replaced with “Carlos Delgado Gonzalez.”

Rule 2
If a row’s Agent Name equals “Carlos Delgado,” the Agent Name will also be replaced with “Carlos Delgado Gonzalez.”

Sometimes carriers only provide a partial agent name — for example, just a first and one last name — or, in the case of Hispanic names, they may only include one of the two last names. These Rules correct and standardize those variations so that all records for the same person appear under the full, accurate name “Carlos Delgado Gonzalez.”

4. AOR Change

Rule 1
If a row’s Client Full Name equals “Joe Namath,” the Agent Name will be replaced with “Patrick Maholmes.”

Rule 2
If a row’s Client Full Name equals “Eli Manning,” the Agent Name will also be replaced with “Patrick Maholmes.”

These Rules are used when you need to change the Agent Name associated with a specific client or list of clients.
This can happen when the wrong writing number was used on the application, or in cases of a Book of Business acquisition, where the original Agent of Record (AOR) remains listed on the statement even though the client now belongs under a different agent.

Troubleshooting

Common Issues & Fixes

Issue	Symptom	Fix
Formula not working	Rule runs but values don’t change	Check field names, data types, conditions
Validation error	“Invalid formula” message	Check syntax: parentheses, commas, quotes
Wrong values	Results are unexpected	Add parentheses, handle nulls with COALESCE

Error Messages

Invalid field reference → Check spelling of field names
SQL syntax error → Verify commas, quotes, parentheses
Division by zero → Use NULLIF(field, 0)
Type mismatch → Use CAST() to align data types

Best Practices

Start with simple rules, then add complexity
Test on small data before applying widely
Break down big rules into smaller steps

Need Help?

If you’re stuck:

Test your formula in isolation
Review available field names
Try one of the example rules
Contact ComTrack Support with your rule details and any error messages