Data Operations

Data Operations is the screen that answers two questions about a whole portfolio at once: is this data right, and what is still outstanding? It gathers the work that would otherwise be scattered across individual holdings — activities waiting to be confirmed, postings that never landed on a real account, open data issues, and accounts that are behind on their statements — and puts it all behind one row of tabs.

This guide explains who can use it, how to reach it, what each tab is for, and how to narrow the whole screen down to a single holding when you want to clean one account up end to end.

Find what you need#

A few ideas carry the whole screen:

Two choices drive everything. The tab picks the kind of work; the scope picks one holding to do it on. See How the screen works.
Overview is a health table, not a report. Every row is an account, and every number in it is something you can click into. See The Overview tab.
Three words describe an account’s health: ALL CLEAR, CURRENT and BEHIND. See What the health labels mean.
Click a row to work one account. The tabs are replaced by that holding’s own view, with the same queues filtered down to it. See Working one holding at a time.
Tools is where imports and exports live. See Tools.

Who can use Data Operations#

Data Operations is an admin tool, and portfolio wranglers can use the day-to-day work queues in it. Everyone sees the entry in the sidebar, but what the screen will actually do for you depends on your role in the portfolio: an admin can use everything here, including the exports; a wrangler can work the health, triage, unclassified and reconciliation queues.

The clearest example is the Export section of Tools, which only appears for admins.

How to reach Data Operations#

It has its own entry in the web app’s sidebar, called Data Operations (shortened to Data when the sidebar is collapsed to icons). The entry carries a badge counting the portfolio’s outstanding issues, so you can see there’s work waiting without opening the screen.

Data Operations is a web-only screen: the queues here are bulk clean-up work that wants a wide window, so the Trac mobile app doesn’t carry them. The one piece that does reach the phone is the portfolio’s open data issues, which show up on the Trac Auto board in the mobile app’s Tasks tab.

You can also land here from a holding: in the web app, a holding’s menu has a Data Health entry that opens Data Operations already narrowed to that holding.

How the screen works#

Two independent choices decide what you’re looking at.

The tab picks the kind of work. Across the top:

Overview — the health table for every account in the portfolio.
Triage — imported activities waiting for someone to confirm them.
Unclassified — postings parked on the suspense account, waiting to be pointed at a real one.
Issues — the portfolio’s open data-quality issues.
Reconcile — accounts measured against their statements.

Each work tab carries a badge with its own outstanding count, so the tab bar doubles as a work summary: Triage shows activities waiting, Unclassified shows parked postings, Issues shows open issues, and Reconcile shows how many accounts are past due for a reconciliation. Overview’s badge is simply how many accounts the table is listing.

The scope picks one holding. Pick a row in the Overview table and the tab bar is replaced entirely by that holding’s own view — see Working one holding at a time. ← All accounts takes you back, to whichever tab you were on before.

Both choices live in the page address on the web, so a link to Data Operations reopens on the same tab and the same holding. That makes it easy to send a colleague straight to the account you want them to look at.

The Overview tab#

Overview is one row per account, led by a row of portfolio-wide totals.

The totals across the top#

Five cards summarise the whole portfolio:

PLAID VALUE Δ — how far Trac’s numbers sit from what your connected institutions report, added up across the accounts that genuinely disagree.
UNTRIAGED ACTIVITIES — imported activities nobody has confirmed yet.
UNCLASSIFIED POSTINGS — postings still sitting on the suspense account.
OPEN ISSUES — open data-quality issues, including issues that don’t belong to any one holding.
OVERDUE RECONCILIATIONS — accounts past due for a statement reconciliation.

The last four are clickable and take you straight to the matching tab.

The table#

Each row is an account, with its holdings folded into it — the positions and cash sleeves inside a brokerage account, for example, are counted on the account’s row rather than listed separately. The columns cover what the holding is (HOLDING, CONNECTION, CASH, VALUE, QTY), what is outstanding on it (UNTRIAGED, UNCLASSIFIED, ISSUES, UNRECONCILED), and how fresh it is (LAST ACTIVITY, LAST PRICED, LATEST BRIEF).

Things worth knowing about the table:

Clean, empty and closed holdings are left out. A holding with nothing outstanding that is also closed or worth nothing isn’t listed — the table is the work, not an inventory of everything you own.
Every count is a link. A non-zero number in a signal column opens that holding on the matching tab; a dash means there’s nothing to do. The UNRECONCILED column always opens the holding’s reconciliation view.
UNRECONCILED counts what’s outstanding, with the date you’re reconciled through underneath, and reads All caught up when nothing is outstanding.
Liabilities show what you owe as a positive amount, so a card with $64,312.07 outstanding reads as that rather than as a negative balance. Every other kind of holding keeps its sign.
Any column sorts. Click a heading to sort by it, click it again to flip the direction. Blanks always sort to the bottom.
Search ranks as well as filters. Type a few words in Search holdings and Trac matches them in any order — “wells chick” finds “Wells Three IB Chickasaw” — putting the closest matches first.
Filter narrows the table only. The Filter button lets you pick which holdings to show, and Trac remembers your selection for next time. The totals and tab badges stay portfolio-wide, so filtering never makes it look like work disappeared.

What the health labels mean#

Every account gets one of three labels. You’ll see it as a chip when you open an account, and as a coloured edge on its row in the table.

BEHIND — the account is overdue for a reconciliation against its statements. This is checked first, so an account that’s both overdue and carrying other work reads BEHIND.
CURRENT — on schedule, but carrying open work: activities waiting to be triaged, unclassified postings, open issues, a gap in its reconciled months, a value that disagrees with the source, or a broken connection. A broken connection is repaired in Settings, not here — see Connections.
ALL CLEAR — none of the above.

Two things the labels deliberately don’t do. None of the three is a red “broken” state — each one is work you can finish. And an old price or a quiet account doesn’t count against the label on its own: a stale date is coloured in the table so you can see it, but only a missed statement period makes an account BEHIND.

Working one holding at a time#

Click a row — anywhere on it — and the whole screen narrows to that holding.

At the top you get the holding’s name and health chip, its type and owner, its connection state, and its headline figures (VALUE, CASH VALUE, UNITS, PRICE) each with a comparison against the source where there is one, followed by a recency strip: UNRECONCILED, ACTIVITY, PRICED, LATEST BRIEF.

Alongside those are quick actions:

View holding — open the holding’s own page.
Add Price — record a price (unavailable on a connected holding, whose prices arrive automatically).
Add Brief — write an update against the holding.
Statements — open the holding’s statements folder, read-only (web app, and only when it has documents).
Audit trail — see what changed and who changed it.
Refresh — re-check the holding’s numbers.

Below that, the same four work queues — Triage, Unclassified, Issues, Reconcile — each badged with this holding’s own count and showing only its work. Trac opens the first tab that actually has something waiting, so you land on the work rather than on an empty list; pick a tab yourself and that choice is respected.

← All accounts returns you to the portfolio view.

The work tabs#

Triage#

Activities imported from a connected institution wait here until someone confirms them. Working an account’s triage queue is what clears its UNTRIAGED count — and because an account’s positions are folded into it, its queue includes the activities that arrived on the holdings inside it.

Unclassified#

When Trac can’t tell which account one side of an imported transaction belongs to, it parks that side on the suspense account and lists it here. Each row shows what the institution sent alongside the activity’s postings, suggests the accounts it most likely belongs to, and lets you pick any account in the book yourself. Save re-points it.

You can narrow the list by book and account, search across the source, holding and activity, and select several rows to act on them together.

Issues#

Every open data-quality issue in the portfolio, split into Open and Resolved. Issues are sorted by severity first, and any column can be clicked to re-sort. You can edit an issue’s severity, status and assignee inline, and resolve, ignore, mark for review, or reopen it from the row.

Reconcile#

Two sub-tabs, split by what kind of checking the holding needs:

Accounts — holdings with statements to tie out against.
Manual Holdings — everything else, including hand-entered loans, where the question is whether the valuation is current rather than whether a statement matches.

The Accounts tab is a coverage table, grouped by institution — the way you actually request statements — and collapsible per group. Each account shows its VALUE, MONTHS HISTORY (how many months exist to account for), RECONCILED, LAST RECONCILED and STATEMENT COVERAGE, with the same two figures totalled across the portfolio at the top.

Read those last two columns together: statement coverage is the ceiling on what you can reconcile. If an account’s coverage is low, the next thing to do is request documents, not reconcile. Pick an account to open its reconciliation and work it period by period against the statement — see Reconciling an account for that screen.

The Reconcile badge and the Reconcile list answer different questions on purpose: the badge counts what is overdue, while the list includes every account you can reconcile, caught up or not.

Dropping statements in (web app). On the Accounts sub-tab you can drag statement files straight onto the page. Trac asks which account they belong to — click the account’s row in the table you’re already looking at — then uploads them one by one, keeping each file’s original name so its period is read correctly. PDF, CSV, PNG and JPG files are accepted; anything else is rejected up front rather than filed as a statement it isn’t. If any file fails, Trac names it so you can retry just that one.

Tools#

Tools sits at the top right of the tab bar and opens a small menu:

Import Files — upload a batch of documents in one go. They land in the Inbox in Files for you to file.
Import Data — open the batch importer for spreadsheets of holdings, activities and the like. See Importing data.
Export (admins) — download Portfolio Items, All Owners or Activities. See Exporting data. Very large activity exports are capped, and Trac warns you when a download hit that limit.
Reconcile — jump to the Reconcile tab.