Ongoing Maintenance of EDI Information

Once an EDI connection is live, you or your Advisor will need to make sure the Maxwell portal is maintained with all the right information. Some changes to the portal, if not properly addressed, can cause issues with the EDI feed, including:

  • Changes to the carrier’s billing structure
  • Changes to custom fields
  • Changes to employee information
  • Test employees

Changes to the carrier's billing structure

Your EDI feed was implemented based on billing identifiers matching up to information in the Maxwell portal. If any of those billing identifiers change, Maxwell will need to know to make sure we don’t need to make a change on our end (ex: to the custom fields or eligibility groups in Maxwell). Please email to provide this information to the team. They’ll make sure that the identifiers get updated in Maxwell.  The EDI team will then update the file and do everything they can to ensure there is no delay in delivering the file on time.

Changes to custom fields

  • Custom fields: If a live employer has products with EDI connections, you and your Advisors should not edit or remove custom fields in Maxwell. (Note: these are located under Settings > Custom Fields.). Instead, please send an email to with the name of the employer and the custom fields you’re looking to edit or remove. They’ll make sure to get these updated both in the Maxwell portal and on the EDI file.
  • Individual employee custom fields: You can also view custom fields in the employee profile. If your EDI connection works via custom fields, you’ll want to make sure custom fields aren’t blank on the employee’s profile. In the below example, “Club Location” is a custom field for this employer, and “Boston” is this employee’s Club Location.

Changes to employee information

It’s especially important to keep the employee information stored in Maxwell up to date and accurate when you have an EDI connection in place, as Maxwell serves as the system of record and provides information directly and automatically to the carrier or vendor. The good news is, you shouldn’t need to fill out any reports, forms, or information on the carrier’s website. 

This is really important to keep in mind when you terminate an employee. Enter the termination into Maxwell as soon as possible, and be sure to terminate all of the employee’s products. Not doing so will result in that employee staying active with the carrier. Learn how to terminate employees and their products in Maxwell.

Test employees

Please make sure to remove any test employees before you go live in Maxwell, and avoid adding additional new test employees. An EDI file does not differentiate real employee data from test employee data. If you create a test employee in Maxwell and forget to remove them, false information will be sent to carriers, and you could potentially be billed for coverage the carrier has on file for any test employees sent to them. Learn how to delete a test employee.

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