PensionPro 2.0 - Data Import - Employees

This article is part of a series on importing records into PensionPro. Specifically, this article focuses on importing Employee records. These Employee records will represent the "accounts" for each of a firm's PensionPro users.

 

The Employee Import tool can be found by navigating to Power ToolsImportPensionPro SetupEmployees.

 

Tier Availability: Business Bundle

Security Rights Required: Access Power Tools

 

Table of Contents

 

 

 

Creating a Template

PensionPro imports Employee data in bulk via an Excel workbook template. A blank copy of the current template can always be obtained from the Employees Import Power Tool tab by selecting Moremore_options.pngDownload Template.

 

The template consists of one worksheet. The headers in Row 2 of the template contain the names of the fields that can be populated; Row 1 groups these fields into appropriate categories. These categories corollate to the views available on the Contact and Employee tabs.

 

Note: Creating an Employee record also creates and links to a matching Contact record.

 

Row 1 Categories:

 

  • General Contact Information: Basic information for the Employee; this remains separate from any information related to their employment or PensionPro account. Imports to the Contact tab > General view.
  • General Employee Information: Information specific to the Employee's employment status and their PensionPro account. Imports to various views within the Employee tab.
  • Contact Addresses: Two addresses can be imported per Employee. Imports to the Contact tab > Addresses view.
  • Contact Numbers: Three phone numbers can be imported per Employee. Imports to the Contact tab > Numbers view.
  • Relationship: Details pertaining to the Employee's personal life. This information is generally more used for non-employee Contacts, but remains available if desired. Imports to the Contact tab > Relationship view.
  • Sales: Any Employee information that will be used within SalesPitch. Imports to the Contact tab > Sales view.
  • Contact Notes: One Note may be imported per Employee. Imports to the Contact tab > Notes view.

 

While this article does not aim to provide a comprehensive listing of field descriptions, the remainder of this section will discuss some fields of note.

 

A small number of headers in Row 2 are highlighted in yellow. These represent required fields; appropriate data must be entered into these fields for all records, or the import will fail. The following fields are required for import:

 

  • First Name / Last Name: The name of the Employee.
  • Email: The Employee's email address; PensionPro will use this email for any applicable notifications.
  • Location: The main Location that the Employee is assigned to.
  • Add Location Right: Whether or not the Employee should be granted the rights to view Clients and Plans associated with their assigned Location. Options are Yes/No.
  • User Name: The name that the Employee will use to log in to PensionPro.
    • PensionPro recommends using the Employee's email address as their user name.

 

Additionally, certain fields will need to have appropriate List Values established prior to import. List Values are user-defined values that populate many of the dropdowns for fields throughout PensionPro. For more information, refer to the article Maintaining List Values.

 

If any of the following fields are used, values will need to be entered into the import template exactly as they exist within the List Value preferences:

 

  • Under Core > Contact: Prefix, Suffix, Contact Profession, Contact Preference, Contact Grouping, Contact Category, Contact Source
  • Under Core > General: Address Type, Number Type, Note Category
  • Under SalesPitch > Contact: Broker Dealer, Platform Preference
  • Under SalesPitch > Investment: Investment Provider
    • Plan Provider uses the same values as Investment Provider
  • Under SalesPitch > Prospect: Sales Territory/Team

 

Rows 1 and 2 must not be deleted from the template, or the import will fail.

 

 

 

Importing the Template

When the template is ready to be imported, navigate to the Employees Import Power Tool to begin Step 1: Options. Select the Select File button. Use the file explorer to select the Excel workbook file containing the template, then select Open. The file will be uploaded to PensionPro, which will scan the contents of the template to detect any potential issues.

 

If an issue is found, the below warning will display above the grid; refer to the section Issues & Errors. Otherwise, select Next.

 

Issues have been detected in the file. Please click here to view the issues.

 

Step 2: Preview displays each Employee from the template within the grid. Verify that the data was imported correctly.

 

If an error is present within the data that will prevent a successful import, the Next button will be grayed out, and the below warning will display above the grid; refer to the section Issues & Errors. Otherwise, if the data is valid, select Next.

 

The file contains records with errors. Click here to export a file with all errors highlighted (or click the More Button, then click Export).

 

Step 3: Review is the final confirmation step prior to import. Ensure that the number of records and filename are accurate, then select Execute.

 

Once Step 4: Finish has been reached, the import has been queued. Depending on the size of the import, the Power Tool may take some time to complete; an email notification will be sent when the import has finished. Start Over may be selected to begin another Employee import.

 

 

Issues & Errors

If an issue is found following the upload in Step 1, selecting the link in the orange warning bar above the grid will open the Error Log in a new tab. Each line within the Error Log grid represents a single issue that was identified. This Error Log is not persistent, and will disappear if PensionPro's browser page is refreshed. To save a copy of the Error Log, select Moremore_options.png > Export.

 

Certain warning types—such as a nonexistent List Value—will display a link that opens the location within PensionPro where the issue can be corrected.

 

Import cannot progress beyond Step 2 if any errors are identified. This could include issues that were discovered during Step 1, but additional errors may also be presented at this stage. The Message field within the grid identifies the type of any errors caught for each record. 

 

Selecting the link in the red error bar above the grid will download a copy of the template that was uploaded to the Power Tool. In this file, any fields that are causing an error will be highlighted in red for easy identification.