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Creating Event Configurations

Before a user can create an Event, the user must determine the business rules surrounding what is tracked within the Event. Event Configurations is where users can create those customized business rules. Users can control what Plan Types, Services Provided, and Safe Harbor status, are included in the configuration that ultimately determines which plans are tracked within the Event. 

 

Tier Availability: Business

Security Rights Required: Add/Edit Event Configurations, 

The Event Management tool can be accessed from the My Tasks or Worktrays dashboard in PensionPro. Click on the Launch Event Management button to access the Event Management dashboard which will open in the user's default browser. For an overview of Event Management, please review Using Event Management (Beta).

Event Configurations

Click on the Event Configurations tab to configure the Event.

Add a Configuration

  1. Click the Add button. An Add Event Configuration pop-up will appear.
  2. All required fields will have a red asterisk next to the field name.
  3. Enter an Event Name.
    • The description field is optional but can be used to differentiate between Events.
    • Event Category is a customizable List Value that will allow the user to further group and organize their Events.
  4. In the Plan Type section, click in the window and select the Plan Types that should be used to filter the list of plans associated with launched Events.
    • Click "Select All" to include all Plan Types. 
    • If the Plan Type found on the General tab of a plan is not included in the Configurations, that plan will not be included in the Event.
  5. In the Services Provided section, click in the window and select the Services that should be used to filter the list of plans.
    • Users who are not using the Services Provided feature can select “Plans Without Services Provided” to prevent limiting plans based on this feature.
    • Click "Select All" to include all Services Provided options including plans without Services Provided.
    • If a plan has a Service Provided is not included in the Configurations, it will not be tracked in the Event. A plan's Services Provided can be found on the Services Provided tab of General Plan Information.
  6. Select the Period Type of the Event to filter the list of Project Tasks that will be included in the launched Event.
    • Users can select Non-Periodic to include Projects where there isn't a period end.
  7. In the Safe Harbor section, click in the window and select the Safe Harbor Status to filter the list of plans.
    • Users can select "All" to include both Safe Harbor and Non-Safe Harbor Plans.
    • The system pulls this field from the Plan Cycle of the Plan for the same period as the Event.
    • Users can update the Safe Harbor status of multiple Plan Cycles at once using the Plan Cycles Field Update Power Tool. If the user is tracking Safe Harbor status for plans via a field such as Plan Type or a Document Specification, the user can filter by that field in the Power Tool for ease of updating.
  8. Select a Due Date Type.
    • The user can choose Static when there isn't a due date or if the user wants to enter a specific date for events like a document restatement.
    • If the Due Date Type is Calculated by Period End, the user can select the Period and Increment the Due Date is calculated from the Period End, similar to how due dates are calculated on Projects.
  9. Click Add to create the Event Configuration.

Event Configuration Field Descriptions:

  • Event Name: Text field | The name of the event.
  • Description: Text Field | A description of the event.
  • Category: Dropdown pulling from Project > Event Category List Values | Categorization of the event.
  • Plan Type: Selection based on available Plan Type List Values | Select the Plan Types to be tracked within the event.
  • Services Provided: Selection based on available Services Provided List Values | The services selected must be included in the plans tracked within the event.
  • Period Type: Dropdown | Select the period type of the event. The user can select Non-Periodic, Annual, Semi-annual, and Quarterly.
  • Safe Harbor: Dropdown | Select a Safe Harbor type to be included in the event. The user can choose All, Yes, or No. 
  • Due Date Type: Dropdown | Select if the due date should be static or calculated by the period end of the event.
  • Period: Dropdown | If the Due Date Type selected was "Calculated by Period End," select the Period the due date should be calculated by.
  • Number: Number | Select the increment of the Due Date Period. With the Period End selection, the Number field calculates when the event will be due.

 

Edit a Configuration

  1. Click once on an Event Configuration to highlight it.
  2. Click the Edit button.
  3. Make the necessary changes to the Event Configuration.
  4. Click Update to confirm changes.

Users can toggle Deactivated to deactivate an Event Configuration. Doing so will remove the Event Configuration from the dropdown menu when creating a new Event on the Events tab.

 

Delete a Configuration

To Delete an Event Configuration, the Configuration must not have any events linked to it. 

  1. Click once on an Event Configuration to highlight it.
  2. Click the Delete button. 
  3. A pop-up to confirm deletion will appear. Click Delete to confirm.

 

Link an Event Configuration to a Project

Once the Event Configuration is created, the user must then link that Event Configuration to Project Tasks. This can be done on already launched Projects, or in Project Templates.

  • Link the Event to Previously Launched Project using the Task Field Update Power Tool.
    • Note: When using the Task Field Update Power Tool to link an Event Configuration to multiple launched Project Tasks, be sure to add filters to the grid to populate more streamlined results. By not filtering the system can pull back large amounts of data that in turn can potentially slow the system.
  • Link the Event to a Launched Project Manually
    1. Click on the Workflow tab of a Plan.
    2. Double-click on the Project.
    3. Double-click on the Task Grouping.
    4. Double-click on the Task.
    5. Click on the Edit button and select an Event in the Event dropdown.
    6. Click Save.
  • Link the Event to a Project Template
    1. From the Application Menu, click Maintenance > Templates.
    2. Select a Template Type from the dropdown menu.
    3. Double-click on the Project Name.
    4. Double-click on the Task Grouping.
    5. Click one on the Task to link to highlight it.
    6. Click on the Edit button and select an Event Configuration in the Event dropdown.
    7. Click Save.

Now that the Event Configurations have been created and linked to Project Tasks, the user is ready to launch and track an Event. To learn more about launching Events, please review Adding Events and Suggested Events (Beta).

 

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