This article will walk through a scenario where Employee Plan Roles need to be reassigned using Power Tools. This walkthrough builds on the concepts presented in the following articles:
In this example, an Employee named Dixon Burkholder has just left the firm, and his Plan Roles need to be reassigned to Jazeel Hamilton. Dixon was primarily assigned to a Reviewer role, as in the Cartwright Solutions 401(k) Plan:
There are a total of 10 Plans stored in PensionPro, although it's not immediately clear which of these Plans Dixon was a Reviewer for. Regardless, we would like to use Power Tools to update his Plan Roles quickly.
The Employee Role Power Tool
First, we'll open the Employee Role Power Tool, under Power Tools > Plans > Employee Plan Roles.
In Step 1, we select the options we'd like to use for the Power Tool. These options effectively determine what the Power Tool will do when it's executed. As such, we specify that we want to Reassign Roles, and we want those Roles to be reassigned to Jazeel Hamilton:
Now that we have told the Power Tool what we want to accomplish, we need to determine which Roles will be reassigned. Step 2 and Step 3 work in tandem to accomplish this; Step 2 is used to help narrow down the number of records that are returned, which we then select from in Step 3. To see how this works, let's see what Step 2 looks like when we first reach it:
You will see three sections:
- Column Selections: These determine which data will be returned in the grid on Step 3. Relevant columns will be selected by default.
- Columns: These are the columns that have been selected.
- Filtering: Filters can be applied to narrow down the dataset returned by the Column Selections. Filters are not usually applied by default, but at least one must be added to advance the Power Tool.
In this example, the Column Selections are enough for our purposes, so we won't add any more.
If we could move to Step 3 now, PensionPro would return a list of every single Plan Role in the system. This could be too much data to sift through effectively, so we should filter it down. Let's add a filter to only show the Reviewer Role:
And this is our result in Step 3:
We can see that Dixon is a Reviewer on 4 Plans, and if we wanted to, we could even select each of his records here and move on with the Power Tool. However, while that might work for 10 Plans, it would be much more time-consuming to do with hundreds of Plans. Let's go back to Step 2 and look at our filters again:
Here, we've added an additional filter, which will filter out any Roles that are not assigned to Dixon. Take a look at Step 3 now:
Much better! We can still select each Role individually now, or alternately, we can select the box in the grid header at the top-left to select all the records at once. Any Role that is selected will be reassigned to Jazeel when the Power Tool is executed.
In this case, we select all four records, and then proceed to Step 4, which provides a brief overview of the changes that will be made:
All that's left is to execute the Power Tool! The selected Roles are reassigned, which can be confirmed in Step 5.
Just to make sure, let's check the Employee Roles for the Cartwright Solutions 401(k) Plan again...
Perfect. With that, our goal is accomplished!
A few items of interest to those using this example as a guide:
- The process described above is similar when deleting Employee Roles. However, when adding new Employee Roles, you will be selecting Plans instead of Roles in Steps 2 & 3 (as you can't select Roles that do not yet exist!)
- Reassigning Employee Roles will not reassign the Tasks in any open Projects. For more information, refer to the Task Assignments section of the article Tasks and Workflow.