Using General Web Collection Projects (Desktop)

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The General Web Collection Project is designed to notify the client that a data request has been sent to PlanSponsorlink.com and gives them a secure portal with web steps to complete and provide the required information. This article describes the various preferences that can be edited to tailor the Blast Email and PlanSponsorLink portions of the launched General Web Collection project.

 

Tier Availability: Essential, Premium, Business

Add-On Availability: PlanSponsorLink

Security Right Required: Maintenance

 

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General Web Collection Overview

A General Web Collection project template must first be created. Please see Working with General Web Collection Templates for more information about designing a General Web Collection Project if one has not yet been created. 

Simply put, a General Web Collection project consists of three main parts. When a project is launched against a plan, initially, a plan sponsor needs to be notified that the process for collecting information using PlanSponsorLink is available. This is done via Blast Email using the Communications menu or by manually sending an email. Secondly, the plan sponsor completes any questions, receives any deliverables and uploads any required collection items. Once the plan sponsor approves and submits this information back to the TPA, the TPA finally reviews the submitted information on the Data Collection tab of the project.

 

Blast Email Preferences

As previously mentioned, Plan Sponsors need to be notified when the process for collecting information is available to complete on PlanSponsorLink. As Blast Email can be used to complete this, there are a number of preferences that can be edited to reflect what you want the recipient to see. To access these preferences click Maintenance > Preferences > PensionPro. Blast Email preferences for General Web Collection can be edited by clicking on the General tab and selecting General Web Collection from the Preference Type. Below are the Blast Email Preferences that can be edited.

  • General Web Collection Email Body: Please enter the default message body here. It will be displayed as the default in any General Web Collection email that users manually send to your clients.
  • General Web Collection Email Subject: Please enter the default email subject that should appear in any General Web Collection email that users manually send to your clients.
  • General Web Collection Email Role: Select the default plan contact role of which plan contact should be sent General Web Collection emails.

To Edit Preferences:

  1. Click the Edit button to the right of the grid. An Edit Preferences slider will appear.
  2. In the text boxes to the right of each Preference, enter the default message to be seen by recipients of the Blast Email.
  3. On the General Web Collection Email Role dropdown menu, select the Plan Contact Role you wish to default as the recipient of the Blast Email.
  4. Click Save when complete.

  

PlanSponsorLink Preferences

Plan sponsors who are assigned to complete the General Web Collection do so through PlanSponsorLink. The messages the plan sponsor experiences when completing the web collection on PlanSponsorLink can be edited. Below are the preferences that can be edited and how to do so.

  • Questionnaire: This message is displayed at the top of Step 1. Questionnaire page of PlanSponsorLink for clients completing General Web Collection.
  • Collection Items: This message is displayed at the top of Step 2. Collection Items page of PlanSponsorLink for clients completing General Web Collection.
  • Approval: This message is displayed at the top of Step 3. Approval and Submission page of PlanSponsorLink for clients completing General Web Collection.

To Edit These Preferences:

  1. Click Maintenance > Preferences > PensionPro.
  2. Click to select the Web Steps tab.
  3. Select General Web Collection from the Data Collection Type dropdown menu.
  4. Click the Edit button. An Edit Preferences slider will appear.
  5. Edit the Title to display the name of the step on PlanSponsorLink you wish to have plan sponsors see.
  6. Edit the Description to display the name of the step on PlanSponsorLink you wish to have plan sponsors see.
  7. Click Save when done.

 

  • General Web Collection Check Submission Title: This title is displayed at the top of the Approval and Submission message for clients completing the General Web Collection.
  • General Web Collection Check Submission Message: This message content is displayed on the Approval and Submission page under the Submission Title.

To Edit These Preferences

  1. Click Maintenance > Preferences > PensionPro.
  2. Click to select the General tab.
  3. Select General Web Collection from the Preference Type dropdown menu.
  4. Click the Edit Button. An Edit Preferences slider will appear.
  5. Edit the General Web Collection Check Submission Title to display the heading on the Approval and Submission page on PlanSponsorLink.
  6. Edit the General Web Collection Check Submission Message to display the message clients will see on the Approval and Submission page on PlanSponsorLink.
  7. Click Save when done.

 

Using the General Web Collection Project

When the project is launched, it creates an additional Data Collection tab in the project to contain the data and documents requested.  It is linked to the entry of information on PlanSponsorLink.com.

The Data Collection Tab contains the following sub-tabs holding information:

Questionnaire Tab - This tab displays the questions and the gathered answers from the project. These questions are defined in the template level of a project.

Deliver Tab - This tab displays collection item deliverables related to the project. 

  • Add/Send a Deliverable:
  1. From the Project > Data Collection > Deliver tab, click the Add button. An Add Collection Item Deliverable slider will appear.
  2. Browse to the file that is to be attached.
  3. Enter a Title and Description for the recipient to see.
  4. Check the box for Show on PSL.
  5. Click Save when done.
    • The File will appear on PlanSponsorLink within the Collection Items step of the General Web Collection Project.
  • Delete a Deliverable:
  1. From the Project > Data Collection > Deliver tab, click on a Deliverable record once to highlight it.
  2. Click the Delete button and click Yes to confirm.

Collect Tab - This tab displays collection items related to the project.

  • When Collection Items are uploaded by the plan sponsor on the Collection Items step of their General Web Collection Project on PlanSponsorLink, the file will appear on the Project > Data Collection > Collect tab in PensionPro.
  • Double-clicking an uploaded file will download the file.

 

Frequently Asked Questions

 

  • Can Deliverables be automatically uploaded from a template? No. Deliverables must be added manually as described above in the Using the General Web Collection Project section.
  • Can I edit the Tasks found under the Data Collection Task Grouping of a General Web Collection Project? No. However, users can add additional Task Groupings and Tasks outside of the Data Collection Task Grouping.
  • Can deliverables be uploaded to multiple projects globally? No. Deliverables must be uploaded individually. Users can alternatively upload files to a Bulletin on PlanSponsorLink or send Secure File Exchanges to upload a generic document to multiple recipients at once.

 

 

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Comments

  • Avatar
    Wende Gonyea

    I launched a general web data collection project on 2/18. I have 10 plans that haven't completed it yet but I don't see any general web data collection reminders that come up (like the census reminders). Is there something I'm missing?