Using Project Fields (Desktop)

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Projects Fields are used to "tag" Task Item answers within Projects so that the tagged Task Item can be viewed in queries and reports, filtered upon when mass launching projects or targeting certain contacts for Blast Email.

For example, if a Task Item was tagged with a Project Field called "Top Heavy Percentage," a report or query would display the answers across all types of plans, plan years or project types that contain the "Top Heavy Percentage" Project Field tag. Additionally, if a Blast Email template was created to inform certain plan sponsors that their plan was approaching the 60% top heavy limit, Project Fields could be displayed on the Blast Email Recipients tab and filtered to only display those that would receive the email, i.e. greater than 50%.  Project fields can also be used to populate Blast Emails and, in our Business tier, can be used to fill data fields when using the merge document feature.

Use Project Fields to tag any data in your projects that could be useful for client communications, merging data to reports or other documents, launching projects or just simple analysis.

 

Tier Availability: Essential, Premium, Business

Security Rights Required: Maintenance

 

  Note: Some items may not be available in all tiers.

  Note: Tabs and fields will vary depending on the tier the user is on.

 

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To use Project Fields in Projects, the user must first create the desired Project Fields that will be "tagged" in a Project Template.

 

Creating and Editing a Project Field List Value

To Create a Project Field List Value

  1. Click on Maintenance > List Values > Project.  Select Project Field in the List Type dropdown.
    • A list of any pre-existing Project Fields will be shown in the grid with a Description and a Yes/No value under the Active heading.
    • A value of "No" indicates that the Project Field Name will not be available for selection when adding Project Fields to a Task Items.
  2. Click on the Add button above the top right corner of the grid. The Add Project Field slider will appear.
  3. Type in the Display Name for the Project Field and a Description. For example, "Top Heavy Percentage" or "2015 AFTAP"
    • Be sure to not include any trailing spaces at the end of the Display Name text.
  4. Confirm the Active box is checked and then click Save.

To Edit an Existing Project Field List Value

  1. Click on Maintenance > List Values > Project. Select Project Field in the List Type dropdown.
    • A list of any pre-existing Project Fields will be shown in the grid with a Description and a Yes/No value under the Active heading.
      • An Active value of "No" indicates that the Project Field name will not be available for selection when adding Project Fields to a Task Items.
    • Please Note: Project Fields cannot be deleted once created.
  2. Highlight the Project Field and click on the Edit button above the top right corner of the grid. The Edit Project Field slider will appear.
  3. Edit the Description and/or Active status.
    • Users should not rename Project Field Display Names. If the Project Field will no longer be used, users should mark the Project Field as Inactive.
  4. Click Save.

 

Adding a Project Field to a Project Template

  1. Click on Maintenance > Templates.
  2. Select the Template Type from the Template Type dropdown. A list of the Templates saved under the Template Type will appear in the grid with a Description.
  3. Double-click the Project Name to open the Template. The Task Groupings and Summary Tab should appear above the top left corner of the grid.
  4. Double-click the Task Grouping and then double-click the Task to display the list of Task Items from which to choose.
  5. Click on the Edit button to the right of a Task Item and the Add/Edit Task Items pop-up will appear. Click the Project Field dropdown to display the active Project Fields.  Select the Project Field from the dropdown.
  6. The Add/Edit box shows two choices below the Project Field selection. "Show on Project Summary" and "Show on Plan Summary".
    • If "Show on Project Summary" is selected, the answer recorded by the user for this Task Item will be reflected on the Project Summary > Project Fields Tab of a Project.
    • If "Show on Plan Summary" is selected, the answer recorded by the user for this Task Item will be reflected on the Plan Details > Home > Projects Fields Tab.
    • The user may choose to select either, neither or both.
  7. Click Save.

Updating the template will only affect new projects launched. It does not affect previously launched projects.

 

Adding Project Fields to an Excel Project Template

Project Fields can be added to an exported Excel Project Template for upload into PensionPro.

  1. Click on Maintenance > Templates.
  2. Select the Template Type from the Template Type dropdown. A list of the Templates saved under the Template Type will appear in the grid.
  3. Click the Export button located to the right of the Template Type dropdown menu. A Template Export pop-up will appear.
  4. Select a template to export from the Template dropdown and click the Export button. Save the exported file to a folder.
  5. Open the exported Excel template. 
  6. Type in the Project Field Display Name in the Project Field Column of the desired Task Item row.
  7. Repeat step 6 for as many Project Fields that are applicable.
  8. Save the Template and close out of it.
  9. Click on Maintenance > Templates in PensionPro.
  10. Click the Import Template button located to the right of the Template Type Dropdown.
  11. Select the updated template Excel file.
    • Users may need to change the Project Name or delete the old Project Template in PensionPro if updating a current template.

 

Reporting on Project Fields

Users can report on Project Field answers by using the Project List Values report. This report can be found by clicking Reports > Projects > Project List Values. Users can select the projects and Project Fields to report on.

 

Adding Project Field Merge Fields to Blast Email Templates

Users can add Project Fields as Merge Fields in Blast Email.

  1. Click Communications > Blast Email.
  2. Double-click a Blast Email template to open it.
  3. Click the Subject and Body tab.
    • If the Blast Email Template uses HTML, users will additionally need to click the Open Blast Email HTML Editor button. The HTML editor will then open in the user's default browser.
  4. Place the cursor in the Subject or Message Body window where the Merge Field should be added.
  5. Expand the Project Fields selection under the Merge Fields list to the right of the screen.
  6. Double-click on the target Project Field Merge Field to add it to the Blast Email template.
  7. Click Save.

 

Frequently Asked Questions

  • My current template does not have Project Fields tagged to Task Items. Can I update my template to bring over the Project Fields for launched projects? Updating the template will only affect new projects launched. It does not affect previously launched projects.
  • Does Fetch have the capability to report on Project Fields? Yes. Users can find a Project Fields node under the Projects selection in Fetch.
  • I've selected to show Project Fields on the Project Summary. Where do they appear? Project Fields tagged as such will appear on the Project Summary > Project Fields tab of the project.
  • I've selected to show Project Fields on the Plan Summary. Where do they appear? Project Fields tagged as such will appear on the Plan Details > Project Fields tab. Users can select to show the most recent 1, 5, 10, or all project fields by using the "Show most recent" dropdown in the upper-right corner of the Project Fields grid.
  • Can I rename the Display Name of a previously used Project Field if it is no longer being used? Users should not recycle or rename Project Field Display Names as it may result in reporting issues for the old Project Field Name. Users can edit the "old" Project Field and mark it as inactive and then create an entirely new Project Field for the new Display Name that will be used.

 

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