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Using Project Documents

PensionPro provides document storage on the Project level for all document files related to the project. Document files can be marked as "Show on PSL" to be delivered to plan contacts with website rights to access the document on PlanSponsorLink. The document size capacity is 2 GB and only 1 Project Doc may be uploaded at a time. 

 

Software Required: Essential, Premium, Business
Security Rights Required: N/A

 

Adding Project Documents:

Note: When adding a Project Document, close out of the document in the background of the computer. Otherwise, if it is open during the time of attachment, the user will receive errors. 

  1. Open a Project and click on the Project Docs tab.
  2. Click the Add button located in the upper right corner of the screen
  3. Complete the required fields on the slider
    • File: Browse for the file you want to upload into the project. (Required)*
    • Title: This is the name of the file that has been uploaded. You can update the Title field.
    • Type: This is the file type to be uploaded. To add file types go to Maintenance > List Values > File Types. (Required)*
    • Description: This is a description for the file. It will be displayed on PlanSponsorLink.com for contact to view if the Show on PSL box is checked.
    • Effective Date: This is the effective date of the file if applicable.
    • Mark as accessed: This box is marked if the plan contact has accessed the document or if the user wants to prevent the newly uploaded file from being displayed on the My Active Tasks screen on PSL
    • Accessed Date: This is the date a plan contact accessed the document.
      • This field will update automatically when a plan contact accesses the file from PlanSponsorLink for the first time.
    • Show on PSL: Check this box if you want the document to be displayed on PlanSponsorLink.com for a plan contact to access.
    • Archived: Mark this box if you want the document to be archived and no longer display on the project document screen or PSL
  4. Click the Save button to save and publish the file.

Note: If users upload the document to PSL and then log into PSL as the same contact, they will not be able to see the document they just uploaded in the Active Tasks tab. This is a safety measure so when employees upload files to PSL, they do not accidentally mark the file as accessed if they open it to confirm if it was uploaded correctly. If the user logs in as another Plan Sponsor, they will see the file displayed on the My Active Tasks tab as the intended Plan Sponsor recipient would. 

 

Edit Project Documents:

  1. Open a Project and click on the Project Docs tab.
  2. Click once on a Project Document record to highlight it.
  3. Click the Edit button located in the upper right corner of the screen
  4. Make the desired edits to the record.
  5. Click the Save button to save changes.

 

Delete Project Documents:

  1. Open a Project and click on the Project Docs tab.
  2. Click once on a Project Document record to highlight it.
  3. Click the Delete button located in the upper right corner of the screen
  4. Click "Yes" to confirm deletion.

 

Archive a Project Document:

  1. Open a Project and click on the Project Docs tab.
  2. Click once on a Project Document record to highlight it.
  3. Click the Archive button located in the upper right corner of the screen
  4. The file will remove from the general grid.
  5. Users can access archived files by clicking the box for Show Only Archived at the bottom right-hand corner of the screen.

 

Download a Project Document:

  1. Open a Project and click on the Project Docs tab.
  2. Double-click on a document record to download it.
    • Alternatively, users can click once on a Project Document record to highlight it and click the Download button.
  3. The file will download to the File Bin where the user can click on the options to Download, Open or Delete the document.
    • Deleting the document from the File Bin only deletes it from the File Bin and not the Project.

 

Frequently Asked Questions:

  • Can the same file be added to multiple Projects at once? Currently, only a single file can be uploaded to a single project at a time.
  • Can multiple files be deleted across multiple Projects at the same time? Currently, files can only be deleted individually for a single Project at a time.
  • I keep getting an error message when I try to upload a file. What Am I doing wrong? When adding a file, the file cannot be open on the user’s machine. Having the file open during upload will prompt an error message. 
  • Why isn't my file appearing on PlanSponsorLink after I just uploaded it? If users upload the document to PSL and then log into PSL as the same contact, they will not be able to see the document they just uploaded in the Active Tasks tab. This is a safety measure so when employees upload files to PSL, they do not accidentally mark the file as accessed if they open it to confirm if it was uploaded correctly. If the user logs in as another Plan Sponsor, they will see the file displayed on the My Active Tasks tab as the intended Plan Sponsor recipient would. 
  • Which List Values correspond to Project Documents on the List Values screen? Users with Maintenance Rights can click Maintenance > List Values > File Types and select the appropriate Project file type listed below:
    • Project = Project Document
    • Distribution = Distribution Document

 

 

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