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Adding and Editing Document Specifications Templates

PensionPro provides users the ability to import and maintain Plan Document Specifications for any Plan maintained in the system that is not indicated as an Internal Plan. Document Specifications can be very useful to:

  • Customize blast emails to enhance customer service or data requests
  • Launch more targeted projects that may apply to certain plan types
  • Give an at-a-glance view of Document Specifications to PensionPro users

Document Specifications are maintained in PensionPro by building a Document Template with the desired Document Specification Fields and then adding Document Specifications by manual entry or a data import routine.

 

Software Required: Team, Core, Essential, Premium, Business

Security Rights Required: Maintenance, Add/Edit Plan Doc Specs

 

Creating a Document Specification Template is the first step in adding Document Specifications for Plans.

Creating a Document Template

To add and view Document Specifications in PensionPro, the user must first create a Document Template with the Document Specification Fields desired to be stored in the system.  To create a Document Template, follow the steps below:

  1. Add a Document Provider
  2. Add Document Template Types
  3. Add Document Specification Fields

 

Adding a Document Provider

To add a Document Provider:

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click on the Providers tab.
  3. Click the Add button and the Add Document Provider slider will appear.
  4. Enter a Provider Name for the Document Provider.
  5. Skip the field for TPA Key. This will be used in the future for direct integration with Document Providers.
  6. Select the Preferred Checkbox if this is the firm's primary Plan Document Provider.
  7. Click the Save button.

 

Adding Document Templates Types

To add a Document Template Type:

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click on the Template Types tab. 
  3. Click the Add button to the right of the Document Template Types dropdown. An Add Document Template Type slider will appear.
  4. In the slider, Click the Create New button to create a new Document Template Type. If other Document Template Types already exist, the user may copy from an existing template and edit by clicking on the button beside the "Copy from Existing" field and selecting the desired Template Type from the dropdown menu.
  5. Select the name of the Provider for the Document Type Template.
  6. Select a Default Status for the Document Template Type by selecting the desired value from the dropdown menu. "Active" is the most common entry for this field. If there are internal processes for the entry and approval of Plan Document Specifications, other statuses may be entered, by clicking the Add button to the right of the Default Status field.  For example, Pending or Archived might be appropriate. The selection made for this field will be the Default Status when Template is used when entering or importing Document Specifications.
  7. Enter a Template Name. For example Standardized 401(k) Prototype or Volume Submitter 401(k).
  8. Enter a Description for the Template.
  9. Click the Save button.

 

Adding a Document Template Specification Field

Document Templates are comprised of Document Template Specification Fields. Users can create as many or as few Specification Fields in a Document Template as desired.

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click on the Templates tab.
  3. Click the Add button to the far right of the Specification Fields grid and an Add Specification Field slider will appear.
  4. Click the Section dropdown and choose a Specification section. Each Section holds multiple Document Specification Tags which users can select when creating/editing Specification Fields for your Templates.
    • Specification Fields will be organized by Section on the Specification Field when added to the template.
    • Specification Sections are hardcoded and cannot be added, edited, or deleted. The Tags contained within each section cannot be added, edited, or deleted either.
  5. Select a Specification Tag to universally identify the data contained in the Specification Field. This field is not required, but can be useful for firms that maintain documents with more than one Document Provider or who may be in the process of changing Providers. When importing Document Specifications, field names in import files may not be uniform. The use of the Specification Tag identifies the Specification Field across Providers. In addition, selecting a Specification Tag will enable a section grouping for Specifications for ease of view by the user on the individual Plan level.
  6. Enter a name for the Specification Field.
    • If possible, use the same field name that might appear as a header or field name in an export file from the Document Provider or other external data source that may be used for importing Document Specifications. Matching field names will enable auto-mapping for importing Document Specifications.
  7. Enter a description of the Specification Field. This field can further define the Name field.
    • For example, if the Name field is ProfitSharingVesting, the Description might be Employer Discretionary Vesting Schedule.
  8. Select a Data Type for the provision. If importing, Text is a universal data type.  To add a Data Type, follow the instructions for Adding Data Types for Specifications Fields in this article.
  9. Enter a Default Value for the provision if applicable. When adding Document Specifications manually, the value entered will be pre-populated in the template each time the template is applied to a Plan.
  10. Click Save.

Repeat the steps above to build a Plan Document Specifications Template.

 

Adding Data Types for Document Specification Fields

Several sample Data Types are pre-populated in the system as defaulted Values. The user can add Data Types or edit the existing Values. Many users add Data Types for ease when manually entering Document Specifications or to define imported Document Specifications that may be abbreviated in Provider exports.

To add a Data Type,

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click on the Data Types tab.

Adding a Data Type

  1. Click the Add button on the right side of the screen and the Add Data Type slider will appear.
  2. Enter a Name for the Data Type. For example, ER Vesting could be added.
  3. Enter a Description for the Data Type. For example, Employer Vesting Schedule could be added.
  4. The Active Checkbox is checked to allow access to the Data Type. Leaving the box unchecked means the Data Type is no longer visible when selecting Data Types.
  5. Click the Save Button.

Adding Values for the Data Type

  1. Expand the Data Type by clicking the "+" button to the left of the Data Type name on the screen.
  2. Click the Add button and the Add Specification Template Data slider will appear.
  3. Enter a Name for the Data Type Value, for example, 3 Year Cliff or 6 Year Graded could be entered.
  4. Enter a Description for the Data Type Value to give a further description of the Display Name.
  5. Leave the Active Checkbox checked to allow access to the Data Type Value. Leaving the box unchecked means the Value is no longer visible when selecting Values for that Data Type.
  6. Click the Save Button.

 

Copying a Document Template Data Type

Users can easily copy Document Template Data Types so they can create new Templates fast. To copy a Document Template, follow the steps below:

  1. From the Document Specifications > Templates tab, click the Add button to the right of the Document Template Types dropdown menu.
  2. Select the option to Copy from Existing.
  3. Select the target Template to copy from the dropdown menu located to the right fo the Copy from Existing selection.
  4. Select a Provider name from the Provider Dropdown.
  5. Select a default status for the template from the Default Status dropdown menu.
    • If the desired status is not available, users can type in a new status in the field and click the Add button to the right to create the new Default Status.
  6. Enter a name for the new template in the Template Name text box.
    • Users can enter a description for the template in the Description text box if necessary.
  7. Click Save.

 

Document Specifications Maintenance

Users can access the Document Specifications Maintenance screen to export their Document Specifications templates to Excel to be provided with a blank copy of the template to populate or to delete a recent import of a template. For information on importing document specifications, please review Adding and Importing Document Specifications.

Export a Blank Template

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click on the Maintenance Tab.
  3. From the "Export a Document Specification Template File" grid, select the Provider, Template Type, and Mapping Style of the Template to be exported.
  4. Once the Export button is activated in the right corner of the screen, click the Export button to save a copy of the file. 

Delete a Recent Import

Users can delete a recent import up to 7 days after the import was made.

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click on the Maintenance Tab.
  3. From the "Delete a Recent Import" grid, click once on the target Import record to highlight it.
    • The record will indicate the title of the import, when it was imported, and the name of the employee who imported the file.
  4. Click the Delete button to the right of the grid.
  5. Click "Yes" to confirm deletion.

 

Glossary of Terms

  • Provider: The name of the Plan Document Provider.
  • TPA Key: This is the identification number for the TPA with the plan document provider.
  • Document Type Template: This is a list of fields representing plan provisions in a plan document.
  • Data Type: Value type for the document specification such as text, checkbox, or custom list.

 

 

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