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Adding and Editing Document Specifications Templates

PensionPro provides users with 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

 

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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 and Maintaining Document Templates Types

Add a Document Template Type:

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

Edit a Document Template Type:

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click on the Templates tab. 
  3. Select a Template from the Document Template Types dropdown menu.
  4. Click the Edit button to the right of the Document Template Types dropdown menu.
  5. Edit the Default Status, Template Name or Description as necessary.
  6. Click Save.

Delete a Document Template Type:

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click on the Templates tab. 
  3. Select a Template from the Document Template Types dropdown menu.
  4. Click the Delete button to the right of the Document Template Types dropdown menu.
  5. Click "Yes" to confirm deletion. Deleting the template will not delete previously established specifications on plans.

 

Adding and Maintaining Document Specification Data Types

Users can add additional data types to their specification templates to create customized answer dropdowns to keep answer formats concise. 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.

Add a Document Template Data Type:

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click on the Data Type tab. 
  3. Click the Add button to the right of the Specification Data Types and Values grid.
  4. Enter a name for the Data Type in the Data Type Name text box.
  5. Enter a brief description in the Description Text box.
  6. Confirm the Active checkbox is checked.
  7. Click Save. The new Data Type will appear in the grid.

Edit a Document Template Data Type:

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click on the Data Type tab. 
  3. Click once on a Template Data Type to highlight it.
  4. Click the Edit button to the far right of the Specification Data Types and Values grid.
  5. Make changes to the Display Name, Description and Active status and click Save.

Delete a Document Template Data Type:

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click on the Data Type tab. 
  3. Click once on a Template Data Type to highlight it.
  4. Click the Delete button to the far right of the Specification Data Types and Values grid.
  5. Click Yes to Confirm Deletion.

Add values for a Document Template Data Type:

  1. Locate the Data Type from the Specification Data Types and Values Grid.
  2. Click the (+) button to the left of the Data Type Name. A Values grid will appear below.
  3. Click the Add button to the far right of the Values grid.
  4. Enter a name for the value in the Value Name text box.
  5. Enter a description for the Value Name in the Description text box. 
  6. Confirm the Active checkbox is checked and click Save.
  7. Repeat steps 3-6 until all desired values have been added for the Data Type.

Edit values for a Document Template Data Type:

  1. Locate the Data Type from the Specification Data Types and Values Grid.
  2. Click the (+) button to the left of the Data Type Name. A Values grid will appear below.
  3. Click once on the Data Type value to highlight it.
  4. Click the Edit button to the far right of the Values grid.
  5. Make changes to the display name, description or active status and click Save.

Delete values for a Document Template Data Type:

  1. Locate the Data Type from the Specification Data Types and Values Grid.
  2. Click the (+) button to the left of the Data Type Name. A Values grid will appear below.
  3. Click once on the Data Type value to highlight it.
  4. Click the Delete button to the far right of the Values grid.
  5. Click "Yes" to confirm deletion.

 

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.

 

Copying a Document Template 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.

 

 

 

Frequently Asked Questions

  • I've imported the wrong template of data, can I delete an entire import? Users can delete an import by following the Delete a Recent Import directions found under the Document Specifications Maintenance Section above.
  • If I Delete a Template Type, does it delete those templates I have on my Plans? No.
  • Can I copy a template so I don't have to recreate it from scratch? Users can Click the Add button located to the right of the Document Template Types dropdown menu on the Templates tab and select "Copy from Exisiting" and choose the template they wish to copy from.

 

 

 

 

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