Adding and Importing Document Specifications (Desktop)

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Document Specifications can be added to PensionPro either by manual entry or import data from an external data source. 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. Users can create customized templates to only track the Plan Document items that are important to them.

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

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

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





Manual Document Specification Entry

To manually enter Document Specifications for a Plan, click on the Plan from the search screen. From the Home screen, click the Specifications tab on the left side of the screen and complete the steps in the order shown below:

  1. Click the Add button to the right of the Document Version dropdown and an Add Document Specifications slider will appear.
  2. In the slider, Click the Copy from Existing Template to create a new Document Version. If other Document Versions exist, the user may choose Copy from Existing Document and edit as needed.
  3. Enter the Effective Date for the Document Version.
    • A plan cannot have two Document Specification Templates added with the same Effective Date.
  4. If Copy from Existing Template was selected, select the Template to copy from.
  5. Enter the Status for this Document Version, for example, Active. The user should set the prior Document Version to an Inactive or Archived status. Document Version Status List Values are created by the user by clicking on Maintenance from the Application menu and selecting List Values from the menu. Click on the List Type dropdown and select Document Version Status.
  6. Enter Values for each Specification.
  7. Click the Save button.


Importing Document Specifications

To import Document Specifications, export a data file from your Document Provider or other external data source. The file must be in an Excel format. A formatted excel file can be created from PensionPro.

  1. Click on Maintenance from the Application Menu and select Preferences > Document Specifications > Maintenance.
  2. Select your Provider, Document type and Auto-mapping Value.
  3. Click the Export button in the top right of the screen.

Once a data source file has been created:

  1. From the Application Menu, click Maintenance > Preferences > Document Specifications.
  2. Click the Import Tab and complete the steps in the order shown below.

Choose a File and Source

  1. Select an Vendor. "Common" is a universal import format and accepts all imports. is specific to that Document Provider's export format.
  2. Browse to select the data source for import.
  3. Click the Next button.

Choose the Identification Columns

  1. Select the Document Provider from the dropdown.
  2. Select the Document Template Type from the dropdown.
  3. The Status will be completed automatically to indicate the default status of the template that is selected under Template Type.
  4. Select the Field to use for matching records from the external data source to the Plan in PensionPro. The two options provided are TPA Plan ID or Plan Name.
  5. Depending on the matching option selected in Step 3, choose the column header in the external data source that contains the corresponding matching value.
  6. Select the field in the Document Provider export file that contains the effective date for the document specification version. Note: a plan cannot have two Document Specification Templates added with the same Effective Date.
  7. Click the Next button.

Map Import File to PensionPro Document Template Fields

There are two mapping styles for matching data columns in the external data source to the fields contained in the Document Template in PensionPro; Manual and Auto.

Manual Mapping

  1. Choose Manual from the Mapping Style dropdown menu. The selection allows the user to select columns from the Import File (external data source) to match with Document Template Specification Field.
  2. Select a field from the Import File Box. The Import File box shows the column headers contained in the Import File.
  3. Select a field in the Specifications box. The Specifications box shows the Document Template Fields available for matching.
  4. Click the blue selection button to the right of the Specification box. The two fields selected in Steps 2 and 3 are now "mapped" and are listed in the Mapped Items box. Continue matching fields until the desired amount if fields are mapped for import.

Auto Mapping

  1. Choose Auto from the mapping style dropdown menu.
  2. Select the Value that will be used to Auto-map fields from the Import File to the Document Template Fields. The two options displayed are Specification Name and Specification Tag. When creating the Document Template in PensionPro, the user chose the Specification Name and/or Specification Tag for each Document Template Field.
  3. Click the Execute Mapping button.
  4. The screen populates with three sections; Import File; Specifications and Mapped Items. Any remaining field names listed in the Import File or Specifications box have not been mapped for import. All successfully mapped fields will be listed in the Mapped Items box.
  5. Click the Next button.


  1. The Preview Information screen will appear to give the user an option to Preview Data and identify Problems with the Import by clicking the tabs on the left side of the screen.
    • If changes need to be made, users should make changes to their import template, click the Previous button and upload their updated file and follow the steps above.
  2. If satisfied, Click on the Next button to proceed with the Import.
  3. Import data by clicking on the Unlock button and then clicking the Execute button. The Import Results will appear on the screen. Click the Finish button to return to the main Import screen.
    • Users may get a message indicating that "Specification with effective date [date here] already exists for plan 'Plan Name Here' if a document specification record already exists for the plan for the same effective date entered on the import template.
      • Users cannot create multiple document specification records for the same plan with the same effective date.
    • Users can toggle the Skip radio button to skip those records.
    • Alternatively, users can toggle the Overwrite radio button to overwrite current records with the date in the import template. This will overwrite all field values in the document specifications record.


Exporting a Data Import Sheet for a Document Type Template

In order to export a data import sheet containing the fields of the document type template, click on Maintenance in the Application Menu and select Preferences > Document Specifications. Click the Maintenance Tab and complete the steps in the order shown below:

  1. Select the provider.
  2. Select the document type template.
  3. Select the mapping method to use for mapping the specifications.
  4. Click the Export button and enter a Name for the Export File.
  5. Click the Save button.


Deleting an Import of Document Specifications

In order to delete an import of document specifications, click on Maintenance in the Application Menu and select Preferences\Document Specifications. Click the Maintenance Tab and complete the steps in the order shown below (Only imports completed in the last seven days are available to be deleted.)

  1. Select the import from the screen display by single clicking on it to activate the delete button.
  2. Click the delete button.


Frequently Asked Questions

  • The system says specs with the same effective date cannot exist. What am I doing wrong? The system will not allow a plan cannot have two Document Specification Templates added with the same Effective Date. Either the prior template should be deleted or a new Effective Date should be entered.

  • I 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. 
  • Is there a way to mark my current Document Specifications as Inactive in mass prior to adding the new specifications? Yes, you can update the Document Specifications Status under Power Tools > Field Update > Document Specifications.


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