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Integrating Document Specifications with ftwilliam.com

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.

Exported Document Specifications data from ftwilliam.com can be easily imported into PensionPro. Integrating PensionPro Document Specifications with ftwilliam.com allow users to update Document Specifications at the plan level with a push of a button.

Tier Availability: Team, Essential, Premium, Business Basic and Business

Security Right Required: Maintenance

Please refer to the following articles to ensure the ftwilliam.com integration and PensionPro Document Specifications preferences have been established prior to adding/importing your ftwilliam.com Document Specifications.

Menu:

Create/Edit Document Specifications Templates: To add and view Document Specifications in PensionPro, users must first establish a Document Template with the Document Specification Fields desired to be stored in the system. Document Templates are established under Maintenance > Preferences > Document Specifications. For integration purposes, the system includes a full library of all ftwilliam.com document versions.

Providers Tab: To add a Document Provider:

  • Click the Add button and the Add Document Provider slider will appear.
  • Enter a Provider Name for the Document Provider.
  • Choose the Document Vendor from the dropdown. Users who wish to integrate their Document Specifications with ftwilliam.com must choose ftwilliam.com as the Vendor. If no integration is desired, or for all other Vendors, Common must be selected.
  • Select the Preferred checkbox if this is the firm's primary Plan Document Provider.
  • Click the Save button.

Templates Tab: To add or edit a Document Template:

  • To Add a Document Template, click the Add button to the right of the Document Template Types dropdown. The Add Document Template Type slider will appear. The slider includes the following Actions:

    • Copy from Existing Template - This option allows the user to copy from a template they have already created in the system. The following fields will show on the slider:

      • Provider - Select the name of the Provider.
      • Vendor - The Vendor will autocomplete based on what Provider was chosen. For integration to be enabled, the Vendor must be ftwilliam.com.
      • Template - Select the name of the template from which the new template will be copied.
      • Checklist Name - The corresponding ftwilliam.com checklist will be displayed.
      • Default Status - Select the default status of the Document Specification to be used when added to a plan.
      • Template Name - Enter the name of the template.
      • Description - Enter the description of the template.

    • Copy from Library Template - This option allows the user to copy an existing template from the library of ftwilliam.com plan documents. The following fields will show on the slider:
       
      • Provider - Select the name of the Provider.
      • Vendor - The Vendor will autocomplete based on what Provider was chosen. For integration to be enabled, the Vendor must be ftwilliam.com.
      • Library Template - Select the name of the ftwilliam.com template from which the new template will be copied.
      • Default Status - Select the default status of the Document Specification to be used when added to a plan.
      • Template Name - Enter the name of the template.
      • Description - Enter the description of the template.

        Important note
        : It is recommended that users do not edit the system default ftwillam.com templates included in the template library. To customize these templates, users should first copy the default template and make any edits to the new copied version.
    • Create New Template - This option allows the user to create their own template. The following fields will show on the slider:

      • Provider - Select the name of the Provider.
      • Vendor - The Vendor will autocomplete based on what Provider was chosen. For integration to be enabled, the Vendor must be ftwilliam.com.
      • Checklist Name - The corresponding ftwilliam.com checklist will be displayed.
      • Default Status - Select the default status of the Document Specification to be used when added to a plan.
      • Template Name - Enter the name of the template.
      • Description - Enter the description of the template.

  • To customize a Document Template, select the Template from the Document Template Types dropdown menu.
     
    • Delete a Document Specification - Highlight the specification and click the Delete button in the upper right corner.
    • Edit Document Specification - Highlight the specification and click the Edit button in the upper right corner.
    • Add a Document Specification - Click the Add button in the upper right corner.

  • To Edit the Document Template Type options, select a Template from the Document Template Types dropdown menu and click the Edit button to the right of the Document Template Types dropdown menu.

  • To Delete a Document Template, select a Template from the Document Template Types dropdown menu. Click the Delete button to the right of the Document Template Types dropdown menu and click Yes to confirm the deletion. Deleting the template will not delete previously established specifications on plans.

Data Types Tab: Users can add Data Types to their specification templates to create customized answer dropdowns. Several sample Data Types are pre-populated in the system as defaulted values. The user can add Data Types or edit the existing values.

    • Add Data Type - Users can add Data Types by clicking on the Add button. Fields that will display are: Data Type Name, Description, and Active checkbox.
    • Edit Data Type - Once the data type is created, click the accordion toggle to the left of the name to expand the data type. Click the Add button on the right to create the underlying values. Fields that will display are: Value Name, Description, and Active checkbox.

Importing Document Specifications to Plans: Exported Document Specifications data from ftwilliam.com can be easily imported into PensionPro. Instructions for exporting Document Specifications from ftwilliam.com can be found on the attached help guide. Document Specifications are imported into PensionPro under Maintenance > Preferences > Document Specifications.


Import Tab

  • Choose a File and Source

    • Vendor - Select ftwilliam.com.
    • File - Click the File Explorer icon to browse to your computer. Select the import file and then click Next. The exported ftwilliam.com files are typically .csv files so the user should make sure that when selecting the file, they choose .csv for the file type.

  • Choose the Identification Columns

    • Provider - Select ftwilliam.com.
    • Template Type - Choose the selected Document Specifications Template Type from the dropdown.
    • Default Status - Auto populated to indicate the default status of the template that is selected under Template Type.
    • For ftwilliam.com, the following fields are automatically mapped fields that will be locked: Match records using, Plan Name, and Plan Name 2.
    • Effective Date - Select the header for the column that contains the effective date of the document specifications then click Next. ftwillliam.com has two effective dates:
      • EffectiveDate - Date plan was amended or restated.
      • OrgEffectDate - Original effective date of the plan (the plan document has not been amended or restated.

        If the user wants to capture the date of import, a column titled Import Date can be added to the .csv file.

  • Map Import File Columns to Specification Template Columns

    • Choose a mapping style - Choose Auto.
    • On what value would you like to auto-map - Choose Specification Tag and then click Execute Mapping.
    • Mapped Items - Review mapped items and click Next.

  • Preview Information: 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. To re-import, click the previous button and follow the steps above. If satisfied, click the Next button to proceed with the Import.

  • Complete Import: Import data by clicking 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.

    Note: Once Document Specification templates have been globally created, users also have the ability to import the ftwilliam.com Plan Document Specifications on a plan-by-plan basis. Refer to Update Document Specifications Using the Import Specification Feature below for additional details.

Maintenance Tab: From the Maintenance tab users can export a Document Specifications template and delete a recent import.

  • Export a Document Specification Template File - In order to export a data import sheet containing the fields of the Document Type Template, complete the steps in the order shown below:

    • Select the Provider.
    • Select the document Template Type.
    • Select the Mapping Style to use for mapping the specifications.
    • Click the Export button and enter a name for the exported file.
    • Click the Save button.

  • Delete a Recent Import - In order to delete an import of document specifications, complete the steps in the order shown below:
     
    • Single-click the import.
    • Click the Delete button.

      Note: Only imports completed in the last seven days are available for deletion.

Add/Edit Plan Document Specifications: Once Document Specifications have been added to a plan, users can edit the specifications manually or update the specifications by pulling the specifications directly from ftwilliam.com. To enable importing, the ftwilliam.com integration and PensionPro preferences must be set up as described under Integrating ftwilliam.com with PensionPro and Creating/Maintaining PensionPro Preferences.

Security Right Required: Add/Edit Plan Doc Specs

Update Document Specifications Using the Import Specification Feature at the Plan Level Under Plan > Specifications.

  • Select the Document Specifications from the Document Version dropdown.

  • Click the Import Specifications button to pull the current specifications directly from the plan document in ftwilliam.com. If the global preference is set to Yes, then the user can edit the specifications.

  • Users also have the ability to import the ftwilliam.com Document Specifications on a plan-by-plan basis instead of completing a global import. To do so, click the Add button next to the Document Version dropdown, select Copy from Existing Template, choose the applicable details, and click the Import Specification button.

Update Document Specifications Manually at the Plan Level Under Plan > Specifications.

  • Select the Document Specifications from the Document Version dropdown and choose one of the following Actions and related details:

    • Copy from Existing Document (if a document exists)
    • Copy from Existing Template

FAQ

  • My ftwilliam.com export file includes both Effective Dates and Original Effective Dates. Can these plans be imported at the same time on one sheet? Since only one indicator can be selected, you will need to complete separate imports - one import that includes plans with an Effective Date and a second import that includes plans with an Original Effective Date. Alternatively, you could add a new column to your doc spec template and spreadsheet for a date such as “Import Date.”

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

  • Does the integration work with ftwilliam.com templates that were in my system prior to the April 2021 release? No, the integration will only work with the document specification templates from the new ftwilliam.com template library.

  • 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.

  • If I delete a Document Specifications Template, does it delete those templates I have on my Plans? Deleting a template only removes the Document Specifications Template, not specifications that have been added to plans. If a template was used, the template cannot be deleted, and the user will receive an error message.

  • What if I don’t see the Import Specifications button? Confirm that the Client and Plan are linked to ftwilliam.com and that the Import Specification button has been enabled under Maintenance > Preferences > Integrations > ftwilliam.com.

  • If a plan is restated to a new document, do we need to add a new Document Version, or will the Import Specifications button update this for us? If you want your document specifications on the correct template, you will need to either reimport or add the new template and then click the Import Specifications button to update the specifications.
  • Do you have to use an import to add the initial Document Specifications for a single plan? No, once you have added the template from the template library under Maintenance > Preferences > Document Specifications, you can add the template at the plan level and click the Import Specifications button.

  • Do we have the ability to run a Fetch query on the plan Document Specifications? Yes, you can query the data by selecting the Fetch nodes under Locations > Clients > Plans > Document Specifications or Document Specifications Pivoted.

  • I don’t see the new ftwilliam.com templates. How do I add them to my system? The ftwilliam.com templates are stored in the template library in PensionPro and will need to be added to your list of available templates under Maintenance > Preferences > Document Specifications > Templates tab. Please see Copy from Library Template above for detailed instructions.

 

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