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Creating/Maintaining PensionPro Preferences

 

Creating PensionPro Preferences establishes the basic system preferences that are routinely used in the PensionPro system. Note that any changes made will affect the system globally.  

Tier Availability: Track, Core, Team, Essential, Premium, Business 

Security Rights Required: Maintenance 

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

To Create Preferences: 

  1. Click on Maintenance > Preferences > PensionPro. 
  2. Across the top are sub tabs such as General, Web Steps, Field Descriptions, Collection Field, and Fee Schedules. 
  3. Select a tab, then select a Preference Type from the dropdown menu at the top of the tab (if applicable). 
  4. Click the Edit button to open the Preferences slider. Make changes and click Save. Note that some preferences may need to be highlighted prior to clicking the Edit button. Some fields may already contain default values. These values are editable.

Menu:

 

PensionPro Preference Maintenance Drop-down Menus

General Tab 

  • Make “Save & New” Default:  If the user is utilizing PensionPro’s time tracking feature using the Time Entry and Review, this preference allows the user to decide whether when an employee enters their time in the Time Entry and Review in a new Add Time Slip they will have the option to save that Time Slip or save and add a new Time Slip. Having this set to Save & New is helpful if the users’ employees are entering multiple Time Slips. 

  • Show Timeslip Prompt:  If the user is utilizing PensionPro’s time tracking feature regularly, then having this preference set to "Yes" will prompt the system to ask if time has been entered when completing a task. This is helpful because it helps make sure that all time has been tracked at the end of the day. 

  • Set interaction originator Default: If this option is set to Yes, then the person creating an interaction in PensonPro will be listed as the originator of that interaction. 

  • Include Completed Projects on Time Entry: If this option is set to Yes, a selection box will display on the Time Slip below the Project Name drop-down titled "Show Only Completed Projects." This will allow employees to enter time into completed projects. If it set to No, then only uncompleted projects will show up in Time Entry. 

  • Retrieval Time Span: This option becomes important the more data the user has in PensionPro. Whenever the user does a search in the system, whatever time span the user has selected in this option will be the time span for the data that is returned. When doing the search if the user needs another time span the user can always adjust the time span within the drop-down menu. 

  • Project Field Limit: This is the default number of project fields that will retrieve. The user can change this number if the user needs to.

 

Annual Data Collection 

These are the preferences the user will use to help in the data collection process. This section is only available in the Essential, Premium, and Business Tiers. 

  • Maximum Participant Age: Participants that are older than whatever has been entered in this preference will generate a warning. This is helpful because the system will create a warning and the user can check to see if the information was entered in incorrectly. 

  • Minimum Participant Age: Participants that are younger than the value entered in this preference will generate a warning. This is helpful because the system produces the warning so the user can check that the information was entered in incorrectly. 

  • Address Change Recipient: If a client on PlanSponsorLink.com makes a change to an address, the system will send an email that an address was changed to the email address that has been notated in this field. The system is only capable of having 1 email at a time set in this preference. 

  • Address Change Body: This is the default message within the email that is sent out when an address is changed. This message can be customized.

  • Certification: This is the language that will be displayed on the Sign and Submit popup on PlanSponsorLink.com.  When submitting data, in the very last step, the Approval step, the client will be asked to sign and submit their information. This is the wording that will be displayed in that step. 

  • Annual Administration Check Submission Message: This language also shows on the Approval and Submission page. It is important to note that both the Certification and the Annual Administration Check Submission are the last steps that the client has to change any of their census data before completing the annual administration data. 

  • Annual Administration Check Submission Title: This message is displayed at the top of the Approval and Submission message. 

  • Employees Step No W2s Message: This message is displayed when the user saves the Employee step without adding any W2 wages. This message can be customized. 

  • Annual Data Collection Email Body: When the user is within a project there is small envelope that when clicked on, an email is sent. This preference is the body of that email that can be customized.

  • Annual Data Collection Email Subject: When the user is within a project there is a small envelope that when clicked on, an email is sent. This preference is the subject line of that email and can be customized.

  • Annual Data Collection Email Role: While in a project there is a small envelope that when clicked on, an email is sent. This preference indicates which contact will receive this email. There is a drop-down menu where the user can select who the recipient will be. 

  • Full name on census export: The user can decide whether the employees’ first and last name on the census export should show together or if the user wants them separate. 

  • Prevent EIN editing: If this preference is answered yes, then the EIN field will be locked on Step 2 of the Annual Data Collection Process. If this preference is set to no, then the user will be able to edit the EIN field. 

  • Enable Census Scrubbing on PSL: If turned on, PlanSponsorLink will validate data being uploaded through the Employee Census step and provide errors and warnings pertaining to any data that appears to be inaccurate. These validations can be turned off by marking this setting as No.

 

Blast Email 

This feature is helpful in the annual administration process. It assists in keeping clients updated, sending the initial census request, and any other reminders that also need sent. This area has to be set up before the user can use blast email. If SendGrid, which is an email relay service, has been purchased then the information in this preference screen will already be populated for the user. If the user needs further assistance with Blast Email, please reference our Blast Email video for help with these settings. 

Note: If SendGrid was not purchased through PensionPro and the user is utilizing their own email server, PensionPro does not have access to their server and the User's IT Team will need to configure their own server. The email server settings should be reflected on the Blast Email Preferences. Blast Email is not included on the Track Tier. 

 

Data Security 

These preferences globally control Note editing, deleting and year end data editing. 

  • Lock Year End Data: Once the user has sent out the initial census request, if this preference is set to "Yes" then no change to the data collection steps can be made until the client has finished and completed their process. This prevents overwriting any changes the client has made. This is a global switch and will lock or unlock editing for all plans. This preference is not included in the Track or Core Tier. 

  • Note Editing Allowed: This preference will either allow or not allow editing notes company-wide. If set to "Yes," the user can control this for each employee under security rights. If set to "No," users cannot edit Notes regardless of their security rights.

  • Allow Deletion of Notes: This preference will either allow or not allow deleting notes company-wide. If set to "Yes," the user can control this for each employee under security rights. Though, note that even if a user has the proper security right to delete notes, if this preference is set to "No," the notes still cannot be deleted by any user.

 

Documents 

When the user uploads documents and wants the client to know that those documents are available on PlanSponsorLink.com, an email will automatically populate for the user to send to the client. These preferences control the customization of that email. This section is only available in the Premium and Business Tiers. 

  • Document Email Body: The language in this preference will be the body of the email sent to clients to let them know that there has been a new document posted. The language in this message can be customized.

  • Document Email Subject: This preference will be the subject line of the email that is sent to clients to let them know that the user has posted a new document. 
  • Document Email Use: This preference will determine whether an email is created to be sent to clients to let them know that the user has posted a new document. 

 

General Web Selection 

If using General Web Collection projects, the preferences under this drop-down pertain to the email notifications that are sent out to the Plan Contacts. This section is only available for Essential, Premium, and Business Tiers. 

  • General Web Collection Check Submission Title: When the client finishes their submission this title is displayed at the top of the submission screen. 

  • General Web Collection Check Submission Message: When the client finishes their submission this message is displayed on the submission screen. 

  • General Web Collection Email Body: When the user is within a project there is a small envelope that when clicked on, an email is sent. This preference is the body of that email which can be customized. 

  • General Web Collection Email Subject: When the user is within a project there is a small envelope that when clicked on, an email will is sent. This preference is the subject line of that email which can be customized. 

  • General Web Collection Email Role: When the user is within a project there is a small envelope that when clicked on, an email is sent. This preference notates which contact will receive this email. There is a drop-down menu where the Recipient can be selected.

 

PlanSponsorLink 

  • Website Operational: This preference establishes whether PlanSponsorLink is operational. This can be disabled in PlanSponsorLink by changing this to "No" and it will be immediately inaccessible. 

  • Access Denied Message: This preference is the wording someone will see if they try to access the site and are unable to gain access. This text is can be customized.

  • Help Text: This is the wording that will be displayed on the Help pop-up on PlanSponsorLink.com. 

  • Website Name: The name that is displayed after the website login.

  • Login Screen Message: This is the message that will be displayed at the bottom of the login screen. This preference gives the user the availability to add text to the login information. 

  • Show Login Screen Message: If the user selects "Yes" then the Login Screen Message will show. If "No" is selected then the Login Screen Message will be hidden. Often times this is where firms include address information or other detailed information to identify your firm's identity. As information needs to be updated, this is likely where the change will need to be made.

  • Fiduciary Document Heading: This is the heading that is displayed on PlanSponsorLink for Fiduciary Documents on the Documents tab. 

  • Secondary Login Screen Message: This message will be displayed at the bottom of the login screen. This can be customized. 

  • Data Collection Submission Email: This is an email that will be sent to the user upon submitting the data for approval. The fields that are in brackets are merge fields. They are website URL, date completed, name, title, phone, email, and project name. These will be pulled from the plan data and filled in when the submission has occurred and the email is created. 

  • Show Distribution Tab: This preference allows the user to turn the Distribution Tab on or off in PlanSponsorLink.com. If the user is not using distributions in PlanSponsorLink.com then this preference should be set to "No." 

  • Show Bulletins Tab: This preference allows the user to turn the Bulletins Tab on or off in PlanSponsorLink.com. 

  • General Web Collection Submission Email: This is an email that will be sent to the user upon submitting the general web information for approval. The fields in brackets are merge fields. They are website URL, date completed, name, title, phone, email, and project name. These will be pulled from the plan data and filled in when the submission has occurred and the email is created. 

  • Census Import Column Mapping: This preference enables the Employee Census Import column mapping feature on PlanSponsorLink.com. 

  • Auto Archive: This preference sets the default time before Secure File Exchanges are no longer displayed in PlanSponsorLink and moved to Archived status.

 

PlanSponsorLink Style 

These fields allow the user to edit the color schemes within PlanSponsorLink.com to customize the look and feel of PlanSponsorLink. 

 

Secure File Exchange 

  • Default Expiration Days: This preference controls the default time before a Secure File Exchange expires. The options are 7, 14, 30, 90 days or never. 

  • Interaction Type: This preference determines the Interaction Type that is used when a Secure File Exchange interaction record is created. 

  • Read Notifications: This preference controls how the file sender should be notified if and when a recipient reads the Secure File Exchange. The user can be notified on all reads, the first read, or never. 

  • Reminder Frequency: This preference controls the frequency at which transferred file recipients are reminded they have a file available for download. Users can select to remind recipients in 7 days or never. 

  • Incoming Exchange Email Subject: This is the subject of the email notifying a user that a file has been uploaded to PlanSponsorLink. Note that merge fields cannot be added to the Exchange Email Subject at this time.

  • Incoming Exchange Email Body: This preference sets the default email body that is sent to users notifying them of incoming Secure File Exchanges that are available for download. Users can create an email with the following merge fields: [Sender First Name], [Sender Last Name], [Recipient First Name], [Recipient Last Name], [AttachedFileNames], [Sender Email Address], [Date Sent], [Date Expires], [Website URL], [File Count], [Message], [Sender Company Name], [Sender Plan Name]. The following sample message has been provided:  

    • [Recipient First Name],</br></br> 
      One or more new files were uploaded on [Date Sent] from [Sender First Name] [Sender Last Name] for you to download.</br></br>Login to PensionPro to retrieve the files listed below: </br><br>Message: </br>{Message]</br><br> Thank you. </br>[Sender First Name] [Sender Last Name] </br>[Sender Company Name] </br>[Sender Plan Name] 
  • New Exchange Email Subject:  This is the subject of the email notifying a Contact that a file was posted for them to read on PlanSponsorLink. 

  • New Transfer Email Body: This preference sets the default email body notifying a Contact that a file was posted for them to read on PlanSponsorLink. Users can create an email with the following merge fields: [Sender First Name], [Sender Last Name], [Sender Signature], [Recipient First Name], [Recipient Last Name], [AttachedFileNames], [Sender Email Address], [Date Sent], [Date Expires], [Website URL], [File Count], [Message], [Sender Plan Name]. The following sample message has been provided: 

    • [Recipient First Name],</br></br> 
      One or more new files are available for you to download from our secure website.</br></br><a href="[Website URL]">Click Here</a> to login and retrieve the files listed below:</br> 
      [AttachedFileNames]</br></br> 
      Message:</br> 
      [Message]</br></br> 
      Thank you.</br> 
      [Sender First Name] [Sender Last Name] 
  • Read Notification Email Subject: This is the subject of the email notifying a user that the file that was posted has been downloaded. 

  • Read Notifications Email Body: This preference sets the default email body notifying a user that the file that was posted has been downloaded. Users can create an email with the following merge fields: [Sender First Name], [Sender Last Name], [Sender Signature], [Recipient First Name], [Recipient Last Name], [AttachedFileNames], [File Name Accessed], [Sender Email Address], [Date Sent], [Date Expires], [Website URL], [File Count], [Message], [Sender Plan Name}. The following sample message has been provided:

    • [Sender First Name],</br></br> 
      A secure file sent on [Date Sent] has been downloaded by [Recipient First Name] [Recipient Last Name]. 
  • Reminder Email Subject: This is the subject of the email for the reminder that is sent to the contact reminding them they have a new document available for download. 

  • Reminder Email Body: This preference sets the default email body reminding the contact that they have new document available for download. Users can create an email with the following merge fields: [Sender First Name], [Sender Last Name], [Sender Signature], [Recipient First Name], [Recipient Last Name], [AttachedFileNames], [Sender Email Address], [Date Sent], [Date Expires], [Website URL], [File Count], [Message], [Sender Plan Name]. 

    • [Recipient First Name],</br></br> 
      One or more new files are available for you to download from our secure website. </br></br><a href="[Website URL]">Click Here</a> to retrieve your files.</br></br> 
      [AttachedFileNames]</br></br> 
      Message:</br> 
      [Message]</br></br> 
      Thank you.</br> 
      [Sender First Name] [Sender Last Name] 

 

Web Steps Tab

Tier Availability: Essential, Premium, Business 

Add-On Availability: PlanSponsorLink 

  • Annual Administration 

This drop-down menu allows users to edit the Title and Description of each of the Year End Data Collection steps visible on PlanSponsorLink when completing the annual data collection process. 

  • Document Collection 

This drop-down menu allows users to edit the Title and Description of the various steps in the Document Collection. 

  • General Web Collection 

This drop-down menu allows users to edit the Title and Description of the various steps visible to clients on PlanSponsorLink when completing a General Web Collection. 

 

Field Descriptions Tab 

When plan sponsors submit employee census data on PlanSponsorLink, it is important that they have clear field names, definitions, and format the data should be submitted. The Field Description preferences tab allows users to do just that. Users may want to modify the collection or description fields year-to-year or in the case of an extension, change in the industry, or otherwise updated information.  

Tier Availability: Essential, Premium, Business 

Add-On Availability: PlanSponsorLink 

Field Description changes are applied globally, which means the changes will be seen by plan sponsors when completing the Employees steps of data collection. Any changes to Field Descriptions also appear on the Instructions tab of exported employee census excel files from PlanSponsorLink. 

 To Edit the Field Descriptions 

  1. Highlight the Field that needs to be edited. 
  2. Click on the Edit button to the right of the screen. 
  3. An Edit Field Description slider menu will appear. 
  4. Edit the Display Name, Description, or Format that needs to be edited. 
  5. Click Save. 

Note: The Column Name is displayed internally. Display Name is displayed to the plan sponsor on PlanSponsorLink.com and is the title for the column on census data sheet. Field Description and Format is displayed on the Census portion of the Data Collection process on PlanSponsorLink.  

Note: The Column Names displayed in the Field Descriptions tab are hardcoded. Users cannot create a new Column / Field to add to the list. Only the Display Name, Description and Format Description can be edited.

Note: Changing the Format description does not change the data type of the field. For example, if a user changes the Format field from "Text Characters" to "Checkbox," the field will still be a Text data type and will not change to a Checkbox data type. Just the Format description will change on the Instructions tab for PSL viewers to reference.

 

Collection Fields Tab 

Tier Availability: Essential, Premium, Business 

Add-On Availability: PlanSponsorLink 

This allows the user to set up what fields should be displayed in the Employee Section of the Data Collection on PlanSponsorLink. Collection Fields are created on a Plan Type basis. Whatever Plan Type is selected in the Plan Details > General Plan Information Tab will dictate what fields are viewed on PlanSponsorLink for the Employee Census. 

To Create a Plan Type: 

  1. Click on Maintenance > List Values. 
  2. Click the Plan tab listed on the left-hand side. 
  3. In the drop-down box at the top, select Plan Type. 
  4. Click on the Add button on the right-hand side of the grid. 
  5. An Add Plan Type slider menu will appear. 
  6. Complete the Display name, Description, and mark it as Active. 
  7. Click Save. 
  8. Search for the plan 
  9. Double click on the plan name 
  10. Click on the edit button 
  11. Choose the new plan type from the Type dropdown menu 
  12. Click Save 

To Add a Collection Field 

  1. Click on Maintenance > Preferences > PensionPro. 
  2. From the tabs at the top choose the Collection Fields tab. 
  3. Choose a Plan Type from the Plan Type dropdown menu. 
  4. Click on the Add button on the right-hand side of the Collection Fields screen. 
  5. Choose the Column Name from the dropdown. 
  6. Mark the checkbox if the field is to be visible. 
    • If this is not checked then the field will not show in the grid on PlanSponsorLink but will be included in the excel import spreadsheet and the add an Employee pop-up screen. 
    • If a Collection field is not marked to be visible, the field will not appear in the Employees Summary popup window on PSL for the plan sponsor to view either.
  7. Mark the checkbox if the field is to be required. 
    • If this field is marked as required, the plan sponsor must enter a value for this field.
  8. Click Save. 

Note: New/Custom Collection Fields cannot be added at this time. The current available Collection Fields Data Types cannot be changed either. For example, a field that references a date field will always be a date data type.

To Edit a Collection Field 

  1. Click on Maintenance > Preferences > PensionPro. 
  2. From the tabs at the top choose the Collection Fields tab. 
  3. In the drop-down box at the top, select the Plan Type that needs to be edited. 
  4. Choose the Column Name that needs to be edited. 
  5. On the right-hand side click on the Edit button. 
  6. An Add/Edit Collection Field pop-up menu will appear. 
  7. Mark the checkbox if the field is to be visible or uncheck if it is not supposed to show. 
  8. Click Save. 

To Delete a Collection Field 

  1. Click on Maintenance > Preferences > PensionPro. 
  2. From the tabs at the top choose the Collection Fields tab. 
  3. In the drop-down box at the top, select the Plan Type that needs to be edited. 
  4. Highlight the Column Name that needs to be deleted. 
  5. Click on the red X. 
  6. A pop-up message saying Do you want to delete the 'XXXXX' field? will be displayed. 
  7. Click on Yes 

Note: Changes made to Collection Fields are viewable by plan sponsors on PlanSponsorLink immediately.

 

Fee Schedule Tab

Tier Availability: Team, Premium, Business 

These fields are used to create and customize fee schedules to be in PensionPro. The preferences listed here allow the user to control the values that appear when building a fee schedule. 

To Add a Fee Template: 

  1. Click on Maintenance > Preferences > PensionPro. 
  2. Click the Fee Schedule’s Tab. 
  3. Click on the Add button at the top of the screen next to the dropdown menu. 
  4. An Add/Edit Template pop-up menu will appear. 
  5. Type in the name of the template. 
  6. Click save. 
  7. Choose the Template that was just created in dropdown list at the top. 
  8. On the right-hand side of the screen, click on the Add button. 
  9. An Add/Edit Fee Schedule Item pop-up menu will appear. 
  10. Select a Fee Type* from the dropdown menu.  
  11. Enter the Fee Amount. 
  12. Select the Fee Amount Typefrom the dropdown list. 
  13. Select the Fee Frequency* from the dropdown list. 
  14. Select the Fee Payor* from the dropdown list. 
  15. Select the Fee Payment Source* from the dropdown list. 
  16. Select the Category* from the dropdown list.  

*These are list values. If the correct item is not available in the dropdown then a list value will need to be created by clicking on Maintenance > List Values > Fee Schedules. 

To Edit a Fee Template: 

  1. Click on Maintenance > Preferences > PensionPro. 
  2. From the Tabs at the top choose the Fee Schedule Tab. 
  3. In the dropdown box at the top, select the Template that needs to be edited. 
  4. On the right-hand side click on the Edit button. 
  5. An Add/Edit Fee Schedule Item pop-up menu will appear. 
  6. Edit the information that needs to be changed. 
  7. Click Save. 

Note: At this time users cannot delete a fee schedule template. This is because templates could be a tied to prior periods and needed for fee calculation. Users can re-purpose the template to a new Fee Schedule template or they can rename the template to "DO NOT USE" to indicate to other users that the template should not be used.

 

 

 

 

 

 

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Comments

  • Avatar
    Rene Mielcuszny

    Hello;

    We recently had the opportunity to meet Katie Boyer and have her do a 3 day training session at our company (Dunbar, Bender & Zapf, Inc.).
    BTW... She is Wonderful! Loved her presentations!
    My position with the company is Billing Coordinator and I do the invoicing that is sent out to our clients. My question during one of the training sessions was are they able to increase the size of the fields--the tiny little 2 inch scroll box that some of the sub-execs here decide to type in an entire page and I only have 2 inches of visual to pull the information. So it goes like this "type 3 words, scroll, type 2 more words, scroll, type 3 words scroll... etc. If it were possible for me to copy the information from inside that tiny scroll area and paste it into my invoice it would be extremely helpful and timesaving!
    I can send a screen shot if you need more information.
    My contact info is:
    [email protected]
    412-263-0102, Ext 345

    Thank you,

    Rene' Mielcuszny
    P.S. If you are able to get back to me, please copy [email protected]