Updating Records via Import

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PensionPro's selection of Field Update Power Tools can be useful for quickly updating a single field across multiple records. However, there are cases where a blanket update is not sufficient, and more precise changes need to be made. Utilizing Update Import Tools, PensionPro users are able to make changes to multiple records by completing and importing an Excel workbook file rather than opening each record and editing it by hand.

 

Tier Availability: Business Bundle

Security Rights Required: Access Update Power Tools

 

Article Contents

 

 

Disclaimer

 

The ability to import changes via spreadsheet carries a risk of irreversibly altering or deleting PensionPro data. Review all of the instructions in this article prior to using these Power Tools.

 

PensionPro strongly recommends the following precautions:

 

  • Utilize simpler Power Tools if the situation allows.
  • Only assign the relevant Security Right to trusted Employees.
  • Always save a backup copy of data prior to beginning the import.

 

PensionPro will not assume responsibility for issues caused by the improper use of Update Import Tools.

 

 

Availability

 

The imports listed below can be used to update existing PensionPro records.

 

  • Plans: The Plan Update Power Tool applies to fields found in the following views of the Plan tab:
    • General
    • Defined Benefit
    • Daily Valuation
    • Health & Welfare

 

 

Obtaining an Import Template

 

The first step to updating data is downloading a template. This will become the Excel workbook file that will be imported later to complete the process. Perform the following steps:

 

  1. Navigate to the Power Tools > Import > Updates category and select the desired import. The chosen Update Import Tool opens in a new tab at Step 1: Options.
  2. Line item 1 asks which columns should be updated; select the necessary columns.
    • Multiple columns may be chosen for update. For safety, PensionPro recommends only selecting the columns containing data to be updated.
  3. After at least one column has been selected, the Moremore_options.png menu becomes available at the top-right. Select Moremore_options.png > Export Data.

 

An Excel workbook file will be downloaded to the device; the worksheet in this file includes the following items:

 

  • A column containing the names of any applicable records
  • The columns selected in Step 2, above, along with the current data for these columns

 

Continue to the section Editing the Template. Don't navigate away from the Power Tool at this stage; the section Completing the Import will pick back up with the tool where the above steps left off.

 

 

Editing the Template

 

Important: Before making any changes to the downloaded template, it is highly recommended that an unaltered copy be saved as a backup. In the event that there is an issue with the imported data, re-performing the import using this backup will be the only way to revert PensionPro to its previous state.

 

The template downloaded in the previous step contains record data as it currently exists in PensionPro. Make any changes to the template to reflect the desired updates, keeping the following points in mind:

 

  • ONLY make edits to the fields being updated. Leave all other fields untouched.
  • Record names cannot be edited.
  • Deleting data from a cell will result in that data being removed from PensionPro following the import. Do not clear any cells unless the removal of data is intended.
  • If a row contains a record that will not be updated, the row may either be deleted or left untouched. PensionPro will ignore the row during import.
  • Deleting a column will result in an error during import.
  • For fields that reference List Values, PensionPro will be unable to complete the import if the field data does not match an existing value. Prior to import, if PensionPro detects that any affected fields are present in the workbook, a warning message will be displayed, offering an opportunity to add the necessary List Values before proceeding.

 

 

Completing the Import

 

Once the template is ready, return to the Upload Import Tool in PensionPro and resume the process using the following steps to complete the import:

 

  1. Use the File Selection box to select the template. PensionPro will scan the template for issues before proceeding. Select Next to continue.
    • If any issues are detected, PensionPro will provide an Error Log with a description of the relevant errors and warnings.
  2. Step 2: Preview contains a grid comparing the current value of each column—as it exists in PensionPro—with the data that will be imported from the template. Review the changes to ensure accuracy, then select Next.
    • An information banner above the grid will display the number of fields being updated, and the number of fields for which data is being removed. This can serve as a quick verification to ensure that these numbers match expectations.
    • A summary of the changes in Excel workbook format can be exported from PensionPro by selecting Moremore_options.png > Export above the grid. Any changes to the original data will be highlighted in green for easy identification.
  3. Review the summary presented in Step 3: Review. If the information is accurate, select Execute to begin the import.
  4. When Step 4: Finish is reached, the data is queued for import. The user will receive two notification emails:
    • The first notification is sent immediately to confirm that the import has been queued.
    • The second notification is sent when the import has been successfully completed.

 

 

Frequently Asked Questions

 

  • After exporting my template, PensionPro displays an alert saying that Plans are missing from the export. What is causing this?
    This warning message means that two or more Plans have identical names and PensionPro is unable to differentiate between them. To avoid altering the incorrect record, PensionPro will not make these Plans available with the Update Import Tool. To resolve, ensure that all Plans are given unique names.