PensionPro 2.0 - Power Tools

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Power Tools represent a collection of solutions implemented by PensionPro to simplify the process of managing large quantities of data. Most Power Tools are used to add or edit data, although there are a few exceptions. This article will discuss what each Power Tool can do, and will assist in utilizing these tools to their full potential.

 

All Power Tools can be accessed by selecting Power Tools from the Navigation Panel on the left.

 

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

Security Rights Required: Access Power Tools

 

Note: Some items may not be available in all tiers.

 

Table of Contents

 

 

Power Tool List

The following is the full list of available Power Tools, as well as descriptions for each. Most Power Tools share similar functionalities; instructions for using these tools can be found later in this article, in the section titled General Instructions. Any Power Tools with instructions unique to them will be covered in their respective entries.

 

 

 

Communication Lists

Instruction set: Filter & Select (Type 1)

 

The Communication Lists Power Tool is used to manage Contacts assigned to Communication Lists. Specifically, Contacts can be added or removed from a Communication List en masse. For more information on Communication Lists, refer to the article Organizing Communication Lists.

 

 

 

Field Update

Instruction set: Filter & Select (Type 1)

 

The Field Update category contains a number of general-purpose Power Tools that are all designed to update the information in one field for multiple records of the same category. For example, this could be the Status for Plans, or the Due Date for Projects.

 

The following is the list of available Field Update Power Tools, along with brief descriptions of each:

 

  • Clients: Performs updates for various fields found on the Client tab > General view.
  • Contacts: Updates fields found on the General and Sales views of the Contact tab.
  • Document Specifications: Updates the Status for, or marks for the deletion of, Document Specifications found on the Plan tab > Specifications view.
  • Investment Providers: Provides field updates for records found on the Plan tab > Investment Providers view.
  • Plan Cycles: Performs updates for a handful of fields found throughout the Plan Cycle tab.
  • Plans: Updates fields found on the General, Defined Benefit, Daily Valuation, and Health & Welfare views of the Plan tab.
  • Projects: Updates fields found on the Project tab > Summary view. This tool does not apply to Project Workflow.
  • Tasks: Provides updates for Task-related information. This includes assigning/reassigning the Task to an Employee or Worktray, but does not include completing Tasks or inputting Task Item data.

 

 

 

ftwilliam.com

The ftwilliam.com Linking Power Tool can be used to link multiple PensionPro Plans to ftwilliam.com Plans, or PensionPro Contacts to ftwilliam.com Portal Users. This requires an ftwilliam.com connection to be established as per the article ftwilliam.com Integration - Setup & Preferences.

 

Instructions on using the ftwilliam.com Power Tool can be found in the article ftwilliam.com - Creating and Linking Records from PensionPro.

 

 

 

Distributions

The Distributions category contains a single Power Tool: the Add Distributions tool.

 

Add Distributions

Instruction set: Import (Type 2) (altered, see below)

 

This Power Tool launches Distributions for multiple participants across a single Plan. While this Power Tool more generally follows the instructions for data import, some of the initial steps differ slightly and require additional attention:

 

Step 1: Options

Use the Plan Search field to search for and select the desired Plan. Then, using the dropdowns, select the Distribution Reason, Investment Provider, Distribution Template, and Fee Item. Only one of each may be selected during a single use of this Power Tool.

 

The Select Participant Source dropdown determines how participant data is acquired for Step 2. There are two options:

 

  • Census Data: Participant records will be pulled in from existing employee census data collected within the Plan's Annual Administration Project(s).
  • Import From Spreadsheet: Participant records can be imported. This can be useful for launching Distributions for participants who were not included in an employee census. When this option is selected, a blank template can be obtained by selecting Moremore_options.png > Download Template.

 

Step 2: Selections

This step shows the list of eligible participants as determined by the Select Participant Source option that was selected in Step 1. Use the checkboxes to select the desired Distribution recipients. When finished, select Next.

 

The remainder of the Add Distributions Power Tool follows the Import (Type 2) instructions, starting at Step 3.

 

 

 

Fetch

PensionPro Fetch is a tool that provides the ability to generate custom-built reports from PensionPro data. Selecting this item from the Navigation Panel will open Fetch in a new browser tab. For instructions on using Fetch, refer to the article PensionPro Fetch.

 

 

 

Import

Instruction set: Import (Type 2) (except where noted)

 

The Import category provides the means to import new data into PensionPro. The associated Power Tools utilize Excel workbooks to add new records to various locations.

 

Warning: Import Power Tools are only intended to add new records to PensionPro. They cannot be used to add additional data to, or update, existing records. In some cases, this functionality may be provided by another Power Tool (such as the Field Update category of Power Tools).

 

The following Power Tools are intended for regular use:

 

  • Document Specifications: Allows for the bulk import of Document Specifications across multiple Plans.
  • Global Employee Census: Provides the ability to upload Employee Census data for multiple Annual Administration Projects.
  • Plan Cycle Data: Adds Plan Cycle information across multiple Plans.

 

Additionally, the PensionPro Setup category of Import Power Tools is intended for use during initial implementation or company mergers, although these tools may be utilized at any time as needed:

 

  • Client Notes: Adds Notes in bulk to the Client tab across multiple Clients.
  • Clients: Adds multiple new Clients.
  • Contacts: Adds multiple new Contacts.
  • DOL Express Import: Syncs Department of Labor data across multiple Clients. For instructions, refer to Importing Data Using the DOL Import Power Tool.
  • Employee Plan Roles: Adds Employee Roles to Plans in bulk. Employee records must already exist in PensionPro.
  • Employees: Adds multiple new Employees.
  • Employer Data: This category contains one Power Tool, Company Information, which adds new Employer Data records across Clients and populates the Company view of the Employer Data tab.
  • Express Import: Adds multiple new Clients, Plans, Contacts, and Investment Provider data in one import. For instructions, refer to Using the Express Import Tool.
  • ftwilliam.com Express Import: Imports existing ftwilliam.com data directly into PensionPro. For instructions, refer to Importing Data with the ftwilliam.com Import Power Tool.
  • Investment Providers: Adds Investment Provider records across multiple Plans.
  • Plan Contact Roles: Adds Contact Roles to Plans in bulk. Contact records must already exist in PensionPro.
  • Plan Notes: Adds Notes in bulk to the Plan tab across multiple Plans.
  • Plans: Adds multiple new Plans across existing Clients.
  • SalesPitch: Adds Prospect and Proposal data for firms utilizing SalesPitch. For instructions, refer to Importing SalesPitch Data.
  • Services Provided: Adds Services Provided across multiple Plans.

 

 

 

Plans

Power Tools under the Plans category can be used to add, delete, and otherwise manage Plan-adjacent data for multiple Plans. This includes Employee and Contact Roles, Fee Schedules, and Services Provided.

 

Employee Plan Roles

Instruction set: Filter & Select (Type 1)

 

The Employee Plan Role Power Tool manages Employee Role assignments across multiple Plans. Roles can be added, deleted, or reassigned to a different Employee. This tool can also update Show on PSL settings for multiple Employee Roles at once. 

 

This Power Tool does not reassign existing Tasks. Instead, use the Tasks Power Tool in the Field Update category.

 

Fee Schedules

Instruction set: Filter & Select (Type 1)

 

The Fee Schedule Power Tool allows a Fee Schedule Template to be added to multiple Plans simultaneously. Depending on the preferences chosen when using the Power Tool, it may also close existing Fee Schedules. For more information on Fee Schedules, refer to the article Creating and Using Fee Schedules.

 

Plan Contact Roles

Instruction set: Filter & Select (Type 1)

 

The Plan Contact Role Power Tool manages Contact Roles across multiple Plans. Contacts can be added or deleted as Plan Contact Roles, and can update PlanSponsorLink visibility settings.

 

This Power Tool does not assign Website Rights to created Plan Contacts. This can be accomplished using the Website Rights Power Tool.

 

Services Provided

Instruction set: Filter & Select (Type 1)

 

The Services Provided Power Tool adds or removes Services Provided across multiple Plans. For more information on Services Provided, refer to the article Adding and Editing Plan Services Provided Information.

 

 

 

Plan Cycles

Instruction set: Filter & Select (Type 1)

 

The Plan Cycle Power Tool launches Plan Cycle records in bulk across multiple Plans for the purposes of tracking annual data, such as 5500 and testing information. For more information on Plan Cycles, refer to the article Using Plan Cycles.

 

 

 

Projects

The Power Tools in the Projects category are used to launch Projects and Extensions for multiple Plans simultaneously.

 

Project Creation

Instruction set: Filter & Select (Type 1)

 

The Project Creation Power Tool launches one Project from the same Template across multiple Plans. The process is similar to creating single Projects, as referenced in the article Launching & Managing Projects.

 

Project Extension Creation

Instruction set: Filter & Select (Type 1)

 

The Project Extension Creation Power Tool can be used to launch Extensions against multiple Annual Administration Projects.

 

 

 

Website Rights

Instruction set: Filter & Select (Type 1)

 

The Website Rights Power Tool allows Website Rights to be added or removed from multiple Plan Contact Roles. For more information on Website Rights, refer to the article Understanding Website Rights for Contacts.

 

If using this tool to add Website Rights, the new Rights will be assigned to the chosen Plan Contact Role for any selected Plans. Conversely, when marking Website Rights for removal, the Rights in question must be selected individually by Contact.

 


 

General Instructions

The following instruction types apply to a number of different Power Tools. Refer to each Power Tool in the above list to determine which set of instructions should be used.

 

 

 

Type 1 – Filter & Select

Power Tools in this category are generally used to update information. The flow of these tools may seem "backwards", in that Step 1 determines the desired outcome (in other words, what specific change the Power Tool is making), and the remaining steps determine what records the updates will be applied to.

 

Step 1: Options

This step determines what the Power Tool's end goal will be, and will vary based on the Power Tool in question. These options are set via dropdowns. When satisfied, select Next.

 

Step 2: Filters

In the Filters step, data will be organized and prepared for the third step, Selections. The goal is to narrow down the data that already exists within PensionPro to make selecting the records that are to be updated as easy as possible.

 

The Column Selections pane is used to determine which types of data will be shown in the Selections step. Many of the fields used throughout PensionPro can be found nested within the various categories. Selecting the checkbox next to a field makes it appear in the Columns pane; useful fields will be pre-selected based on the Power Tool being used.

 

The Filters pane allows rules to be created to determine which records will be shown in the Selections step. A record must meet all criteria established in this pane to be eligible for selection. To prevent large data requests, at least one filter must be created.

 

Filters are made up of three parts. Column is the specific field that is being evaluated. Operator is the evaluation logic used by the filter. Value is what the Column should (or should not) match based on the Operator. A sample filter may say Plan Type | is equal to | 401(k).

 

When filtering is complete, select Next.

 

Step 3: Selections

The Selection step shows all records that meet the filter criteria established in Step 2. Likewise, the grid columns available in this step are also determined by the column selections that were made at that time.

 

The checkbox to the left of a record can select it for update. Upon execution of the Power Tool, all selected records will be updated based on the criteria specified in Step 1.

 

Additional filtering can be performed via the Filtering menu in each column header. Column sorting can be applied by selecting the column header.

 

When the desired records have been chosen, select Next.

 

Step 4: Review

The Review step provides one final opportunity to verify that the proper selections have been made. When ready, select Execute.

 

Step 5: Finish

When this step is reached, the requested changed have been made. Select Start Over to restart the Power Tool from the beginning.

 

 

 

Type 2 – Import

Power Tools of this type are used to add large quantities of new data to PensionPro. This is done by uploading and importing an Excel workbook file containing the desired data. Import Power Tools are fairly straightforward in their use.

 

Pre-Import: Obtaining and Using Templates

Data is imported into PensionPro through the use of templates. Each Import-type Power Tool requires a unique template. The Options step of each Power Tool provides instructions for obtaining a blank template appropriate to the Power Tool in question. For more information on downloading templates, refer to Step 1: Options, below.

 

While there may be some variation in the templates between Power Tools, they function similarly. Field headings are displayed in either Row 1 or Row 2 of the worksheet. If field headings occupy Row 2, Row 1 will contain the categories that the fields are broken into. Categories and field headings should not be altered.

 

Some templates color-code appropriate field headings to denote the following:

 

  • Yellow: The field is required.
  • Orange: The field is not required, but is recommended.
  • Blue: The field is only required if other related fields are being added (for example, Address Type is required if an address is present).

 

For a number of Power Tools, a separate Excel workbook containing related data can also be obtained during the Options step (again, refer to Step 1: Options). This related data can provide a convenient reference for fields with values that need to match the data already contained in PensionPro. For example, the related data for the Plan Import Power Tool provides a worksheet listing all existing Client Names and IDs, as well as separate worksheets containing any List Values that are referenced by Plans.

 

Step 1: Options

The Options step is used to select the desired template and any necessary options for import.

 

Each Power Tool of this type requires a unique import template. In most cases, a template can be obtained by selecting Moremore_options.png > Download Template. A blank template that is appropriate to the Power Tool in question will be saved in Excel workbook format.

 

Note: The Options step of an Import-type Power Tool will always display a notice in blue—similar to this one—that specifies where a blank template can be obtained. In many cases, this will be via the Moremore_options.png menu, as detailed above. However, for some Power Tools (such as the Document Specifications Import Power Tool), a blank template must be retrieved elsewhere in PensionPro. When in doubt, the instructions within PensionPro supersede the instructions in this article.

 

For many Import-type Power Tools, information that may be useful to reference while constructing the template can be obtained by selecting Moremore_options.png > Download Related Data

 

Use the File Selection box to select the desired Excel workbook template. Additional options may appear once a template is selected.

 

Following selection, PensionPro will briefly scan the template. If an issue with the template is detected, an error message will appear in red containing a link to an error log. Selecting the link opens a new Error Log tab, which summarizes any errors (which will prevent the import) or warnings (which will not prevent an import, but may signal undesired results). Error Log information is not retained; if this data needs to be saved, it can be exported by selecting Moremore_options.png > Export.

 

Once the Options step has been completed, select Next.

 

Step 2: Preview

The Preview step provides an opportunity to look over the records to be imported as interpreted by PensionPro.

 

If one or more records contain issues that are preventing a successful import, an error message will appear in red containing a link to download an error log. This error log is a copy of the import template, but with any cells containing errors highlighted in red. Hovering over a highlighted cell will display a note containing the associated error message.

 

When satisfied, select Next.

 

Step 3: Review

This step contains a brief summary of the changes that will be made when the Power Tool is run. Review the details, then select Execute.

 

Step 4: Finish

Once the Finish step is reached, the Power Tool has been successfully executed. Due to the potential for long processing times associated with large templates, the import request may be placed into a queue at this time (depending on the Power Tool in question). The new data will gradually populate into PensionPro as the queue is executed. During this process, the user will receive two email notifications:

 

  • 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.

 

If the import does not require queuing, it will be imported and available for use immediately. No notification email will be sent; however, the Finish step will always specify whether or not the records were queued.

 

If additional data needs to be imported, selecting Start Over will restart the Power Tool from the beginning.