Projects in PensionPro are made up of a series of Tasks. Each Task contains one or more Task Items, which instruct an Employee on how the Task should be completed, and which may accept the input of data. This data might be a simple checkbox, a field for text or number entry, or a dropdown of valid options. PensionPro refers to these input options as Template Data Types. These Data Types can be added to any Project Template as necessary; what's more, dropdown lists can be added and customized to provide full control over Task Item responses.
Tier Availability: Business
Security Rights Required: Maintenance
- Managing Data Types
- Managing Data Values
- Adding Data Types to Task Items
- Frequently Asked Questions
A Data Type represents the format in which data is entered into PensionPro via a Task Item. These Data Types are as follows:
- Checkbox: A simple control for Yes/No (or "confirmation") inputs.
- Currency: Accepts a numerical value up to two decimal places. A dollar sign will be included automatically any time this value is displayed.
- Date: Accepts values in MM/DD/YYYY format. Validation is performed to ensure legitimate dates are entered. These fields include an interactive date picker.
- Decimal: Accepts a numerical value up to four decimal places.
- Dropdown: A control that provides a list of predetermined values, from which a single value is selected.
- Integer: Accepts a numerical value with no decimal places. For numbers not arithmetical in nature (such as ZIP codes), Text is recommended instead.
- Text: Accepts any character string for free-form text responses.
Of this list, dropdowns are unique in that they require additional setup to provide a user with the list of options that they will select from. For this reason, most of PensionPro's focus on managing Data Types is specific to creating and organizing the dropdown lists used for Task Items.
Managing Data Types
Template Data Types are managed within List Values, the Maintenance area that controls the customization of other dropdown fields in PensionPro.
To manage Data Types:
- Navigate to Maintenance > List Values. A new List Values tab opens.
- Select the Template view from the list on the left.
The Template Data Types grid displays all available Data Types. This includes the basic Data Types—such as Checkbox and Integer—as well as any dropdown Data Types that have been created.
New dropdown Data Types can be created by selecting Add at the top-right of the grid. Existing Data Types can be edited by hovering over the desired entry in the grid, then selecting Edit on the right-hand side. Each Data Type requires two pieces of information:
- The Name of the Data Type
- Whether the Data Type is Active
Data Types cannot be deleted, but may be made inactive if no longer relevant. Inactive Data Types can be viewed by selecting More > Show Inactive at the top-right of the grid.
Managing Data Values
Adding a new Data Type only creates a new dropdown that can be added to Task Items in Project Templates. The values that will be available to users in the dropdown must also be added.
From the Template Data Types grid, double-click on the desired Data Type to drill down into its Data Values. Each entry in the Data Value grid represents a single option on the dropdown list for any Task Item using that Data Type.
New Data Values can be created by selecting Add at the top-right of the grid. Existing Values can be edited by hovering over the desired entry in the grid, then selecting Edit on the right-hand side. Each Data Value uses three pieces of information:
- The Name that will appear in the dropdown
- An optional Description
- Whether the Value is Active
Data Values cannot be deleted, but may be made inactive if no longer relevant. Inactive Values can be viewed by selecting More > Show Inactive at the top-right of the grid.
If a Data Value with the name Waiting is added to a Data Type, some additional functionality will be added for any Task Item using this Data Type. When the associated Task is active, setting the Task Item dropdown to Waiting and saving the Task will update the Status on the Task's Dashboard entry to display Waiting instead of the percentage of the Task that is complete. Additionally, a Task cannot be completed if a Task Item is set to Waiting.
Waiting can be added to any number of Data Types as necessary.
Adding Data Types to Task Items
Once a Data Type is created and populated with appropriate Data Values, it can be used freely for any number of Task Items across any number of Project Templates.
To add a Data Type to a Task Item:
- Navigate to Maintenance > Templates. The Project Templates tab opens.
- (Optional) If creating a new Project Template, select Add at the top-right of the grid. Use the Add Template window to save the new Template.
- Double-click on the appropriate Project Template to open its Summary view.
- Select the Workflow view from the list on the left. The Project's Task Groupings display in the grid.
- Double-click on the relevant Task Grouping to drill down to the Task level of the Template.
- Double-click on the relevant Task to drill down to the Task Item level of the Template.
- Hover over the desired Task Item, then select Edit on the right-hand side. The Edit Task Item window displays.
- Set Data Type to the name of the new Data Type.
- Select Save.
The new Data Type will be used for all Projects launched from the updated Template going forward.
Data Types can also be added to Project Templates that are imported from Excel workbooks. Use Column G of the worksheet to specify the Data Type for a Task Item line. The Data Type must exactly match its name in PensionPro; otherwise, an error will be thrown when the Template is imported.
For more information on working with Project Templates, refer to the article Project Templates.
Frequently Asked Questions
- I added a Data Type to a Task Item, but when I launch the Project, the dropdown for that Task Item is blank. Why?
In this case, the Data Type was created, but no Values were added to the Data Type. These Data Values are necessary to provide the appropriate dropdown options. Refer to the section Managing Data Values. Note that the Project will need to be deleted and re-launched from the revised Template to utilize the new Values.