Document Specifications Templates

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Adding Document Specifications to a Plan makes it possible to reference details from the plan document throughout PensionPro. To do this, though, a Document Specification Template must first be created, which can then be used to apply the same list of specifications to multiple Plans.

 

Tier Availability: Team, Business

Security Rights Required: Maintenance, Add/Edit Plan Doc Specs

 

Article Contents

 

 

 

Overview

 

A Document Specification Template is a user-maintained checklist of document specification tags. Specifications can then be added to each Plan using one of these Templates, so that tags do not have to be added manually each time.

 

To access Document Specification Templates, navigate to Maintenance > Preferences > Document Specifications.

 

When creating a Document Template, it is not always necessary to record each of a Plan's specifications. Instead, consider Template(s) that will capture only the specifications most useful within PensionPro. This will help keep data relevant and reduce time spent on maintenance.

 

 

Document Providers

 

Before a Document Specification Template can be created, a corresponding Document Provider must be added. This Provider will be used to categorize Templates by source and defines which Specifications will be available.

 

Select the Providers view of the Document Specifications tab to display the Document Providers grid. This grid contains any Providers that have already been created. Hovering over a Provider in the grid displays the Editedit.png and Deletedelete.png options on the right-hand side.

 

To add a new Provider:

 

  1. Select Addadd.png at the top-right of the Document Providers grid. The Add Document Provider window displays.
  2. Enter a Provider name.
  3. Select a Vendor.
    • This cannot be changed later.
  4. (Optional) Select Preferred if this will be the primary Document Provider.
    • This designation may be used for reporting and filtering purposes.
    • Only one Provider may be marked as Preferred.
  5. Select Save.

 

 

Document Vendors

 

The Vendor associated with a Document Provider determines which tags will be available for use when creating a Template for that Provider. The following Vendors are available:

 

  • Common: These generic tags include most commonly-used specifications.
  • ftwilliam.com: These tags are formatted to match ftwilliam.com's specification schema, and are intended to be used when importing document specifications from that system.

 

 

Document Templates

 

Each Template contains its own checklist of Specifications. However, new Templates do not necessarily need to be created entirely from scratch each time; they may also be based on an existing Template, or on one of the library Templates maintained by PensionPro.

 

Select the Templates view of the Document Specifications tab to display the Document Templates grid. This grid contains any Templates that have already been created. Hovering over a Template in the grid displays the Editedit.png and Deletedelete.png options on the right-hand side. A Template cannot be deleted if it is in use by any Plans.

 

Any Template can be exported to a blank Excel workbook file with Document Tags as column headers. This functionality is most often used in conjunction with the Document Specifications Import Power Tool. To export a Template, select it within the grid, then select Moremore_options.png > Download Template.

 

 

Adding a New Template

 

Whether creating a checklist from scratch or copying from an existing Template, the process for adding a new Template to PensionPro is largely the same. Follow these steps:

 

  1. Select Addadd.png at the top-right of the Document Templates grid. The Add Document Template window displays.
  2. Select an Action:
    • Copy From Existing Template will copy the Specifications from a Template that has already been created.
    • Copy From Library Template will copy the Specifications from one of the built-in Templates maintained by PensionPro.
    • Create New Template will create a blank Template with no Specifications added by default.
  3. Select a Provider.
  4. If applicable, select the desired Template (or Library Template) to copy from.
    • If copying from an existing Template, the dropdown will contain Templates matching the chosen Provider.
    • If copying from a library Template, the dropdown will contain a selection of checklists based on the Vendor associated with the chosen Provider.
  5. Select a Default Status.
    • This status will be applied by default when this Template is added to a Plan. It may be changed later.
    • The items in this dropdown are determined by List Values, located under Core > General > Document Specification Status.
  6. Enter a Template Name.
  7. Select Save.

 

 

Managing Specifications

 

Once a Template has been created, Specifications can be added or removed from it as desired.

 

To start, double-click on any Template within the Document Templates grid to open it. All current Specifications will be displayed, grouped by Section Name. The Section that a Specification falls under is determined by PensionPro and cannot be changed.

 

Hovering over a Specification in the grid displays the Editedit.png and Deletedelete.png options on the right-hand side.

 

To add a new Specification:

 

  1. Select Addadd.png at the top-right of the Specifications grid. The Add Document Specification window displays.
  2. Use the Tag Search field to search for and select the desired Document Tag.
    • The available Tags are determined by Vendor.

 

If the Vendor for the Document Template is ftwilliam.com, PensionPro will complete the remaining fields; select Save to finish. If using the Common Vendor, continue to the steps below:

 

  1. The Specification Name that is applied will match the chosen Tag; it may be changed if desired.
  2. Select the Data Type that should be used for this Specification's value.
  3. (Optional) Add a default Value that will be used for the Specification when the Document is added to a Plan.
  4. Select Save.

 

Tip: For a full list of Common Tags, create a new Template using Copy From Library Template as the Action, and select Relius - All Common Document Specifications as the Library Template to copy from. Then, use Moremore_options.png > Download Template to download an import spreadsheet containing every Tag.

 

 

Specification Data Types

 

Applying a Data Type to a Specification provides control over the format that the entered value is allowed to take, helping to keep responses consistent across all Plans.

 

Select the Data Types view of the Document Specifications tab to display the Specification Data Types grid. The following Data Types are included by default:

 

  • Checkbox: A simple control for designating whether a Specification applies.
  • Date: Accepts values in MM/DD/YYYY format. Validation is performed to ensure legitimate dates are entered. These fields include an interactive date picker.
  • Money: Accepts a numerical value up to two decimal places.
  • Text: Accepts any string of characters and/or numbers.
  • Yes\No: A dropdown containing the responses Yes and No.
  • Month/Day: Provides two dropdowns for assigning a month and date. Displays in MM/DD format.

 

 

User-Defined Dropdowns

 

Additional Data Types can be created; when used, these Data Types will provide a dropdown list of customized values, limiting the number of available options and helping keep data consistent.

 

To add a new custom Data Type:

 

  1. Select Addadd.png at the top-right of the Specification Data Types grid. The Add Data Type window displays.
  2. Enter a Data Type Name and Description.
  3. Select Save.

 

Existing custom Data Types may be managed by hovering over a Data Type in the grid, then using the  Editedit.png and Deletedelete.png options on the right-hand side. Selecting Moremore_options.png > Show Inactive will display any Data Types that have been made inactive.

 

Once a custom Data Type has been created, the desired dropdown values still need to be added. Double-click on a Data Type to open its Values grid, which displays any dropdown options that have already been added.

 

To add a new Data Type Value:

 

  1. Select Addadd.png at the top-right of the Values grid. The Add Data Type Value window displays.
  2. Enter a Value Name and Description.
  3. Select Save.

 

Values cannot be deleted once they are added, although they may be marked as inactive. Hovering over a value in the grid displays the  Editedit.png option on the right-hand side. Selecting Moremore_options.png > Show Inactive will display any values that have been made inactive.

 

 

Frequently Asked Questions

 

  • If I Delete a Document Specifications Template, does it delete the Template from my Plans?
    Deleting a Template only removes the ability to add it to new Plans. Any Document Specifications that were added to Plans using that Template will not be impacted.