Data Import - Plan Contact Roles

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This article is part of a series on importing records into PensionPro. Specifically, this article focuses on adding Plan Contact Roles. Importing Contact Roles to existing Plans is accomplished by saving the necessary data in Excel workbook format, then uploading the data using Power Tools. This article will cover obtaining and completing the proper templates, and uploading those templates to PensionPro.

 

Note: A number of fields on the import template must match an established List Value. List Values are used throughout PensionPro to populate the contents of many dropdown lists. More information can be found in the article List Values.
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 Plan Contact Roles Power Tool in the Plans category). For more information, refer to the article Power Tools.

 

Tier Availability: Track, Team, Business

Security Rights Required: Access Power Tools

 

Article Contents

 

 

 

Import Basics

 

Plan Contact Roles are used to signify which Contacts outside of the firm are the interested parties of a Plan. These are the Contacts who will receive Plan-related communications or submit required Plan information during annual Data Collection.

 

Contact Roles are established on a Plan-by-Plan basis. A Plan can have any number of Roles, as necessary; each Plan Contact Role will be made up of a single Contact, and the Role (Main Contact, Financial Advisor, etc.) that they are assigned to.

 

 

Obtaining a Template

 

Blank templates can be downloaded directly from PensionPro. It is always best to download a fresh copy of the template whenever an import needs to be performed to ensure that it is up to date with PensionPro's current standards.

 

To obtain a copy of the import template:

 

  1. Select Power Tools > Import > PensionPro Setup > Plan Contact Roles to launch the Plan Contact Roles Import Power Tool. 
  2. The Power Tool begins at Step 1: Options. Select Moremore_options.png > Download Template. A blank template will be saved to the device.
  3. (Optional) Select Moremore_options.png > Download Related Data. A workbook containing useful reference data will be saved to the device.

 

 

Completing the Template

 

Within the Plan Contact Role Import template, Row 2 contains the column headings that represent the fields to be imported. Any headings highlighted in yellow denote required fields.

 

Warning: Deleting columns from the import template, or editing the names of any column headers, will cause the import to fail.

 

The following notes provide insight on completing the Plan Contact Role Import template; these notes may not be comprehensive of all available columns.

 

Minimum required data:

TPA Plan ID / Plan Name

At least one of these fields is required to match the Contact Role to an existing Plan in PensionPro. If both fields are used, they must reference the same Plan.

  • If a Related Data workbook was obtained, all available options will be listed on the Plan List worksheet.
Plan Contact Role Name

References a List Value, located under Core > Plan > Plan Contact Role.

  • If a Related Data workbook was obtained, all available options will be listed on the Plan Contact Role List worksheet.
Plan Contact First and Last Name

Must match the first and last name of an existing Contact.

  • If a Related Data workbook was obtained, all available options will be listed on the Contact List worksheet.
  • If two or more Contacts with the same first and last name exist in PensionPro, they cannot be included on this template and must be assigned to a Plan Contact Role manually.

 

Optional data:

Please CC Determines whether the Contact Role should be CC'd on Plan-related communications sent via Blast Email. Yes/No value.
Show on PSL Determines whether the Plan Contact should be visible on PlanSponsorLink, along with email, Role, and assigned Website Rights. This affects the Contacts tab, as well as the Contact step of annual Data Collection. Yes/No format.
Show on PSL Help Screen

Determines whether the Plan Contact should be visible on the Contact Us tab of the PlanSponsorLink Help page, along with email and Role. Yes/No format.

 

 

 

Importing the Template

 

Once the template is complete, it can be imported via Power Tools.

 

  1. Select Power Tools > Import > PensionPro Setup > Plan Contact Roles to launch the Plan Contact Roles Import Power Tool. 
  2. In Step 1: Options, use the File Selection box to select the import template, then select Next.
    • 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).
  3. Step 2: Preview will display the records as interpreted by PensionPro. Review the data, then select Next.
    • 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.
  4. Step 3: Review summarizes the data to be imported. Select Execute.
  5. When Step 4: Finish is reached, the data has been imported and is now available for use. If desired, select Start Over to run the Power Tool again from the beginning.