Email Notifications

PensionPro can provide a firm's Employees and Contacts with notifications via email to alert them of various actions taken in PensionPro. For example, an Employee might be notified when a Task or To-Do is assigned to them, and a Contact might be notified if their email address is updated. This article discusses the types of notifications that may be sent, the preferences for these notifications, and how Employees can customize the types of notifications they receive.

 

Tier Availability: Team, Business

 

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

 

Article Contents

 

 


 

Notification Types

 

The following types of notifications may either be customized or enabled/disabled as desired:

 

  • Alerts when items such as To-Dos or Proposals are assigned to an Employee
  • Alerts when Tasks are assigned to or become active for an Employee, or one of the Employee's Worktrays
  • Notifications that a Plan Sponsor performed an action on PlanSponsorLink
  • Notifications to a Contact that their email address on file was updated

 

PensionPro provides a number of other system notifications that cannot be customized, such as temporary password emails and queuing confirmations for Import Power Tools. These notifications will not be covered in this article.

 

Note: Actions performed in bulk using Power Tools or other functionality will generate a single notification containing the applicable number of items.
Note: Notification emails are not sent if the individual performing the action that generates a notification is the same individual who would receive it.

 


 

Personal Notification Settings

 

Employees can customize which notifications they receive regarding items that are assigned to them, such as Tasks. These notifications will alert the Employee to new PensionPro activity, even when they are not currently using the application.

 

To manage personal notification preferences:

 

  1. Select User Profileuser_profile.png > View My Account. A new Employee tab opens.
  2. Expand the Preferences category from the Views list on the left, then select Email Notification. The corresponding grid displays.
  3. Hover over any preference in the grid, then select Editedit.png on the right to open the Edit Preference window.

 

Note: If the Email Notification view is not available in the Views list, then the firm has not enabled notifications. Likewise, if each preference in the Email Notifications grid is set to Controlled By Firm, the firm is managing notification settings globally for all users. In either case, no personalization is available. For more information, refer to the section Firm Notification Preferences.

 

The user preferences available in the Email Notification grid are as follows:

 

 

Enable User Email Notifications

Determines whether the user receives email notifications.

  • Setting this value to No has no effect on required system communications, nor does it affect notifications that are controlled elsewhere.
Proposal Assignment Email Notification

If Yes, a notification is sent when a Proposal is assigned to the user.

Prospect Assignment Email Notification

If Yes, a notification is sent when a Prospect is assigned to the user.

Secure File Exchange Accessed Email Notification
If Yes, a notification is sent when a Secure File Exchange sent to the user is accessed by another Employee.
Task Activation Email Notification

If Yes, a notification is sent when a Task that is currently assigned to the user becomes active.

Task Reassignment Email Notification

If Yes, a notification is sent when an active Task is reassigned to the user.

To-Do Reassignment Email Notification

If Yes, a notification is sent when a To-Do is assigned to the user.

Worktray Reassignment Email Notification
If Yes, a notification is sent when an active Task is reassigned to one of the user's Worktrays.
Worktray Task Activation Email Notification
If Yes, a notification is sent when a Task currently assigned to one of the user's Worktrays becomes active.

 

 


 

Firm Notification Preferences

 

Notification emails can be controlled on a firm-wide level. In addition to the Employee alerts discussed in the section Personal Notification Settings, PensionPro provides more detailed control over a notification's content and recipient in certain cases.

 

Security Rights Required: Maintenance

 

To manage the firm's notification preferences:

 

  1. Select Maintenance > Preferences > PensionPro. The PensionPro Preference Maintenance tab opens.
  2. Expand the General category from the Views list on the left, then select Notifications. The corresponding grid displays.
  3. Hover over any preference in the grid, then select Editedit.png on the right to open the Edit Preference window.

 

The available notification preferences are shown below; they have been grouped based on relevance:

 

 

General notification preferences
Enable Email Notifications

This setting enables or disables all email notifications across PensionPro.

  • Setting this value to No has no effect on required system communications.
Enable User Control

When enabled, users can turn various assignment notification emails on/off on an individual basis within their account preferences. If disabled, these emails are turned on/off globally.

  • If this option is set to Yes, the below preferences will be set to Controlled by User and cannot be edited globally.
  • This option is not applicable if Enable Email Notifications is set to No.
Proposal Assignment Email Notification
Determines whether a user will receive an email when a Proposal is assigned to them.
Prospect Assignment Email Notification
Determines whether a user will receive an email when a Prospect is assigned to them.
Secure File Exchange Accessed Email Notification
Determines whether a user who received a Secure File Exchange from a Contact will receive an email if another Employee accesses the file.
Task Activation Email Notification
Determines whether a user will receive an email when a Task assigned to them becomes active.
Task Reassignment Email Notification
Determines whether a user will receive an email when a Task is reassigned to them.
To-Do Reassignment Email Notification
Determines whether a user will receive an email when a To-Do item is reassigned to them.
Worktray Reassignment Email Notification
Determines whether a Worktray's users will receive an email when a Task is reassigned to that Worktray.
Worktray Task Activation Email Notification
Determines whether a Worktray's users will receive an email when a Task assigned to that Worktray becomes active.

 

 

 

The following preferences apply to the notification email that is sent to the TPA when the Plan Sponsor requests changes to Plan Contact Roles on PlanSponsorLink
Contact Change Request Recipient Email
The email address where the notification is sent. This static address will be used if Contact Change Request Recipient Role is blank or specifies an Employee Role that is not assigned for the relevant Plan.
Contact Change Request Recipient Role

If set, the notification email will be sent to the Employee assigned to this Plan Role for the relevant Plan. May be left blank.

  • Options for this preference are determined by List Values, located under Core > Plan > Employee Plan Role

 

 

 

The following preferences apply to the notification email that is sent to the TPA when the Plan Sponsor uploads a Fiduciary Document on PlanSponsorLink
Fiduciary Document Upload Recipient Email Address
The email address where the notification is sent. This static address will be used if Fiduciary Document Upload Recipient Role is blank or specifies an Employee Role that is not assigned for the relevant Plan.
Fiduciary Document Upload Recipient Role

If set, the notification email will be sent to the Employee assigned to this Plan Role for the relevant Plan. May be left blank.

  • Options for this preference are determined by List Values, located under Core > Plan > Employee Plan Role

 

 

 

The following preferences apply to the notification email that is sent when a file is uploaded during the Approval step of Annual Data Collection
Annual Administration Document Upload Recipient Email
The email address where notification is sent. This static address will be used if Annual Administration Document Upload Recipient Role is blank or specifies an Employee Role that is not assigned for the relevant Plan.
Annual Administration Document Upload Recipient Role

If set, the notification email will be sent to the Employee assigned to this Plan Role for the relevant Plan. May be left blank.

  • Options for this preference are determined by List Values, located under Core > Plan > Employee Plan Role

 

 

 

The following preferences apply to the notification email that is sent when a file is uploaded to a Project on the Project tab
Project Document Upload Recipient Email
The email address where notification is sent. This static address will be used if Project Document Upload Recipient Role is blank or specifies an Employee Role that is not assigned for the relevant Plan.
Project Document Upload Recipient Role

If set, the notification email will be sent to the Employee assigned to this Plan Role for the relevant Plan. May be left blank.

  • Options for this preference are determined by List Values, located under Core > Plan > Employee Plan Role

 

 

 

The following preferences apply to the notification email that is sent when a file is uploaded to a Distribution on the Distribution tab
Distribution Document Upload Recipient Email
The email address where notification is sent. This static address will be used if Distribution Document Upload Recipient Role is blank or specifies an Employee Role that is not assigned for the relevant Plan.
Distribution Document Upload Recipient Role

If set, the notification email will be sent to the Employee assigned to this Plan Role for the relevant Plan. May be left blank.

  • Options for this preference are determined by List Values, located under Core > Plan > Employee Plan Role

 

 

 

The following preferences apply to the notification emails that are sent to a Contact when their email address is changed in PensionPro
Contact Email Notification Subject to Existing Email The subject line of the notification email sent to the Contact's previous email address.
Contact Email Notification Subject to Updated Email The subject line of the notification email sent to the Contact's new email address.
Contact Email Notification to Existing Email The body of the notification email sent to the Contact's previous email address.
Contact Email Notification to Updated Email The body of the notification email sent to the Contact's new email address.
Enable Email Address Notification Change When enabled, updating a Contact's email address will send a notification email to the previous and new addresses. If disabled, no notifications are sent.

 

Note: Some notification emails—such as those alerting the TPA of an address change made on PlanSponsorLink—have settings that reside in more relevant locations (such as the Annual Data Collection view in the above case). Refer to the articles PensionPro Preferences and PlanSponsorLink Preferences for more details.

 


 

Frequently Asked Questions

 

  • Is an Interaction created for each email notification?
    No; email notifications do not create an Interaction.

  • If I override a Task, is a notification email still sent to the Employee assigned to the Task that directly follows it?
    Yes, the Employee will be notified that the Task has become active as normal.

  • If I return a Task, is a notification email still sent to the Employee that originally performed the work?
    Yes, the Employee will be notified that an assigned Task has been activated.

  • I'm not receiving a notification email when I perform certain actions in PensionPro or PlanSponsorLink. Why?
    PensionPro does not generate an email in cases where a notification is expected to not be necessary; for example, an Employee activating a Task assigned to themself. In PSL, this suppression is limited to actions performed by Employee accounts, such as an Employee submitting a Contact Change Request. Actions performed by Contacts will always generate an email where expected.