Document Specifications

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Document Specifications can be added to PensionPro either by manual entry or by importing data from an external data source. PensionPro provides users the ability to import and maintain Plan Document Specifications for any Plan maintained in the system that is not indicated as an Internal Plan. Users can create customized templates to only track the Plan Document items that are important to them.

Software Required: Team, Core, Essential, Premium, Business

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

  Note: Tabs and fields will vary depending on the tier the user is on.

 

Menu:

 

Manual Document Specification Entry

To manually enter Document Specifications for a Plan, select the Plan from the search screen. From the Plan's General screen, click the Specifications menu on the left side of the screen and complete the steps in the order shown below:

  1. Click the Add icon in the upper right corner of the Document Specification Versions grid and an Add Document pop-up will appear.
  2. In the Action dropdown, select Copy from Existing Template to create a new Document Version. If other Document Versions exist, the user may choose Copy from Existing Document and edit as needed.
  3. If Copy from Existing Template was selected, select the Template to copy from.
  4. Enter the Status for this Document Version, for example, 'Active'. The user should set the prior Document Version to an Inactive or Archived status. Document Version Status List Values are created by the user by clicking Maintenance from the Navigation Panel and selecting List Values from the menu. 
  5. Enter the Effective Date for the Document Version.
    • A plan cannot have two Document Specification Templates added with the same Effective Date.
  6. Click the Save button.
  7. Once added, values can be edited by double-clicking the Document Specification Template.

 

Importing Document Specifications

To import Document Specifications, first export a data file from your Document Provider or other external data source. The file must be in an Excel format. A formatted Excel file can be created from PensionPro.

  1. Click Maintenance from the Navigation Panel and select Preferences > Document Specifications.
  2. Click the Templates tab.
  3. Select (single-click) the desired template.
  4. Click the More icon, and select Download Template.

Once a data source file has been created:

  1. From the Navigation Panel, select Power Tools > Import > Document Specifications.
  2. Follow the four-part stepper, as detailed below:

Step 1 - Options

  1. Select a Template Provider. "Common" is a universal import format and accepts all imports. ftwilliam.com is specific to that Document Provider's export format.
  2. Select the desired Template Name (list populated based on the Template Provider selected).
  3. Click the Select File button and search for/select the file to be imported. Click Open. The file will be evaluated, and the system will display an error log if the file cannot be imported as-is.
  4. Select the Field to use for matching records from the external data source to the Plan in PensionPro. The two options provided are TPA Plan ID or Plan Name.
  5. Depending on the matching option selected in Step 4, choose the column header in the external data source that contains the corresponding matching value.
  6. Select the field in the Document Provider export file that contains the Effective Date for the document specification version. Note: A plan cannot have two Document Specification Templates added with the same Effective Date.
  7. Click the Next button.

Step 2 - Preview

  1. The Preview screen will appear to give the user an option to preview data in a grid view and identify problems with the Import. Note: If changes need to be made, users may use the Plan Name hyperlink to navigate to the Plan and make any edits. Then, return to the Power Tool and click the Refresh icon to return updated data to the grid.
  2. If satisfied, click the Next button to proceed with the Import.

Step 3 - Review

  1. Review the information. Then, complete the data import by clicking the Execute button. Note: If there are any required changes before execution, the user can click the previous steps to return to that screen.

Step 4 - Finish

  1. The Import Document Specifications Details appear on the screen. If there are any failures, an error message will display with a link to the error log.
  2. Click the Start Over button to return to the main Import screen.
    • Users may get a message indicating that "Specification with effective date [date here] already exists for plan [Plan Name here] if a document specification record already exists for the plan for the same effective date entered on the import template.
      • Users cannot create multiple document specification records for the same plan with the same effective date.

 

Exporting a Data Import Sheet for a Document Type Template

In order to export a data import sheet containing the fields of the document type template:

  1. Click Maintenance from the Navigation Panel and select Preferences > Document Specifications.
  2. Click the Templates tab.
  3. Select (single-click) the desired template.
  4. Click the More icon, and select Download Template.
  5. Click Save.

 

Deleting Document Specifications for a Plan

In order to delete Doc Specs for a Plan:

  1. From the Plan, select the Specifications tab.
  2. In the Document Specifications Versions grid, hover over the desired item and click the Edit icon in the right of the row.
  3. Select the Marked for Deletion checkbox and Save.
  4. In order to permanently delete the Doc Specs, go to Maintenance > Data Deletion > Specifications. 
  5. Hover over the Document Specification and click the Delete icon.
  6. A pop-up warning will appear asking “Are you sure you want to delete this Document Specification PERMANENTLY?” 
  7. Click Yes. The Document Specification has been deleted. 

 

Frequently Asked Questions

  • The system says specs with the same effective date cannot exist. What am I doing wrong? The system will not allow a plan cannot have two Document Specification Templates added with the same Effective Date. Either the prior template should be deleted or a new Effective Date should be entered.
     
  • Is there a way to mark my current Document Specifications as Inactive in mass prior to adding the new specifications? Yes, you can update the Document Specifications Status under Power Tools > Field Update > Document Specifications.

 

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