Data Import - SalesPitch

This article is part of a series on importing records into PensionPro. Specifically, this article focuses on SalesPitch data, including Prospects and Proposals. Importing SalesPitch information to create new records 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.

Add-On Availability: SalesPitch

Security Rights Required: Access Power Tools

Article Contents

Import Basics
Obtaining a Template
Completing the Template
- Common Data
- Prospect Data
- Proposal Data
Importing the Template

Import Basics

Depending on the data provided, importing SalesPitch data may create one or more of the following SalesPitch record types:

Prospect: A Prospect record stores information about a single potential sales lead. This could be an individual or an entire company.
Opportunity: An Opportunity record represents a company which has expressed interest in obtaining TPA services from the firm, but who is not yet a client.
Proposal: A Proposal record can be seen as a "plan prototype", where the details of a plan can be shaped before being submitted to the Opportunity company for approval.

Additionally, the following non-SalesPitch record type may be created in some cases:

Company: A Company record is used to collect information about any business or organization—such as addresses and phone numbers—as well as any contacts within that organization.

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:

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

Completing the Template

The SalesPitch Import template has the following structure:

Row 2 contains the column headings that represent the fields to be imported.
Row 1 groups the columns into Prospect fields and Proposal fields.

This template only requires each row to have either Prospect fields or Proposal fields be completed, although both sets of fields may be completed if desired. The following chart details which new records will be added by the Power Tool, depending on which sections are competed:

Completed Section	Records Created
Prospects	Prospect
Proposals	Opportunity + linked Proposal
Prospects & Proposals	Prospect + linked Opportunity + linked Proposal

The field headings in this template are color-coded to denote importance, as follows:

Yellow: The field is required.
Blue: The field is only required if other related fields are being added (for example, Contact Role is required if Contact Name is present).

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

Common Data

The following notes provide insight on completing fields that apply to both Prospects and Proposals; these notes may not be comprehensive of all available columns.

Minimum required data:

Location

Must match the name of one of the firm's Locations.

If a Related Data workbook was obtained, all available options will be listed on the Location List worksheet.

Prospect Data

The following notes provide insight on completing Prospect fields; these notes may not be comprehensive of all available columns.

Minimum required data:

Prospect Type	This field must read either Company or Contact, depending on the nature of the Prospect.
Contact or Company Name	The name of the individual or company. If Prospect Type is set to Company, PensionPro will attempt to match the Prospect to an existing Company record. If an exact match cannot be found, a new Company will be created. If Prospect Type is set to Contact, this field must match the first and last name of an existing Contact. A Contact will not be created if a match isn't found. If two or more Contacts with the same first and last name exist in PensionPro, they cannot be included on this template and the Prospect must be added manually. If a Related Data workbook was obtained, all available options will be listed on the Company List and Contact List worksheets.
Category	References a List Value, located under SalesPitch > Prospect > Prospect Category. If a Related Data workbook was obtained, all available options will be listed on the Prospect List Values worksheet.
Prospect Assigned To	Must match the first and last name of an existing Employee. If a Related Data workbook was obtained, all available options will be listed on the Employee List worksheet.

Optional data:

Prospect Sales Referral Source	References a List Value, located under SalesPitch > Prospect > Sales Referral Source. If a Related Data workbook was obtained, all available options will be listed on the Prospect List Values worksheet.
Prospect Closed On	MM/DD/YYYY format.
Addresses	An address can be added to the Contact or Company. Address 1, City, State, and Zip Code are required address elements. State requires two (2) or three (3) characters for US state or Canadian province abbreviations, respectively. Address Type is required if an address is present. This references a List Value, located under Core > General > Address Type. If a Related Data workbook was obtained, all available options will be listed on the Prospect List Values worksheet. Primary Address is Yes/No. PensionPro only supports US and Canada addresses.
Numbers	A phone number can be added to the Contact or Company. Number requires ten numeric digits. No specific formatting is required. Extensions should be entered in the Number Extension field. Number Type is required if a number is present. This references a List Value, located under Core > General > Number Type. If a Related Data workbook was obtained, all available options will be listed on the Prospect List Values worksheet. Number is Primary is Yes/No.
Contact Name	An individual can be added to serve as a point of contact for the Prospect. This field must match the first and last name of an existing Contact. If two or more Contacts with the same first and last name exist in PensionPro, they cannot be included on this template.
Contact Role	Required if a Contact Name is present. References a List Value, located under SalesPitch > Prospect > Sales Contact Role. If a Related Data workbook was obtained, all available options will be listed on the Prospect List Values worksheet.
Notes	A Note can be added to the Prospect. Prospect Note is the only required Note element. Prospect Note Category references a List Value, located under Core> General > Note Category. If a Related Data workbook was obtained, all available options will be listed on the Prospect List Values worksheet. Prospect Important Note is Yes/No.

Proposal Data

The following notes provide insight on completing Proposal fields; these notes may not be comprehensive of all available columns.

Minimum required data:

Name	The name of the Proposal.
Status	References a List Value, located under SalesPitch > Proposal > Proposal Status. If a Related Data workbook was obtained, all available options will be listed on the Proposal List Values worksheet.
Plan Type	References a List Value, located under SalesPitch > Proposal > Plan Type. If a Related Data workbook was obtained, all available options will be listed on the Proposal List Values worksheet.
Proposal Assigned To	Must match the first and last name of an existing Employee. If a Related Data workbook was obtained, all available options will be listed on the Employee List worksheet.

Optional data:

Date Proposed	MM/DD/YYYY format.
Service Authorization Sent On	MM/DD/YYYY format.
Revenue columns	A variety of fields for tracking potential revenue for this Proposal. Each field accepts a number value up to two decimal points.
Current Investment Provider	References a List Value, located under SalesPitch > Investment > Investment Provider. If a Related Data workbook was obtained, all available options will be listed on the Proposal List Values worksheet.
Valuation Frequency	References a List Value, located under SalesPitch > Proposal > Valuation Frequency. If a Related Data workbook was obtained, all available options will be listed on the Proposal List Values worksheet.
Conversion Type	References a List Value, located under SalesPitch > Proposal > Conversion Type. If a Related Data workbook was obtained, all available options will be listed on the Proposal List Values worksheet.
Reason Won/Lost	References a List Value, located under SalesPitch > Proposal > Reason Won/Lost. If a Related Data workbook was obtained, all available options will be listed on the Proposal List Values worksheet.
Probably of Closing	Accepts a positive integer between 0 and 100.
Proposal Sales Referral Source	References a List Value, located under SalesPitch > Proposal > Sales Referral Source. If a Related Data workbook was obtained, all available options will be listed on the Proposal List Values worksheet.
Contact Name 1 / Contact Name 2	Up to two individuals can be added to serve as points of contact for the Proposal. Each field must match the first and last name of an existing Contact. If two or more Contacts with the same first and last name exist in PensionPro, they cannot be included on this template.
Contact Role 1 / Contact Role 2	Required if a Contact Name is present. References a List Value, located under SalesPitch > Prospect > Sales Contact Role. If a Related Data workbook was obtained, all available options will be listed on the Prospect List Values worksheet.
Notes	A Note can be added to the Proposal. Proposal Note is the only required Note element. Proposal Note Category references a List Value, located under Core> General > Note Category. If a Related Data workbook was obtained, all available options will be listed on the Proposal List Values worksheet. Proposal Important Note is Yes/No.

Importing the Template

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

Select Power Tools > Import > PensionPro Setup > SalesPitch to launch the SalesPitch Import Power Tool.
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).
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.
Step 3: Review summarizes the data to be imported. Select Execute.
When Step 4: Finish is reached, the data is queued for import. The user will receive two notification emails:
- The first notification is sent immediately to confirm that the import has been queued.
- The second notification is sent when the import has been successfully completed.