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PensionPro 2.0 - Creating and Linking ftwilliam.com Records from PensionPro

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The partnership between PensionPro and ftwilliam.com provides the ability to link certain information between the two applications. This article walks users through creating a new Client, Plan, and 5500 Signer on ftwilliam.com using the PensionPro user interface. It also covers linking existing Client, Plan, and Signer records between the two applications so that information such as 5500 filing dates and compliance testing results can be updated in PensionPro when completed on ftwilliam.com.

 

Tier Availability: Team, Core, Essential, Premium, Business
Security Rights Required: None

 

Table of Contents

 

 

Getting Started

Before the ftwilliam.com integration functionality will allow a user to create and link items, the connection between PensionPro and ftwilliam.com will need to be properly established via an ftwilliam.com API key. If this has not yet been completed, refer to the article ftwilliam.com Integration - Setup & Preferences.

 

Warning: The instructions in this article reference the More Optionsmore_options.png icon. In many places within PensionPro, two instances of this icon appear near each other in the top-right corner—one over the other—and while each contains ftwilliam.com functionality, the specific functions differ between the two icons.

  • The larger, topmost icon appears on the tab header next to the Help icon, and is available on any view within a tab. This icon contains the ftwilliam.com Navigation Assistance options discussed in the article Using ftwilliam.com Navigation Assistance.
  • The smaller icon appears directly over the information grid—often accompanied by an Add or Edit icon—but is not necessarily available on every view. When selected from the General view of a Client, Plan, or Contact tab, this icon contains the integration functionality to create and link records in ftwilliam.com; this is the icon referenced throughout the remainder of this article.

 

 

Using PensionPro to Create Clients and Plans in ftwilliam.com

The integration option to create records is used when a Client, or Plan exists in PensionPro, but does not exist within ftwilliam.com. This article assumes familiarity with Client, Plan, and Contact creation within PensionPro; if necessary, refer to the article Adding a Client, Plan, or Contact prior to performing the following steps.

 

Note: If the ftwilliam.com integration settings have not been set up properly, the following features will not function correctly. Refer to the Integration Setup section, above.

Note: Any Clients and Plans which are created in ftwilliam.com through PensionPro will not be deleted from ftwilliam.com if the Client or Plan is later deleted from PensionPro.

 

Adding a New Client to ftwilliam.com

  1. Create a new Client in PensionPro and open the record in a new Client tab.
  2. From the General view of the Client tab, select More Optionsmore_options.png FTWilliam Integration > Create New.
    • A new Company record will immediately be created on ftwilliam.com.
    • The following fields will be populated for the new ftwilliam.com record: Company Name, Client ID, Address (primary Address only), Phone Number (primary Phone Number only), Entity Type, EIN, and Fiscal Year-End.

 

During the creation process, the current ftwilliam.com database will be scanned for duplicate Client IDs before creating a new Company record. If a duplicate is found, a dialog will appear with the notification “A Client with the ID [ClientID] already on file for this company. Try using the linking tool to link this Client.”

 

Adding a New Plan to ftwilliam.com

  1. Create a new Plan in PensionPro and open the record in a new Plan tab.
  2. From the General view of the Plan tab, select More Optionsmore_options.png > FTWilliam Integration > Create New.
    • A new Plan record will immediately be created on ftwilliam.com.
    • The following fields will be populated for the new ftwilliam.com record: Plan Name, Plan Type, TPA Plan ID, IRS Plan#, Plan Year-End, and Trust EIN.

 

Note: A Plan cannot be created or linked to ftwilliam.com until its corresponding Client has been created or linked.

 

During the creation process, the current ftwilliam.com database will be scanned for duplicate TPA Plan IDs before creating a new Plan record. If a duplicate is found, a dialog will appear with the notification “A Plan with the ID [TPAPlanID] already on file for this company. Try using the linking tool to link this Plan.”

 

 

Linking Clients, Plans, and 5500 Signers between PensionPro and ftwilliam.com

The integration option to link records is used when separate records for the same Client, Plan, or Contact already exist in both ftwilliam.com and PensionPro.

 

Note: If the ftwilliam.com integration settings have not been set up properly, the following features will not function correctly. Refer to the Integration Setup section, above.

 

Linking to an Existing ftwilliam.com Client

  1. Use the Search bar in PensionPro to locate the Client and open the Client tab.
  2. From the General view of the Client tab, select More Optionsmore_options.png > FTWilliam Integration Link to Existing.
  3. In the Link ftwilliam.com Company popup window, use the Company to Link field to search for the existing ftwilliam.com company.
  4. Select the correct company from the dropdown list that populates beneath the Company to Link field.
  5. Select Save.

 

Upon a successful link, the ftwilliam.com Integration field on the General view of the Client tab will display Yes.

 

Linking to an Existing ftwilliam.com Plan

  1. Use the Search bar in PensionPro to locate the Plan and open the Plan tab.
  2. From the General view of the Plan tab, select More Optionsmore_options.png > FTWilliam Integration Link to Existing.
  3. In the Link ftwilliam.com Plan popup window, use the Plan to Link field to search for the existing ftwilliam.com plan.
  4. Select the correct plan from the dropdown list that populates beneath the Plan to Link field.
  5. Select Save.

 

Upon a successful link, the ftwilliam.com Integration field on the General view of the Plan tab will display Yes.

 

Linking to an Existing ftwilliam.com 5500 Signer

Unlike with Clients and Plans, it is not possible to create a new 5500 Signer/Portal User in ftwilliam.com from PensionPro. However, Plan Contacts in PensionPro can be linked to Portal Users in ftwilliam.com.

 

Note: Linking a Contact and Portal User between PensionPro and ftwilliam.com is only necessary if the Client uses PlanSponsorLink and the TPA wants to direct their Clients to PlanSponsorLink to file the Form 5500.

 

To link to a 5500 Signer/Portal User, the following criteria must be met within ftwilliam.com:

 

  • The Portal User must be linked to the correct Plans, and be linked to the correct year(s) within those Plans.
  • The Portal User must possess the correct rights and signing role.
  • The Portal User cannot exist more than once.

 

Additionally, the following criteria must be met within PensionPro:

 

  • The Contact must be Active.
  • The Contact must have an email address that matches the Portal User's email address in ftwilliam.com.
  • The Plan(s) the Contact is assigned to must be Active.
  • The Plan must have a Plan Cycle Year(s) that matches the Plan year(s) being linked to in ftwilliam.com.
  • The Plan, as well as the Client, must already be linked to ftwilliam.com.
  • The Contact must be assigned to a Plan as a Contact Role.

 

If this criteria is met, a Contact may be linked:

 

  1. In PensionPro, open the desired Contact tab via the Search feature, or from the Contact Roles view of any relevant Plan tab.
  2. From the General view of the Contact tab, select More Optionsmore_options.png > ftwilliam.com Linking Link Contact.
  3. In the Link Contact popup window, enter the Year which corresponds to the Plan Year the Portal User is assigned to in ftwilliam.com.
  4. In the Contact Name field, search for the name of the Portal User.
  5. Select the correct user from the dropdown list that populates beneath the Contact Name field.
  6. Select Link Contact.

 

Upon a successful link, the Contact's ftwilliam.com username will appear on the General view of the Contact tab in the ftwilliam.com Portal Username field. 

Once a Contact has been linked, the Sign My 5500 button should appear in the upper-right corner of the My Active Tasks screen of PlanSponsorLink. Selecting this button will take the Contact to the ftwilliam.com site for signing. Any 5500 forms the Contact is required to sign will display on that page.

 

Note: The ftwilliam.com integration feature in PensionPro has no influence on which 5500 forms the Contact is asked to sign.

Note: A Contact only needs to be linked once. The Sign My 5500 button will remain on PlanSponsorLink for that Signer until their Contact records are unlinked.

 

 

Linking Multiple Existing Plans and 5500 Signers Using Power Tools

Additional Security Rights Required: Access Power Tools

 

A user who has access to Power Tools can use the integration functionality to link multiple Plans and Contacts between PensionPro and ftwilliam.com at once. Any prerequisites listed in the above sections for linking Plans and Contacts must still be met to create a successful link.

 

Note: Using Power Tools to create links only applies to Plans and Contacts. There is no tool to link multiple Clients at the same time; each will have to be linked individually using the integration methods discussed earlier in this article.

 

Linking Multiple Plans

  1. From the Navigation Panel in PensionPro, select Power Tools > ftwilliam.com.
  2. From the dropdown labeled I want to, select Link Plans.
  3. Select a status from the Plan Status dropdown.
    • This option filters Plans by their status as listed in PensionPro.
  4. Select the Next button.
  5. The grid will populate with Plans in PensionPro that are currently unlinked. Columns in the grid display Plan Name, IRS Plan Number, and EIN. Each record also displays a status message confirming if a matching Plan Name or IRS Plan Number has been found in ftwilliam.com and can be linked.
  6. Select the checkbox to the left of each Plan record to be linked.
    • If a matching Plan cannot be found in ftwilliam.com, its checkbox won't be selectable. Ensure that the Plan exists in ftwilliam.com, and that the EIN and IRS Plan Numbers are the same in both applications.
  7. Select the Link Selected Records button.
  8. A confirmation dialog will appear with the message "[Number] Plan(s) have been linked to ftwilliam.com." Select Close to end the process. 

 

Linking Multiple 5500 Signers

  1. From the Navigation Panel in PensionPro, select Power Tools > ftwilliam.com.
  2. From the dropdown labeled I want to, select Link Portal Users.
  3. In the Plan Year field, enter the year which corresponds to the Plan Year the 5500 Signer/Portal User is assigned to in ftwilliam.com.
  4. Select the Portal User's Contact Role from the Plan Contact Role dropdown.
    • This option filters Contacts by their Plan Contact Role as listed on the Contact Role view of the Plan tab in PensionPro. This designation is purely for reference or organizational purposes, and has no bearing on ftwilliam.com.
    • If unsure of the Contact's Role, set this field to All to view all unlinked Contacts.
  5. Select the Next button.
  6. The grid will populate with Contacts in PensionPro that have been assigned Plan Contact Roles and are currently unlinked. Columns in the grid display Contact Name and Email Address. Each record also displays a status message confirming if a matching Portal User has been found in ftwilliam.com and can be linked.
  7. Select the checkbox to the left of each Contact record to be linked.
    • If a matching Portal User cannot be found in ftwilliam.com, the Contact's checkbox won't be selectable. Ensure that the Portal User exists in ftwilliam.com, that their email address is the same in both applications, and that the Portal User is attached to the correct Plan Year.
  8. Select the Link Selected Records button.
  9. A confirmation dialog will appear with the message "[Number] PensionPro contact(s) have been linked to ftwilliam.com." Select Close to end the process. 

 

 

Unlinking Clients, Plans, and 5500 Signers

If unlinking a Client, Plan, or Plan Contact from ftwilliam.com becomes necessary, a user can remove the link. Once the record is unlinked, information for that record will no longer pass between PensionPro and ftwilliam.com.

 

Note: A Client cannot be unlinked unless all associated Plans have been unlinked.

 

  1. Open the appropriate tab for the Client, Plan, or 5500 Signer
    • For the Client, this is the Client tab.
    • For the Plan, this is the Plan tab.
    • For the Signer, this is the Contact tab.
  2. From the General view of the relevant tab, select More Optionsmore_options.png
  3. Select FTWilliam IntegrationUnlink.
    • For Contacts, these options are instead labeled as ftwilliam.com LinkingUnlink Contact.

 

 

Finding Unlinked Plans

To aid in locating Plans that have not yet been linked to ftwilliam.com, PensionPro offers a Report option listing unlinked Plans.

From the Navigation Panel, select ReportingPlansPlans Missing Integration Link. Set any filters as desired, then select the View Report button. A report will generate providing a list of any Plans meeting the filter criteria that are not linked between PensionPro and ftwilliam.com.

For more information on Reports, refer to the article Navigating PensionPro Reports.

 

 

The "Sign My 5500" Checklist

Ensure that the following conditions have been met. If they haven't been met, the Sign My 5500 button will not appear on PlanSponsorLink.

 

  • From the Navigation Panel, select Maintenance > Preferences > Integrations > ftwilliam.com and confirm that the PSL SSO Enabled value indicates Yes (this enables the plan sponsor to see the Sign My 5500 button on the portal).
  • Confirm that the Contact is not set up multiple times in ftwilliam.com.
  • Confirm that the Contact is set up as a signer in ftwilliam.com and their email address in ftwilliam.com matches their email address in PensionPro.
  • Confirm the Client is linked by navigating to the General view of the Client tab.
    • If linked, the value listed for ftwilliam.com Integration will be Yes.
  • Confirm the Plan is linked by navigating to the General view of the Plan tab.
    • If linked, the value listed for ftwilliam.com Integration will be Yes.
  • Confirm the Contact is linked by navigating to the General view of the Contact tab.
    • If linked, the ftwilliam.com Portal Username field displays the Contact's ftwilliam.com username.
    • Confirm that this is the correct FTW Portal Username for the signer.

 

 

Frequently Asked Questions

  • My API Key was verified in the ftwilliam.com Settings, but I do not see the Integration options on the Client or Plan tabs . What am I missing? On the General view of Maintenance > Preferences > Integrations > ftwilliam.com, ensure that Create Records in ftwilliam.com is set to Yes.
  • Where has the Refresh from ftwilliam.com button gone? This button's functionality has been rolled into the More Optionsmore_options.png > Refresh Plan Cycle Data setting found on the General view of the Plan Cycle tab for any Plan Cycle under a linked Plan. This option refreshes and imports any updated data from ftwilliam.com and the Department of Labor.
  • If I update the Company Name in PensionPro, will it also be updated in FTW? Yes, updating the Company Name in the PensionPro application will also update the Company Name in ftwilliam.com. 
  • Why don't I see the option to create/link the Client/Plan/Contact in the More Options menu? Ensure all of the following:
    • The ftwilliam.com integration is set up correctly per the article ftwilliam.com Integration - Setup & Preferences.
    • The General view of the Client/Plan/Contact tab is selected.
    • The More Optionsmore_options.png icon being selected is the smaller icon located directly over the information grid.
    • The Client/Plan/Contact is not already linked to ftwilliam.com.
  • A number of the ftwilliam.com linked fields are not populating on Plan Cycles for a few Plans. How can I make sure these are linked correctly? First, confirm that ftwilliam.com integration is set up correctly per the article ftwilliam.com Integration - Setup & Preferences. The Government Forms Enabled and Compliance settings must be enabled. If these settings are correct, then follow these steps to manually unlink and re-link the Plan and Client:
    1. Unlink the Plan and Client (steps).
    2. Re-link the Client (steps).
    3. Re-link the Plan (steps).
    4. When the Client and Plan are re-linked to ftwilliam.com, refresh the Plan Cycle Data. Go to the Plan Cycles view of the Plan tab, then double-click on the desired Plan Cycle record to open it in a new Plan Cycle tab. From this tab, select More Optionsmore_options.png > Refresh Plan Cycle Data
  • One of my Contacts is not appearing as an unlinked Contact in the Portal User Linking Power Tool. How can I troubleshoot this?
    1. Confirm that ftwilliam.com integration is set up correctly per the article ftwilliam.com Integration - Setup & Preferences.
    2. Confirm that all criteria listed in the Linking to a 5500 Signer section are satisfied.
    3. Confirm the Contact is not already linked by navigating to the General view of the Contact tab and reviewing the ftwilliam.com Portal Username field. 
      • If the ftwilliam.com Portal Username field displays the Contact's ftwilliam.com username, then the Contact is already linked.
      • If a link is established but not functioning as expected, unlink the Contact by selecting More Optionsmore_options.png > ftwilliam.com Integration > Unlink Contact, then attempt to re-link the Contact using the ftwilliam.com Power Tool.
    4. Unlink the Plan and Client (steps).
    5. Re-link the Client (steps).
    6. Re-link the Plan (steps).
    7. Re-attempt to link the Contact using the ftwilliam.com Power Tool.

 

 

 

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