Relius Documents ASP Multi-Doc Processing: Data Entry Routines (D.E.R.)

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1 RELIUS DOCUMENTS Solutions for retirement services Relius Documents ASP Multi-Doc Processing: Data Entry Routines (D.E.R.) Overview RELIUS DOCUMENTS Solutions for retirement services Multi-Doc Processing is a licensed add-on module for the Relius Documents ASP system that allows you to perform batch operations on your document projects. This module is equipped with a Data Entry Routine (D.E.R.) feature that will allow you to update the elections and values in multiple checklists at one time via instructions provided on a spreadsheet. Using Multi-Doc Data Entry Routines you can: Remove elections across one or more existing project checklists at one time. Add elections across one or more existing project checklists at one time. Update or add insert field values across multiple checklists at one time. Provide instructions and checklist elections for purposes of setting up multiple plans at one time. Before You Begin If you have been licensed for the Multi-Doc Processing module, please note that your system administrator must grant user rights to this functionality by accessing the Administration/User Group Setup menu. Individual users must be associated with a user group that has the Multi-Doc Processing option turned on in order to have access to the features outlined in this guide. Also, please be aware that instruction spreadsheets uploaded as part of Data Entry Routines must be in the.xlsx file format that is associated with Microsoft Excel 2007 and higher. Note: Product names or references to products in this document are for demonstration purposes only and may not represent current, available products. Glossary of Terms Catalog Number Linkname A unique, nine digit number that is assigned to each of the projects under your account. To ensure accuracy, this value is required in the D.E.R. spreadsheet when you are attempting to update existing plans. A field value assigned to every checklist response in the Documents system. These values are used in the D.E.R. file to identify the responses that will be added, removed or modified within each project. Checklist legends specifying each response s linkname assignment can be accessed in the system via Tools/Data Import/View Legend.

2 Quick Reference Guide The following has been provided for quick reference to the most commonly used functions of the Multi-Doc D.E.R. feature. Consult the Detailed Reference Guide section of this document for more elaborate information regarding each of the D.E.R. functions. If you want to. Setup users with access to Multi-Doc Processing D.E.R. functionality Update checklist elections or values in any number of existing project checklists at one time 2 Follow these steps: 1. Go to Administration/User Group Setup/Modify. 2. Select the user group you want to modify and click OK. 3. Select the Multi-Doc Processing checkbox on the Services tab. 4. On the Multi-Doc Options tab, select the Users in this group can perform Data Entry Routine imports checkbox. 5. Click the OK button to save the changes. Users in the group may be required to logout and login back into the system for the changes to take effect. 1. Go to Tools/Multi-Doc Processing/DER Import 2. Click the Browse button to search for and select the XLSX file you want to use for the D.E.R. import. The file must adhere to the following formatting rules: The first worksheet in the file must current D.E.R. update. The second column must be labeled Catalog Number and contain the catalog number values for each of the projects you are attempting to update. The third column and each column to the right must contain the linkname value associated with the checklist response you are attempting to modify. Consult the checklist legends found at Tools/Data Import/View Legend to determine the proper linkname assignments for the product(s) you are working with. Linknames are denoted by gray highlighted text next to each response in the legend.

3 Import data to be merged with a copy of default answers for purposes of setting up multiple new plans at one time 3 If you want an insert value to be add or modified in any of the project checklists you have specified in the file, enter the desired value in the applicable If you want a response selection to be removed in any of the project file, place a * prefix ahead of the linkname column heading (example: *EmployerNameA ). Then place an x in the applicable row for the projects in which you want the specified response selection REMOVED. 3. Click the Upload button to upload the file and be presented with your D.E.R. options. 4. Select the Merge imported data into the project checklist(s) specified in the uploaded file. 5. Enter and confirm the address to 6. Click the OK button to initiate the import 1. Go to Tools/Multi-Doc Processing/DER Import 2. Click the Browse button to search for and select the XLSX file you want to use for the D.E.R. import. The file must adhere to the following formatting rules: The first worksheet in the file must current D.E.R. create. The second column and each column to the right must contain the linkname value associated with the checklist response you are attempting to modify. Consult the checklist legends found at Tools/Data Import/View Legend to determine the proper linkname

4 Import data to set up multiple new plans at one time 4 assignments for the product(s) you are working with. Linknames are denoted by gray highlighted text next to each response in the legend. If you want an insert value to be added in any of the project file, enter the desired value in the applicable column/row for the respective 3. Click the Upload button to upload the file and be presented with your D.E.R. options. 4. Select the Merge imported data with existing checklist data to create new project checklist(s) radio button. 5. Select the project containing the default checklist elections you want copied to each of the projects that will be created as a result of the import. 6. Enter and confirm the address to 7. Click the OK button to initiate the import 1. Go to Tools/Multi-Doc Processing/DER Import 2. Click the Browse button to search for and select the XLSX file you want to use for the D.E.R. import. The file must adhere to the following formatting rules: The first worksheet in the file must current D.E.R. create. The second column and each column to the right must contain the linkname value associated with the checklist response you are attempting to modify. Consult the checklist legends found at Tools/Data Import/View Legend to determine the proper linkname

5 Undo changes made via a Data Entry Routine import (restore one or more project checklists to a pre-d.e.r. state) Note: This function only applies to D.E.R. imports in which existing checklists were updated as part of the request. assignments for the product(s) you are working with. Linknames are denoted by gray highlighted text next to each response in the legend. If you want an insert value to be added in any of the project file, enter the desired value in the applicable column/row for the respective 3. Click the Upload button to upload the file and be presented with your D.E.R. options. 4. Select the Use imported data to create new project checklist(s) radio button. 5. Select the product and version you want to assign to each of the projects that will be created as a result of the import. 6. Enter and confirm the address to 7. Click the OK button to initiate the import 1. Go to Tools/Multi-Doc Processing/Restore DER Import 2. A list of projects that were updated as part of a D.E.R. import will be displayed in descending date/time order. Use the JobGroup column to identify all projects that were part of same spreadsheet (the Job Group number will be the same across each of these project records). 3. Select the project(s) you want to restore to a pre-d.e.r. state. 4. Enter and confirm the address to restore is complete. 5. Click the Restore button to initiate the restoration 6. Each of the selected project checklists will be reverted back to their exact state at the time just prior to the D.E.R. import. IMPORTANT: Any updates made to the checklist after the D.E.R. import you are reversing will be lost as part of the restoration 5

6 Detailed Reference Guide 1. User Setup In order to utilize the Data Entry Routine functionality provided within the Multi-Doc Processing module, users must first be given access to the feature by someone with Project Administrator rights. Permissions may be granted to one or more users via user group settings. If your account has been licensed for the Multi-Doc Processing add-on module and you are a project administrator for your Relius Documents system, you can grant users access to this feature by going to the Administration/Project Admin/User Group Setup menu. Select the user group that you would like to grant access to the D.E.R. feature and select the Multi-Doc Processing checkbox under the User Group Services list. Every user that is assigned to this user group will now have access to the Multi-Doc Processing menu and some of the features contained therein. Note: If the Multi-Doc Processing checkbox option does not appear in the User Group Services list, your account has not been licensed for this add-on module. Contact Sales to add this functionality to your account license. Multi-Doc Options From the User Group Information page, once the Multi-Doc Processing checkbox option has been selected under the Services tab for a particular user group a separate Multi-Doc Options tab will appear. From here you can grant users in the group permission to access the D.E.R. functionality by selected the Users in this group can perform Data Entry Routine imports checkbox. Figure 1 6

7 2. Performing Data Entry Routine Imports Data Entry Routine imports are carried out by uploading a spreadsheet that consists of instructions that specify the projects and checklist answers that are to be added, removed or modified within each respective checklist. To initiate a Data Entry Routine import: Go to Tools/Multi-Doc Processing/DER Import. Click the Browse button to select the Excel spreadsheet file you want to use for your D.E.R. import. Once you have selected a file, click the Upload button to upload the file and be presented with your import options. Note that simply uploading the file does not start the data import Figure 2 Spreadsheet formats: Spreadsheets must be XLSX (Excel 2007 or higher) files that adhere to specific formatting standards depending upon the type of import you are attempting to perform. Tip: One of the most efficient ways to create a D.E.R. spreadsheet is to first run a Checklist Data Report* and output the results to an Excel file. With a report file you can eliminate the columns that are not needed for D.E.R. (Product, Version, Last Save, User Name, Amends Project) and then simply narrow the report file down to the projects and responses you wish to modify. *Requires a license for the Reporting add-on module. If Desired Import Type Spreadsheet Format Is Use imported data to create new project checklist(s) The first worksheet in the file must D.E.R. create. The second column and each column to the right must contain the linkname value associated with the checklist response you are attempting to modify. Consult the checklist legends found at Tools/Data Import/View Legend to determine the proper linkname assignments for the product(s) you 7

8 are working with. Linknames are denoted by gray highlighted text next to each response in the legend. If you want an insert value to be added in any of the project checklists you have specified in the file, enter the desired value in the applicable Figure 3 If Import Type Merge imported data into the project checklist(s) specified in the uploaded file 8 Spreadsheet Format Is The first worksheet in the file must D.E.R. update. The second column must be labeled Catalog Number and contain the catalog number values for each of the update. The third column and each column to the right must contain the linkname value associated with the checklist response you are attempting to modify. Consult the checklist legends found at Tools/Data Import/View Legend to determine the proper linkname assignments for the product(s) you are working with. Linknames are denoted by gray highlighted text next to each response in the legend.

9 If you want an insert value to be add or modified in any of the project file, enter the desired value in the applicable column/row for the respective If you want a response selection to be removed in any of the project file, place a * prefix ahead of the linkname column heading (example: *EmployerNameA ). Then place an x in the applicable row for the projects in which you want the specified response selection REMOVED. Figure 4 If Import Type Merge imported data with existing checklist data to create new project checklist(s) Spreadsheet Format Is The first worksheet in the file must D.E.R. create. The second column and each column to the right must contain the linkname value associated with the checklist response you are attempting to modify. Consult the checklist legends found at Tools/Data Import/View Legend to determine the proper linkname assignments for the product(s) you are working with. Linknames are denoted by gray highlighted text next to each response in the legend. 9

10 If you want an insert value to be added in any of the project checklists you have specified in the file, enter the desired value in the applicable Figure 5 Import Options: Once you have uploaded the D.E.R. file, you will be presented with three different import options. Figure 6 Import Option Purpose Actions Required Use imported data to create new project checklist(s) Merge imported data into the project checklist(s) specified in the uploaded file The data in the D.E.R. file will be used to create multiple plans at one time. The data in the D.E.R. file will be used to update multiple plans at one time. Select the Product and Version assignment for each of the projects that will be created. Enter and confirm the address to Click the OK button to start the import Enter and confirm the address to Click the OK button to start the import 10

11 Merge imported data with existing checklist data to create new project checklist(s) The data in the D.E.R. file will be merged with a copy of default selections to create multiple new projects at one time. Select the project containing the default checklist elections you want copied to each of the projects that will be created as a result of the import. Enter and confirm the address to Click the OK button to start the import Reversing D.E.R. Imports If you want to undo changes that were made via a D.E.R. import, the Checklist Restore function will allow you to restore one or more project checklists to their previous state. To initiate a restoration of project checklists: Go to Tools/Multi-Doc Processing/Restore DER Import. A list of projects that were updated as part of a D.E.R. import will be displayed in descending date/time order. Use the JobGroup column to identify all projects that were part of same spreadsheet (the Job Group number will be the same across each of these project records). Select the project(s) you want to restore to a pre-d.e.r. state. Enter and confirm the address to restore is complete. Click the Restore button to initiate the restoration Each of the selected project checklists will be reverted back to their exact state at the time just prior to the D.E.R. import. IMPORTANT: Any updates made to the checklist after the D.E.R. import you are reversing will be lost as part of the restoration Figure 7 11