Importing into TRAK-Online
Hello and welcome to this brief tutorial on Importing into TRAK-Online. In this video we’re going to be covering how to import groups of clients or participants into TRAK-Online. This process all starts with a spreadsheet. Let’s take a look at a typical spreadsheet example.
Here’s an example of a spreadsheet that I created. Now to import, there’s no defined template you need to use, any spreadsheet will do. You want to have a column for Last Name and First Name, those are the two mandatory fields, but then there are many other fields that you can import. This is only a sample of what is possible but you’ll see I have dates of birth, annual income, their tax statuses and allowances, their contribution and the account balance. Now if you’re working with participants, this data can come from the plan sponsor, maybe the TPA, or if you’re just importing clients into TRAK you may be able to get this information from your CRM system. Now let’s go over and look at the import process.
To import my spreadsheet I’m going to come up to the Menu and I’m going to go down to Tools/File Import. The first thing I can do is browse for my file or I can drag and drop my file to this area here. Once you’ve selected your file a number of other settings will appear down below. We’re simply going to work our way down these import settings. If this is your first time importing then you’d want to select New Import Settings. If you’ve imported in the past and have saved your import settings, you can select them from the drop down here.
The next thing we need to do is select our employer file. Now, I would recommend that you create a new employer file to use with this import. You can simply create your employer file here, setting up the type of plan you have, any contributions, the taxation and it will apply these settings to each person that you import. This is particularly important if you’re working with participant groups.
The Data Formats section will allow you to configure and tell TRAK how different data on your spreadsheet is configured. Normally you can just leave these defaults as they are and just move on down to the next section.
The next section is the Field Associations. This is one of the most important parts of the import process because this is where you’re going to be telling TRAK what type of data is contained in each column of your spreadsheet. Down below you can see I have my data here. In this field up here that says DB Field I’m going to name the type of data that’s contained in that field. I’ve left my header row to help me determine what’s in each field so I can click in this box and I can search through the drop down menu like this, right here at the top: Last Name. I can also type here, First Name, Date of Birth. I’m going to quickly fill out these fields. I’ve completed associating all the fields. As you can see I now have a field value for each of my columns. The one value I’d like to point out is my contribution which is Qualified Plan 1 Percent. If my employer file had them contributing in dollars then this would say Qualified Plan 1 Dollar.
I’m going to go back up here just so I can get rid of my header row and I’m going to say the first row of data is row two on my spreadsheet. Now you can see that that header row is now gone.
Now down below here we have Data Conversion. This first section here where it says Income, I need to tell TRAK how many paychecks the income on my column represents. So we have the income up here, this is an annual income. Now if my employer happens to pay monthly then, I would say that that income represents 12 paychecks. If they were paid bi-weekly then you would want to put 26 in here. Or, if this column represents a per paycheck value then you can just leave this as 1.
If TRAK needs to convert your percentages it can do that here. My spreadsheet is already in percentages so I don’t need to do that.
If you’d like to assign default values to everyone on the import you can do those here. So Retirement Age would be an example. Or information, if you want to give everyone the same city or work phone you could do that.
Down below here you’re going to see a preview of your data so you can take a look at that and make sure everything looks good.
Moving on down the list, we can associate the people that we’re importing with a group. So we can group them together. If you’d like to do that simply check the box here and you can create a new group or you can import them into an existing group. If you’d like to create a new group simply check the box here and give your group a name. When you do this action, not only will you import all of these participants or clients but they will also be grouped together in the group of this name. This can help with Batch Processing for running Batch Gap and Contribution Analysis reports as you can run those reports for groups.
And the last thing down here we have Import Action. So we need to decide what we’re going to do with this data. Are we going to add all the data to TRAK? If you select this option or you leave this as the default then TRAK is going to create a new record for each person.
If you’d merely like to update participants or clients who are already in the system then you want to make sure that you select one of these other options. For example you can import these people and if the person already exists it will update the record. If they do not exist then it will create them as a new client. Over here you can decide how they’re going to match those up.
Now if you leave this as Add all Data and you already have these people in TRAK it could create a duplicate record for that person so you want to make sure. Don’t just skip over this section, make sure you think about it. If you’re not sure whether they’re in there or not then the safe option would be to select “if they exist update the record otherwise add them as a new client.”
Once you select one of those options you can update all fields or only update selected fields and then you can select which fields you’d like to update.
If you’d like to save your import settings you can select the box here. Otherwise click Import Data. When the import is finished you can see any messages for any people down here. But you can check to see that you have all of these people imported by simply going to the file menu, go down to Load, and now I can see this full list of clients. I can see all of them that were imported. And now I can work with any of these clients using any of the tools in TRAK-Online or I can run Batch reports for this group of clients.
Thank you for tuning in to this brief tutorial on Importing into TRAK-Online. If you have any questions, feel free to reach out to our support team, we’re happy to help.