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Distributing a plan document

The Overview screen in the Plan Documents module acts as a control center for managing an individual plan document's approval process.

Note

You cannot start distributing your agreement unless you have built your agreement and set up routing and recipients in your Plan document.

The bottom section of the Overview page consists of list of payees and their reporting managers that are associated with your plan document. This section allows you to control the distribution of the plan document and see the current status of each payee's document approval.

You can also track the status of your plan document from the Overview page.

Table 86. Plan document status

Status

Description

Ready

The plan document is edited and ready to be distributed to the payees.

Draft

The plan document is not edited yet.

Sending

The plan document is currently being sent to the manager or payee for approval.

Sent

The manager or payee has received the plan document.



Click the Collapse icon to reveal the date and time when the document's status started and when it was last modified. You can also preview each payee's agreement by clicking on the Preview agreement template icon. Each payee row contains information on the current status of the plan document's approval process:

  • Payee name

  • Payee's manager name

  • Date on which the admin initiated the approvals process for the payee

  • Last date on which the approvals status was changed

  • Date on which the plan document distribution ended

  • Status of payee sign-off:

    • Not signed: Payee has not signed the plan document yet

    • Completed: Payee has approved and signed the plan document

Starting the plan document distribution

Start sending the plan document to initiate the approval process of a payee.

  1. From the Plan Documents module, click on the plan document tile that you wish to send to your payee(s).

  2. Click Edit document to edit a plan document. Read Editing an agreement to learn more.

  3. Click Set up routing and recipients to create a distribution route and add payees that you wish to send your plan document to. Read Managing payees or setting up routing and recipients to learn more.

    You can review and finalize the list of payees and their reporting manager in the Overview page before starting the distribution.

  4. Click Start distribution.

Regenerating failed PDF agreements

In the event that a PDF generation fails during a plan document distribution, you can track and handle failed PDF agreements on the Failed agreements tab of your plan documents. In the Failed agreements tab, users will see a list and number of recipients whose PDF agreements have failed to generate. Here, failed agreements can be regenerated in bulk or individually per recipient and the distribution will be restarted for payees.

Note

A PDF generation can fail only after a plan document distribution has started.

  1. From the Plan Documents module, select a plan document with a failed agreement.

  2. Under the Added recipients section in the side bar, click on Failed agreements.

  3. You can choose to regenerate payees in bulk or individually.

    -To regenerate agreements for all listed payees in bulk, click reset.png Regenerate PDF agreements.

    -To regenerate an agreement for specific payees, click the More options More options icon icon for the payee and select reset.png Regenerate PDF agreement.

  4. Refresh the web browser page to view the failed PDF agreements that have been regenerated. Regenerated PDF agreements can be found within the In progress tab.

    You can further track the progress of a regenerated PDF agreement by clicking on the Status Update button in the Admin panel, or by monitoring the activity log in the Activity module.

Ending the plan document distribution

You can end the plan document distribution which cancels an already initiated approval for all payees and removes the payees from the distribution list.

Note

Once you end the distribution, access to all payees’ approval data will be revoked and you won’t be able to save any changes to your Plan document. Consider downloading the agreement as PDF first. You can also duplicate the Plan document for future reuse.

  1. From the Plan Documents module, click on the plan document tile that you wish to send to your payee(s).

  2. Click Edit document to edit a plan document. Read Editing an agreement to learn more.

  3. Click Set up routing and recipients to create a distribution route and add payees that you wish to send your plan document to. Read Managing payees or setting up routing and recipients to learn more.

    You can review and finalize the list of payees and their reporting manager in the Overview page before starting the distribution.

  4. Click End distribution.

Note

This will delete the plan document from each payee’s Sales Portal account. All payees’ approval data will no longer be visible in the Overview page.

Result: This option will delete the selected payees from your plan document. You can add those payees later, if needed. Read Managing payees or setting up routing and recipients to add new payees to the distribution list.