Bulk upload lets you add record keeper files for many plans at once. Drop a folder, a .zip, or a handful of files, or point Stax.ai CX at a folder in CX Files. CX reads each file, works out which record keeper produced it and which plan it belongs to, and shows you the results. Nothing imports until you click Import.

What bulk upload does

Reads every file for you. CX opens each file to find its record keeper, the plan number printed inside it, and the dates it covers.
Routes each file to a plan. CX matches the file to a plan using the plan's saved contract number, the file name, or the company folder the file sits in.
Lets you check before anything changes. You review a table of every file and fix the ones CX could not place.
Imports and matches in one go. For each file, CX starts the plan's reconciliation if needed, adds the file as an asset schedule, reads it, and matches participants to the census.

Before you start

You have write access to Retirement. The Bulk upload RK files button only appears for users with write access.
Pick the plan year first. Bulk upload works on the plan year selected on the queue. Files for other years are skipped.
Clear the queue filters. Bulk upload looks for plans among the plans shown on the queue. Clear any filters so every plan can be found.
Save contract numbers on your plans. Routing works best when each plan's record keeper and Account/Contract Number are saved on the plan record. To check, open the plan record and click the record keeper to open the Record-keeper window.
Use supported reports. CX reads Empower and American Funds files today. See Record Keeper Report Guide for Asset Reconciliation.
Check file types and size. CX reads .xlsx and .csv files up to 50 MB each. A .zip is unpacked for you. Other files, like PDFs, are ignored.

Bulk upload files

Click Reconciliation under Retirement. The Reconciliation queue opens.
Choose the plan year you're working on.
Click Bulk upload RK files. The Bulk upload record keeper files window opens.
Choose where your files are:
a. From my computer: Drag files, a folder, or a .zip onto the box that says Drag files, a folder, or a .zip here. Or click Browse files and pick the files. Scanning starts right away.
b. From CX Files: Click the Folder field and choose a folder, then click Use this folder. Leave Include subfolders checked to read every folder inside it. Click Scan folder. Scanning starts.
Wait while CX reads each file. The window shows "Identified n of n files" with a progress bar.
Review the table. Check the tiles at the top first:
- Matched to a plan: ready to import.
- Need a plan: CX recognized the file but could not pick the plan.
- Skipped: CX will not import these. See the row status for why.
- Not supported yet: CX can't read these files.
For each Needs a plan row, open the Choose a plan… picker in the Plan column and pick the plan. The row changes to Assigned. Plans on the same record keeper are listed first. Rows you leave blank are skipped.
Click Import n files. The window switches to the import view. Each row moves through Queued, Uploading, Reading file, Matching participants, and Done.
Check each row's Result. The progress line shows how many files were imported, auto-confirmed, sent to review, and failed.
Click Close when you're ready. You can close before every file finishes. Each plan's status updates on the queue as its file finishes.

The review table

Column	What it shows
File	The file name, with its folder path.
Record keeper	Who produced the file. A dash means CX could not tell.
RK plan #	The plan number printed in the file. not in file means the file doesn't print one.
Plan	The plan CX picked and why, or a Choose a plan… picker.
Period	The dates the file covers. If the file prints no dates, this shows the selected plan year.
Status	Whether the file will import. See the status list below.

How files are matched to plans

CX tries these in order and stops at the first one that finds exactly one plan:

Contract number in the file. CX reads the plan number printed in the file and looks for a plan with the same saved contract number on the same record keeper. The row says Matched on contract #.
Contract number in the file name. CX looks for a plan's saved contract number as a whole word in the file name. The row says Matched on file name.
Company folder. For files from CX Files, CX checks the company folder the file is stored in. If that company has only one plan on that record keeper, the file goes there. The row says Matched on company folder · its only plan on this record keeper.

If none of these finds exactly one plan, the row says Needs a plan. CX never guesses. If two plans share the same contract number, the picker note says More than one plan has this contract #.

Tip: When you assign a plan to a file that prints a plan number, and that plan has no contract number saved, CX saves the file's number to the plan. The picker note says Saves {number} as this plan's contract #. Next year, that plan's file routes on its own. CX never overwrites a contract number that is already saved.

Row statuses

Status	What it means	What to do
Matched	CX found the plan.	Nothing. It imports when you click Import.
Assigned	You picked the plan.	Nothing.
Needs a plan	CX recognized the file but could not pick one plan.	Choose the plan, or leave it blank to skip.
Not supported yet	CX can't read this file. The note says why, such as the file type, size, or "Not a record keeper report this service can read yet."	Check the file against the report guide.
Different plan year	The file covers another year. The note says "Covers {year}; switch the queue to {year} to import it."	Switch the queue to that year and upload again.
Second file for this plan	Another file in this upload already goes to the same plan.	Only one file per plan imports per upload. Add the other one from the plan's workspace if you need it.
Already imported	The same file, by name and size, is already on this plan.	Nothing.
Plan already has a file	The plan already has a schedule from this record keeper.	If this file is newer, replace it from the plan's reconciliation.
Reconciliation approved	The plan year is locked.	Unlock it first if you need to add a file.

Import results

Result	What it means	What to do
Auto-confirmed	Every person in the file matched the census by full SSN, so CX confirmed the matches for you. The note shows the count, like "12/12 SSN matches".	Nothing. Totals show on the plan right away.
Review matches	Some people need a look. The note says how many, like "2 of 14 people need a look".	Open the plan and review its matches. See Matching Participants to Your Census.
Still running	The file is still being read or matched.	Open the plan later to check on it.
Couldn't import	Something failed. The note shows the reason.	Fix the cause, then add the file from the plan's workspace.

Important: CX only confirms matches for you when every person in the file matches the census by full SSN. A match on the last four digits plus a name, or any person who isn't matched, sends the file to Review matches.

Empower files need extra help

Empower's participant activity report doesn't print a plan number or dates. So CX can't use the first routing step for Empower files, and assumes they cover the selected plan year. To route Empower files on their own, do one of these:

Put the contract number in the file name. First save the contract number on the plan. Then name the file with that number as a separate word, for example 558213-01 Empower 2025.xlsx.
Store the file in the company's folder in CX Files. This works when the company has only one plan on Empower.

Otherwise, the file shows Needs a plan and you pick the plan. Picking a plan for an Empower file does not save a contract number, because the file has none to save.

Tips

Pick your Clients folder. In From CX Files, you can choose the folder that holds all your company folders. Files stored in a company's folder route to that company's plan.
Keep folders under 1 GB. CX can't list a CX Files folder over 1 GB. Pick a smaller subfolder if you see "The folder could not be listed."
Fix a failed file on the plan. If a file shows Couldn't import, a rescan may show Already imported or Plan already has a file. Open that plan's reconciliation to retry, replace, or remove it.
One file per plan. The supported reports carry transactions, loans, and forfeitures in a single file. You don't need more than one file per plan.

What is Asset Reconciliation?
What is the reconciliation queue?
Adding an Asset Schedule from a Record Keeper File
Matching Participants to Your Census
Record Keeper Report Guide for Asset Reconciliation
Asset Reconciliation Troubleshooting and FAQ

Bulk Uploading Record Keeper Files