The Upload stack is where brokerage statements are initially placed to begin automated processing. To begin processing your brokerage statements, please place your files into the Upload Stack. This action initiates the automated processing workflow.
How does it work?
Caution: Please do not navigate away from the page until the green bars are fully loaded
When the statement enters the upload folder and automation begins, the first thing the Stax bots do is pre-process the document.
Pre-Proc is when you will see a blank thumbnail of your document and a spinning blue circle. This indicates that the bots are reviewing the document to make sure it meets upload specifications:
Document is a PDF, versions 1.4 to 1.7
Document is not password protected
Document is not encrypted
Document is not compressed/zipped
When Pre-Proc is done you will see a thumbnail of the document in question. This is when you can safely open and review the document.
The bots will then read through each page and compare every account number in TPA Plans with every number on every page of the document uploaded. When Stax finds a match, the bots will link the document to the account and plan.
The bots then continue to read through the document looking for the end so it can place a splitter in the document. This is generally indicated by an account number not being present for more than 3 pages in a row, or the page number reaching the end (ex: 10/10 or page 12/12).
The splitter is indicated by a dashed line between pages in the document.
The process continues through the remainder of the document, linking specific sections to specific account numbers and placing splitters between the statements.
If the bots go through the document and cannot find an account number for more than 3 pages the bots determine that these are either:
Useless pages
The account number is not present in TPA Plans
The bots will then place the full or a section of the document into 2. Todo.
The full document, unmodified, will then be placed into the Original Upload folders for safe keeping. If you uploaded one document with 100 pages, 10 different accounts, the full 100 page document will be found here. The 10 individual statements will be split off and sent through the workflow.
If the account number is present and no other issues found, the statement will be moved into 5. File It for extraction and saving.
Helpful Information
Only upload into the Upload stack. Uploading to any other stack/location will cause errors and/or delays.
Upload Methods
Using the Upload Stack
Steps to upload: Using the upload icon
Begin on the “My Stacks” home page at https://my.stax.ai
Navigate to the “Brokerage Statements” stack.
Locate and select the “1. Upload ” stack.
Click on the upload icon at the top of the stack, directly to the right of the title (as pictured below).
Choose whichever document you want to upload, and select “Open.”
Next, you will see a short “Uploading” screen. Please ensure this is completed before closing this page.
Then, it will take a few minutes to read the information on the statement and proceed to the next step of the workflow.
Yay, you have uploaded a document!
How to upload using the Desktop Sync App
Folder names for this method can differ depending on how your team has set them up. For example, if your upload completion folder is called “Completed” instead of “Complete,” that’s totally fine - the function will still work the same way.
Go to the Upload folder on your local drive – this may be in a separate Stax folder, or may start with 00 or ZZ. Check with your manager to find where the upload folder was created and named.
Place your document in the folder
When the file has finished uploading it will go into the “complete” folder
This method needs help to be set up from a Stax.ai team member and someone from your IT team.
How to upload using Scan to Email
From your scanner send to the email address you have set up for brokerage statements – check with your team to determine the correct email address.
Stax.ai | AI Retirement Plan Admin Software for TPAs will retrieve the PDFs from your inbox and mark the emails as read.
This method needs help to be set up from a Stax.ai team member and someone from your IT team.
Upload Best Practices
Keep pages straight
Scan all pages
Keep all pages of the same statement together
300 DPI, 90% ratio
Keep pages in order from 1 to the last page
Ensure account numbers are visible
Ensure there are no bleed-throughs during the scanning process
Ensure there is no excess dust or stray markings
Upload 30 documents or less at a time
Keep all documents under 200 pages