The Todo Stack
What is this folder?
The Todo Stack holds documents that failed to complete the linking or saving process for various reasons, and includes 8 nested stacks with categorized items that need your intervention.
This is the only stack that needs to be monitored by the TPA team.
Why does something go into this folder?
The Todo Stack is our “Human in the loop” folder. It holds all the documents that need human intervention in order to process through our automated trust accounting and saving process.
The Stax.ai team reviews all documents in this main stack underneath the “My Documents” section will resolve any issue we can without your help.
If we are unable to resolve an issue without your intervention, we will organize that document into one of the nested stacks, making it easier for your team to identify and address specific problems.
How do I fix it?
Please review only the documents in the nested stacks. The Stax.ai team reviews any documents in the main stack, underneath the “My Documents” section.
No automation occurs within the Todo Stack. After fixing issue, you will need to move the document out of this stack to begin reprocessing. We recommend moving the document back to 1. Upload for most re-processing issues.
Account not in PE
What is this folder?
The “Account not in PE” stack holds all brokerage statements that do not have an account number in the TPA Plan Editor.
Why does something go into this folder?
Stax.ai requires the account number to be listed in TPA Plans to determine the appropriate plan and filing location.
If no matching account number is found on any page of the document, it will be placed in the “Account not in PE” Todo stack for further review.
How do I fix it?
Steps to add a new account in the TPA Plan Editor
Navigate to TPA Plans
Search for the Plan ID or Name in the search bar
Choose the plan
Click on + beneath the plan information, next to Investment Accounts
Choose the provider from the drop-down or type in the provider name
Enter the full account number and payee (if applicable)
Return to the statement, right-click and Move to 1. Upload.
Duplicate Accounts
What is this folder?
The “Duplicate Accounts” stack holds all brokerage statements that have more than one matching account number in the TPA Plan Editor.
Why does something go into this folder?
Stax.ai uses the account number to determine which plan the account belongs to. This is essential not only for trust accounting but also for identifying the correct directory for saving the account’s documents.
If the same account number is linked to more than one plan, the system will be unable to determine the correct plan, causing the document to be placed in the “Duplicate Accounts” Todo folder for manual review.
How do I fix it?
Steps to remove a duplicate account in the TPA Plan Editor
Navigate to TPA Plans
Search for the account number in the search bar
If more than one plan appears, choose the incorrect plan (the plan that should not contain the account number in question)
Scroll down to the investment accounts
Verify the account number – if it’s fully wrong, click on Delete to the far right of the account line
if the account number was mistyped, click Edit to revise the account number
click Save
Return to the statement, right-click and Move to 1. Upload.
Missing Plan Info in PE
What is this folder?
The “Missing Plan Info in PE” stack holds all brokerage statements that are missing a required field in the TPA Plan Editor necessary for saving.
Why does something go into this folder?
To save your statements into the correct client folders, Stax.ai requires a Location, a unique Plan ID, and if required by your team, a Payee.
Plan ID: This serves as the primary identifier, helping Stax.ai determine which trust accounting sheet the statement should populate.
Directory: This is the file path or folder where the statement will be saved.
Payee: The FBO or beneficiary of the retirement plan.
If these details are missing or if the same account number is linked to multiple plans, the system won’t know where to save the statement, placing it in the Todo folder for manual review.
How do I fix it?
Steps to add plan information in the TPA Plan Editor
Navigate to TPA Plans
Search for the Plan ID or Name in the search bar
Choose the correct plan you need to edit
Update the field that needs updated
Plan ID - Place the TPA Plant ID into this section
Directory - Enter the exact file path where the plan's statements should be saved. We recommend copying and pasting the folder name directly to avoid errors, as punctuation, capitalization, and spelling must match exactly.
Click Save
Return to the statement, right-click and Move to 1. Upload.
The orange highlight in TPA Plans indicates that the plan is missing required information.
Not Supported
What is this folder?
The “Not Supported” stack holds all documents that Stax.ai is currently unable to process for Trust Accounting and Saving.
Why does something go into this folder?
The Brokerage Statement workflow currently supports only brokerage statements.
Any documents uploaded that Stax.ai cannot process are placed in the Not Supported folder.
These documents may not match standard provider formatting or could contain values that the system is not yet able to verify.
While support for these document types is in development, we house them here until processing capabilities are available.
Common Document Types in the Not Supported Folder
Bank Statements
Trade Confirmations
Insurance Documents
Consolidated Summaries
Record Keeper Reports
How do I fix it?
No fix is necessary. You are welcome to download the files and manually save them to your client folder. You can also delete the files from this folder as you see fit.
If you feel there is a brokerage provider that has been placed into this folder inadvertently, please contact your Client Success Specialist.
Documents in the Not Supported folder still count toward your annual page limit.
Original Upload Partials
What is this folder?
The “Original Upload Partials” stack holds all statements that were originally uploaded with missing pages necessary for accurate Trust Accounting.
Why does something go into this folder?
The Original Uploads Partial stack stores documents that were uploaded with confirmed missing pages.
If the original document lacks essential information, we will move it to this folder and request that you rescan and re-upload the complete statement.
How do I fix it?
Steps to re-upload a statement into Stax.ai
Re-scan and re-upload the statement in its entirety
Delete the old statement from the Original Upload Partials stack
Stax.ai cannot stitch together broken or separately uploaded statement pages. Please ensure all pages are scanned in one batch, in the correct order, before uploading.
Re-scan or Re-upload
What is this folder?
The “Re-scan or Re-upload” stack holds documents that were unable to process in our system correctly or documents with illegible pages.
Why does something go into this folder?
Stax.ai relies on clear, complete brokerage statements to ensure accurate data extraction and reconciliation. If a document cannot be read by the AI due to missing or illegible pages, it will be placed in the Re-scan or Re-upload folder for further action.
Common issues that may require resubmission include:
Missing Pages: Pages skipped or “eaten” by the scanner.
Poor Image Quality: Dust, speckles, or smudges that make the content unreadable.
Locked PDF or Unsupported PDF Type
How do I fix it?
Steps to re-upload a new statement into Stax.ai
Rescan and re-upload the statement
Delete the illegible copy out of the Rescan or Re-upload folder
Terminated Plan
What is this folder?
The "Terminated Plan" stack holds brokerage statements associated with plans marked as terminated in the TPA Plan Editor.
Why does something go into this folder?
The Terminated Plan folder stores documents associated with inactive plans. This is primarily relevant for clients using PensionPro, where terminated plans can no longer be edited.
If Stax.ai attempts to save a file to a folder that no longer exists in PensionPro, the save process will fail, and the document will be placed in this folder within Todo.
You can choose to download these documents and manually save them to your client folders if needed. Otherwise, they can remain here for storage purposes.
How do I fix it?
No fix is necessary. If you’d like to discuss options for terminated plans, please reach out to your client success specialist.
Useless Pages
What is this folder?
The “Useless Pages” stack holds disclaimer pages, blank pages, and other non-essential content found within brokerage statements.
Why does something go into this folder?
As Stax.ai processes and splits documents, it filters out these pages and places them in this folder within Todo.
Occasionally, Plan Cover Pages may also be found here. Since they typically contain no actionable information for processing, they are sorted as Useless Pages or Not Supported, depending on the reviewer’s discretion.
Above: An Ameriprise cover page placed into the Useless Pages stack. This does contain accounting information, but cannot be directly tied to an individual brokerage account. All other pages of this statement have been split off and extracted.
These pages are stored here to keep your workflow clean and focused on relevant statement content.
How do I fix it?
No fix necessary. If you believe something ended up in this folder in error, please reach out to your client success specialist.
You may delete the documents in this folder at will.