Bulk Provisions Upload

Save hours of manual work - Instead of entering provisions for each plan individually, you can upload one file and process many plans at once, saving significant time during busy periods

Reduce data entry errors - By importing directly from document provider files, you eliminate the risk of typos and transcription mistakes that can happen with manual entry

Handle bulk operations efficiently - When you need to set up multiple new plans or update provisions across many existing plans, this feature makes it practical to do so without spending days on data entry

See what will happen before you commit - The confirmation step shows you exactly which plans will be created, updated, or amended before the system makes any changes, giving you control and confidence

Navigate to the area in your Stax.ai dashboard where you manage plans or provisions

Look for the button labeled "Import Bulk Provisions" in the More menu on the plans page.

Click the button to open the Bulk Provisions Upload modal window (pop-up box)

You'll see a step indicator at the top showing three steps: Upload File, Adding Provisions, and Confirm

The first step (Upload File) will be highlighted or marked as active, showing you're ready to begin

In the Upload File step, you'll see a dropdown menu to select your document provider

Click the dropdown and select your document provider (FTWilliam or ASC)

You'll see an area to upload your file - you can either:

The system will validate your file format and size

Once your file is uploaded successfully, you'll see the file name displayed

Click the Next button at the bottom of the modal to proceed to the next step

If there's an error with your file, you'll see a message explaining what needs to be fixed

After uploading your file, you'll move to the Adding Provisions step

You'll see a message at the top: "Please select provisions that you want to override and create. New plans names will be generated with the company name and the plan type."

You'll see a table showing all the plans from your uploaded file with the following columns:

The STATUS column shows what will happen to each plan:

Use the checkboxes in the first column to select which plans you want to process - you can select individual plans or use "Select All" to choose everything

You can use the search box at the top (labeled "Q Search plans...") to filter and find specific plans if you have many to review

If you want all new plans and clients to be created automatically when they don't exist, check the "Create New Plans and Clients if Missing" checkbox

You'll see a count above the table showing how many plans are selected (e.g., "0 Plans Selected" or "32 Plans Selected")

If you see "Create new client" or "Create new plan" in blue text, you can click on these to set up the client or plan name before importing

Review your selections carefully - you can uncheck any plans you don't want to process

Once you're satisfied with your selections, click the Next button at the bottom to proceed to confirmation

In the Confirm step, you'll see a summary of what will happen when you import

The summary shows:

Review this information carefully to make sure it matches what you expect

If something doesn't look right, you can click the Back button to return to the previous step and make changes

When you're ready to proceed, click the Import button at the bottom of the modal

Once the import is complete, you'll receive an email showing the results:

Click Close or the X button to exit the modal

Your plans will now be updated in the system with the provisions from your file

The modal doesn't open: Make sure you're using a supported browser and that pop-up blockers aren't preventing the modal from appearing. Try refreshing the page if needed.

Your file won't upload: Check that your file is in a supported format (CSV or XLSX). Make sure the file isn't too large and that it's not corrupted. Try opening the file in Excel or another program to verify it's valid.

Plans show as "No Edit" when you expected changes: This means the system found the plans but the provision data in your file matches what's already in the system. If you want to update these plans anyway, you may need to check your file data or contact support for assistance.

You see "Create new client" or "Create new plan" in blue text: These are clickable links that let you set up the client or plan name before importing. Click on them to enter the name, or check the "Create New Plans and Clients if Missing" option to have them created automatically with names generated from your file.

Some plans show as "New" but you know they exist: The system matches plans using Plan ID. Make sure the Plan ID in your file exactly matches the Plan ID in the system. Check for extra spaces, different formatting, or typos.

The import fails or shows errors: Review the error message - it will tell you which plans had issues and why. You can fix the issues in your file and try uploading again, or process the successful plans first and handle the errors separately.

You don't see the feature: This feature may be available in specific areas of the platform. If you can't find it, check with your administrator or support team about access and availability.