Setting Up and Managing Divisions

What Are Divisions?

Divisions are containers that group companies (Plan Sponsors) together, allowing for customized permissions. This makes it easy to control which users can access specific companies. For example:

If an employee manages 30 companies, a division can be created for just those companies, granting the employee exclusive access.

NOTE: Only the Master User on the account can add, edit, or remove divisions.

Key Division Setup Locations

Divisions are configured in three areas:

Administrative Tasks > Account Profile: Enable divisions and set default permissions.
Divisions: Add, edit, and move companies between divisions.
Users: Assign home divisions and set permissions per division.

Setting Up Divisions

NOTE: Only the Master User on the account has access to the Account Profile and Division options.

Enabling Divisions (Administrative Tasks > Account Profile)

Click the Wolters Kluwer Logo → Administrative Tasks → Account Profile.
In the Company Options section, set Use Divisions to Yes.
Click Update.

When divisions are enabled, the system automatically creates a division named DEFAULT and assigns all existing companies and users to it.

NOTE:

Divisions can be disabled at any time by switching Use Divisions back to No.
If re-enabled, prior settings are restored.
Companies and users added while divisions were disabled will be assigned to the first division alphabetically.

Managing Divisions

To manage divisions, click the Wolters Kluwer Logo → Administrative Tasks→ Divisions.

From here, the Master User can add, delete, rename, and move companies between divisions, as well as download a list of all companies and their assigned divisions.

Adding a Division

Select Add Division from the dropdown.
Confirm the desire to add the division
Name the division within the Division Edit section and click Update.
There is no limit to the number of divisions.

Deleting a Division

Select the division from the dropdown.
Click Delete Division.
A division can only be deleted if all companies have been moved to another division.

Renaming a Division

Select the division from the dropdown.
In Division Description, enter the new name.
Click Update.

Moving Companies Between Divisions

Select the division containing the companies to move.
Hold Ctrl and click to select multiple companies.
Choose the destination division from the dropdown.
Click Move.

Guest Divisions

Users can belong to both a Home Division and Guest Divisions.

Adding division permissions makes a user part of the guest division.
This allows access to multiple divisions while maintaining distinct permissions.

Setting Division Permissions

To set permissions, click Wolters Kluwer Logo → Administrative Tasks→ Users

Permissions control which divisions and modules users can access. Users with Designated Admin permissions set to yes, may alter any users permission and guest division permissions.

Configuring Division Permissions

From the Users screen, select the desired user from the dropdown.
In the Divisions Menu:
- The Home Division for the user is displayed in the top right corner.
  - If the home division is altered, be suer to select the update button prior to making additional permission changes.
- All permissions associated with that division are displayed on the screen.
Configure the following permissions:
- Module Permissions:
  - Apply to specific sections of the software.
  - Each module has three levels:
    - Edit: Full access to make changes.
    - View Only: Read-only access.
    - None: No access.
  - Based on subscription, Modules include:
    - Retirement Documents
    - Welfare Documents
    - Non-Qualified Documents
    - IRS Forms
    - 1099 Forms
    - 5500 Forms
      - 8955-SSA Forms Package (inherits the most restrictive permissions set on the 5500 module.)
    - 5500 Portal
    - ACA Forms
    - Compliance- DB (Defined Benefit)
    - Compliance -DC (Defined Contribution)
    - Portal
    - Proposal- DB (Defined Benefit)
    - Proposal -DC (Defined Contribution)
    - Distributions
    - Plan Design Summary
  - May Add/May Delete:
    - Special privileges that allow users to add or remove companies in the Home Division.

Edit Guest Division Permissions

The Edit Guest Division Permissions link feature allows managing access to additional divisions beyond a user's home division.

From the Divisions Menu, click Edit Guest Division Permissions.
Select the Guest Division to modify from the dropdown.
Configure the following settings:
- Visible:
  - Yes: Grants access to the companies and plans in the division.
  - No: Hides the division from the user.
    - Companies in hidden divisions will not appear in the Select Company dropdown.
    - Users cannot access any plans or data for that division.
    - Per-module permissions cannot be set if Visible is set to No.
- May Add/May Delete:
  - Grants privileges to add or remove companies in guest divisions.
- Module Permissions:
  - Set to Edit, View Only, or None for each subscribed module.
Click Update → Close when done.

Division Permissions & Hierarchy

Permissions are applied from most specific to least specific in the following order:

Guest Division Permissions (Most Specific)
User-Level Permissions
Default Permissions (Least Specific)

Guest Division Permissions (Highest Priority)

Guest Division Permissions always take precedence over all other permissions.

If a user is assigned permissions for a Guest Division, those settings override both User-Level and Default Permissions.
This ensures that a user has the correct access for specific divisions, regardless of their Home Division settings.

Example:
A user has:

"View Only" access in their Home Division (Division A).
"Edit" access for Division B as a Guest Division.
When working in Division B, the Guest Division permissions apply, allowing them to Edit even though their Home Division only allows viewing.

User-Level Permissions

User-Level Permissions are applied when a user has been granted specific permissions for a Home Division or additional Guest Divisions.

User-Level Permissions override Default Permissions, but not Guest Division Permissions.
A user’s Home Division is displayed in the top right-hand corner of the Divisions menu, along with their associated permissions.

Example:
A user has:

"Edit" access in their Home Division (Division A).
Default Permissions set to "None".
When accessing Division A, the User-Level Permission applies, allowing them to Edit, even though the Default Permission is set to "None".

Default Permissions & The DEFAULT Division

Default Permissions are the least specific and only apply when:

A user has no Guest Division or User-Level Permissions assigned.
The DEFAULT Division settings from Company Options are used.

When divisions are enabled, the system automatically creates a DEFAULT Division and assigns all existing companies and users to it. Company Options settings are then applied to determine module-level access.

If no division-specific permissions exist, the system will use the Company Options settings for each module.
If specific permissions are assigned, they override the DEFAULT Division settings.

Example:

In Company Options, the 5500 Forms module is set to:
- Edit: Yes
- View Only: No
- None: No
Since no division-specific permissions exist, all users in the DEFAULT Division will have "Edit" access to 5500 Forms.
If a user is later assigned Guest Division Permissions or User-Level Permissions, those will override the DEFAULT Division settings.

Key Takeaways

✔ Guest Division Permissions always take priority over User-Level and Default Permissions.

✔ User-Level Permissions apply only when a user has specific access assigned to a division.

✔ Default Permissions are used only when no other permissions exist and follow the Company Options settings.

Sample Configurations and Examples

Example 1: Dedicated 5500 Division

In this scenario, several employees manage their own set of plan documents, while a separate employee handles 5500 filings for all companies.

Solution: Create ten divisions—one for each employee managing documents.

Assign full access to each employee for their respective division.
Restrict 5500 permissions from these employees.
Grant the 5500 employee access only to the 5500 Forms across all ten divisions.

Outcome:

Document employees can manage only their assigned companies.
The 5500 employee can access and file 5500 forms without document-related permissions.

Example 2: Separate Offices

A company has three offices: Minneapolis, Chicago, and New York, each managing its own companies individually. Most users do not need access to other office data.

Solution:

Create three divisions—one for each office.
Set the default "Visible" permission to "No" to restrict access across offices.
Grant users full access to their own division only.
For exceptions, add Guest Division permissions to allow cross-office access.