How to create placeholder accounts in the Aetna Digital IMQ Portal Powered by FormFire

The Preloading Template allows you to upload a census of Employees to your Client as placeholder accounts. The only information required to create placeholder accounts for Employees are:

• Last 4 of SSN
• First Name
• Last Name

But, you have the option to pre-fill other categories. Loading a census is a helpful way to manage your Clients' Employees, but is not necessary to move forward with your Client. 

The first thing you'll need to do is get the Excel template. You can find in either in Broker Resources:

Or you can download from the Employee List page. On the Client Dashboard, open the orange context menu and select Employee List:

From there, select Upload Census.

On the Load Census File page, select Download Excel Preloading Template.

The file has several columns and tabs, but here's a look at the required fields. All mandatory fields are marked with a red asterisk. It's important to follow the example showing on Row 3 for formatting instructions.

While adding email addresses are not required, they can be added to the placeholder accounts to assist with sending communications directly to Employees.

When everything is filled in correctly, you'll receive an OK validation message. Be sure to save the updated file so that you can upload it into FormFire. Be sure to save it in a folder that you can find easily. 

Once saved, you'll need to go back to the Load Census File page to do load into FormFire.

1. Click Choose File (blue button)
2. Select the correct file
3. Click Upload Preloading Template (green button)

The system validates all information and present it for you to review. Click on Apply Census Data to complete the upload. Your screen should look like this:

You'll be redirected to the Employee List page, which now shows all names included on the census with statuses of No Account. Once you send the Welcome Letter and the Employees creates their personal account, their statuses will be updated.