PractiFI’s easy to use help and tutorials, designed to turn you into a PractiFI whizz in no time.

Troubleshooting: How Do I Merge Duplicate Client Records?

Problem

I have duplicate client records in PractiFI. How can I remove the duplicates without losing any client information?

Solution

The solution is to use Salesforce’s built in Merge Entities feature. This is typically done by your system administrator. Here’s how.

 

Process A

Copy the link below and paste in your browser’s address after you log in to PractiFI.

https://ap1.salesforce.com/merge/accmergewizard.jsp

Search for the client you want to merge

 

 

 

 

 

 

 

 

 

 

 

Find ‘Entities’ tab and click it

 

 

 

 

 

 

 

How To: Start and Manage Tasks

Overview

Tasks are where you’ll track the day to day operations of your practice. It is important to note that tasks are the most basic way of managing your practice operations. Processes on the are a tool for your team members to efficiently manage multiple tasks. To better understand the importance of tasks and processes in PractiFI, check out our deep dive.

Here, we explain how to start  a new task. Ready?

How can I start a new task?

Starting tasks can be accomplished in three primary ways: As a standalone task on the client view, as a new task within a process or simply as a personal task for a team member. These options enhance flexibility for your practice by allowing for one-off client tasks, project task management and personal task management, respectively.

  1. The first two methods of starting a task are accomplished from the client view, so first head to the household where you’d like to add a task. To launch a standalone task from the Processes & Tasks tab, select either Open Tasks or Completed Tasks, then select the green Add New icon.  For example, if you wanted to call the client in 8 days to ask how their family vacation went, you could create a task to remind yourself to make that call.  This is useful in situations where there is an important action to take for the client, but the action does not relate to a larger process or service operation.

    Processes &  Tasks - Start a Standalone Task

    Processes & Tasks – Start a Standalone Task

  2. The second method of starting a task is within a process. Select the Processes & Tasks view, ensure you have the Processes tab selected, select the edit button next to a process and finally select the green plus sign located on the Tasks tab. This method is quite useful if new action is required on an existing process.  It’s quite easy to assign a new task on the fly during your daily client operations. (If you’re a visual learner, see the below picture.) For more information on using Processes to improve your organization and efficiency, check out our How To: Start and Manage a Process tutorial.

    View/Edit Client Process - Start a Task Within a Process

    View/Edit Client Process – Start a Task Within a Process

  3. The third method for creating a task is accomplished from the team member view. First, navigate to a team member in the top nav search bar. Team members will have a small person icon to differentiate them from client accounts, etc. usericon From this team member view, select the Processes & Tasks tab, select the Open Tasks subtab and then select the plus sign to add a new task. This area is useful for adding tasks that may be personal or for your practice rather than a specific client. Paying your utility bills, calling a vendor and the yearly spring cleaning operation are all examples of team member tasks.

    Processes & Tasks - New  Team Member Task

    Processes & Tasks – New Team Member Task

  4. After utilizing one of the above three methods to start your task, you will first see the Task Detail screen which allows you to modify the following details:
    • Subject: Write a name for the task. Try to use a concise phrase to sum up the task in just a few words, e.g. “Mail client welcome package”
    • Related To: If desired, relate this task to another item in the current household. For example, another process, service or client within the same household.  Services, clients, and processes in other households or families cannot be linked.
    • Priority: Choose whether this task is of Low, Normal or High importance. Tasks marked High will gain a red font on the priority column, which is sure to grab attention!
    • Stage: Indicate whether this task is Not Started, In Progress or Completed.
    • Due Date: Pick the date this task is scheduled or required to be completed by the assigned team member. If overdue, this field will also turn red.
    • Assigned To: Assign a team member responsibility for completing this individual task.
    • Description: If necessary, add notes about the task in this large text area.
    • Estimated Effort: Enter the projected amount of time expected to complete this task.
    • Actual Effort: Enter the final time spent by the team member to complete this task.
    • Variance: This field is an automatically calculated set of fields which contrast the actual and estimated effort times for the current task.

      Task Tabs - "Task Detail"

      Editing the Task Details

  5. The feed tab allows you to write individual notes, upload documents, and send chatter messages to team members. This can be useful for sharing client documents, meeting notes and/or audio files. For more information about the PractiFI feed tool, read our feeds tutorial (coming soon!)

    Task Tabs - "Feed"

    Utilizing the Feed Tab on a Task

  6. When finished entering all the details for your new task, select the Save button to start your new task!
How do I manage tasks?

As you’ve seen, starting a task is quite easy and PractiFI delivers some nice options to process a variety of situations. Managing your tasks just as simple, and it’s important to understand the strategies for managing these different types of tasks. Just like starting a task, managing them is broken down into three areas: standalone tasks, process tasks and team member tasks. Remember, if you haven’t created your task yet, you’ll need to refer to the section above first.

  1. The first two methods of managing a task are still accomplished from the client view, so head to the household where you’d like to add a task. To manage a standalone task, select the Processes & Tasks tab(1) and then select either Open Tasks(2) or Completed Tasks. From here, choose the task you’d like to manage by selecting the edit icon(3). Managing a standalone task can be useful in situations such as rescheduling a phone call, changing a due date, or re-assigning the task to a new team member.

    Processes & Tasks - Manage a Standalone Task

    Processes & Tasks – Manage a Standalone Task

  2. Managing a task within a process is also accomplished from the client view. Managing tasks from the process view is most useful when needing to edit multiple tasks related to a process.  For example, let’s imagine a client meeting is coming up next week and Dan, a lead adviser, needs to take an emergency leave of absence. Not to worry, PractiFI makes it simple to see the list of tasks within the process for this meeting, and make corresponding edits. First, navigate to the Processes & Tasks tab (1), then select the Processes list(2). Select the edit icon(3) next to the Process which will be affected Dan’s absence. Choose the Tasks list(4) and select the edit icon(5) next to each task which needs editing. In the example below, we see a financial advice process where Dan is scheduled to remind the client of their meeting, conduct the meeting and write followup notes. Since Dan is out, we can quickly reassign these tasks to another adviser, edit due dates and add any additional tasks as necessary.

    Processes & Tasks - Manage Process Task List

    Processes & Tasks – Manage Process Task List

  3. Managing a team member is accomplished from the team member view. This is the area your practice will utilize when a team member task (i.e. Paying your utility bills, calling a vendor or the yearly spring cleaning operation) changes, and quick edits are necessary. First, navigate to a team member in the top nav search bar. Team members will have a small person icon to differentiate them from client accounts, etc. usericon From this team member view, select the Processes & Tasks tab(1), select the Open Tasks subtab(2) and then select the edit sign(3) to add a new task.

    Processes & Tasks - Manage Team Member Task

    Processes & Tasks – Manage Team Member Task

  4. After selecting one of the three above methods to manage a task, you’ll find you can edit all the same sections created during the start of the task. For example, imagine editing a standalone task for a client who has emailed to reschedule a call. Noting you’ll be in another client meeting this day, you need to need to both reschedule the call and assign to another team member.
  5. One helpful hint for managing tasks is that from any list of tasks, you can double-select a specific field to edit inline, rather than opening the task’s popup window. This is useful for making simple edits to multiple tasks all in one swoop. An example for editing our task management scenario (#2 in this section) is displayed in the image below. Here, we change the meeting to the following week(1) and assign to another lead adviser(2). Don’t forget to click save(3) after making your inline changes!

    Processes & Tasks - Manage Process Tasks Inline

    Processes & Tasks – Manage Process Tasks Inline

Congratulations, by understanding how to start and manage your tasks, you and your practice are well on the way to a streamlined client services operation!

Concept Dive: Client Feed

As you may have seen in our key concepts slide deck, the Client Feed allows your team members to collaborate, upload files and share notes about your clients. Inspired by the latest social media concepts such as Facebook’s wall and Twitter’s feed, PractiFI’s Client Feed allows your team members to collaborate in real time. Properly utilizing the Client Feed and associated Feed tabs allow your practice to enhance customer experience and maximize productivity.

What is the Client Feed?

The Client Feed is a location to add or view all collaboration taking place for a particular client. This collaboration can include notes, text, uploaded documents and files. Each post is separated by topic, and replies to each post are grouped together so conversations can flow between your team members. The posts are listed in chronological order, starting with the most recent at the top and oldest at the bottom. Below the last post is a “Show More” button to load older posts.

What are tags?

Just like modern social media websites, Client Feeds include the ability to use tags for notifying team members of pertinent information. To tag a team member, select the body of a post or reply, type the @ symbol, followed by the first few letters of the team member’s name. When the team member’s name appears, click it and the tag will be created. When you share your post or reply, the team member will be notified of their tag by email.

What benefits do we gain from using Client Feeds?

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What’s a simple example of Client Feed use?

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Where else can I find the Client Feed?

In addition to the Client Feed tab on the Client View, the Feed tab can also be found within these other areas:

  • View/Edit Service
  • View/Edit Process
  • View/Edit Task

Any feed updates made in these areas will also be displayed on the client view, along with a title showing where the feed update originated. For example, an update made on the Feed tab within “View/Edit Task” will also propagate to the Client Feed tab on the client record.

What is a tracked change?

You may notice the client feed occasionally has an entry beginning with #TRACKEDCHANGE. These are fields which are set to leave an update in client feed when manipulated. Your system administrator can set which fields will deliver an update in the Client Feed. For example, if your organization wants to keep record of when the client’s last name changes, Client Feeds will automatically record what the last name was changed from, what it was changed to, who made the edit and the time of the change.

What tools are available for document management with the Client Feed?

The Client Feed integrates directly with Salesforce’s native file management system, as well as popular cloud storage solutions such as Google Drive and Dropbox.

How To: Upload New Clients & People Into PractiFI

So you’ve made the decision to jump on the PractiFI bandwagon? Good call. Go you!
Once you’ve managed to recover from having your mind blown, you’ll probably want to get some of your data into the system. And the best place to start is with your Clients and People.

If your reaction to “Client and People” is a resounding ‘HUH?’, then slow down there cowboy. You’ll probably want to take a few minutes to get your head around the concepts.
Pop over to this post and put some knowledge in that brain of yours, then head on back and we can pick up where we left off…

Welcome back. Now that you’re a certified expert on Clients and People, let’s start breaking down the upload process:

The Tool:

Here at PractiFI we’re all about the cloud (did you notice?) – so it stands to reason that our data loading tool of choice would be one that lives in the sky with us. Let me introduce you to dataloader.io from our friends at Mulesoft.

 

The Data:

Every system is different, we know that, so the way your data looks now is probably not the way we need it to look to get it into PractiFI.
Don’t panic! All we need you to do is download our data migration templates from right here, then gently massage your data into them.

 

The Tricky Bits:

One or two of the data migration processes can be a little tricky your first time around. But don’t despair, Uncle Matt is here to help.

Provisio Integration Guide

Overview

This integration allows you to run strategy scenarios directly from your clients’ accounts in PractiFI. Key client information will be pre-populated from PractiFI to remove the need to rekey when running scenarios.

Enabling the Provisio integration

Ensure you have System Administrator access and a current Provisio subscription.  

1. Go to PractiFI Settings (top right menu)

2. Click the Config icon

3. Click the Integrations sub tab

4. Click the pencil to edit

5. Tick “Enable Provisio”

6. Save

Using Provisio

1. Find a Client (household) that you want to run a scenario for

2. Click Launch Provisio from the Launcher Menu

3. Select a contact to run the scenario for and press Launch Provisio

4. You will be prompted to enter our Provisio login details

5. Select a Strategy to run

6. If the contact has a partner, it will default to a Couple scenario (and also bring in Partner fields, if available)

7. However, if you want to run a solo scenario, simply Select the Single radio button

8. Run any scenario as per Provisio’s User Guide (note that the Insurance module does not currently support pre-populated fields from PractiFI)

Praemium V-Wrap Integration Guide

Overview

The integration with Praemium V-Wrap allows you to view and launch your clients’ V-Wrap portfolios from within the PractiFI Assets tab.

Enabling the Praemium Integration

*Ensure you have System Administrator access

1. Go to PractiFI Settings (top right menu)

2. Click the Config icon

3. Click the Integrations sub tab

4. Click the pencil to edit

5. Tick “Enable Praemium”

6. Enter the Praemium Access Code (provided by Praemium, specific to your business)

7. The Praemium SSO End Point will be prepopulated

8. Enter the Praemium Service ID (provided by Praemium, specific to your business)

9. Save

10. Go to the Categories tab

11. Filter for Portfolio Holding Category

12. Filter for Inactive

13. Click the pencil icon to edit the Praemium V-Wrap record

14. Check the Active box

15. Save

16. You now need to add remote site settings for Praemium:

17. Go to Salesforce Setup

18. In the left hand menu under Administer, expand the Security Controls sub menu

19. Select Remote Site Settings

20. Click the New Remote Site button

New Remote Site

21. Enter the relevant values as follows and Save

Setting up Praemium User ID

1. Add your Praemium User ID:

2. Go to your Team Member view

3. Edit Basics

4. Enter Praemium UserID

5. Save

6. Note: If you cannot see the Praemium User ID Field, do the following:

7. Go to Salesforce Setup

8. Scroll down to the Build menu in the left bar – expand the Customise menu

9. Scroll down and expand the Users menu

10. Click Fields

11. Scroll down to the User Custom Fields section

12. Click Set Field Security

13. Ensure that all are visible

14. Save

Using Praemium

*Add a Praemium V-Wrap Account:

1. Go to Client View for the desired client

2. Go to the Assets and Liabilities tab

3. Click ‘+’ to add an Asset

4. Select Praemium V-Wrap from the dropdown list

5. Enter the client’s Praemium Portfolio ID

6. Save

*View a Praemium V-Wrap Account:

1. Go to Client View for the desired client

2. Go to the Assets and Liabilities tab

3. Click the view icon next to the Praemium V-Wrap account listing

4. This will open Praemium V-Wrap in a new tab

 

DocuSign Integration Guide

Overview

PractiFI’s direct integration with DocuSign allows you to send documents for signature and track the status of envelopes and recipients. You must have an active DocuSign plan to use this integration.

Installing and enabling DocuSign for Salesforce (System Admin)

1. Go to the DocuSign App Exchange listing:

2. Follow the instructions to Install the DocuSign for Salesforce app

3. Go to PractiFI Settings (top right menu)

4. Go to Config Settings

5. Click the pencil icon to edit

6. Select the Integrations sub tab

7. Tick ‘Enable DocuSign’

8. Save

Enabling DocuSign Integration Users

1. Go to Salesforce setup

Salesforce Setup2. Click on the ‘+’ in the nav menu to show apps

3. Click on the DocuSign Admin app

4. If prompted, log in to DocuSign with your credentials

5. Click Users in the nav bar menu

6. Ensure appropriate users appear in the list (Also, ensure you have enough DocuSign licenses. Each additional user may be an additional charge)

Using DocuSign

Sending a document for signature:

1. Go to Client View or Person View

2. Click ‘Send with DocuSign’ from the Launcher Menu

 4. If launching from Client View, you will be prompted to select a contact

5. DocuSign will open in a new tab

6. Complete the process as per DocuSign user guides (see the App Exchange listing for further DocuSign user guides)

Viewing the status of DocuSign envelopes and recipients:

1. Go to Client View or Person View

2. Click on the Interactions tab

3. Go to the DocuSign Status sub tab

4. You will see envelopes and recipients status (note that attachments will only appear for Completed items)

5. For further detail, click the pencil icon for each record

 

Campaign Monitor Integration Guide

Installing and Enabling the Campaign Monitor integration (System Admin)

1. Install the Campaign Monitor for Salesforce app from the Campaign Monitor AppExchange listing:

The Installation Guide can be found in the Details tab of the listing

You will be guided through the setup and connecting your Campaign Monitor account (Note: Skip the page layouts step)

To check that it’s connected:

1. Go to Salesforce Setup

2. Click on the ‘+’ in the nav menu to show apps

3. Click on the Campaign Monitor Settings app

4. Connect to your Campaign Monitor account and follow the setup (skip the Page Layout step)

 5. While you’re in the Settings section, click on the Sync Settings menu in the top nav and set your desired sync frequency.

Adding users

1. Go to Salesforce Setup

2. Manage Users

3. Select User(s)

4. Scroll down and look for the Additional Information section – Campaign Monitor User

*If this field does not appear:

1. Click the hidden arrow at right of screen to show the force.com menu

2. Click Edit Layout

3. Drag Campaign Monitor item down into the Additional Information section

4. Now, still within the User section, click Edit

5. Scroll down and find the Additional Information field

6. Enter the user’s Campaign Monitor User ID

7. Save

Now add user permissions for all relevant users:

1. Go to Salesforce Setup

2. In the left hand menu, find Users

3. Click on a user

4. Scroll down to the Permission Set Assignments section

5. Click Edit Assignments

Permission Set Assignments

6. Add relevant Campaign Monitor Access 

7. Go to PractiFI Settings (top right menu)

8. Click the Config icon

9. Click the Integrations sub tab

10. Click the pencil to edit

11. Tick “Enable Campaign Monitor”

12. Save

Using Campaign Monitor

Sending an email campaign:

1. Go to Salesforce Setup

2. Go to the settings menu (top right account/username)

3. Click on Campaign Monitor

4. Campaign Monitor will open

5. Create a campaign as per usual (see the App Exchange listing  for user documentation on Campaign Monitor)

Viewing campaigns for a client:

1. Navigate to a Client

2. Go to the Interactions tab

3. Click on the Campaign Monitor sub tab to see events

Box Integration Guide

Overview

There is now another option for your document storage needs. Box is now integrated into PractiFI, allowing you to synchronise and access your Box documents within Client View. You must have a Box subscription to use this integration.

Installing and Enabling the Box integration (System Admin)

1. Install the Box for Salesforce app from the AppExchange listing.

The Installation Guide can be found in the Details tab of the listing

2. Go to Salesforce Setup

3. In the left hand menu, find Users

4. Select your username (as the System Administrator)

5. Scroll down to the Permission Set Assignments section

6. Click Edit Assignments

7. Add the Box Admin and Box Standard permissions

8. Save

 9. Go back to Salesforce Setup

10. Click on the ‘+’ in the nav menu to show apps

11. Click on the Box Settings app

12. Connect the Box admin login (this is your main practice administration login)

13. Choose a name for your root folder

14. Scroll down and connect your individual box user account

Now that you have connected the Box for Salesforce app, you can enable the integration in PractiFI:

1. Go to PractiFI Settings (top right menu)

2. Click the Config icon

3. Click the Integrations sub tab

4. Click the pencil to edit

5. Tick “Enable Box”

6. Save

Using Box

1. Navigate to a Client’s Feed

2. Click on the Box sub tab and use Box as you usually would

If it’s the first time, the user will be prompted to log in with their Box credentials

 

Concept Dive: Chatter for PractiFI

Chatter is pretty awesome, and we think everyone in your business is going to think the same. The aim is to get everyone using it. Yes, everyone!

When it comes to features, the PractiFI philosophy is to make use of the best of breed wherever possible. So we created the PractiFI Feed using the salesfore.com Chatter Collaboration Platform.

In fact, there’s a whole bunch of fantastic things Chatter can do that you and your team will want to know all about. So let’s throw on a wet-suit and some flippers and dive a little deeper. The water is warm.

F8IEn_NX

The Chatter App

 

Email Notifications

It’s important to stay on top of the activity. When everyone has something to say, it can get noisy. Chatter Email Notifications make it a breeze to ensure that you know about everything that matters to you, and can come back to the other stuff later.

Email Notifications come in the several delicious flavours, with a variety of toppings!

  1. Get notified when someone does something:
    Be selective about your personal email settings. They should help you stay on top of important discussions without becoming overwhelmed.
    Want to know whenever somebody likes a comment you made, or stop receiving an alert every time someone shares one of your posts? This is the place to do it.At PractiFI, we like to feel important, so we typically have these set to notify us whenever someone mentions us in a post or comment. So we always know when someone is thinking of us.
  2. Set your Personal Digest preferences
    Your Personal digest is an email letting you know the 50 most recent of all posts (that you have visibility of) from the previous digest period, and the three most recent comments for each post. This digest can be set to deliver daily, weekly or not at all.The best way to set these really comes down to personal preference, but most of the Wizards at PractiFI HQ get these delivered on a daily basis.
  3. Set your Group Digest preferences
    Just like Personal Digests, these give you the 50 most recent posts for each group, and the three most recent comments for each post. You can also set these to deliver daily, weekly or not at all. This preference can be set separately for each Group you’re a part of (see below for more details about Chatter Groups.)

Starting to get the hang of it?

All the official details on how to configure you Chatter Email Notifications can be found here.

Files

You might already be using the feed to store and share files and documents. If you’re not, don’t panic – we’ll just assume your’s using one of our other amazing document storage partners.

Sharing your files in Chatter helps you keep the document in context. So a document relative to a Client will be

Groups

 

Chat

 

Polls

 

Mobile

Now, if you still have both your socks on, prepare to have them blown off.

Ready?

All of this amazing functionality is available for you to use on your smart phone or tablet via PractiFI Mobile.
Yep, all of it!

The bottom line

 

As always, reach out to our team of wizards through all of the usual channels if you have any questions.