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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.

How To: Configure Your PractiFI Reference Data

PractiFI’s pretty awesome right out of the box, right?

We agree.

But even the PractiFI wizards don’t have the power to build a solution that fits everyone’s business straight off the shelf. That’s why we’ve made it really easy to configure your reference data in PractiFI.

But Matt, I don’t know what reference data is!

My bad. Let me take a moment to introduce you to the amazing-ness that is PractiFI reference data.

Reference data is used to drive a whole host of functionality in PractiFI.

See that Client Stage picklist? Reference data.
How about that Relationship Type field? Reference data.
And that list of Service Types? You guessed it. Reference data.

Screen Shot 2015-06-04 at 11.23.58 am

But wait. There’s more!

Here’s the full list of reference data categories you can configure all on your own [as of PractiFI v4.0]:

  • Acceleration Option
  • Benefit Indexation Rate
  • Benefit Payment Frequency
  • Benefit Period
  • Benefit Stage
  • Benefit Type
  • Cashflow Category
  • Cashflow Type
  • Claim Indexation Rate
  • Claim Wait Period
  • Client Entity Type
  • Client Process Stage
  • Client Segment
  • Client Source
  • Client Stage
  • Covered Occupation
  • Future Insurability
  • Identification Type
  • Income Protection Type
  • Instalment Stage
  • Instalment Type
  • Interaction Call Disposition
  • Interaction Direction
  • Interaction Method
  • Interaction Mood
  • Interaction Type
  • Interest Type
  • Life Buy Back
  • Life Cover Type
  • Loan Period Units
  • Medical Cover – Ambulance
  • Medical Cover – Dental
  • Medical Cover – Extras
  • Medical Cover – Hospital
  • Medical Cover – Specialist
  • Medicare Levy
  • Occupation Class
  • Payment Term
  • Person Health
  • Policy Stage
  • Portfolio Holding Category
  • Portfolio Holding Stage
  • Portfolio Holding Type
  • Premium Structure
  • Provider Segment
  • Provider Type
  • Recommendation Stage
  • Relationship Type
  • Repayment Type
  • Risk Scope
  • Risk Tolerance
  • Role Type
  • Scope Area
  • Service Interval
  • Trauma Buy Back

Great! Got it. But how do I configure it?

Good question. I’m glad you asked.

Here’s what you need to know in three easy steps.

  1. In PractiFI, send your mouse on up to the settings menu and click through to PractiFI Settings.Screen Shot 2015-06-04 at 12.15.17 pm
  2. Filter the table to the reference data category you want to configure:Screen Shot 2015-06-04 at 12.18.19 pm
  3. Add or edit a record with the reference data you need. To edit an existing record, just click the little pencil icon next to the record and away you go. To add a new record, click the plus icon at the top-left corner of the table, and add to your hearts content.In the View/Edit pop-up, there’s only three things we need you to complete:
    1. Give it a NAME. I think you’ve got this one covered.
    2. Give it a CODE. It doesn’t really matter what this is, as long as it’s unique. Feel free to get creative.
    3. Give it an ORDER. This tells PractiFI in which position you want this entry to be displayed in its picklist. And we could all use a little extra order in our lives.

    Everything else you can feel free to ignore. These are all slightly more advanced configurations which we’ll cover off in a future tutorial.

Top Tips

  • Where possible, rather than editing the existing data, we recommend deactivating any existing reference data records you don’t need and creating new ones instead. We just don’t want you to get rid of something you might want back later. You know what they say: you don’t know what you’ve got ’til it’s gone.
  • Some categories in PractiFI are locked. That’s because we need them the way they are to power built-in business rules. (You don’t want to be the guy that breaks stuff, do you?) You can go right ahead and edit the name of these categories, but that’s all we’ll let you do.

And that’s all, folks. Now that you know how to configure reference data, you can have PractiFI your way. Simple, eh?

How To: Manage Users & Licences

Overview

Managing your PractiFI users and licences is a job for the nominated system administrator in your practice. PractiFI leverages the built-in power of Salesforce’s user management and there’s tons of great information available on that. But here we’ll just cover the essentials you need to know for managing users and licences in PractiFI.

The system administrator needs to ensure that new team members who come on board are created as PractiFI users and allocated a PractiFI licence. Equally importantly, if a team member leaves the practice, the system administrator needs to deactivate the team member’s user record so that they can no longer access PractiFI.

It’s worth noting that user records can’t be deleted, only deactivated. This ensures that the history of that every user’s activity in PractiFI is maintained even after they may have left the practice.

If you have a large practice, new user records can be created in bulk and existing users can be mass updated or deactivated en masse. But our tutorial here focuses on managing users one by one.

How To: Add a New PractiFI User
    1. From within PractiFI, go to the settings menu (top right where your name is) and select Setup. This takes you to Salesforce Setup.

Select Setup From PractiFI

    1. From there, under Build on the left, select Installed Packages.

Select Build - Installed Packages

    1. Next to the PractiFI package, select Manage Licenses.

Select PractiFI Manage Licenses

    1. In the Installed Package Detail, you’ll see Allowed Licenses and Used Licenses. If Used is less than Allowed, that means you have spare PractiFI licences that can be assigned to your new user, so read on. If not, you’ll need to purchase more PractiFI licences, so just get in touch with us and we’ll sort you out.

Check Available PractiFI Licenses

    1. Assuming you have spare PractiFI licences to allocate to your new user, under Administer and Manage Users on the left, select Users, then select New User.

Select Manage Users - Users - New User

    1. Enter the basic info for your new user. Much of it is self explanatory, but here are a few specifics to take care with:
      1. Alias is a short 8-character-maximum alternate name for the team member, used in some filters and reports. Make it easy to read, e.g. for Doug Karmichael, go for DougK, not cryptic like DKarmich.
      2. Username is typically the user’s email address.
      3. Leave Role as None Specified.
      4. User License is Salesforce Platform and Profile is PractiFI – Standard for all but system administrator users.
      5. Tick Force.com Flow User and Salesfore CRM Content User.

Enter Basic User Info

    1. In the lower sections, under Locale Settings, check the Time Zone and Locale for the new user. Turn off the newsletter settings and tick “generate new password and notify user immediately”. Click Save.

Set Locale and Timezone - Save

    1. From the list of users, select the new user by clicking on their name (don’t click the Edit link). From the user detail, scroll down to the Managed Packages section and click Assign Licenses.
    2. Tick the boxes to assign licenses for PractiFI and Skuid (a development tool used to create PractiFI). Click Add to complete.

Assign PractiFI & Skuid Licenses

And you’re done! But you need to think of what your new team member will see:

  1. Your new team member will receive a welcome email from Salesforce containing a login link.
  2. They’ll be asked to set their password on first login.
  3. To access PractiFI, they’ll then need to select the PractiFI “app” from the Salesforce app menu in the top right.

 

How To: Deactivate a PractiFI User
    1. From within PractiFI, go to the settings menu (top right where your name is) and select Setup. This takes you to Salesforce Setup.

Select Setup From PractiFI

    1. Under Administer and Manage Users on the left, select Users and select the All Users view from the picklist. Click Edit next to the user you want to deactivate.

Select Manage Users - Users - Edit User

    1. From the User Edit page, deselect the Active checkbox. A warning will pop up, click OK on that, then click save on the user.

Deactivate User

That’s it. The user can no longer access Salesforce or PractiFI.

How To: Grant Temporary Access to Team PractiFI

Overview

From time to time as a PractiFI system admin, you may need to grant access to PractiFI’s support team to answer a question or resolve an issue. Here’s how.

How To
  1. From within PractiFI, click the drop-down next to your name and choose Grant Login Access.
  2. Under PractiFI Support, select the appropriate access duration and hit Save.
    Grant login access
  3. To return to PractiFI, select the PractiFI app from the app selector in the top right. If that’s not available (as is the case for certain user types), you should see a PractiFI tab to select, next to the Home tab.
    Select PractiFI app

And you’re done!