Understanding and Using Smart Process Builder

The functionality described in this article is available as part of our Pinot Meunier release and will not be available if your Practifi instance is not upgraded to this release. 

Overview

Smart Process Builder is an AI-powered tool that helps Practifi Administrators create complex process types quickly and efficiently. Instead of manually building each task in a process, you can describe what you want in natural language and the AI will generate a process preview with a flow chart diagram and proposed tasks, actions and outcomes.

This tool converts plain English prompts into suggested workflow items, reducing manual effort and speeding up process creation while offering suggestions to improve your process structure. This article provides an overview of Smart Process Builder features and guidance on how to use it effectively.

Please note: To request access to this feature, please contact your Client Success Manager or Practifi contact. Enabling Smart Process Builder requires signing additional data processing agreements due to our AI provider partnership.

• Accessing Smart Process Builder
• Using Smart Process Builder
  • Describe Your Process
  • Review and Refine Your Process
  • Finalize Your Process
• Best Practices
  • Sample Prompts
• Considerations
• Limitations
  • Token and Length Limits
  • AI Interpretation Limitations
  • Prompt and Output Handling
  • Output Configuration Gaps
  • Risk of Redundant Actions

Accessing Smart Process Builder

Once enabled, you can access Smart Process Builder by navigating to the Settings app:

1. Click the App Launcher in the upper left-hand corner of the Practifi screen and select Settings.            
    
    
2. In the Settings app, click the caret next to the Navigation menu, scroll down and select Smart Process Builder.
   
   
   
   Please note: For existing Practifi organizations, Smart Process Builder appears as the last item in the navigation list to preserve any customizations you may have made.
3. Alternatively, from the Process Types page in the Settings app, you can click the Smart Process Builder button to access the tool.
   
   
    

Using Smart Process Builder

Describe Your Process

When you first open Smart Process Builder, you'll see the prompt input screen asking, "What would you like to build?"

To write an effective prompt, consider these tips:

• Be specific and use terms like "Tasks," "Stages" and "Outcomes"
• Break your process into clear steps or use bullet points
• Use consistent naming and explicit instructions
• Use positive language, i.e., "Do this" instead of "Don't do that"

Please note: For additional guidance on writing prompts, reference the Best Practices section below and our article on AI Basics and Best Practices.

After entering your prompt, click Submit to proceed to the next step. 

You'll see a loading spinner with status messages while the AI processes your request.

Review and Refine Your Process

Next, you'll see the process review and configuration screen, which has a two-column layout.

On the left-hand side of the screen is the Process Preview area. This displays an interactive flow chart of the AI's suggested process with tasks, branching logic and outcomes. You can click the rectangular task nodes to view more information in the Task Details area on the right-hand side of the screen. There are also controls that allow you to zoom, refresh and download a .png version of the diagram.

The right-hand side of the screen has the following areas:

• Refine Your Prompt: Here, you can edit your original input to improve the generated process and click Submit to regenerate the process diagram and suggestions
• Task Details (appears when you click a task node): This read-only form displays the following information:
  • Subject: Task title
  • Priority: AI-generated default
  • Status: AI-generated default
  • Order: Sequential numbering
  • Description: AI-generated summary
  • Actions Table (if applicable): Shows the Action Label, Action Type and Outcome in a responsive three-column format.
• Suggestions: This panel displays AI-generated guidance on improving your prompt. All sections are collapsed by default. Click a heading to expand it and view the suggested content. Only one section can be expanded at a time.
  • Writing Tips: Improves prompt clarity, structure and effectiveness. Focuses on phrasing, specificity and completeness.
  • Industry Expertise: Provides industry-specific standards and best practices. Recommendations are based on keywords in your prompt.
  • Process Recreation Prompt: Shows a reworded, more structured version of your prompt. 

If you want to use the process recreation prompt, click the Copy icon under the heading to copy the enhanced prompt to your clipboard. A confirmation message appears.

You can then scroll up and paste the enhanced prompt into the Refine Your Prompt area. Optionally, you can make additional edits in the text box before clicking Submit.

Please note: When entering content into the Refine Your Prompt area, be sure to click the Submit button before clicking Save and Finish. Failure to do so can result in an error.

Finalize Your Process

At the bottom of the screen, you can click the Reset button to clear your inputs and go back to the starting screen.

If you're ready to generate your new process type, click Save & Finish.

After clicking Save and Finish, you'll see a confirmation screen.

Click Open Process to view the generated process in a new tab. Alternatively, you can click Start Again to return to the initial prompt screen in Smart Process Builder.

You can also find your new process on the Process Types page in the Settings app.

Best Practices

Keep these tips in mind when working with Smart Process Builder:

Use Clear, Prescriptive Language

• Use specific terms like “Stages,” “Tasks,” “Actions” and “Outcomes” with clear descriptions.
• Be explicit and use clear phrasing to distinguish between process and task assignments:
  • “Assign this task to [User Name]”
  • “Assign this process to [Team/Role]”
  • Or use “Specify Now” for runtime assignment.
• When defining process assignments, clearly label them as such or use structured headers, such as "Task 1" and "Task 2," to avoid confusion with task-level assignments.
• CAPITALIZE important terms to emphasize critical components in the prompt, helping AI better understand your prompt priorities.

Use Positive and Affirmative Language

Ask for what you want rather than what you don't want. Clear, positive instructions yield better AI outputs.

Include Context

Describe who the user is, what they know and how they should act to give AI proper context.

Structure Your Prompts Thoughtfully

Break multi-step processes into bullet points or numbered lists to improve flow chart accuracy.

Example:

• Task: Collect KYC documents
• Task: Review risk profile
• Task: Set stage to ‘KYC Complete’

Keep instructions simple and avoid combining multiple actions into one sentence. For complex tasks having multiple actions under a single outcome, separate each step clearly. Define the task and outcome, and list each action clearly. This helps avoid confusion or misconfiguration.

Define Time and Process Elements Explicitly

Use valid date formats (e.g., “+5 business days”) to ensure due dates are applied correctly. Invalid or vague inputs may result in blank or incorrect fields.

Explicitly Define Custom Elements

When using custom stages, assignments or dependencies, clearly specify their names and positions (e.g., “Add a custom stage ‘Client Review’ after Task 2”). The AI does not infer beyond standard templates, so all custom elements must be explicitly defined.

Reference Fields With Context

For lookup fields (e.g., “Service Type”), use values that are frequently accessed in your organization. Avoid rarely used values, as the AI typically selects only from the top 10 most accessed active records. If a value isn’t among these, it may not be recognized during configuration.

Use Suggestions

Use the Process Recreation Prompt to refine brief inputs for clarity. For complex processes, treat it as a starting point and revise your prompt manually.

To reflect recent changes, click Submit to update the Suggestions area.

Save and Iterate

Always save your original prompt externally before previewing in case revisions are needed.

If the diagram doesn’t render correctly, click Submit again; this often refreshes the output and improves the result.

Sample Prompts

Here are two examples to give you an idea of how to compose Smart Process Builder prompts:

Example 1: Custodian Onboarding Process

Create a comprehensive process named "Custodian Onboarding Process" with the following description: "A process to onboard new custodians, ensuring all necessary checks and approvals are completed before activation." This process should relate to the Client, Service and Member.

Process Stages
Configure the following custom stages for this process:

1. Not Started
2. Inception Done
3. Verification Done
4. Approvals
5. Send to Client
6. Client/matter activated
7. Rejected

Process Flow
Task 1: New Client/Matter Inception

1. Type: Onboarding
2. Priority: Normal
3. Description: Initiate the inception of a new client or matter
4. Actions:
   • Set process stage to "Inception Done"
   • Create task "Enter and extract client/matter inception"

Task 2: Enter and Extract Client/Matter Inception

1. Type: Onboarding
2. Priority: Normal
3. Description: Enter and extract necessary client/matter information
4. Actions:
   • Set process stage to "Verification Done"
   • Create task "Verification and approval"

Task 3: Verification and Approval

1. Type: Review
2. Priority: Normal
3. Description: Verify and approve client/matter details
4. Actions:
   • Set process stage to "Approvals"
   • Create task "Enter client/matter in ERP"

Task 4: Enter Client/Matter in ERP

1. Type: Onboarding
2. Priority: Normal
3. Description: Enter the client/matter into the ERP system
4. Actions: Create task "Check if +500k liabilities in 60 days"

Task 5: Check if +500k Liabilities in 60 Days

1. Type: Review
2. Priority: Normal
3. Description: Check for liabilities over 500k within 60 days
4. Create two Outcomes called "Yes" and "No".
5. Actions:
   • If the Outcome is Yes, then Create the task "Launch Approval by MP Or CFO"
   • If the Outcome is No, then Create the task "Check Client Profile is Private"

Task 6: Check Client Profile is Private

1. Type: Review
2. Priority: Normal
3. Description: Check if the client profile is marked as private
4. Create two Outcomes called "Yes" and "No".
5. Actions:
   • If the Outcome is Yes, then Create the task "Launch Approval by MP Or CFO"
   • If the Outcome is No, then Create the task "Check if +250k liabilities in 60 days"

Task 7: Launch Approval by MP Or CFO

1. Type: Review
2. Priority: Normal
3. Description: Launch the MP or CFO approval process
4. Create two Outcomes called "Approved" and "Rejected".
5. Actions:
   • If the Outcome is Approved, then Create the task "Launch Send Email to Client"
   • If the Outcome is Rejected, then Set the process stage to "Rejected"

Task 8: Check if +250k Liabilities in 60 Days

1. Type: Review
2. Priority: Normal
3. Description: Check for liabilities over 250k within 60 days
4. Create two Outcomes called "Yes" and "No".
5. Actions:
   • If the Outcome is Yes, then Create the task "Launch Approval by Manager"
   • If the Outcome is No, then Create the task "Check Rating < B"

Task 9: Check Rating < B

1. Type: Review
2. Priority: Normal
3. Description: Check if the client rating is below B grade
4. Create two Outcomes called "Yes" and "No".
5. Actions:
   • If the Outcome is Yes, then Create the task "Launch Approval by Manager"
   • If the Outcome is No, then Create the task "Check if WIP > 100h"

Task 10: Check if WIP > 100h

1. Type: Review
2. Priority: Normal
3. Description: Check if work in progress exceeds 100 hours
4. Create two Outcomes called "Yes" and "No".
5. Actions:
   • If the Outcome is Yes, then Create the task "Launch Approval by Manager"
   • If the Outcome is No, then Create the task "Check if +20% discount"

Task 11: Check if +20% Discount

1. Type: Review
2. Priority: Normal
3. Description: Check for discounts over 20%
4. Actions: Create task "Launch Approval by Manager"

Task 12: Approval by Manager

1. Type: Review
2. Priority: Normal
3. Description: Manager review and approval process
4. Actions: Create task "Launch Case-control review #1"

Task 13: Approval by MP Or CFO

1. Type: Review
2. Priority: Normal
3. Description: Managing Partner or CFO review and approval
4. Actions: Create task "Launch Case-control review #1"

Task 14: Case Control Review #1

1. Type: Review
2. Priority: Normal
3. Description: Conduct the first case-control review
4. Actions: Create task "Send Email to Client"

Task 15: Send Email to Client

1. Type: Client Communication
2. Priority: Normal
3. Description: Send a notification email to the client
4. Create two Outcomes called "Client Responds" and "No Response".
5. Actions:
   • If the Outcome is Client Responds, then Create the task "Launch Client input form"
   • If the Outcome is No Response, then Create the task "Check High risk?"

Task 16: Client Input Form

1. Type: Client Communication
2. Priority: Normal
3. Description: Collect required input and documentation from the client
4. Actions: Create task "Launch Case-control review #2"

Task 17: Case Control Review #2

1. Type: Review
2. Priority: Normal
3. Description: Conduct the second case-control review
4. Actions: Create task "Launch Client input approval"

Task 18: Client Input Approval

1. Type: Review
2. Priority: Normal
3. Description: Review and approve the client input received
4. Actions: Create the task "Launch Check High risk?"

Task 19: Check High Risk?

1. Type: Review
2. Priority: Normal
3. Description: Assess if the client presents high-risk factors
4. Create two Outcomes called "High Risk" and "Low Risk".
5. Actions:
   • If the Outcome is High Risk, then Create the task "Review by AML manager"
   • If the Outcome is Low Risk, then Create the task "Client matter activated"

Task 20: Review by AML Manager

1. Type: Review
2. Priority: Normal
3. Description: Anti-Money Laundering manager review for high-risk clients
4. Actions: Create task "Launch Client matter activated"

Task 21: Client Matter Activated

1. Type: Onboarding
2. Priority: Normal
3. Description: Finalize and activate the client matter in the system
4. Actions: Set process stage to "Client/matter activated"

Assignment Instructions:

1. Assign the overall process to the Onboarding Team
2. Tasks requiring approvals should be assigned to respective managers/executives
3. Client communication tasks should be assigned to Client Services Team

Example 2: Annual Financial Review

Create a process for conducting an Annual Financial Review with a client. The process should begin with proactive scheduling of the review meeting well in advance to ensure both the advisor and client are prepared. Prior to the meeting, the advisor gathers updated financial data such as investment performance reports, tax documents, insurance policies, estate planning documents, and any recent changes in income, expenses, or family circumstances. A pre-meeting questionnaire may be sent to capture life changes, new goals, or concerns since the last review. During the meeting, the advisor revisits the client's financial goals, evaluates portfolio performance against benchmarks, reassesses risk tolerance, and discusses any necessary rebalancing or strategy adjustments. The meeting should also cover tax planning opportunities, insurance coverage adequacy, retirement projections, estate plan status, and any relevant regulatory or legislative updates. Action items should be clearly documented with timelines for follow-up. After the meeting, a comprehensive summary is sent to the client outlining key discussion points, decisions made, and next steps. The advisor then monitors progress throughout the year to ensure any changes in the client's situation are addressed promptly and remain aligned with their long-term financial plan.

Define the process stages as follows:

1. Stage name: "Not Started", Order: 1, Group: "Not Started"
2. Stage name: "Scheduling", Order: 2, Group: "In Progress"
3. Stage name: "Preparation", Order: 3, Group: "In Progress"
4. Stage name: "Meeting", Order: 4, Group: "In Progress"
5. Stage name: "Follow-Up", Order: 5, Group: "In Progress"
6. Stage name: "Completed", Order: 6, Group: "Completed"

Considerations

Here are some things to keep in mind about this feature:

• Smart Process Builder uses two AI models:
  • GPT-4o converts prompts into JSON-based process flows.
  • GPT-4o mini generates content for the Suggestions area.
• Suggested processes use only four default process stages:
  • Not Started
  • In Progress
  • Completed
  • Cancelled
• Task priorities and statuses are automatically generated.
• Advanced configurations, such as task actions that utilize public groups and dependency groups, must be manually modified after generation.
• Smart Process Builder should only be accessed from within the Settings app. While it is technically possible to launch Smart Process Builder from the App Launcher, using it while in an app other than the Settings app can lead to unwanted behavior and limited functionality.

Limitations

Smart Process Builder does not support the following features at this time:

• Active Forms
• Rule-Based Actions
• Checklist items
• Salesforce Flows
• Dependency groups for actions

Rule-Based Actions and Checklist items can be added manually after the process type is generated.

Token and Length Limits

Smart Process Builder has token limits. If a prompt exceeds these limits, it may cause graph errors or prevent the process from being created. In such cases, content in the Suggestions area may appear truncated.

The Process Recreation Prompt feature is intended for general, low-detail prompts. Using it with highly specific input may lead to incomplete or undesired results.

AI Interpretation Limitations

The Assignment Type field on Process Type and Process Task records controls the visibility of related fields (e.g., Servicing Team Role), but the AI does not populate these conditional fields. Manual input is required post-generation.

Custom stages must be explicitly defined; the AI does not infer them.

Action labels may not match the actual configured behavior. For example, a label might say “Set Process Stage to In Progress” while the actual stage is “Initial Communication”, which can cause confusion during review or troubleshooting.

Prompt and Output Handling

Prompts are not autosaved. Refreshing or generating a new preview will erase the original input. We recommend backing up your prompt outside of Smart Process Builder.

Long or vague prompts may be truncated or fail due to token limits.

Special characters and symbols such as /, < and & may not render in the diagrams, but they are stored in the configuration. Use plain language or reword where possible to avoid rendering issues.

Output Configuration Gaps

When the process type is generated, only the first process task is set not to be suppressed at launch by default; all other tasks require manual adjustment, even if the prompt specifies otherwise. The AI model does not support launching multiple tasks simultaneously.

Dependency groups for actions cannot be configured via prompt.

Additionally, task actions like Send a Notification do not retain public group references and must be manually configured.

Risk of Redundant Actions

By default, the AI sets the Process Stage to In Progress for any non-initial task. If the prompt also includes outcome-based logic to set a different stage, this can result in duplicate or conflicting actions. Branching conditions in prompts may lead the AI to create two actions for the same task. 

Example:

• Prompt: “If Task 1 outcome is ‘No’, set stage to ‘On Hold’. Otherwise, set to ‘In Progress’.”
• Output:
  • Action 1 from the default behavior (In Progress)
  • Action 2 from the custom outcome logic (On Hold)

To prevent conflicts, avoid combining default and custom stage settings unless explicitly required.