1. Practifi Success
  2. System Administrator
  3. Practifi Intelligence

Enabling Follow-up Assistant

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Overview

Follow-up Assistant is an AI-powered feature that automatically analyzes your firm's meeting notes and suggests relevant follow-up actions on Client and Prospect records in Practifi, helping your team maintain consistent follow-through after every client meeting. For an overview of the tool, see our Understanding and Using Follow-up Assistant article.

System Administrators can control which users have access to Follow-up Assistant by assigning Relationship Intelligence licenses on the Intelligence Features page in the Settings app. Administrators can also adjust the confidence threshold for recommending action items and managing topics. This article shows admins how to configure Follow-up Assistant in their Practifi instance.

Please note: Follow-up Assistant is a part of our Practifi Intelligence add-on. To request access to this feature, please reach out to your Client Success Manager or Practifi contact. Enabling Follow-up Assistant requires signing additional data processing agreements as part of our partnership with our AI provider.

Understanding Follow-up Assistant Access

Standard/Super Users (Non-Admins)

A standard user or super user needs all three of the following to use Follow-up Assistant:

  • Organization-level enablement: Follow-up Assistant must be turned on for the organization
  • User license: The user must have an Intelligence license with Follow-up Assistant enabled, as described below in Assigning Relationship Intelligence Licenses
  • Permission set: The user must have the custom Practifi - Follow-up Assistant permission set

Users missing any of these will see an "Access Denied" message when attempting to open Follow-up Assistant. They cannot generate, view, or refresh follow-up suggestions.

Admin Users

System Administrators have elevated access across the platform:

  • Admins can see all entities
  • If an admin has the license and custom permission set, they can generate and view follow-up suggestions on any entity they can access
  • Admins can grant themselves the license and custom permission set at any time
  • Without the license and custom permission set, an admin cannot generate follow-ups, even though they can see the entities

Assigning Relationship Intelligence Licenses

You can either give all users in your organization access to Follow-up Assistant or limit it to specific roles, depending on your firm's preferences. Not every user needs Follow-up Assistant access. We recommend granting Relationship Intelligence licenses to the following types of users:

  • Financial advisors who regularly meet with clients
  • Team members who create detailed meeting notes
  • Users who are responsible for follow-up task management
  • Anyone who currently struggles with consistent follow-up creation

Please note: Users assigned tasks from Follow-up Assistant who do not have Relationship Intelligence licenses can still view those tasks.

Practifi Administrators can give users access to Follow-up Assistant by assigning Relationship Intelligence licenses on the Intelligence Features page in the Settings app:

  1. Click the App Launcher and select the Settings app.

  2. From the Settings app, click the Navigation menu and select Intelligence Features.

  3. On the Intelligence Features page, confirm you are viewing the Users tab.

  4. For a user to access Follow-up Assistant, your organization must have at least one available Relationship Intelligence license. The License Overview section shows the number of used and available licenses in your Practifi organization.

    Please note: If you do not have enough Relationship Intelligence licenses available, contact Practifi Support.

  5. In the User Licenses table, select the License Type dropdown next to the user's name and make one of the following selections:
    • Relationship + Meeting Intelligence enables access to Follow-up Assistant and the Notetaker bot. You should make this selection only if your firm uses Notetaker and you want the Notetaker bot to join users' meetings.
    • Relationship Intelligence enables access to Follow-up Assistant without the additional Notetaker permissions.
  6. Confirm that the Follow-up Assistant toggle is on.
  7. Repeat steps 5-6 for each user you want to grant access to.

  8. At the bottom of the screen, click Save Changes. Each user you selected should now have access to Follow-up Assistant.

     

Adjusting the Confidence Threshold

Each Follow-up Assistant recommendation contains a confidence score indicating how relevant the AI believes the suggestion is to your note content. The model's suggestions are based on the Name and Description fields on your firm's Task Template and Process Type records. The confidence threshold acts as a filter, and only suggestions scoring above this threshold will appear to users. The default value is 50%, and the threshold can be set to a value between 0 and 99.99. 

Administrators can adjust this threshold to control the balance between suggestion quantity and quality:

  • Higher thresholds (60-80%): Fewer suggestions, but higher relevance
  • Lower thresholds (30-50%): More suggestions, but may include less relevant items
  • Default setting: 50% provides a good balance for most firms

Practifi Administrators can adjust this threshold on the Intelligence Features page in the Settings app:

  1. From the Settings app, click the Navigation menu and select Intelligence Features.

  2. On the Intelligence Features page, select the Follow-up Assistant tab.

  3. In the Threshold (%) section, drag the slider to your desired percentage. The number appears to the right of the slider.

Managing Topics

With the Sauvignon Blanc release, we enhanced Follow-up Assistant to suggest topics that users can add to Client or Prospect records directly from the Complete Follow-up window.

Follow-up Assistant will only suggest topics that already exist in your Practifi organization, so keeping this list current ensures your team always has the right options available when completing follow-ups. You can manage your organization's topics from the Intelligence Features page.

To manage topics:

  1. From the Settings app, click the Navigation menu and select Intelligence Features.

  2. On the Intelligence Features page, select the Follow-up Assistant tab.

  3. In the Topics Management section, click the Add Topics button.

  4. In the Add Topics window, click the Add New button to add a new topic.

  5. Type the topic name, then press Enter.

  6. When you're done, click Save.

Please note: You can also click the hyperlinked name of an existing topic to open it in a new tab and edit its description or delete it.

Adding the Follow-up Assistant Component to the Utility Bar (Optional)

As of the Alicante Bouschet release, you can add the Follow-up Assistant component to the utility bar at the bottom of the Practifi screen, alongside Tools & Resources and History. The Follow-up Assistant component is not added by default; a Practifi Administrator can add it manually.

To add the Follow-up Assistant to the utility bar:

  1. Navigate to Salesforce Setup by clicking the gear icon and selecting Setup.

  2. Use the Quick Find search to find and select App Manager.
     

     

  3. On the Lightning Experience App Manager screen, click the caret at the far right of the Advisor row, then select Edit. The Lightning App Builder opens.
     

     

  4. In the Lightning App Builder, select the Utility Items (Desktop Only) tab.
     

     

  5. On the Utility Items screen, click the Add Utility Item button, then search for and select Practifi - Follow-up Assistant Utility Bar.

  6. On the Practifi - Follow-up Assistant Utility Bar Properties screen, enter the following:
    • Label: Follow-up Assistant
    • Icon: feed
    • Panel Width: Leave as 340
    • Panel Height: Leave as 480

    • Start Automatically: Checked


       

      Please note: Changing the icon is optional, but it makes the component easier to see on the screen. You can customize the label, icon, and positioning to match your preferences.

  7. Click Save.
  8. Repeat steps 3-7 for any other Practifi apps where you want the Follow-up Assistant component to appear in the utility bar.

After following the steps above, you should see the Follow-up Assistant component in the utility bar.

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