Enabling Smart Process Builder

Overview

Smart Process Builder is an AI-powered feature that allows users to describe process types in natural language, making it faster to build and iterate on complex workflow configurations. The system uses a large language model to analyze the input, generate process flowcharts, and suggest ways to refine prompts. Users can create process types with all necessary tasks, actions, and outcomes.

This article outlines the required steps for the Practifi team and System Administrators to enable Smart Process Builder in your Practifi organization.

Please note: Smart Process Builder 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 Smart Process Builder requires signing additional data processing agreements as part of our partnership with our AI provider.

• Prerequisites
• Add the Smart Process Builder List View Button
• Accessing Smart Process Builder
  • System Administrators
  • Standard and Super Users
• Create a Permission Set for Standard and Super Users (Optional)
  • Create the Permission Set
  • Configure Visualforce Page Access
  • Verify and Test
  • Assign the Permission Set
  • Permission Set Assignment Verification
• Troubleshooting

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Prerequisites

Before Smart Process Builder can be enabled, the following requirements must be met:

• Version requirement: Your Practifi instance should be upgraded to Pinot Meunier (version 19) or later.
• Documentation: Your firm must sign a data processing agreement.
• Feature parameter: The Practifi team will enable the feature parameter.

Please note: If your Practifi instance is on a version earlier than Pinot Meunier and you do not want to upgrade, you won't be able to use AI features. However, you can use a sandbox to receive the update and test AI features there.

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Add the Smart Process Builder List View Button

First, you'll add a button that lets users access Smart Process Builder from the Process Types page in the Settings app. Before performing this step, confirm the Practifi team has enabled the feature parameter in your organization.

Please note: Adding this button is required only for Practifi organizations created before the Pinot Meunier release. Organizations created after the Pinot Meunier upgrade will have the button enabled by default.

1. Navigate to Salesforce Setup by clicking the gear icon and selecting Setup.
2. From Salesforce Setup, click the Object Manager tab.
   
   
    
3. Use the Quick Find search to search for and select Process Type.
   
   
    
4. In the left sidebar, click List View Button Layout.
   
   
    
5. On the List View Button Layout page, click the caret and select Edit.
   
   
    
6. Under Custom Buttons, select Smart Process Builder in the Available Buttons box and click Add to move it to the Selected Buttons box.
   
   
    
7. Click Save.
   
   
    

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Accessing Smart Process Builder

System Administrators

Practifi Administrators can access Smart Process Builder in the following ways:

• Process Types page: From the Settings app, select the Process Types page and click the Smart Process Builder button.
  
  
   

• Direct navigation: From the Settings app, click the navigation menu and select the Smart Process Builder option.
  
  
   

  Please note: If you do not see the Smart Process Builder option, you can add it to the navigation menu by clicking Edit.

Standard and Super Users

Standard Users and Super Users can access Smart Process Builder via the same methods as System Administrators, but they must be assigned a custom permission set. For instructions on creating and assigning this permission set, see the following section.

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Create a Permission Set for Standard and Super Users (Optional)

By default, only System Administrators can access Smart Process Builder through the Settings app. To grant access to Standard and Super Users, you must create a custom permission set.

Please note: This step will be packaged and automated in a future release.

Create the Permission Set

To create the Smart Process Builder permission set:

1. Navigate to Salesforce Setup by clicking the gear icon and selecting Setup.
2. Use the Quick Find search to search for and select Permission Sets.
   
   
    
3. On the Permission Sets page, click New.
   
   
   
    
4. On the creation screen, enter the following details:
   • Label: Smart Process Builder
   • API Name: (auto-filled from label)
   • Description: This permission set gives standard and super users access to the Smart Process Builder Visualforce page.
5. Click Save.
   
   
    

Configure Visualforce Page Access

Next, allow the new permission set to access the Smart Process Builder page:

1. On the Smart Process Builder permission set page, click Visualforce Page Access.
   
   
    
2. On the Visualforce Page Access screen, click Edit.
   
   
    
3. In the Available Visualforce Pages box, select practifi.Smart_Process_Builder_VF and click Add to move it to the Enabled Visualforce Pages box.
   
   
    
4. Click Save.

Verify and Test

After creating the Smart Process Builder permission set, we recommend the following:

1. Log in as a Standard User without the Smart Process Builder permission set assigned to verify they receive an Insufficient Privileges error when attempting to view the page.
2. Assign the permission set and verify access is granted.
3. Test the Smart Process Builder functionality to ensure it works as expected.

Assign the Permission Set

To assign the permission set to non-administrator users in your organization:

1. From the Smart Process Builder permission set page, click Manage Assignments.
   
   
    
2. On the Current Assignments page, click Add Assignment.
   
   
    

3. On the Select Users to Assign page, check the boxes for the Standard and Super Users you want to give access to, then click Next.
    

   Please note: System Administrators don't need this permission set, as they have access to all Visualforce pages by default.

   
   
    

4. On the next screen, review the selected users and click Assign.
   
   
    
5. On the confirmation page, click Done.
   
   
    

Permission Set Assignment Verification

To verify a Standard or Super User has the correct permissions to access Smart Process Builder:

1. In Salesforce Setup, use the Quick Find search to find and select Users.
2. On the All Users page, click on the user's hyperlinked name to view their profile.
   
   
    
3. At the top of the screen, click Permission Set Assignments.
   
   
    
4. In the Permission Set Assignments area, ensure that the Smart Process Builder permission set is listed.
   
   
    
5. If the Smart Process Builder permission set is missing, follow the steps in the Assign the Permission Set section above.

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Troubleshooting

Here are some common issues and suggested solutions:

Issue	Solution
Insufficient Privileges error when clicking the Smart Process Builder button	The user needs the Smart Process Builder permission set assigned.
Smart Process Builder button not visible on the Process Types page in the Settings app	Complete the steps in the Add the Smart Process Builder List View Button section to add the button to the list view layout.
Cannot scroll on the Process Configuration & Review page	Access Smart Process Builder only via the Settings App. Do not use the App Launcher to access it from other apps.