Overview
Processes are repeatable, multi-step workflows in Practifi that help your firm deliver consistent client experiences, meet compliance requirements, and reduce manual effort. Before you can use a process, it must first be built and configured. Practifi offers three ways to do this: deep cloning, Smart Process Builder, and manual creation.
Each creation method is suitable for a different situation. Selecting the right one from the beginning can save you significant time and effort. This article offers an overview of all three methods to help you determine which approach best meets your needs.
Deep Cloning
Deep cloning lets you duplicate an existing Process Type, including all its tasks, stages, outcomes, and actions, in just a few clicks. The result is an independent copy that you can customize freely without affecting the original process.
This method is ideal for situations where an existing process covers most of your needs. Rather than rebuilding a similar workflow from the ground up, you can clone a process that closely matches your requirements and then make targeted adjustments. Common scenarios include creating seasonal or regional variations of an existing workflow, adapting a process for a different client segment or service tier, issuing an updated version to reflect new compliance requirements, and building similar processes for different teams or business units.
The key benefit of deep cloning is speed and accuracy. Because the original process’s entire structure is preserved, you are not starting from a blank slate. All advanced configurations, such as task actions and outcomes, carry over automatically, leaving you to focus only on the specific changes your new process requires.
Please note: Deep cloning requires an existing process to use as a starting point. If no suitable process exists in your organization, consider one of the other creation methods below.
For step-by-step instructions on using deep cloning, see our Understanding and Using Process Deep Cloning article.
Smart Process Builder
| Please note: Smart Process Builder is a part of our Admin 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 due to our partnership with our AI provider. |
Smart Process Builder is an AI-powered tool that creates a new process based on a plain-language description. Instead of configuring each task and stage manually, you describe the workflow you want in natural language, and the tool generates a suggested process structure. The Smart Process Builder presents a visual flowchart along with tasks and outcomes that you can review and refine before finalizing.
This method works well when you have a clear idea of what a process should accomplish but want to get a working draft up and running quickly. It is particularly useful for prototyping complex, multi-step workflows, for collaborating with stakeholders who want to visualize a process before it is fully built, and for situations where a process is entirely new and no existing process is available to clone.
A key benefit of Smart Process Builder is its ability to quickly transform a concept into a structured foundation. It minimizes the technical expertise needed to create a new process and provides suggestions to enhance your workflow structure throughout the process. Some advanced configurations, such as rule-based actions and checklist items, will need to be added manually after the initial process is generated. For step-by-step instructions on using Smart Process Builder, see our Understanding and Using Smart Process Builder article.
It’s important to note that Smart Process Builder is currently designed for creating new processes and does not support modifying existing ones in its native form. There is a workaround that allows administrators to extract the configuration of an existing process and use it as a starting point in Smart Process Builder for modifications. For more details, please refer to our article on Understanding and Using Smart Process Builder.
Manual Creation
Manual creation involves developing a new process completely from the ground up within Practifi's Settings app. You have the freedom to define every aspect of the process, including the type, stages, tasks, outcomes, and actions. By configuring each setting individually, you can create a workflow that meets your firm's specific needs.
This method is the right choice when you need a process that does not resemble anything already in your organization and requires precise specifications from the outset. It is also a good option when your firm is establishing new process standards that will serve as templates for future workflows, or when you want to develop a thorough understanding of how processes are structured in Practifi.
The primary benefit of manual creation is that it provides complete control. You can configure every field, action, and stage precisely as you specify, without having to review any generated content or deal with inherited settings. Although this method is the most time-consuming and requires a good understanding of Practifi's process architecture, it results in the most accurate output among the three methods.
Please note: Manual creation requires a solid understanding of how processes work in Practifi. If you are new to building processes, we recommend reviewing our Understanding Processes article before you get started. If you have questions about designing a process to meet a specific workflow need, please reach out to your Client Success Manager.
For step-by-step instructions on manual creation, see our article on Creating Processes.
Process Creation Decision Matrix
Not sure which method is right for your situation? Use the matrix below to compare the three approaches across key factors and find the best fit.
| Deep Cloning | Smart Process Builder | Manual Creation | |
| Learning Curve | Moderate | Gentle | Steep |
| Best Starting Point | Existing similar process | Documented workflow description | Unique workflows |
| Advanced Features | All cloned automatically | Requires manual addition | All available immediately |
| Ideal Use Cases | Process variations | Rapid prototyping | Organizational standards |
| Version updates | Complex multi-step flows | Precise specifications | |
| Adapting pre-builds | Stakeholder collaboration | Learning architecture | |
| Requirements | Access to the existing process | Practifi Intelligence add-on | Process building knowledge |
| Iteration Speed | Moderate | Fast | Slow |
| Output | Exact (with modifications) | Good (requires refinement) | Exact |
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