Overview
The following article covers what's new in our Fiano release (beginning in April 2026) to provide a detailed understanding of what's changing, how new features work, how to enable them, and any additional factors your team should consider. If you're new to Practifi or our release documentation, please review our best practices for Using Practifi Release Notes.
With Fiano, we're introducing Groups for managing complex family and business structures in a unified view, giving firms the ability to customize the Create an Entity wizard, expanding Relationship Intelligence with Chat, adding new Meeting Intelligence capabilities, and delivering a range of enhancements and fixes across Active Forms, Smart Notes, integrations, and more.
- Product Features
- Resolved Issues
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Fiano Minor Release - June 2026
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Resolved Issues
- Meeting Summary Formatting Restored on Event Records
- Notetaker Bot Now Joins When Meeting URLs Are Added After Event Creation
- Reliability and Failure Visibility Improvements to Notetaker
- Intelligence User Licensing Now Assigns All Required Notetaker Permission Sets
- Error Notifications and Repeat Failures Resolved for Smart Notes Follow-up Actions
- Smart Notes Migration Tab Handles Large Data Volumes
- Microsoft Sync Sentiment Analysis Performance Fix
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Resolved Issues
- Change Log
Product Features
Groups
We've introduced Groups, a powerful new entity type that lets you organize and view related clients as a unified family or business structure, transforming the way you manage complex client relationships.
Previously, tracking relationships across multiple client entities (such as family members, trusts, and businesses) required manually navigating between separate records and mentally connecting information across different household and organization structures. While relationships could be documented, there was no way to view a comprehensive, aggregated financial picture or a family's activities in one place.
With Groups, you can now create container records that bring Individuals, Households, and Organizations together in a single view. Groups provide a comprehensive snapshot of all members' combined information, including aggregated financials, consolidated activities, and a visual hierarchy diagram showing how members relate to one another.
Visual Hierarchy Diagram
The centerpiece of Groups is an interactive hierarchy diagram that visually maps the group's structure. The diagram displays the group at the top, individual members below, and the members of their households or organizations beneath them. You can zoom, scroll, change orientation between vertical and horizontal layouts, and even export the diagram as a PNG for presentations or documentation. Clicking any member in the diagram takes you directly to their record.
Aggregated Views
Groups automatically aggregate information across all members, providing consolidated views of:
- Financials: All assets and liabilities across group members displayed in one list, with automatic AUM roll-ups
- Services and Pipeline: Combined view of services and deals for all members
- Activities: Consolidated tasks, events, and calls across the entire group
- Smart Notes and Documents: All notes and files related to group members in one location
- The Feed: Activity feed showing posts from all member records
Managing Group Membership
The Manage Members action in the sidebar and the Manage Members button in the Group Members section direct you to a simple interface for adding or removing entities from a group.
Each entity can belong to only one group at a time; when you add an entity that's already in another group, the system notifies you and moves it to the new group upon confirmation. Group membership is visible on Entity records, with a clear indicator showing which group they belong to that you can click to open the Group record.
What's Different About Groups
Groups are containers, not traditional client entities. You cannot promote groups to prospects, convert them to clients, or create financials for them directly. Groups don't progress through lifecycle stages; they simply organize existing entities, each of which may have its own stages and workflows. You can create processes and tasks for groups when family-level coordination makes sense, but most workflows remain with the underlying member entities.
Configuration and Customization
Group functionality can be enabled or disabled organization-wide through Entity Management settings, giving you full control over whether this capability appears in your Practifi instance. When Groups are disabled, existing Groups continue to function normally; the setting only prevents new Groups from being created through the wizard.
Administrators can also configure the fields that appear on hierarchy cards for each entity and relationship type. The Entity Fields tab controls what information is displayed on cards for the Group itself and its direct member entities (Households, Organizations, and Individuals).
The Member Fields tab controls what appears on cards for people within those entities, such as Primary Members, Spouses, Dependents, and Employees. Each type can have its own field configuration, and types that should always show the same fields can be linked so they stay in sync automatically.
You can also control which relationship types are visible in the hierarchy, hiding types your firm doesn't use to keep the visualization clean. Practifi ships with a default field configuration as a starting point, and any customizations you make are preserved when Practifi is updated.
Groups transform how you manage complex family and business structures, providing the consolidated view and organizational clarity that wealth management firms need when serving multi-generational families and intricate ownership arrangements. To learn more, see Understanding and Using Groups.
Entity Management Settings
We've added Entity Management to the Settings app, enabling Practifi Administrators to configure the Create an Entity wizard, the guided experience your team uses to bring new clients and prospects into Practifi. Through this interface, admins can configure which fields appear on entity and member forms, control which entity types are available, and manage how your organization handles updates from Practifi, all without having to navigate Salesforce Setup or understand metadata structures.
Introduced in February 2026, the Create an Entity wizard offered a streamlined client onboarding experience, but firms couldn't customize which entity types or fields appeared within it. This created a barrier for administrators who wanted to tailor the wizard to their firm's specific workflows but lacked deep technical knowledge.
With Entity Management settings, you can now configure the wizard through a visual, point-and-click interface. Add fields, control their display behavior, drag-and-drop to reorder them, and see your changes reflected immediately in the wizard. The interface organizes configuration into three clear areas:
Entity Fields for Account-level fields
Member Fields for Contact-level fields
Available Types for controlling which entity and relationship types are available.
Entity Fields and Member Fields
The Entity Fields tab controls which Account fields appear when users create Households, Organizations, and Individuals. Each entity type can have its own field configuration, ensuring users see only the fields relevant to what they're creating.
The Member Fields tab controls which Contact fields appear on member cards when users add Primary Members, Spouses, Dependents, and Employees to entities.
Both interfaces offer two views:
By Type (default) shows fields organized under each entity or relationship type.
By Field shows all configured fields with per-type settings displayed in a right panel.
This flexibility lets you work in whichever view matches your current task, whether it's configuring a specific entity type's form or managing how a single field is used across all types.
Every field has a display mode that determines when and how it appears:
- Required: Always visible and must be completed before proceeding
- Always Shown: Always visible but optional to complete
- Add Menu: Hidden by default but available through the Add menu when needed
This approach keeps forms clean and fast for typical cases while ensuring fields remain accessible. Field pills in the configuration interface show visual indicators: a red asterisk for required fields and a filter icon for fields that control dependent fields.
Dependent Fields
Dependent fields create forms that adapt to user input, showing only the fields that are relevant to the context. A dependent field only appears when another field has a specific value. For example, selecting Home Phone as a preference displays only the Home Phone field, rather than showing all phone field types at once. Configure dependencies in the field detail panel by specifying which values trigger the dependent field.
Controlling Entity and Relationship Types
The Available Types tab controls which entity types appear in the wizard and how relationship types behave. You can disable entity types your firm doesn't use. When only one type is enabled, the wizard skips type selection and goes straight to data entry. A Kanban board controls relationship type availability: drag types between Default (appears automatically), Multiple (can be added multiple times), Once (single instance only), and Don't Show (hidden from users).
Governance for Practifi Updates
A toggle called "Accept new fields from Practifi updates" controls how your organization handles new field configurations included in Practifi releases. When enabled (the default), new fields automatically appear in Create an Entity wizard forms. When disabled, new fields stay hidden until you explicitly add them. This lets firms with formal change control processes review updates before users see them.
For detailed instructions on using these settings, see Configuring Entity Management Settings.
Please note: Accessing Entity Management settings requires the Practifi - Assigned Apps - Settings and Practifi - Entity Management Admin permission sets. Entity Management settings can only be modified by users with the Administrator profile. Super Users are unable to update these settings, even with the Entity Management Admin permission set assigned, due to a Salesforce platform restriction. For information on how end users experience the wizard, see Creating Entities Using the Create an Entity Wizard.
Chat
Chat is a new conversational interface that brings the full depth of your clients' data into a single, natural-language experience. Instead of moving through multiple screens to get a complete view of a client relationship, your team can now ask questions in plain language and receive synthesized, actionable answers based on everything Practifi knows about that relationship.
Chat goes beyond simple data retrieval. Advisors can use it to prepare for meetings by pulling together recent activity, outstanding action items, and key relationship context in one pass. They can draft client communications grounded in actual data rather than starting from scratch. And because Chat remembers everything discussed in a conversation, your team can start broad and narrow in, asking follow-up questions and building on previous answers without re-establishing context each time.
Previously, getting a complete picture of a client relationship meant navigating across entity pages, activity records, notes, and documents, then manually assembling those pieces into something usable. In time-sensitive situations such as meeting preparation or client outreach, this process required significant effort, even for experienced users who knew exactly where to look.
With this enhancement, your team can open Chat directly from any Household, Organization, or Individual record page and ask questions as they would to a colleague. The assistant draws on client data and any external news sources your administrator has configured. Responses include cited sources with direct links to the underlying records, so your team can verify details and navigate to the source with a single click.
Where to Access Chat
Chat is available in two locations:
- On record pages: Chat appears as its own section on Household, Organization, and Individual record pages. Navigate to it using the Chat navigation icon in the record side panel. The Chat section includes a greeting, a text input, any prompt templates your administrator has configured, and your recent and pinned conversations for that record. The Chat section will appear automatically for Practifi organizations that use standard page layouts, provided users have a Relationship Intelligence license.
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On the Chat page: Select Chat from the Navigation menu to see all your conversations across every relationship. From here, you can search, browse, and start new conversations.
Managing Your Conversations
Conversations are given the default name of "New conversation" when you initiate a new chat. The conversation is automatically titled based on content after the assistant sends its first response. You can also:
- Rename a conversation by clicking the Edit button and entering a new title.
- Pin a conversation to keep it easily accessible. Pinned conversations appear above your recent conversations on every surface, both on record pages and in the Chat app.
- Export a conversation as a plain text file using the export action in the conversation header.
- Delete a conversation using the delete action in the conversation header. You will be asked to confirm before deletion.
What the Assistant Can Access
Administrators can enable a setting called "Allow Chat to access conversations and notes" in the Sources tab under Settings → Intelligence Features → Chat. When enabled, Chat indexes historical CRM data, including Smart Notes, traditional notes, the Feed, and email messages, giving the assistant access to rich historical context when answering questions about a client. New records are indexed automatically in real time after initial setup.
Before enabling, administrators will see a prompt explaining that clicking Okay makes future data available immediately and starts an import process for historical data, with progress visible on the same page. Chat remains fully usable during the initial migration, and advisors can continue asking questions using live structured data such as services, deals, and household details. Only historical unstructured data will be unavailable until migration completes, which may take some time for organizations with large data volumes.
Once activated, administrators can use the Resync button to manually trigger a full data re-send if information appears missing, for example after a bulk data import. The Deactivate button turns off the feature, removes all indexed data, and deletes the scheduled backup jobs associated with data indexing. Re-enabling requires a full migration to run again, and the scheduled jobs will be recreated automatically
Practifi Administrators can also choose from multiple external sources, including regional and industry news.
This enhancement enables your team to spend less time navigating and assembling information and more time acting on it. Whether it's preparing for a complex annual review, responding to a client inquiry with accuracy, or identifying patterns across a long-standing relationship, Chat turns your CRM data into a resource your whole team can engage with conversationally.
To learn more, see our articles on Enabling Chat and Using Chat.
Please note: Chat is part of the Practifi Intelligence add-on and is available to users with Relationship Intelligence licenses. If you're interested in this functionality, please reach out to your Client Success Manager or Practifi contact.
Meeting Intelligence Enhancements
We've added four enhancements to Meeting Intelligence that go beyond transcription, giving your team richer insight into every client conversation through smarter meeting summary storage, sentiment analysis, topic classification, and a one-click copy action.
Meeting Summaries in Smart Notes
Meeting summaries can now be automatically stored as Smart Notes when processing completes. When enabled, the Smart Note is linked to the meeting's related entity — household, organization, or individual — and contains the full summary in formatted HTML, preserving the original structure and section headings. You can open it, annotate it, and use it as a working document alongside the rest of your notes. The Event record retains its own copy of the summary regardless of any changes you make in the Smart Note.
Until now, summaries could only be appended to the Event description field, which limited formatting, searchability, and how advisors could work with the content after a meeting. Smart Notes give summaries a proper home where they sit alongside the advisor's own notes and are fully searchable.
Summary Storage Options
Practifi Administrators can configure where summaries are stored using the Summary Storage drop-down menu in Notetaker settings. The available options are:
- File Only: The summary is stored as a file on the Event record. No Smart Note is created, and the Event description is not modified.
- Event Description: The summary plain text is written to the Event description field (the previous default behavior). No Smart Note is created.
- Smart Note: A Smart Note is created automatically, containing the formatted summary. The Event description is not modified.
- Event Description + Smart Note: A Smart Note is created, and the summary plain text is also written to the Event description.
The default setting is Smart Note. Existing organizations that previously had "Save Summaries as Event Descriptions" enabled are migrated to the Event Description option. If your organization previously saved meeting summaries as event descriptions and you'd like to use Smart Notes for meeting summaries, you can manually update this setting to the Event Description + Smart Note option after the release. All other existing organizations default to Smart Note.
Please note: If your organization is already using the Meeting Summary component on the Event page layout, summaries will appear in both the component and as a Smart Note when the Smart Note option is selected.
Meeting Sentiment
Each completed meeting now displays a sentiment indicator that reflects the overall tone of the client-advisor conversation, an at-a-glance signal of relationship health that doesn't require reading the full transcript or summary. A colored badge appears directly on the meeting detail view:
- Positive (green): the client showed trust, engagement, or satisfaction
- Neutral (grey): a routine interaction with no strong emotional signals
- Negative (red): signs of frustration, disengagement, or a loss of confidence
Hovering over the badge reveals a brief explanation of what drove the classification. Each entity record also displays two new fields — Most Recent Meeting Sentiment and Most Recent Meeting Sentiment Date — so you can see relationship health at a glance without opening individual meeting records. These sit alongside existing email sentiment fields, giving you a combined view across communication channels.
The sentiment model is calibrated specifically for wealth management conversations. A constructive discussion about portfolio losses is classified as positive if the client feels heard and confident, whereas a surface-level conversation where everything seems "fine" may be classified as neutral or negative if the client is disengaged. The model evaluates the dynamics of the client-advisor relationship, not the subject matter of the discussion.
A Negative Meeting Sentiment report is included in the Practifi Intelligence Reports folder, showing meetings with negative sentiment from the last 90 days grouped by entity and sorted by date.
Sentiment analysis is controlled by the Meeting Sentiment toggle in Meeting Intelligence settings. When the toggle is off, sentiment analysis is not performed on any meetings that are processed through Notetaker. Meetings processed before the toggle is enabled will not have sentiment data; they will need to be reprocessed to generate sentiment analysis.
Meeting Topic Classification
Each completed meeting is now automatically classified into a topic category based on the substance of the conversation, turning an undifferentiated list of meetings into a structured, filterable dataset. A topic badge appears on the meeting detail view, and a Filter by Topic dropdown in the Meetings app lets you narrow your meetings list to a specific category. The default categories are:
- Annual Review
- Estate Planning
- Financial Planning
- Initial Consultation
- Insurance Review
- Portfolio Review
- Retirement Planning
- Tax Planning
Meetings that don't clearly fit a configured category are classified as General Discussion.
Administrators can view configured categories, including each category's name and guiding description, under the Topic Categories tab in Notetaker settings. They can create new categories or change the names and descriptions of existing categories. Categories cannot be deleted, but admins can deactivate them by unchecking the Active box. There is currently no limit on the number of meeting categories.
Copy Summary to Clipboard
A Copy button now appears in the meeting summary header, alongside the existing View Transcript button. Clicking it copies the meeting summary as plain text to your clipboard, and a confirmation message lets you know the copy was successful. A Copy button also appears inside the transcript window, so you can grab the summary without closing the transcript view. When the window is narrowed, the button collapses into an overflow menu to keep the header uncluttered.
This removes the friction of manually selecting summary text when pasting into a follow-up email, sharing internally, or including in other documentation.
External News Sources Updated
The list of external sources available for AI features has been updated to reflect a more focused set of high-quality news sources. Three non-news source types — S&P 500 Corporate Filings, US Regulatory Documentation, and Online Reference Data — have been removed, and the news source list has been consolidated from approximately 100 sources to 46 active sources organized into four categories: Business & Financial News, General News, Industry News, and Regional News.
Administrators should review their external source selections in two locations after their Practifi instances are upgraded to the Fiano release:
- Chat: Settings → Intelligence Features → Chat → Sources tab
- Smart Notes: Settings → Smart Notes → Content Blocks → select a content block → Edit AI Prompt → Information Sources
Previously selected sources that have been removed will no longer be available. No data is affected by this change.
Resolved Issues
Active Forms
Active Form Currency and Number Fields Now Accept Large Values
Active Form currency and number fields returned an error on save when a user entered large values, such as those required to capture significant assets under management. The error occurred regardless of the underlying field's configured length because the issue was in the Active Form save pipeline rather than in the Salesforce field definition itself.
Currency and number fields in Active Forms now correctly handle large values up to the configured field length. Values that fit within the field's digit limit save and map to the related record as expected. No action is required; this fix is applied automatically.
Cross-Field Prefill Error Resolved
Active Forms could fail to load, triggering an error when a form field was configured to prefill with a value from another Active Form field in the same workflow, and that referenced field could not be resolved. For example, because it was left blank in a prior step, the prior step hadn't been completed yet, or the field name in the prefill configuration didn't match any field in the current workflow context. The error appeared as a crash on the form, with no indication of which field configuration caused the issue.
The prefill logic now handles unresolvable cross-field references gracefully. If a referenced Active Form field cannot be found or has no value, the prefill is skipped, and the field loads as empty rather than crashing the form. All other fields on the form load normally. This is particularly relevant for complex, multi-step workflows such as client gifting processes, where form fields reference values entered in earlier or parallel task steps.
Support for Decimals in Active Form Table Number Fields
Number fields within Active Form Tables did not accept decimal input, even when configured with decimal places, preventing users from entering values such as currency amounts in funding source tables.
Active Form Table number fields now correctly accept decimal input up to the configured decimal place limit. Whole numbers are automatically padded with trailing zeros to match the field's decimal configuration (for example, entering "2333" into a 4-decimal-place field displays as "2333.0000"). If a user enters more decimal places than configured, a validation message appears beneath the field.
Files Uploaded via Active Form Fields Now Visible on the Parent Process
Files uploaded via Active Form fields on process tasks were not appearing on the parent Process record. Uploaded files were visible on the Task record, subsequent tasks in the workflow, and the related entity, but not on the Process record itself. This meant users had to navigate to individual tasks to find process-related files rather than accessing them centrally.
Files uploaded via Active Form fields on process tasks now automatically roll up to the parent Process record. All existing behavior is preserved: files continue to appear on the task where they were uploaded, on subsequent tasks in the workflow, and on the related entity.
Smart Notes
Smart Notes Settings Page Fixes
Three display and accuracy issues on the Smart Notes page in the Settings app have been resolved:
- Migration tab governor limit error: In organizations with 50,000 or more Smart Note records, the Migration tab was crashing, causing all four migration cards to incorrectly display "Migration and Cleanup complete" messages. The page now correctly handles large Smart Note volumes, displaying "50,000+" as the count for organizations that exceed the threshold.
- Incorrect restriction message on the Notes migration card: The Notes migration card displayed the message "Only Notes linked to an Account will be migrated," but this restriction was removed in a prior release. The outdated message has been removed.
- Incorrect sort label on the Categories tab: The Categories tab displayed "Sorted by Last Modified Date," but categories are actually sorted alphabetically. The label now correctly reads "Sorted Alphabetically."
No action is required. These fixes are applied automatically. Administrators accessing Smart Notes Settings will see accurate migration counts, correct informational text, and the proper sort label.
Smart Note Custom Template Generation Failure Resolved
Custom Smart Note templates could fail to generate for households with large amounts of associated data, displaying the error "This Smart Note didn't generate successfully." Retrying did not resolve the issue. Standard templates and content blocks added manually within the Smart Note editor were not affected.
The Smart Note generation process now handles larger data volumes, and custom templates generate successfully regardless of the amount of data associated with the household. No action is required; this fix is applied automatically.
Integrations
Long Message ID Error Resolved for Microsoft 365 Email Sync
The Microsoft 365 Email Sync integration was failing to sync emails when the internet message ID exceeded 255 characters. Because the integration uses the message ID as an external key against a 255-character field limit, affected emails could not sync. The impact depended on the version of the email sync integration in use: V2 environments continued retrying affected emails on each sync cycle, so those emails remained queued. V1 environments moved past the affected emails, meaning they were skipped and not retried.
Internet message IDs exceeding 255 characters are now automatically handled by the sync process, allowing all emails to sync regardless of message ID length. For V2 environments, the full-length message ID is also preserved in a new field on the Email Log record for reference. Previously affected emails in V2 environments will sync automatically on the next cycle with no action needed. For V1 environments, emails that were skipped before this fix will not automatically retry — an administrator can reset the last email sync date for the affected users so the system re-processes them. The Customer Success team can assist with this if needed.
Constant Contact Events Properly Populate on Activity Timeline
Constant Contact (CTCT) email tracking activities (sends, opens, and clicks) were generating Salesforce Event records with a blank subject, no link to the related Contact or Account, and no useful information. This resulted in a large number of empty Event records appearing across affected organizations, with no meaningful context on the Activity Timeline.
A new Sync Activities to Event setting has been added to the Constant Contact integration settings. When enabled, CTCT tracking activities create properly populated Event records with a descriptive subject (for example, "CTCT: Open - Q1 Newsletter"), a link to the related Contact and Account, and an Activity Subtype of CTCT, which allows these events to be excluded from Lookup Rollup Summary calculations. If a contact both received and opened the same campaign email, the event reflects the open as the stronger engagement signal. When the setting is disabled, activities still sync to the CTCT Contact Activity object, but no Event records are created. The setting is disabled by default and must be explicitly enabled at the organization level. Existing blank events in affected organizations will be automatically corrected on the next sync cycle.
This setting is recommended only for organizations in which advisors actively use the Activity Timeline to track email engagement. High-volume organizations should evaluate the impact on timeline performance before enabling. Note that enabling the setting will create Event records for all existing CTCT activities on the next sync cycle, not just new ones going forward, which could result in a significant number of Event records being created at once.
Consistent Naming for Services Created by Processes
Service records created through process workflows now follow the same naming convention as services created manually, ensuring consistent naming across all creation methods.
Previously, when a Service record was created via a process task action, the resulting service name did not match user expectations. The Service Type name was truncated, and the Start Date was omitted from the name, even when the full name would have fit within the character limit. Services created using the dedicated New Service button on the Entity record page followed the correct format, creating a confusing inconsistency.
With this update, the Create a Service Record process task action uses the same naming logic as the New Service action. Both creation paths now produce identical service names for the same inputs, following the format: {Entity Name} - {Service Type} - {Start Date}, where the Service Type and Start Date are always shown in full, and only the Entity Name is truncated if needed to stay within the 80-character limit.
No action is required. This fix applies automatically to services created going forward. Existing Service records are not affected.
Noticeboard Component Visibility for Division-Based Organizations
In organizations with division-based sharing rules on the User object, the Noticeboard component failed to load when a post's creator had moved to a different division or had been deactivated. Because the component referenced the Created By field to display post creators, sharing rules blocked access to user records outside the viewer's division, causing the entire component to error out.
The Noticeboard component now resolves user references for post creators independently of division-based sharing rules. Posts from creators who have moved divisions or been deactivated remain visible and display the creator's name correctly. Additional error handling has been added to gracefully manage any user query failures.
Type Filters in Task List Views Handle All Values Correctly
Filtering by Task Type in a task list view was throwing a component error when the filter value contained certain words. For example, filtering by a Task Type such as "Trade Limit Orders" would fail because "Limit" was being misinterpreted as a reserved term rather than a literal text value.
Task Type filter values are now properly escaped so they are always treated as literal text. Filtering by values such as "Trade Limit Orders," "Credit Limit Review," or "Spending Limit Discussion" now works without error.
Fiano Minor Release - June 2026
The following changes were rolled out in an update in the first week of June 2026:
Resolved Issues
Meeting Summary Formatting Restored on Event Records
After a recent release, AI-generated meeting summaries on Event records appeared as a single block of unformatted text rather than organized sections with clear headings and separated paragraphs. The cause was a change in the behavior of the AI service that generates meeting summaries, which altered how summary content was structured before it was returned to Practifi for display.
Practifi's configuration for the AI meeting summary service has been updated to fully specify the output's formatting and structure. Meeting summaries are now generated with the original section structure of clear headings and separated paragraphs, and the formatting will hold regardless of further changes on the backend.
No admin action is required. This fix applies automatically to all new meeting summaries generated after the Fiano minor release is deployed. Previously generated meeting summaries retain their existing formatting on Event records.
Notetaker Bot Now Joins When Meeting URLs Are Added After Event Creation
When a meeting was originally scheduled with a physical location and later updated to include a Microsoft Teams URL, the Notetaker bot did not join the meeting on the scheduled day. The Notetaker had been correctly marked as Not Scheduled at the time of the original in-person meeting since no online URL was present, but the status did not update to Scheduled when the Teams URL was added later.
The Notetaker bot now correctly schedules itself when a Microsoft Teams meeting URL is added to an Event that has already been created. The Notetaker status updates to Scheduled as soon as the URL is added, whether it is added directly to the Event or arrives through the calendar sync. Users no longer need to disable and re-enable the Notetaker setting after adding a Teams Meeting URL to an existing Event. No admin action is required.
Reliability and Failure Visibility Improvements to Notetaker
Practifi's Notetaker had several reliability gaps that affected how meeting recordings were captured, processed, and surfaced for users. In some cases, a meeting recording could be cleared from the recording service before the summary and transcript were saved to the Event record, leaving the event stuck in a processing status with no clear indication that the meeting had failed. In other cases, a meeting could be processed twice simultaneously, resulting in duplicate transcripts and duplicate meeting summaries for the same event. Status indicators and notifications did not always reflect the actual outcome on the Event record, making failed meetings hard to spot on the Meetings page.
A set of reliability improvements has been applied across the Notetaker:
- A new red Processing Failed badge appears on the Meetings page when an event's Notetaker processing fails. Previously, failed events could appear blank or remain in processing indefinitely.
- The system notification users receive when Notetaker processing completes now correctly reflects the outcome: Events that fail trigger a Failed notification rather than a misleading Completed notification.
- A meeting that ended while both the meeting controls and the scheduled background sync were running can no longer be processed twice. Users will no longer see duplicate transcripts or meeting summaries on the same event.
- Support emails for events stuck in a processing status are now sent only between 1 and 7 days after the meeting's end date, aligning with the 7-day recording retention period for the underlying recording service and removing ongoing email noise for Events that cannot be recovered.
The above fixes do not require administrator action.
Intelligence User Licensing Now Assigns All Required Notetaker Permission Sets
When a Practifi Administrator enabled Notetaker or Meetings Digest for a user through the Intelligence User Licensing screen, the process correctly assigned the base permission set but silently skipped the Practifi Notetaker - Named Credential permission set. Without this permission set, the user could not use Notetaker features that depend on external service authentication. The screen still reported the toggle as successful despite the missed assignment. The flow for disabling the feature had the same gap: if the Named Credential permission set had been assigned to a user separately, it was not removed when Notetaker was disabled.
The User Licenses table on the Intelligence Features page in the Settings app now correctly assigns all required permission sets when an admin enables Notetaker or Meetings Digest for a user, including Practifi Notetaker - Named Credential. Disabling either feature from the same screen now also removes all corresponding permission sets as expected. No admin action is required.
Please note: This fix covers the standard enable and disable paths through the Intelligence Features page. If a user's license tier is downgraded to remove Notetaker access, or if all Intelligence permissions are removed for the user, the Practifi Notetaker - Named Credential permission set may still be assigned. In those cases, admins should manually remove the permission set.
Error Notifications and Repeat Failures Resolved for Smart Notes Follow-up Actions
When Follow-up Assistant suggestions generated from Smart Notes returned an error, this was surfaced to users as a Server Error bell notification. Multiple notifications could stack up in quick succession, particularly when several Smart Notes were on a record or when multiple users were generating Follow-up Assistant suggestions simultaneously. The notifications were misleading; they made it appear that a user action had failed when the underlying issue was an internal service-level error that the user could not address. A related issue in the same processing loop could also turn a single transient failure into a series of additional errors across other notes in the same batch.
Internal service errors during Follow-up Assistant suggestion generation are no longer surfaced to end users as bell notifications. Errors continue to be captured through internal logging, but users are no longer interrupted by them. The batch processing logic has also been refactored so that a single transient failure on one note no longer triggers additional failures across other notes in the same run. No admin action is required.
Smart Notes Migration Tab Handles Large Data Volumes
The Migration tab on the Smart Notes page in the Settings app sometimes failed to load for organizations with a high volume of Task and Event records that contained descriptions. When this happened, the page returned an error indicating that loading the migration data had exceeded its memory allowance, and migration counts for notes, task descriptions, call descriptions, and event descriptions could not be displayed. The root cause was that each count required fetching up to approximately 50,000 source records into memory and filtering them in code, and the combined size of description text on large organizations exceeded the memory allowance for a single page load.
The Migration tab now calculates each count using internal tracking fields rather than reading the full description text of each record. Migration counts now display the actual total rather than capping at 50,000, and the page loads reliably regardless of organization size or the volume of Task and Event records with description content.
No admin action is required. As part of the fix, a one-time automatic backfill runs after the package upgrade to populate new tracking fields on existing Task, Event, and Smart Note records. On previously affected organizations, the Migration tab and its counts will be accessible on the first load after the release is deployed.
Microsoft Sync Sentiment Analysis Performance Fix
An issue affecting the performance of the Microsoft Sync sentiment analysis process has been resolved. No admin action is required.
Change Log
Each feature and enhancement in this release that modifies configurable product areas describes the affected areas in its section of the release notes. This section consolidates each of those into a singular table, making it easier to get a sense of the release's changes as a whole.
| 🔧 Implementation Details The product areas below have changed as a part of delivering these enhancements. If you've customized them, you won't receive the changes automatically. A copy of the updated item will be made available in your Practifi instance. You can either replicate the changes or switch to the updated item and replicate your customizations. | ||
| Product Area | Feature/Enhancement | What's Changed? |
| Client Entity Record Page | Trust Management Foundation |
The following fields are packaged in this release as foundation work for an upcoming Trust Management capability. The full Trust Management workflow will ship in a future release. New fields on the Account object:
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| Constant Contact Integration | Constant Contact Events Properly Populate on Activity Timeline |
New setting: Sync_Activities_To_Event__c (Checkbox, default off) on CTCT Integration Settings (Custom Settings).
|
| Entity Role Object | Trust Management Foundation |
The Entity_Role__c object is introduced to represent entity-to-entity relationships (distinct from the existing Relationship__c object). It is used by the Trust Management foundation and by the Addepar Extended Ownership integration to capture ownership shares between Households or Individuals and the Trusts or Holding Companies they hold. Fields packaged on Entity Role:
|
| Microsoft 365 Email Sync | Long Message ID Error Resolved for Microsoft 365 Email Sync | New field: Microsoft_365_Message_Id_Full__c (Long Text, 1024 characters) added to the Email Log object (MS_Email_Log__c) for V2 environments. This field stores the original full-length internet message ID when it exceeds 255 characters. No page layout changes required — this field is used internally by the sync process. |
| Relationship Intelligence | External News Sources Updated |
Updated external sources for AI features. Three non-news source types have been removed:
News sources have been consolidated from approximately 100 to 46 across four categories. Admins should review source selections in the following locations:
|
| Settings > Smart Notes > Migration tab | Smart Notes Migration Tab Handles Large Data Volumes |
New tracking fields on the Activity object (Tasks and Events):
New field on ContentVersion:
No page layout updates are required. A one-time automatic backfill populates these backend fields on existing records after the package upgrade. |
| Setup > Custom Settings > Addepar Integration Settings | Addepar Extended Ownership Foundation |
New custom setting:
No page layout updates required. This setting is managed via Custom Settings in Setup. |
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