Configuring Entity Management Settings

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

Overview

Entity Management settings allow Practifi Administrators to configure the Create an Entity wizard and Group Hierarchy diagram using a visual, point-and-click interface. You can control which fields appear on entity and member forms, manage which entity types are presented to users in the wizard (including Groups), control member type behavior, and manage how your organization handles updates from Practifi, all without navigating Salesforce Setup or understanding metadata structures.

Administrators can also configure the fields that are displayed for each entity and member type in the hierarchy diagram on Group records. 

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.

This article explains how to access and configure Entity Management settings. To learn how end users experience the wizard, see Creating Entities Using the Create an Entity Wizard. For information on configuring Key Entity Flows in your organization to work with the wizard, see Configuring Key Entity Flows.

Please note: Accessing Entity Management settings requires the Practifi - Assigned Apps - Settings and Practifi - Entity Management Admin permission sets, as well as the System Administrator profile.

• Accessing Entity Management Settings
• Managing Practifi Updates
• Understanding the Interface
  • Using the By Field View
• Configuring Entity Fields for the Create an Entity Wizard
  • Adding Fields for Multiple Entity Types
  • Adding Fields on an Entity Type Card
• Configuring Member Fields for the Create an Entity Wizard
  • Adding Fields for Multiple Member Types
  • Adding Fields on a Member Type Card
• Editing, Removing, and Reordering Fields
  • Editing Field Settings
  • Removing Fields
  • Reordering Fields
• Controlling Available Entity and Member Types
  • Enabling or Disabling Entity Types
  • Managing Member Type Availability
• Working with Display Modes
• Using Dependent Fields
• Copying and Linking Field Configurations
  • Copy Fields
  • Link Types
• Enabling or Disabling Groups
• Configuring Fields for Group Creation
• Configuring Group Hierarchy Settings
  • Accessing Group Hierarchy Configuration
  • Configuring Entity Fields for the Hierarchy Diagram
  • Adding Fields for Multiple Entity Types
  • Adding Fields on an Entity Type Card
  • Configuring Member Fields for the Hierarchy Diagram
  • Adding Fields for Multiple Member Types
  • Adding Fields on a Member Type Card
  • Controlling Member Type Visibility in the Hierarchy
• Entity Management Best Practices

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Accessing Entity Management Settings

To access Entity Management:

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

   

2. From the Settings app, click the Navigation menu and scroll down to select Entity Management.

   

3. The Entity Management page opens on the Entity Fields tab under Create an Entity by default.

   

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Managing Practifi Updates

The Accept new fields from Practifi updates toggle controls how your organization handles new field configurations included in Practifi releases.

Here's how it works:

• When enabled (the default): New fields automatically appear in Create an Entity wizard forms when Practifi is updated. Your users immediately benefit from the new fields Practifi adds to improve the client onboarding experience.
• When disabled: New fields stay hidden until you explicitly add them. This gives you control over when and how new fields are introduced to your users.

This setting is useful if your firm has formal change management processes that require reviewing updates before they're made visible to users.

To change this setting, click the Accept new fields from Practifi updates toggle at the top of the Entity Management screen to enable or disable it.

Please note: This setting only affects new fields added by Practifi. It does not affect fields you add yourself or changes you make to existing field configurations.

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Understanding the Interface

The Entity Management page is organized into two main sections in the left navigation panel:

• The Create an Entity section contains Entity Fields, Member Fields, and Available Types tabs for configuring the Create an Entity wizard

• The Group Hierarchy section contains Entity Fields and Member Fields tabs for configuring the Group Hierarchy visualization

  

Within the Create an Entity section, configuration is organized into three areas:

• Entity Fields: Controls which Account fields appear when creating Household, Organization, Individual, and Group records
• Member Fields: Controls which Contact fields appear on member cards when adding Primary Members, Spouses, Dependents, Employees, and other member types
• Available Types: Controls which entity types appear in the wizard and how member types behave

Within the Group Hierarchy section, configuration is organized into two areas:

• Entity Fields: Controls which Account fields appear on cards for the Group itself and its direct member entities (Households, Organizations, and Individuals)
• Member Fields: Controls which Contact fields appear on cards for people within those entities, such as Primary Members, Spouses, Dependents, and Employees

Different entity types often benefit from different information. A Household card might prioritize AUM and contact preferences, while an Organization card might emphasize business details. Similarly, Primary Members might need phone and email visible at a glance, while Dependents might not need contact information in the hierarchy view.

Practifi ships with default field configurations that provide a reasonable starting point. You can customize these to match your firm's needs.

The fields tabs on the Entity Management page provide two complementary views for managing field configurations:

• By Type (default view): Shows fields organized under each entity or member type. Use this view when you want to configure a specific type's form or see all fields for one type at a glance.

  

• By Field: Shows all configured fields with per-type settings displayed in a right panel. Use this view when you want to manage how a single field is used across all types.

  

You can modify the underlying configuration from either view; choose whichever one matches your current task.

Using the By Field View

When viewing Entity Management settings by field, you can add fields, delete multiple fields, view field settings, and add or remove fields from entity or member types.

Viewing and Updating Fields

To view a field's details, click on its name. You can search for fields by name.

When viewing a field, you can change its display mode, update the label, and add dependent fields.

Adding Fields

Click the Add button to add one or more fields. This opens the Add Fields window.

Removing Fields

To remove one or more fields, click the Select button.

Next, check the box(es) for the field(s) you want to remove, click Delete, then click Done.

Please note: Some fields are locked by default and cannot be edited or deleted.

Adding or Removing Fields from Entity/Member Types

If a field can be added to one or more entity or member types, you can click the plus icon on the field detail screen to add it. You can also click the blue checkmark to uncheck the box, thus removing the field from that entity or member type.

Click Save at the bottom of the screen to save your changes.

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Configuring Entity Fields for the Create an Entity Wizard

The Entity Fields tab under the Create an Entity heading controls which Account fields appear when users create Households, Organizations, Individuals, and Groups. Each entity type can have its own field configuration, ensuring users see only the fields relevant to what they're creating.

Adding Fields for Multiple Entity Types

The Add Fields drop-down at the top of the Entity Fields tab allows you to add fields for multiple entity types at once. To add fields using this drop-down:

1. In Entity Management, under the Create an Entity heading, select Entity Fields.

   

2. Click the Add Fields drop-down on the right-hand corner of the screen and select Required, Default, or Add Menu. (For more information on these options, see Working with Display Modes below.)

   

3. In the Add Fields window, all entity types are selected by default. Uncheck the box(es) for any entity type(s) you do not want to add fields to.

   

4. Search for the desired field by name and check its box to select it. You can repeat this process for as many fields as you want to add. Selected fields appear below the search bar.

   

5. Click Add.
6. The field is added to the selected entity types. Click Save at the bottom of the screen to save your changes.

Adding Fields on an Entity Type Card

You can also add fields for a specific entity type directly on its card:

1. In Entity Management, under the Create an Entity heading, select Entity Fields.
2. Locate the card for the entity type you want to configure (Household, Organization, Individual, or Group).
3. On the entity type card, click the Add Field button.

4. In the Add Fields window, search for the desired field by name and check its box to select it. You can repeat this process for as many fields as you want to add. Selected fields appear below the search bar.

   

5. Click Add. 

6. The field is added to the entity type card. Click Save at the bottom of the screen to save your changes.

   

Please note: Fields added using the Add Field button are assigned a visibility status of Default. To change this, see the steps in the Editing Field Settings section below.

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Configuring Member Fields for the Create an Entity Wizard

The Member Fields tab controls which Contact fields appear on member cards when users add Primary Members, Spouses, Dependents, Employees, and other member types to entities in the Create an Entity wizard.

Adding Fields for Multiple Member Types

The Add Fields drop-down at the top of the Member Fields tab allows you to add fields for multiple member types at once. To add fields using this drop-down:

1. In Entity Management, under the Create an Entity heading, select Member Fields.

   

2. Click the Add Fields drop-down on the right-hand side of the screen and select Required, Default, or Add Menu. (For more information on these options, see Working with Display Modes below.)

   

3. In the Add Fields window, all member types are selected by default. Uncheck the box(es) for any member type(s) you do not want to add fields to.

   

4. Search for the desired field by name and check its box to select it. You can repeat this process for as many fields as you want to add. Selected fields appear below the search bar.

   

5. Click Add.

6. The field is added to the selected member types. Click Save at the bottom of the screen to save your changes.

   

Adding Fields on a Member Type Card

Each member type can have its own field configuration. A Primary Member form can show different fields than a Dependent form, allowing you to tailor the experience to each role.

To add fields for a specific member type directly on its card:

1. In Entity Management, under the Create an Entity heading, select Member Fields.

   

2. Locate the card for the member type you want to configure (Dependent, Employee, Key Employee, Primary, or Spouse).

3. On the member type card, click the Add Field button.

   

4. In the Add Fields window, search for the desired field by name and check its box to select it. You can repeat this process for as many fields as you want to add. Selected fields appear below the search bar.

   

5. Click Add.
6. The field is added to the member type card. Click Save at the bottom of the screen to save your changes.

Please note: Fields added using the Add Field button are assigned a visibility status of Default. To change this, see the steps in the Editing Field Settings section below.

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Editing, Removing, and Reordering Fields

The procedures for editing field settings, removing fields, and reordering fields are the same for both the Entity Fields and Member Fields tabs. 

Editing Field Settings

With the exception of required fields that are controlled by Practifi, you can change a field's display mode, edit its label, and add dependent fields. To edit field settings:

1. Click on the hyperlinked name of a field to edit its settings.

   

2. In the edit window, you can do the following:
   • Select a different display mode
   • Enter a custom label for the field

   • Select one or more dependent fields

     

3. Click Save to save your changes.

Removing Fields

To delete a field from an entity or member card, click the trash can icon to the right of the field label. To delete a field from the Add menu for an entity or member type, click the X icon to the right of the field label.

Click Save at the bottom of the screen to save your changes. 

Please note: Some fields are required by Practifi and cannot be removed.

Reordering Fields

Fields are displayed in the Create an Entity wizard in the same order shown on the Entity Fields and Member Fields tabs within Entity Management settings. You can rearrange fields within entity or member type cards to rearrange them. Hover the cursor over the dots to the left of the field name to drag and drop the field to a different position on the entity type card.

You can also drag and drop Add menu fields to rearrange them within the Add menu or move them out of the Add menu and into the entity or member type card.

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Controlling Available Entity and Member Types

Entity Management settings allow Practifi Administrator to restrict users from creating certain entity types. The Available Types tab controls which entity types appear in the Create an Entity wizard and how member types behave.

Enabling or Disabling Entity Types

To enable or disable an entity type in the Create an Entity wizard:

1. In Entity Management, under the Create an Entity section, click Available Types.

   

2. Under the Entity Types heading, click the desired entity type card(s) to toggle them on or off. Enabled types display a blue checkmark and a blue outline, while disabled types do not.

   

3. Click Save at the bottom of the screen to save your changes.

   

When an entity type is disabled, it no longer appears as an option in the Create an Entity wizard. In the screenshot below, the Individual entity type has been excluded from the wizard.

Existing records with the excluded entity types continue to function normally.

Please note: When only one entity type is enabled, the wizard displays that entity type as selected by default on the first screen. Users cannot de-select it.

Managing Member Type Availability

Under the Member Types heading on the Available Types tab, admins can use the Kanban board to control member type behavior. 

Member types can be placed in one of four categories:

• Default: Appears automatically as an available option when adding members
• Multiple: Can be added multiple times (e.g., multiple Dependents or Employees)
• Once: Can be added only once (for example, a single Partner)
• Don't Show: Hidden from the wizard altogether

To change a member type's visibility, drag and drop its card between columns on the Kanban board, then click Save at the bottom of the screen to save your changes.

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Working with Display Modes

Every field has a display mode that determines when and how it appears in the Create an Entity wizard. When you edit a field, you will see three display mode options:

Display Mode	Behavior
Required	Always visible and must be completed before proceeding
Default	Always visible but optional to complete
Add Menu	Not shown on the entity or member card by default, but available via the Add menu

This approach keeps forms clean and efficient for typical cases while ensuring fields remain accessible when needed.

Visual indicators: Fields in the configuration interface display visual cues: red asterisks indicate required fields, while arrow icons appear on dependent fields that are controlled by other fields.

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Using 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 (the controlling field) has a specific value. For example, you can configure the Marital Status field so that the Date of Marriage field is displayed only when the value is Married.

Dependent fields help streamline data entry by reducing visual clutter and guiding users to complete only the fields relevant to their current context.

To configure a dependent field:

1. Select the field that will control the dependent field.

   

2. In the Edit window, click + Add Dependent Field.

   

3. Click the Select Field drop-down, then select the field to be controlled.

   

4. Click the Select an Option drop-down and select the value of the controlling field that will cause the dependent field to be displayed.

   

5. Click Save in the Edit Field window.
6. Click Save again at the bottom of the Entity Management screen to save your changes. 

The dependent field will appear only when the selected conditions are met.

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Copying and Linking Field Configurations

If you want multiple entity types or member types to share the same field configuration, you can copy or link them. This functionality works the same when configuring fields for the Create an Entity wizard or the Group Hierarchy visualization.

Copy Fields

Copying creates a one-time duplicate of another type's configuration. Use this when you want a starting point but expect the types to diverge over time.

1. Click the Copy Fields button on the card of the entity or member type you want to copy a field set to.

   

2. In the Copy Fields window, click the Copy from: drop-down and select the source type to copy from.

   

3. Click Copy. The target's fields and settings are replaced with the source's field configuration.

   

4. Click Save at the bottom of the screen to save your changes.

This is a one-time action. After copying, the two entity or member types are independent, meaning changes to one don't affect the other.

Link Types

Unlike copying fields, linking keeps entity or member types permanently synchronized. Use this when types should always show the same fields.

To link entity or member types:

1. Click the Link Types button at the top of the screen.

   

2. Select the entity or member type cards you want to link. Selections are indicated by blue checkmarks.

   

3. Click the Link Selected button at the bottom of the screen. 

4. In the Link Entity Types window, click the Keep fields and settings from drop-down and select the entity or member type whose settings you want to use. 

   

5. Click Link. The selected types now share a single field configuration.

Linked types display together in the configuration interface. Any change you make automatically applies to all linked types. For example, if Primary Members and Partners should always show the same contact fields, linking them ensures they stay in sync as you refine the configuration.

To configure types independently again, click Unlink Types. This creates separate copies of the current configuration for each type.

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Enabling or Disabling Groups

You can control whether the Group entity type appears as an option in the Create an Entity wizard. This is useful if your organization doesn't want to use Groups.

To enable or disable Groups:

1. In Entity Management, under the Create an Entity section, click Available Types.

   

2. Under Entity Types, click the Group card in the entity types section to toggle it on or off. When enabled, the Group entity type card displays a blue checkmark.

   

3. Click Save at the bottom of the screen to save your changes.

When Groups are disabled:

• The Group option doesn't appear in the Create an Entity wizard
• Existing Groups continue to function normally
• Users can still view and work with Groups that were created before the type was disabled
• Actions like Add to Group and Manage Members remain available for existing Groups

Please note: Disabling Groups doesn't delete existing Groups or remove entities from their Groups. It only prevents new Groups from being created via the wizard.

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Configuring Fields for Group Creation

When users create a Group through the Create an Entity wizard, they see a form for entering Group details. 

You can configure which fields appear on this form by following the steps outlined in the Adding Fields on an Entity Type Card section above.

For Groups, which are simpler than other entity types, most fields work well in the Add Menu. The Group Name is always required and cannot be removed.

Please note: Groups don't have the same fields as other entity types, as they don't participate in the client lifecycle. Fields like Client Stage, Became Client On, and similar lifecycle fields aren't applicable to Groups.

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Configuring Group Hierarchy Settings

If your organization uses Groups, you can customize which fields are displayed for different entity types and member types in the Members section of Group records. The Hierarchy diagram displays cards for the Group, its member entities (Households, Organizations, Individuals), and the members within those entities.

Different entity types often benefit from different information. A Household card might prioritize AUM and contact preferences, while an Organization card might emphasize business details. Similarly, Primary Members might need phone and email visible at a glance, while Dependents might not need contact information in the hierarchy view.

Practifi ships with default field configurations for each entity and member type. You can customize these to match your firm's needs.

Accessing Group Hierarchy Configuration

On the Entity Management page in the Settings app, there are two sections under the Group Hierarchy heading:

• Entity Fields: Configures fields shown for the Group and its direct member entities
• Member Fields: Configures fields shown for people within Households and Organizations

Configuring Entity Fields for the Hierarchy Diagram

The Entity Fields tab controls what appears on cards for the Group itself and for Group members (Households, Organizations, and Individuals).

Each entity type can have its own field configuration:

Entity Type	What It Configures
Group	Fields shown on the Group card at the top of the hierarchy
Household	Fields shown on Household member cards
Organization	Fields shown on Organization member cards
Individual	Fields shown on Individual member cards

Adding Fields for Multiple Entity Types

The Add Fields button at the top of the Entity Fields tab allows you to add fields for multiple entity types at once. To add fields using this button:

1. In Entity Management, under the Group Hierarchy heading, select Entity Fields.

   

2. Click the Add Fields button in the upper-right corner of the screen.

   

3. In the Add Fields window, all entity types are selected by default. Uncheck the box(es) for any entity type(s) you do not want to add fields to.

   

4. Search for the desired field by name and check its box to select it. You can repeat this process for as many fields as you want to add. Selected fields appear below the search bar.

   

5. Click Add. The field is added to the selected entity types. 

6. To reorder fields, hover the cursor over the dots to the left of the field name to drag and drop the field to a different position on the entity type card.

   

7. Click Save at the bottom of the screen to save your changes.

   

Please note: The Definitions field is locked and always appears first on entity type cards. This ensures consistent identification across all entities in the hierarchy.

Adding Fields on an Entity Type Card

To add fields for a specific entity type in the hierarchy:

1. In Entity Management, under the Group Hierarchy heading, select Entity Fields.

   

2. On the card for the entity type you want to configure, click the + Add Fields button.

   

3. In the Add Fields window, search for the desired field by name and check its box to select it. You can repeat this process for as many fields as you want to add. Selected fields appear below the search bar.

   

4. Click Add. The field is added to the entity type card. 

5. To remove a field, click the X to the right of its name.

   

6. To reorder fields, hover the cursor over the dots to the left of the field name to drag and drop the field to a different position on the entity type card.

   

7. Click Save at the bottom of the screen to save your changes.

   

Please note: The Definitions field is locked and always appears first on entity type cards. This ensures consistent identification across all entities in the hierarchy.

Configuring Member Fields for the Hierarchy Diagram

The Member Fields tab controls what appears on cards for people within Households and Organizations (Primary Members, Spouses, Dependents, Employees, etc.).

Each member type can have its own field configuration:

Relationship Type	Who It Configures
Contact	Contacts related to the Group's entities
Dependent	Dependents (children, etc.)
Employee	Employees of Organizations
Key Employee	Key Employees of Organizations
Primary	Primary Members of Households or Organizations
Spouse	Spouses or Partners

Adding Fields for Multiple Member Types

The Add Fields button at the top of the Member Fields tab allows you to add fields for multiple member types at once. To add fields using this button:

1. In Entity Management, under the Group Hierarchy heading, select Member Fields.

   

2. Click the Add Fields button in the upper-right corner of the screen.

   

3. In the Add Fields window, all member types are selected by default. Uncheck the box(es) for any member type(s) you do not want to add fields to.

   

4. Search for the desired field by name and check its box to select it. You can repeat this process for as many fields as you want to add. Selected fields appear below the search bar.

   

5. Click Add. The field is added to the selected member types.

6. To remove a field, click the X to the right of its name.

   

7. To reorder fields, hover the cursor over the dots to the left of the field name to drag and drop the field to a different position on the member type card.

   

8. Click Save at the bottom of the screen to save your changes.

   

Please note: The Role field is locked and always appears first on member type cards. This ensures users can quickly identify each person's role within the Household or Organization.

Adding Fields on a Member Type Card

To configure fields for a member type in the hierarchy:

1. In Entity Management, under the Group Hierarchy heading, select Member Fields.

   

2. On the card for the member type you want to configure, click the + Add Fields button.

   

3. In the Add Fields window, search for the desired field by name and check its box to select it. You can repeat this process for as many fields as you want to add. Selected fields appear below the search bar.

   

4. Click Add. The field is added to the member type card. 

5. To remove a field, click the X to the right of its name.

   

6. To reorder fields, hover the cursor over the dots to the left of the field name to drag and drop the field to a different position on the member type card.

   

7. Click Save at the bottom of the screen to save your changes.

   

Please note: The Role field is locked and always appears first on member type cards. This ensures users can quickly identify each person's role within the Household or Organization.

Controlling Member Type Visibility in the Hierarchy

Not all member types need to appear in the hierarchy. You can control which types are visible.

By default, only member types that have been explicitly configured appear in the hierarchy. If your organization uses member types that aren't showing up, you may need to add them first.

To hide a member type from the hierarchy, click the trash can icon on its card, then click Save at the bottom of the screen to save your changes.

Hidden member types don't appear in the hierarchy visualization, even if people with those relationships exist. This is useful for reducing visual clutter when certain member types aren't relevant to your firm's use of Groups.

To add a member type to the hierarchy:

1. In Entity Management, under the Group Hierarchy heading, select Member Fields.

   

2. Click the Add Type drop-down on the right-hand side of the screen and select the member type you want to add.

   

3. Click Save at the bottom of the screen to save your changes.

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Entity Management Best Practices

Start with defaults, then refine. Practifi ships with default field configurations that work for most firms. Use these as a starting point and customize only what needs to change for your specific workflows.

Think about your users' workflow. Configure fields in the order users typically complete them. Place the most commonly needed fields as Required or Always Shown, and use the Add Menu for fields that are only occasionally relevant.

Use dependent fields to reduce complexity. If certain fields are only relevant in specific contexts, configure them as dependent fields. This keeps forms simpler and guides users to complete only what's necessary.

Link types that should stay consistent. If multiple member types should always show the same fields (for example, Primary Members and Partners), link them to keep them synchronized as you refine your configuration.

Test after making changes. After configuring fields or changing entity type availability, test the Create an Entity wizard to verify it behaves as expected. Walk through the full creation process to catch any issues before your users do.

Document your configuration decisions. Keep notes about why certain fields are required, why some types are disabled, or why certain fields are dependent on others. This helps future administrators understand your choices.

Review the Practifi updates toggle carefully. Most organizations should leave this enabled to automatically receive improvements. We recommend disabling it only if your change management process requires that all updates be reviewed before rollout.

Keep Group creation simple. Groups are containers, not complex entities. Most firms need only Name (which is required) and perhaps Description. Additional fields can always be added through the Add Menu if occasionally needed.

Consider your firm's use cases when configuring hierarchy fields. Think about what information is most valuable when viewing a Group at a glance. For family structures, AUM and contact information (phone, email) are commonly useful. For business partnerships or referral networks, you might prioritize different fields. Avoid overloading cards with too many fields, which can make the visualization harder to read.

Use consistent fields across similar types. If Primary Members and Partners typically need the same information displayed in the hierarchy, consider linking those member types so they stay in sync.

Hide member types you don't use. If your firm never adds Dependents or Key Employees during Group setup, hiding those member types keeps the hierarchy cleaner.

Test after making changes to hierarchy settings. After configuring fields, create a test Group or view an existing one to verify the hierarchy displays as expected. Check that fields appear in the right order and contain the information you intended.