Overview
The following article covers what's new in our Mencia release (beginning in July 2026), providing a detailed overview 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 Mencia, we're optimizing how you create Services and Deliverables, updating the Welcome app, and delivering improvements across processes, action menus, the Feed, and Smart Notes.
- Product Enhancements
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Services and Deliverables Enhancements
- Where Configuration Lives
- Setting Up a Service Type
- Configuring Deliverable Types
- Saving and Syncing Are Separate Steps
- The Sync Notification
- Sync Performance for Large Firms
- Who Can Edit Deliverable Settings
- Working with Individual Deliverables
- Creating Ad Hoc Deliverables
- Resetting a Customized Deliverable
- The Deliverable Type Description Field
- Routing Deliverables to a Queue
- Handling Existing Deliverables
- Considerations
- Get Started Page Added to the Welcome App
- Connect to Practifi Intelligence
- Practifi Permission Sets Relabeled and Reorganized
- New Practifi Loading Indicator on Some Pages
- Resolved Issues
- Change Log
Product Enhancements
Services and Deliverables Enhancements
Please note: Deliverables are not enabled by default. The enhancements in this section apply to firms that have Deliverables enabled in their Practifi environment.
Mencia brings Service Type and Deliverable configuration into a new location in the Settings app and introduces a more guided setup experience, including plain-language questions and live schedule previews. The biggest change for admins is how updates roll out: changes to a Deliverable Type are saved independently of syncing, so you can refine configuration across multiple settings before applying anything. When you're ready to sync, you choose the scope, decide how due dates are calculated, and control whether customized Deliverables are included or left as is, meaning changes reach your Client records deliberately.
Where Configuration Lives
Service Types and their underlying Deliverables are now managed in one place: the Settings app's Entity Management page. There are two sections under the new Servicing heading:
- Settings, which holds the firm-wide defaults that apply to all Service Types unless overridden at the Service Type level.
- Service Types, where each Service Type is configured along with its fee schedule and Deliverable Types.
Setting Up a Service Type
Creating a Service Type walks through the essentials in the order they appear on screen. The basics come first: Name, Short Name, Code, and Description.
The Life Cycle section asks when team members can add the Service Type to Deals, to Services, or both, and what should happen when a Deal is won. A notification beneath these options explains that Deal and Service stages can be customized through record types in Salesforce Setup, with a link to a help article, and toggles control whether the Service Type uses custom stages for its Deals and its Services.
Other Settings covers how services of this type are completed, either manually or automatically once their Deliverables are done, and whether the Service Type manages client assets. Turning on “Does this Service Type manage client assets?” reveals “Make this the default Service Type for managing client assets”. When an asset is created and marked Under Advice, it links automatically to the client’s default Service Type for managing client assets. For Service Types that manage client assets, a Fee Schedule appears once the Service Type is saved. It's empty by default; AUM tiers can be added to match how the firm prices its services. Tiers are added with a minimum AUM and an annual rate, and the schedule previews the annual fee for a sample client as tiers are entered.
Once saved, everything about a Service Type lives on its record page: a Configuration section with its details, life cycle, and other settings, the Fee Schedule for service types that manage client assets, and its list of Deliverable Types. Active Service Types can be deactivated from this page.
Configuring Deliverable Types
Each Service Type lists its Deliverable Types with their status, frequency, and number of active Deliverables. New Deliverable Types can be created directly from this list; clicking New saves the Deliverable Type as a draft immediately and opens its record page, so your progress is never lost. Any unfinished Deliverable Type record stays on the Service Type’s list as a draft until it's completed or deleted.
From any Service Type record, you can click a Deliverable Type’s hyperlinked name to open the record in its own workspace tab, and all of its configuration lives there in one place: the details, Activation Rules, and Rule-Based Actions. Scheduling is set up through guided questions, with a preview of the next few due dates shown as the schedule takes shape.
A Deliverable Type can be recurring or one-time. For a one-time Deliverable Type, the Schedule section asks a single question: When should it be due? The options are on a specific date, or a number of days, weeks, or months after the Service starts. Its Deliverables show a schedule reflecting that single due date.
Saving and Syncing Are Separate Steps
Saving a Deliverable Type’s configuration records the changes. Applying those changes to existing Deliverables is a separate, deliberate step. Several edits can be made across the details, Activation Rules, and Rule-Based Actions, and then synced together when ready.
The Sync Notification
When a Deliverable Type has changes that have not yet been applied to its existing Deliverables, a notification appears on its record page with a Sync button to push those changes to some or all of its Deliverables. The notification appears when a Deliverable Type with active Deliverables is modified. A Deliverable Type with no associated Deliverables yet has nothing to sync, so its changes are simply saved.
The same awareness rolls up to the Service Type page, which displays a notification when any of its Deliverable Types have changes pending application. A brand-new Deliverable Type receives its own notification indicating it has not yet been rolled out to Services already running, and its Sync button creates the missing Deliverables.
Clicking Sync, whether from the Deliverable Type’s notification or the Service Type’s, opens a confirmation screen giving admins full control over the run. The sync can cover all Deliverables, or be set to also include customized ones. If a Deliverable has customized settings, a sync leaves those settings unchanged. They are overwritten only when the sync is deliberately configured to include customized Deliverables. It can also run for a chosen subset: specific Deliverables can be included or left out based on their owner, the client’s owner, or the client, with a search for picking which records are in scope.
The confirmation step always asks how each Deliverable’s next due date should be updated. The options are to recalculate from today’s date, from the last fulfillment date, or keep the current date as is. Each Deliverable’s own preference for recalculation can be respected. Each choice is explained in plain language as it's selected, so it's clear what will happen to the due dates before any changes are made. The confirmation also keeps an exact count of what the run will do as the scope changes (e.g., that it will create one new Deliverable or update three). The sync then runs in the background, and the notification clears when it completes.
Sync Performance for Large Firms
For firms with a large number of Deliverables, the sync’s workload can be tuned to match your organization’s data volumes. If sync runs are slow for your firm, contact Practifi Support, who can adjust how many Services each sync run processes at a time.
Who Can Edit Deliverable Settings
A new setting controls which users can edit a Deliverable’s schedule. Found on the Settings tab under Servicing on the Entity Management page, the Who can edit Deliverable settings? control is a multi-select picklist that accepts up to four options:
- Administrators
- Users with the “Manage Deliverable Settings” permission
- Deliverable owners
- Any user
A user can edit a Deliverable’s schedule if one or more of the selected options apply to them. The setting applies to all Service Types unless overridden at the Service Type level. Editing a Service Type’s configuration shows the same control, pre-filled with the current firm-wide selection. Admins can make a different selection for that Service Type.
Working with Individual Deliverables
The same guided experience applies to individual Deliverables on Client records. Clicking Edit on a Deliverable’s Schedule or Fulfillment section opens both sections together in a single edit view. Editing the schedule presents plain-language questions with a live preview of the next few due dates. When a schedule change moves the dates, there's an inline choice between keeping the current next due date or recalculating from today, so due dates never shift silently. The fulfillment settings control the activity created for each due date: whether one is created automatically, what kind of activity it is, how many days before the due date it is created, and what happens if the Deliverable isn't fulfilled in time. Activities are created by the same scheduled job that previously handled fulfillment activities; no additional setup is needed on upgrade.
Creating Ad Hoc Deliverables
Creating a new Deliverable on a client’s Service uses the same guided experience as editing one. The New Deliverable action on the Service opens the guided builder with the same plain-language schedule questions and a live preview of the next few due dates. The settings can be adjusted before saving, and the fulfillment settings work the same way as when editing an existing Deliverable.
Resetting a Customized Deliverable
A Deliverable is customized when its settings have been changed to differ from its Deliverable Type's defaults. The Reset to Default action returns a customized Deliverable's settings to the type's defaults in one step, so each change does not need to be undone by hand.
The Deliverable Type Description Field
Deliverables inherit their descriptions from the Deliverable Type, but each Deliverable's description can be edited to suit the specific client or service. When a Deliverable has its own description, a read-only Deliverable Type Description field appears on the record showing what the type’s description currently says, so the two can be compared at a glance. The Deliverable’s own description can be edited again at any time, while the read-only field keeps tracking the type’s current description, including any later updates made to the type.
Routing Deliverables to a Queue
Deliverables can be routed to a queue. A Deliverable Type’s assignment settings include Queue among the assignment options, along with Service Owner, Deliverable Type Owner, Entity Owner, Role, and Business Role. Selecting Queue reveals a Routing Queue picklist to choose an eligible queue. If no eligible queue exists yet, a message appears, explaining that a queue supporting Deliverables needs to be created first.
Handling Existing Deliverables
The Mencia upgrade does not change existing Deliverable records. No field values are updated, meaning the Last Modified Date and Last Modified By fields stay as they were.
Deliverables that were customized before the upgrade, meaning their settings differ from their Deliverable Type’s, are excluded from syncs after the upgrade, so their customized settings are not overwritten. The first time one of these Deliverables is manually edited after the upgrade, it adopts the new behavior: its customizations are tracked in the new Customized Fields (Customized_Fields__c) field, and future syncs include it while keeping its customized settings.
Considerations
Please note the following known behaviors:
- Entity Management pages and sync notifications may need a browser refresh to reflect the latest state after Deliverables are created or synced.
- A brand new Deliverable Type’s rollout notification appears on the Deliverable Type page, but may not appear on its Service Type’s page until the type is edited or synced.
Get Started Page Added to the Welcome App
The Welcome app now features a Get Started page that brings a user's apps and key resources together in one place. From here, a user can jump straight into their preferred app or open learning and support resources to get more out of Practifi.
The Get Started page presents:
- A welcome panel introducing Practifi.
- Knowledge resource tiles that link to learning and support, including the Practifi Success portal for product reference guides and the Practifi support team, and PractifiU for foundational learning on Practifi's features.
- App tiles for the Practifi apps a user has access to, so the right app can be launched from one place. Each user sees only the apps assigned to them; when none are assigned, the page shows a short message in place of the app tiles.
The previous in-app tutorial has been removed.
Connect to Practifi Intelligence
Starting with this release, each user with a Practifi Intelligence license must connect their Practifi account to our intelligence service before using AI features. This is a one-time step for each user. After the upgrade, an AI feature, such as Smart Notes or Follow-up Assistant, shows a short prompt in place of the feature, reading “You’re almost there”, with a Connect button. Only users who have not yet connected see this prompt; once a user has connected, the feature is displayed as expected. To learn more, see Connecting to Practifi Intelligence.
Please note: This change applies to firms using Practifi Intelligence features. Firms without these features enabled will not see any change.
Clicking Connect opens a pop-up window with a standard, secure sign-in and approval. Practifi never sees or stores the user’s password. When the connection is completed, the window then displays a success message.
The main Practifi window automatically refreshes, and Practifi Intelligence features are displayed. The whole step usually takes less than a minute, and a single connection covers all Practifi Intelligence features. All users are required to connect once after the upgrade, including those who previously had access to AI features. After that, the connection stays in place for that user in that environment.
Points for Administrators
- Every user connects individually. An administrator cannot connect on behalf of other users, and one user clicking Connect does not connect other users at the firm. After the upgrade, each user must select Connect the first time they open an AI feature.
- Browsers must allow pop-ups for your firm's Practifi site, or the Connect window will not open.
- Production and sandboxes are separate environments. A user who has connected in a sandbox must connect again in production, and every user’s connection resets after a sandbox refresh. This is as intended.
- The "You're almost there" prompt appears automatically for Practifi Intelligence features; no setup is needed. If useful, administrators can also place it on other app or record pages using the “Practifi – AI Authentication” component in Lightning App Builder.
- If a persistent error appears when connecting, such as “Failed to load authentication context” or “Connect URL not available”, the organization’s setup needs attention. We recommend contacting Practifi Support rather than making any changes directly within the organization.
Practifi Permission Sets Relabeled and Reorganized
Practifi’s permission sets have new labels to organize them into consistent categories, including Apps & APIs, Additional Features, Feature Administration, Integrations, Object & System Access, Record Administration, and Security & Sharing. The new labels describe what each permission set does, so the right one is easier to find when assigning permissions. For example, “Practifi - Deliverables User” is now “Practifi - Additional Features - Deliverables”.
Only the labels have changed. The underlying API names are unchanged, so existing user assignments, integrations, and automations are unaffected, and no reassignment is needed.
The new labels are applied automatically when the release is installed. If your firm has given a permission set its own custom label, that custom label is preserved. No admin action is required to implement this change. We recommend updating any references to permission names in your firm's internal documentation.
For a full list of updated permission set labels, see our article on Understanding Permission Set Labels in Practifi.
New Practifi Loading Indicator on Some Pages
A small number of pages now display an animated Practifi logo while content loads, replacing the previous loading spinner on those pages. Most pages continue to show the standard loading spinner.
This is a visual change only. Pages load the same way as before, and no admin action is required.
Resolved Issues
Servicing Team Member Assignment Now Works in the Create a Record Action
The Create a Record action in a Process can now add a servicing team member as part of an automated step. Configuring this action to assign a servicing team member — for example, during client onboarding — previously failed with an error every time, leaving your team to add members manually. The Create a Record action now adds servicing team members correctly. Firms can use it to assign servicing team members automatically as a step in a process.
Please note: Each Create a Record action assigns one Servicing Team member. To assign multiple members within the same process, add a separate action for each.
Action Menu Buttons Now Respond to Custom Permissions
Action menu buttons configured to require a custom Salesforce permission — one created within your own organization rather than a built-in Practifi permission — now display correctly for users who hold that permission.
Action menus allow admins to control which buttons are visible based on a user's permissions, ensuring each role sees only the actions relevant to their work. This visibility logic worked correctly for Practifi's built-in permissions, but buttons tied to custom permissions behaved differently: they remained hidden for every user, regardless of whether that permission had been assigned to them. Admins were effectively unable to use their own organization's permission model to manage button visibility.
Buttons now correctly evaluate both Practifi's built-in permissions and any custom permissions your organization has defined. A button that requires a custom permission appears for users who have it and remains hidden for those who don't. Buttons tied to Practifi permissions and buttons with no permission set assignment continue to be visible for all users.
The Feed Stays Intact When an Attached File Is Deleted
Deleting a file that was attached to a Feed post no longer causes the Feed section on an Entity record to stop working.
When someone posted to the Feed on an Entity record with a file attached, and that file was later deleted, either from the Entity record or from a related Task, the Feed would break. The post containing the deleted file disappeared, and other unrelated posts in the same feed stopped displaying as well, leaving the Feed looking empty. Deleting the post entirely was the only workaround. Standard feeds, such as the one on a Task record, handle this gracefully, keeping posts in place and noting that the attached file is no longer available.
The Feed on Entity records now behaves consistently with standard feeds. When an attached file is deleted, the original post remains visible with a note indicating the file is no longer available. All other posts in the Feed continue to display normally.
Please note: After a file is deleted, the Entity record's Feed may need to be refreshed in the browser before it displays the "File no longer available" message. Until the page is refreshed, the deleted file may still appear in the Feed; attempting to open it will trigger a message that the file no longer exists.
Migrated Smart Notes Now Include Plain Text for Reporting
Smart Notes brought into Practifi through the migration tool now populate the plain-text content field correctly, making migrated notes readable and reportable from the moment they arrive.
When firms used the Smart Notes migration tool to import existing notes, the tool saved only the formatted (HTML) version of each note and left the plain-text field empty. Reports on those notes surfaced raw HTML tags in the Content column and left the Content Plain Text column blank, making the actual note content unreadable in a reporting context.
The migration tool now fills in the plain-text version of each note alongside the formatted version. Formatting elements — paragraphs, bullet points, and headings — are converted cleanly rather than running together, so plain-text content is accurate and usable in reports as soon as a note is migrated.
This fix applies to all new migrations from this release onward. No admin action is required for new migrations.
Please note: Smart Notes that were migrated before this release are not updated by the upgrade and will retain their empty plain-text field. To make those earlier notes reportable, please contact Practifi Support.
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? |
| Action Menus | Action Menu Buttons Now Respond to Custom Permissions | Fixed: Action Menu buttons now evaluate custom Salesforce permissions created within the organization, in addition to Practifi built-in permissions. Previously, buttons requiring a custom permission were hidden for all users regardless of assignment. No configuration required. |
| Deliverables | New fields supporting the Deliverables redesign |
New fields added in Mencia, all set by Practifi automatically, with no admin action or page layout changes required:
|
| Entity Management | Client Entity fields (foundation work for upcoming Trust Management capabilities) | The Group Hierarchy settings in Settings > Entity Management include a Client Entity section where admins can configure which fields are displayed for client entities in the Group Hierarchy diagram. This update shipped with the Fiano minor release as foundation work for Trust Management capabilities planned for a future release. It has no effect yet, and no admin action is required: client entities will appear in the diagram once the related capability is released. |
| Entity record > Feed section | The Feed Stays Intact When an Attached File Is Deleted | Fixed: deleting a file attached to a Feed post no longer causes the Entity record's Feed to stop displaying posts. The post remains with a "file no longer available" indicator. A browser refresh may be required before the indicator appears. No configuration required. |
| Permission Sets | Practifi Permission Sets Relabeled and Reorganized | The labels of 112 permission sets have been renamed under a new category-based naming convention. API names are unchanged, so user assignments and any automation referencing permission sets are unaffected. The full list of old and new names is available in Mencia (Naya) - Permission Set Label Changes. |
| Practifi Intelligence Features | Connect to Practifi Intelligence | Each user with access to Practifi Intelligence features connects their account once before using AI features after the upgrade: select Connect when prompted and complete the sign-in in the pop-up window. Users who have already connected are not prompted. The connection is per user and per environment; production and sandboxes are separate, and connections reset after a sandbox refresh. Firms without Intelligence features see no change. Administrators can place the “Practifi – AI Authentication” component on app or record pages in Lightning App Builder. |
| Practifi Intelligence > Smart Notes > Migration Tool | Migrated Smart Notes Now Include Plain Text for Reporting | Fixed: the Smart Notes migration tool now populates the plain-text content field for each migrated note, alongside the formatted version. Previously migrated notes retain empty plain-text fields — contact Practifi to make earlier notes reportable. Applies to new migrations from this release onward. No configuration required. |
| Practifi Settings | Sync Performance for Large Firms |
New field on the Practifi Settings custom setting:
Found in Setup > Custom Settings > Practifi Settings > Manage. Controls how many Services each Deliverable sync batch processes, so sync performance can be tuned per organization. The field is blank on install; when blank, each batch processes the default of 25. No admin action is required unless tuning performance. |
| Processes > Create a Record action | Servicing Team Member Assignment Now Works in the Create a Record Action | Fixed: the action now correctly adds a servicing team member when used in a Process step. Previously failed with an error. One action per team member — add multiple actions to assign multiple members. No configuration required. |
| Settings app > Servicing | Services and Deliverables Enhancements |
Service Types and their Deliverable Types are now configured in the Settings app, under Entity Management > Servicing. This is the recommended path going forward, and no page layout updates are required. New organizations see only this location. Existing organizations continue to have access to the Categories and Service Types options in the Entity Management menu alongside the new location. Admins creating a Deliverable Type from the Categories or Service Types page will see the previous creation screens; the new guided experience is available only through Entity Management > Servicing. |
| Who Can Edit Deliverable Settings |
A new multi-select setting, "Who can edit Deliverable settings?", controls which users can edit a Deliverable’s schedule. Set firm-wide in the Settings tab under Entity Management, Servicing (Global Defaults), and available when editing an individual Service Type’s configuration, where the firm-wide selection is shown and can be overridden for that service type. Options:
A user can edit when they match the selected option. |
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