Connecting to Practifi Intelligence

Learning Team

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

Overview

Starting with the Mencia release, each user with a Practifi Intelligence license needs to complete a one‑time authentication step before using any Practifi Intelligence feature, including Follow‑up Assistant, AI‑generated meeting summaries, Smart Notes, or Chat. This step connects your Practifi account to our AI provider, similar to linking your email account to a calendar app. This applies even if you were already using Practifi Intelligence features before this release — everyone must complete this one‑time connection after upgrading.

Until you've connected, any Practifi Intelligence feature you open will show a "You're almost there" prompt instead of the feature itself. Connecting takes less than a minute, and you only need to do it once per environment. After that, you're set up for every Practifi Intelligence feature you have access to, not just the one where you clicked the Connect button.

Please note: Practifi Intelligence is a licensed add‑on. If you don't see a Connect prompt anywhere in Practifi, your firm likely doesn't have Practifi Intelligence enabled. Reach out to your Practifi Administrator or Client Success Manager if you believe this is in error.

What Is the Connect Prompt?

When accessing a Practifi Intelligence feature for the first time after the Mencia upgrade, you'll see this message:

Connecting to Practifi Intelligence is a one‑time step for each user, in each environment. Once you've connected, the prompt disappears, and the feature works normally. You shouldn't see this prompt again.

Please note: Your production environment and any sandboxes are treated as separate Practifi instances. If you connect in production, you'll still need to connect again the first time you use a Practifi Intelligence feature in a sandbox, and vice versa. If your firm refreshes a sandbox, everyone's connection in that sandbox resets automatically; this is expected, and you'll need to click Connect again.

Where You'll See It

You'll see the Connect prompt in a few areas within Practifi:

The Follow‑up Assistant and Smart Notes components on the Home page, Entity records, Meeting records, and the utility bar.
AI-generated meeting summaries.
The Chat section on Entity records and the Chat app page.
Any other page where your Practifi Administrator has added the prompt. Administrators can place the Connect prompt on other app or record pages as they roll out more Practifi Intelligence features.

The same connection powers every Practifi Intelligence feature. Once you've connected from any one of them, you're set up for the rest; you don't need to repeat the process feature by feature.

Please note: Connecting is personal to each user. If a teammate has already connected, that doesn't connect you. Everyone on your team needs to click Connect the first time they access a Practifi Intelligence feature after your organization is upgraded to the Mencia release.

Connecting Your Account

On any Practifi Intelligence feature, you'll see the "You're almost there" prompt. To connect, do the following:

Click the Connect button. A pop‑up window opens.
In the pop‑up window, follow the steps to sign in, then click Allow.
Back in the main Practifi window, a "Waiting for authentication to complete..." message appears while Practifi checks whether the connection has finished.
A success message appears in the pop-up window when the connection is established. Click Close window to return to Practifi.
Once the connection completes, the page refreshes automatically, and Practifi Intelligence features are displayed as expected.

Please note: This is a standard, secure approval, the same type that's used when linking any two trusted business apps. Practifi never sees or stores your login credentials.

If your browser blocks the pop‑up window, allow pop‑ups for the current site and click Connect again.

Frequently Asked Questions

Is this safe? What am I approving?

Yes. You're approving Practifi Intelligence to work with your Practifi account using a standard, secure connection. No passwords are shared with or stored by Practifi.

Do I need to do this every time I use a Practifi Intelligence feature?

No. It's a one‑time step per environment (production or sandbox). Once connected, all Practifi Intelligence features are available to you in that environment.

I don't see a Connect button anywhere. Is something broken?

Usually not. Either you've already connected, or your firm doesn't currently have Practifi Intelligence enabled. Only investigate further if you're seeing an actual error message rather than no prompt at all.

Can my Practifi Administrator connect on my behalf?

No. The connection is personal to each user by design, so every team member needs to complete this step individually.

Can admins use the "Log In As" functionality to connect (or test the connection for) a user?

No. Clicking Connect during a Log In As session triggers an "Insufficient Privileges" message in the pop-up window. The Salesforce platform deliberately blocks this approval when one user is impersonating another. The actual user must sign in to their own Practifi account and click Connect.

Troubleshooting

What you see	What it could mean	What to do
Clicked Connect and nothing opened.	Your browser blocked the pop‑up window.	Allow pop‑ups for the site, then click Connect again.
The "Waiting for authentication to complete..." message doesn't go away.	The steps in the pop‑up window weren't finished, or the pop‑up is hidden behind another window.	Find the pop‑up and complete the steps. If it was closed, click Connect again.
"Authentication timed out. Please try again."	The connection took longer than 5 minutes,	Click Connect again,
You connected successfully, but the feature still isn't displaying.	The page just needs a refresh.	Refresh your browser page.
The Connect prompt reappears after you'd already connected, or the feature suddenly stops working.	Your connection has lapsed. This can happen occasionally on its own, or after your firm refreshes a sandbox, which resets every user's connection in that environment.	Click Connect again. If the issue keeps happening outside of a known sandbox refresh, contact your Practifi Administrator.
"Failed to load authentication context..." or "Connect URL not available. Please refresh the page."	Something in your firm's setup needs attention. This isn't something you can fix yourself.	Try refreshing the page once. If it persists, contact your Practifi Administrator.
"Could not verify authentication status..."	A temporary interruption reaching the Practifi Intelligence service.	Wait a minute and refresh. If the error persists, contact your Practifi Administrator.

Please note: If an issue continues after trying the steps above, contact your Practifi Administrator.