Adding and Viewing Notes

Overview

Notes provide a centralized way to document client interactions, meeting discussions, and important details within Practifi. By attaching notes to Individual, Household, or Organization records, your firm maintains a complete history of client communications and decisions in one accessible location. This documentation supports better client service, helps team members stay informed about client relationships, and creates an auditable record of your firm’s advisory activities.

This article explains how to create notes, view existing notes, and export note data for reporting purposes.

• Adding Notes
  • Note Fields and Options
• Viewing Notes
  • Managing Notes from the List View
• Reporting on Notes
  • Reporting Limitations

Adding Notes

Notes can be attached to any Client or Prospect record, ensuring that important information stays connected to the appropriate relationships.

To add a note:

1. Navigate to the Individual, Household, or Organization record where you want to add the note.

2. On the side panel, click to expand the Notes & Files collapsible menu. This section displays all notes and files related to the current record.

   

3. Click the caret beside Notes to expand the options.
4. Select New to open the note composition window in the lower right corner of the screen.

Note Fields and Options

When composing a note, the following fields and options are available:

1. Note Title Field: Enter a concise title that gives your team a quick understanding of the note’s content. For example, “Annual review meeting: 5/26” or “Portfolio rebalancing discussion.”
2. Text Formatting Toolbar: Format your note content with options to bold, italicize, underline, and strike through text. Paragraph formatting options include numbered lists, bulleted lists, and indented text. You can also attach images to notes using the picture icon.
3. Note Body: Enter the full details of your discussion or documentation. This flexible space allows you to capture as much or as little information as needed, from brief call summaries to detailed meeting minutes.
4. Related To Section: This field displays the record to which the note will be attached. By default, this shows the current record you’re viewing, but you can modify it to include additional records. This capability is particularly valuable when a discussion involves multiple clients or entities.
5. Delete: Remove the note if you no longer need it or created it in error.

6. Share: Specify which users can view or edit the note, ensuring sensitive client information reaches only the right people.

   Please note: When you share a note, you control whether recipients have Edit or Viewer access. Users you share with will receive a notification that the note has been shared with them.

7. Add to Records: Modify which records the note is attached to by adding or changing the relationships. This ensures that notes about joint discussions or cross-entity matters are visible to all relevant team members.
8. Done: Click this button to save the note and attach it to the specified records.

Viewing Notes

Access all notes attached to a record through the Notes & Files section on the side panel. This consolidated view helps your team quickly review the history of client interactions and important decisions.

To view notes:

1. On the Individual, Household, or Organization record, click to expand the Notes & Files section in the record side panel.

   

   The most recent note displays in the expanded section above the View All button. This quick access helps you review the latest client interaction without navigating away from the current record.

2. Click View All to open a complete list of all notes attached to the record.

Please note: The navigation sidebar appears grey instead of blue to indicate that you're viewing notes nested within the main record.

Managing Notes from the List View

The Notes list view provides several options for managing your documentation:

1. Note Titles: Click any note title to open the note details in a pop-up window in the lower right corner of the screen.
2. Delete Option: Click the caret beside any note and select Delete to delete it. This is useful for removing notes created in error or attached to incorrect records.
3. New Button: Create additional notes directly from the list view. Clicking the New button opens the same note composition window described in the Adding Notes section.
4. Refresh Icon: Click this icon to ensure the list displays all recently created notes.

Reporting on Notes

Practifi allows you to export all notes related to an Entity record as a spreadsheet. This capability supports compliance documentation, client file preparation, and annual review processes.

To export notes:

1. On the Entity record, click the Documents navigation icon in the record side panel.

2. On the Documents page, click the Notes tab.
   Please note: You might have to click the More option to see the Notes tab.

   

3. Click the Export as CSV link above the list view.

   

4. A confirmation message appears. When the download is ready, you will receive a bell notification.

5. Click the Notifications icon, then click on the notification to open the file in a new tab.

   

6. On the new tab, click the Download button to download the .csv file.

Reporting Limitations

Please note: Due to a Salesforce restriction, organization-wide reporting on notes is limited. Per this Salesforce Help article, you can create a File and Content Report and filter by file type to display notes. However, this report has the following limitations:

• You can only report on notes that are owned by you or directly shared with you.
• Report data does not include note contents.
• Notes you have access to but are not owned by you or directly shared with you will not appear on reports.