Creating Notes

Overview

Notes in Practifi provide a centralized way to document client conversations, meeting summaries, and important observations directly within your Client records. This feature enables your team to maintain detailed client histories, collaborate securely across departments, and ensure critical information is accessible when you need it most.

Notes can be created from anywhere in Practifi and attached to multiple related records, ensuring that important context follows your clients throughout their lifecycle. With granular sharing controls, you can collaborate with specific team members while maintaining appropriate confidentiality. All notes are searchable and filterable, making it easy to find the information you need quickly.

• Understanding Notes and Their Benefits
• Creating General Notes
• Creating Client-Related Notes
• Managing and Sharing Notes

Understanding Notes and Their Benefits

Notes serve as flexible documentation tools that can capture any type of information relevant to your wealth management practice. Whether you are recording a client phone call, summarizing a quarterly review meeting, or documenting a compliance observation, notes provide a secure and organized way to preserve this information.

Key capabilities include:

Flexible Creation: Notes can be created from anywhere in Practifi using the Global Actions menu, or directly from within a Client record for immediate context.

Multi-Record Association: A single note can be attached to multiple records (Contacts, Households, Assets, Services, Processes, Tasks, and more), ensuring relevant information appears where needed.

Controlled Sharing: Notes can be shared with specific users, with the note owner controlling whether recipients can edit or only view the content. Users receive notifications when a note is shared with them.

Searchability: All notes you have access to can be searched and filtered from the Notes page, making it easy to locate specific information across your entire book of business.

Audit Trail: Each note displays who created it and who has edited it, supporting compliance requirements and team accountability.

Creating General Notes

General notes can be created at any time and from any location within Practifi. This approach is useful when you need to quickly capture information without navigating to a specific record first.

To create a general note:

1. Click the Global Actions icon in the top-right corner of the screen.

2. Select New Note from the Global Actions menu. A panel opens in the lower-right corner of the screen.

   

3. Enter a Note Title that clearly describes the content.
4. Add your text in the Enter a note... area.
5. (Optional) Click the Share button to specify which users can view or edit the note.
6. (Optional) Click the Add Note to Records button and search for any records (Contacts, Households, Assets, Services, Processes, Tasks, etc.) where this note should appear.
7. Click Done to save the note.

The note will appear on the Notes page accessible from the Navigation Menu and will also appear in the Notes & Files section of any records you attached it to.

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.

Creating Client-Related Notes

When working within a Client record, you can create notes that are automatically associated with that client. This streamlines documentation during client interactions and ensures the Note immediately appears in the correct context.

To create a client-related Note:

1. Navigate to the desired client record (Contact, Household, etc.).
2. Locate the Notes & Files section in the client record navigation panel.

3. Click the New link next to the Notes section. A panel opens in the lower-right corner of the screen. The Related to field will already be populated with the current client record.

   

4. Enter a Note Title that clearly describes the content.
5. Add your text in the Enter a note... area.
6. (Optional) Click the Share button to specify which users can view or edit the note.
7. (Optional) Click the Add Note to Records button to attach this note to additional records beyond the current client.
8. Click Done to save the note.

The note will appear under the Notes & Files section on the client record navigation panel.

Managing and Sharing Notes

After creating a note, you can edit, delete, or modify its sharing settings at any time.

Editing Notes: Open the note from the Notes page or from a record’s Notes & Files section, make your changes, and save. The note will display who has edited it for audit purposes.

Deleting Notes: Notes can be deleted by the owner. Be aware that deleting a note removes it from all records where it was attached.

Sharing Controls: The note owner determines who can access the note and whether they can edit or only view it. When you share a note, the recipient receives a notification.

Finding Notes: Access all notes you can view from the Notes page via the Navigation Menu. Use the search and filter capabilities to quickly locate specific notes across all your Client records.

By maintaining thorough and well-organized Notes, your team can provide more informed client service, reduce information silos, and ensure important details are never lost when team members are unavailable.