Using Processes

Overview 

Processes in Practifi help your firm standardize and automate recurring workflows, ensuring that nothing falls through the cracks. By attaching processes to clients, prospects, or services, you create a consistent framework for onboarding, account maintenance, compliance reviews, and other critical activities. Each process consists of a series of tasks that guide users step-by-step through complex procedures, maintaining quality and compliance while reducing the manual effort required to track what needs to be done.

This article explains how to start processes, view their progress, and complete process tasks. Processes can be initiated from multiple record types and monitored across various views, giving your team flexibility in managing their workflows. For detailed information about configuring process types and understanding process architecture, please refer to our Understanding Tasks and Processes article.

• Starting a Process
  • From a Client or Prospect Record
  • From a Service Record
• Viewing Processes
  • From a Client or Prospect Record
  • From a Service Record
  • All Processes View
• Completing a Process Task
  • From Task Tiles
  • From the Process Open Tasks View
  • From the Task Record Page
• Pre-Built Process Types

Starting a Process

Processes can be attached to Client, Prospect, or Service records. The process types available in your organization are configured by your System Administrators and reflect your firm’s specific workflows. When you start a process, Practifi automatically generates all associated tasks with their predefined assignments, due dates, and dependencies, eliminating the need to manually create and track each step.

From a Client or Prospect Record

1. Navigate to the Client or Prospect record where you want to attach the process.
2. Click the Processes & Tasks navigation icon in the record side panel.

3. On the Processes & Tasks view, click the Start a Process button in the upper right corner.

   

4. In the Start a Process window, select a Process Group from the Please select a Process Group dropdown menu. Process Groups organize similar processes together, making it easier to locate the workflow you need.

   Please note: Selecting the All Groups option displays all active process types in your organization, regardless of their assigned group. Selecting the No Group option shows only process types without a configured group value.

5. Select the process type from the What type of process are you starting? dropdown menu.

6. If you need to start multiple instances of the same process (for example, opening several accounts. simultaneously), change the How many processes do you want to start? field to the desired number. This field defaults to 1.

   

7. If your firm has configured an Active Form for the first task in the process, it appears in the Start a Process workflow. Complete the required fields and click Next. If no Active Form is associated with the first task, you can skip this step. For more information about Active Forms, please see our Understanding and Using Active Forms article.
8. Review the confirmation message and click Finish to create the process.

From a Service Record

1. Navigate to the Service record where you want to attach the process.
2. Click the caret in the table actions bar on the right side.

3. Select Start a Process from the drop-down menu.

   

4. In the Start a Process window, select a Process Group from the Please select a Process Group dropdown menu.

   Please note: Selecting the All Groups option displays all active process types in your organization, regardless of their assigned group. Selecting the No Group option shows only process types without a configured group value.

5. Select the process type from the What type of process are you starting? dropdown menu.
6. If you need to start multiple instances of the same process, change the How many processes do you want to start? field to the desired number. This field defaults to 1.
7. If your firm has configured an Active Form for the first task in the process, complete the required fields and click Next. If no Active Form is associated with the first task, you can skip this step. For more information about Active Forms, please see our Understanding and Using Active Forms article.
8. Review the confirmation message and click Finish to create the process.

Viewing Processes

Processes can be viewed in multiple locations throughout Practifi. You can access them directly from the record they’re attached to or through the Navigation Menu for a firm-wide view. This flexibility ensures you can monitor process progress from whatever context makes the most sense for your current work.

From a Client or Prospect Record

1. Navigate to the Client or Prospect record where the process is attached.
2. Click the Processes & Tasks navigation icon in the record side panel.

3. Click the Processes subtab to view all processes related to this record.

   

4. Click a process name to view its details.

The process detail page provides a comprehensive overview of the process, including its current completion stage and all underlying tasks. This page contains several subtabs:

• Basics - Displays core information about the process type, including its name and description
• Open Tasks - Shows all currently open tasks within the process
• Task History - Lists all completed tasks, providing an audit trail of work performed
• Notes & Files - Contains any documentation or attachments related to the process
• Feed - Displays posts and updates created on the process record

From a Service Record

1. Navigate to the Service record the process is related to.

2. Click the Processes subtab.

   

3. Click a process name from the record table to view its details.

The process detail page displays the same comprehensive information and subtabs as described above, giving you full visibility into the workflow’s progress and history.

All Processes View

To view all the processes you have permission to access across your organization, click the Navigation Menu and select Processes.

The All Processes view displays a record table of open processes throughout your firm. This view is particularly valuable for managers who need to monitor team workloads and identify bottlenecks. You can change the page view to show processes owned by your user or all processes across the firm and apply filters to narrow the results.

Completing a Process Task

Process tasks can be completed from multiple locations in Practifi, including Task Tiles on your Home page, the Process Open Tasks view, or directly from the Task record page. This flexibility allows users to work in the way that best suits their preferences and current context.

From Task Tiles

Process tasks appear in the assigned user’s My Tasks tile row on their Home page, providing quick access to pending work without requiring navigation to other areas of the system.

1. Click the relevant Task Tile to display your task list.
2. Locate the task you want to complete and click the caret in the rightmost column.

3. Select Complete Task from the drop-down menu.

   

4. Select the appropriate task outcome if applicable.
5. Log any time spent on the task if your firm uses time tracking.
6. Click Next to finalize the task completion.

The task is now marked as complete, and the completion information is recorded on the task record, creating an audit trail of work performed.

From the Process Open Tasks View

The Process Open Tasks page displays all tasks within a specific process, giving you a comprehensive view of remaining work. Depending on your user permissions, you may only be able to complete tasks assigned to you.

1. Locate the task you want to complete and click the caret in the rightmost column.

   

2. Select Complete Task from the drop-down menu.
3. Select the appropriate task outcome if applicable.
4. Log any time spent on the task if your firm uses time tracking.
5. Click Next to finalize the task completion.

From the Task Record Page

You can also complete tasks directly from their record page, which can be accessed by searching for the task, clicking its name from a Task Tile, or clicking the Subject from the Process Open Tasks view.

1. Navigate to the Task record page.

2. Click the Mark as Complete button on the right-hand side.

   

3. Select the appropriate task outcome if applicable.
4. Log any time spent on the task if your firm uses time tracking.
5. Click Next to finalize the task completion.

Pre-Built Process Types

Organizations created after the Barbaresco release in April 2025 include pre-configured process types designed for common wealth management workflows. These templates provide a starting point for standardizing operations across your firm without extensive configuration. If your Practifi instance was created before this release and you would like access to these pre-built processes, you can add them to your organization.

To learn more about the available pre-built process types and how to request them, please see our Understanding Pre-Built Process Types article.