Understanding and Using the Practifi Mobile App

Learning Team

Overview

The Practifi mobile app allows users to access their Practifi instance while "on the go" through their smartphone device. This article outlines downloading and accessing the Practifi mobile app and key functionality within the Practifi mobile experience.

What is the Practifi Mobile App?
Downloading the App
Assigning Mobile App Permissions
Logging In to the App
Using the Practifi Mobile App

What is the Practifi Mobile App?

The Practifi mobile app uses the Salesforce app to provide you with on-the-go access to your firm's information in your Practifi organization. The Practifi mobile experience puts your organization in your pocket, helping you work from any location to capture important information.

Rather than acting as a local copy that syncs later, the Practifi mobile app provides direct access to your Practifi organization, so records created on the go are immediately available to the rest of your team on mobile or desktop. The mobile app is best used on the go to capture information when you are away from your desktop, and it's not designed to replace the desktop version of Practifi.

Users have access to their upcoming tasks and calendar within the mobile app, giving them a clear picture of their schedule and preparing them for the day ahead. Client and prospect record information is available within the app, giving you access to basic details, associated tasks, and activities for these records while on the go. Users can easily log calls and use talk-to-text to add meeting notes directly in the app, and later access the information in their browser.

Downloading the App

To download the Practifi mobile app, search for the Salesforce app in the Google Play Store or the Apple App Store, depending on your mobile device's operating system. Download this app to your mobile device.

Assigning Mobile App Permissions

For your firm's users to access the Practifi Mobile App, they will need the Practifi - Assigned Apps - Team Member Mobile permission added to their Practifi user profile. This permission allows them to access the Team Member app on their mobile device. To add this permission:

In Practifi on your desktop, click the Setup cog in the upper right-hand corner and select Setup from the drop-down menu that displays. This will open Salesforce Setup.
In Salesforce Setup, use the Quick Find search bar on the left-hand side to search for and select Permission Sets.
On the list of available permission sets, scroll down to locate the Practifi - Assigned Apps - Team Member Mobile permission and click its hyperlinked label.
Click the Manage Assignments button at the top of the permission set overview page.
Click the Add Assignment button on the right-hand side.
Click the individual checkboxes beside the names of the users that you would like to have access to the Practifi Mobile app, or click the checkbox in the header to select all users in your organization.
Click the Next button in the bottom right-hand corner to proceed.
Click the Assign button in the bottom right-hand corner to apply this permission.
A permission assignment summary will display successful or unsuccessful assignments of the permission set. Users with the permission set successfully applied will be ready to access the Practifi Mobile App.

Logging In to the App

Click the Salesforce app on your mobile device.
Enter your Practifi username and password on the login screen.
If required, verify your identity by entering the code sent to your email.
Once successfully logged in for the first time, click the Getting Started button on the screen and grant access to your calendar, if prompted. Select the calendars you would like the app to access, then click Save to finalize access.

Using the Practifi Mobile App

The following sections outline how to use the mobile app's features and assume the app is installed on your device. While the mobile app helps capture information while out of the office, it is not designed to replace the desktop experience of Practifi. Some functionality will not be available in the mobile app, and it is best practice to manage records, such as deletions and large edits, in the desktop version of Practifi.

Accessing Firm Information

Your firm's records are available for viewing in the Practifi mobile app. When first logging into the Practifi mobile experience, users encounter the Today or Home page. These pages are your launch point for getting your work on the go. They display your most recently accessed records, the News feature, your calendar, and any recently accessed dashboards or reports. The Today page displays your firm's information at a glance, with Client and Prospect records and their related items accessible through searching.

Client or Prospect Information

To view Client or Prospect records:

Click the Search magnifying glass icon in the mobile app's upper right-hand corner.
Use the search bar to search for the Client or Prospect's name and select their entity record from the results displayed.
Selecting the entity record will open the record and display the corresponding menus mirroring the subtabs that display within your Practifi organization. For example, selecting the Basics menu in the mobile app opens the same fields as selecting the Basics subtab under the Client record on your desktop. Clicking the hyperlinked phone number on the record will allow you to dial it directly from your mobile device. Additionally, clicking the email hyperlink will allow you to send an email directly to the client while on the go.
Swiping up on the Recent Activity bar at the bottom of the entity record will display upcoming and overdue Task records and recent Event records related to the entity. Click the Recent Activity header and swipe down on your mobile device's screen to close this section.

Tasks

Users can access task records in the mobile experience by searching for a specific task record, viewing tasks in the Recent Activity section on an entity record, or clicking the Tasks button at the bottom of the app screen.

When you click the Tasks button, your mobile screen will display a list view of your tasks. These are tasks currently owned by the logged-in user that still require completion, keeping your priorities accessible wherever you are.

To change the list view displayed:

Click the list view header under the action bar at the top of the app screen.
This will display a drop-down menu containing all available task list views. Select the name of the list view you would like to switch to; this will automatically change the view and close the list view drop-down menu.

In the Task list view, tasks can be marked as completed by clicking the checkbox to the left of the task name. Tasks related to processes should not be completed by clicking the checkbox to ensure that an outcome has been set for the task and that the process can progress properly. To view task record information, click the task name from the list view. This opens the task details and provides access to any Active Form, Checklist items, notes, or files associated with the task.

To mark a task as complete:

Within the task record page, click the Mark as Complete button located in the top actions bar of the mobile app.
This will open a Completion Details page to enter an outcome, if necessary, and log any time spent on the task if your firm uses time tracking. You can also review the Active Form details, if applicable, and fulfill the Deliverables. Enter the relevant information and click Finish.
A success message will display when the task is successfully marked as completed. Click Finish to close this message.

Events

Events in the Practifi mobile experience can be accessed by tapping the Events button at the bottom of the screen. When the Events button is clicked, your calendar shows any events that include you as an attendee.

An event will be designated on the calendar by a dot displayed under the date. Selecting a date with this dot will display the related event's name, time, and location. Clicking the event's name in the list below the calendar will take you to the event's details page.

The event's details can be viewed by selecting the Basics menu on the mobile page. This menu will display the same fields and information on your Event Basics page in Practifi on your desktop. These details can be edited by clicking the Edit button in the actions bar at the top of the mobile page. To delete an event, click the Delete button located in the actions bar.

Please note: Deleting an event in the mobile app will remove it from your Practifi organization. This means the event will no longer be visible to any team member, whether they are on the mobile app or viewing the organization on their desktop.

Processes

To view your processes on the go, tap the Menu button at the bottom of the mobile app. From the menu, select the Processes option. This will open a list of processes within your Practifi organization that you can view within the app.

Click the process name from this list to open the process details page with process information located under the Basics menu, access to notes and files under the Notes & Files menu, and any related posts made on the Chatter Feed under the Feed menu. Process details can be edited on this page by clicking the Edit button located in the actions bar at the top of the mobile page.

Reports and Dashboards

Reports and dashboards are available to view on the go in the Practifi mobile app. To view these reports and dashboards, they must first be created within your Practifi organization on the desktop webpage. Once made, these reports and dashboards can be accessed by clicking the Menu button at the bottom of the app screen.

From the menu list, select the Report or Dashboard menu item. This will open a list of reports or dashboards from your Practifi organization that are available to view in the mobile app.

Tapping the name of the report or dashboard opens the results on your mobile device. Swiping up on the Report Highlights section within a report provides a quick snapshot of the information. To minimize this section, tap the Report Highlights header and swipe down on your mobile device. To view additional report columns while in the report, swipe toward the right on your mobile device and swipe left to return to the previously viewed columns.

Dashboards will display each component in the mobile app, but with a slightly different layout than the desktop version. To view dashboard components, scroll down on your mobile screen. To refresh the dashboard and view up-to-date information while out of the office, click the Refresh button at the top of the dashboard page and select Refresh Now. Dashboard refreshing requires rerunning the source reports and may take time to complete.

Logging a Call

To log a call in the mobile app, follow these steps:

Click the Log a Call button located in the actions bar at the top of the app page on the Today or Home page. This button can also be accessed on an Entity record by first clicking the More button in the actions bar and then selecting Log a Call from the additional options.
This will navigate you to a Log a Call page. Enter the following information by selecting each field:
1. Details - Type any call details you wish to capture in this field. Talk-to-text can be used if enabled in your mobile device's keyboard settings, making it easy to capture notes accurately in the moment.
2. Name - Selecting the Name field will allow you to search for the relevant contact record for this call. Use the search bar at the top of the screen to find the contact, then select their name from the results to add them to the call.
3. Related To - When launched from the Client or Prospect record, this information will auto-populate to match the record's name. When using the Log a Call function in Home or Today, this information must be captured manually. First, select the Entities object and then use the search bar to search for the correct record. Select the entity's name from the results.
Once this information is captured, click Save to finalize this call record.

Creating an Event

To create an event in the Practifi mobile app, follow these steps:

Click the Events button at the bottom of the app screen and click the New button in the upper right-hand corner of the New Event button that displays when you have no scheduled events.
- Events can also be created from a Client or Prospect record. To create an event from this context, click the More button in the actions bar and select New Event from the additional options.
Enter the appropriate information regarding your event on the creation screen. Relate the event to a Client or Prospect record, if applicable. If the event creation has been launched from within the Client or Prospect record, this information will auto-populate.
Once the event's information is entered, click Save to finalize its creation.

Creating a Task

To create a task in the Practifi mobile app, follow these steps:

Click the More button on the Home, Today, and Client or Prospect record. From the additional actions menu, select New Task.
- Please note: If your firm uses task templates and you would like to use this option in the mobile app, select New Task (from template), then choose the task template from the drop-down menu. Click Next to proceed with task creation and make any necessary adjustments to the information auto-populated by the template.
Enter the following information on the task creation page:
- Details - Enter the details about the task by selecting this field and then typing on your mobile device. Talk-to-text can be used if enabled in your mobile device's keyboard settings.
- Name - Select this field to select the contact you would like to relate this task to. This information may auto-populate if task creation was started from a Contact record.
- Related To - Relate this task record to a Client or Prospect entity record. This information may auto-populate if task creation was started from a Client or Prospect record.
- Due Date - Set the date this task should be completed.
- Task Type - Select the relevant task type if your firm has established these within your organization. This field is accessed by clicking the More button located under Due Date.
- Assigned To - This will default to the logged-in user. To change the assigned user, select this field, search for the correct team member, and select their name from the results.
  - Please note: To create tasks for different team members, you will need the correct permission sets assigned to your user profile. You may encounter an error when creating a task for another user if you do not have permission to perform this function.
- Status - This will auto-populate to be Not Started. Adjust the status if needed to capture where the task is in its completion process.
Once the information has been entered, click Save to finalize the task creation.

Using the Feed

Feed posts can be created from multiple locations in the Practifi mobile app. On the Home and Today pages, the Post icon in the actions bar opens the Create Post page when clicked. You can type out a Feed post mentioning any team members to grab their attention on this page.

To create a Feed post related to a Client, Prospect, or Task record, first navigate to the related record and then click the Post icon in the actions bar. This will then relate the Feed post to this record and keep Feed information organized within your organization.

In all of these locations, you can mention team members and attach videos or photos. Once your Feed post has everything it needs, and you're ready to send it off to your company or attach it to a Client or Prospect, click the Save button to finalize its creation.

To access any Feed posts that you are mentioned in, click the Notification Bell in the upper right-hand corner of the app and then select the mention notification from the drop-down menu. Within the Feed post's details, you can like the post and comment on the original creator. For Feed posts not related to any records, you will need to access them exclusively through the Notification Bell. If the notification is no longer displaying, you will need to access this Feed post by logging into Practifi on your desktop.

Feed posts related to Client, Prospect, or Task records can be accessed by selecting the Feed menu within the record page in the app. Once this option is selected, all Feed posts related to the record will display.