Managing Mailing Label Settings

Overview

Physical mail remains a meaningful channel for client communications, particularly for delivering the personalized service that wealth management clients expect. Creating accurate, well-formatted mailing labels at scale, however, can be a significant time investment without the right tools.

Practifi's Mailing Label functionality addresses this by giving your firm precise control over how mailing labels are formatted across your organization. Rather than managing label formatting on a contact-by-contact basis, System Administrators can define firm-wide defaults that ensure consistency from the start. Mailing names can be driven by custom formula fields, giving your firm the flexibility to reflect naming conventions that align with your brand and client relationships. Display options for country, employer, or title can be toggled on or off to suit the types of mail your firm sends. And because individual users can still override record-level settings when needed, the system accommodates both standardization and exceptions.

Once records are configured, Mailing Lists on the Directory page make it straightforward to generate a CSV file for use with mail merge tools like Microsoft Word, turning what was once a manual process into a streamlined workflow.

This article outlines how to configure Mailing Label settings at the organization level. For information on how users can work with Mailing Label functionality day-to-day, please consult our Using Mailing Labels article.

• Adjusting Mailing Label Settings
• Mailing Label Considerations and Troubleshooting

Adjusting Mailing Label Settings

A System Administrator can adjust Mailing Label settings for the firm within Salesforce Setup. To edit your organization’s Mailing Label Settings, do the following:

1. Navigate to Salesforce Setup by clicking the gear icon in the upper right-hand corner of the page and selecting Setup.

   

2. Use the Quick Find search to search for and select Custom Settings.
   
   
    
3. On the Custom Settings list, click Manage beside Mailing Label Settings.
   
    
4. On the Mailing Label Settings page, click the New button at the top.
   
    
5. On the Mailing Label Settings Edit page, review and configure the following options:
   
   • Default Mailing Name for Households - Replace the default preformatted string for households with the output of a custom formula field taken from the Entity record itself.
   • Display Country Default - Sets whether the country appears by default on all new records. This setting can be overridden at the record level.
   • Display Employer & Title Default - Sets whether employer/title appears by default when for Individuals and Contacts. This setting can be overridden at the record level.
   • Default Mailing Name for Contacts - Replace the first line of a contact’s Mailing Label with the output of a specified formula field on the Contact object. Use the field’s API name when specifying it in this space.
   • Default Mailing Name for Individuals - Replace the first line of an individual’s Mailing Label with the output of a specified formula field on the Entity object. Use the field’s API name when specifying it in this space.
   • Default Mailing Name for Organizations - Replace the first line of an organization’s Mailing Label with the output of a specified formula field on the Entity object. Use the field’s API name when specifying it in this space. 
     
     Please note: Default Mailing Name settings apply firm-wide unless overridden by the Replace Mailing Name With setting.
6. Adjust the fields to change your firm’s Mailing Label defaults. Click Save once all changes are made to finalize these adjustments within your organization. 

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Mailing Label Considerations and Troubleshooting

Understanding how Mailing Label settings are applied can help you plan your configuration and resolve any unexpected behavior.

When Changes Take Effect

• Changes to your firm’s Mailing Label configuration take effect immediately for new records created after the change is implemented. Existing records will only reflect the updated configuration once they have been touched, such as through a manual edit or an automated update.

How the System Prioritizes Mailing Name Display

When determining what to display on a Mailing Label, Practifi follows a defined priority order:

• Priority 1: Record-Level Override - If the Replace Mailing Name With field has a value on the record, that text is used.
• Priority 2: Firm-Level Formula - If Custom Settings specify a default formula field, the result of that formula is used.
• Priority 3: Standard Logic - If neither of the above is present, Practifi's default formatting rules apply.

Troubleshooting Common Issues

If Mailing Label functionality is not updating in your organization as expected, check the following:

• If the Replace Mailing Name With field is populated on a record, configuration changes will not be reflected on that record. This field takes precedence over organization-level Custom Settings.
• If the Mailing Label field does not contain a name on an Entity record, confirm that the Primary Member field is not blank.
• Rollup jobs may be running in the background of your organization and can periodically trigger updates to records, including the Mailing Label field, approximately every 10 minutes. If a change is not immediately visible, it is likely that the relevant rollup job has not yet run. Manually editing the record will apply the new configuration immediately if an update is needed.