Understanding and Using the Noticeboard

Learning Team

Overview

The Noticeboard is a dedicated area within Entity records where your team can surface and share important information about clients, colleagues, and other key records. In wealth management, staying attuned to a client's circumstances is essential to delivering a high standard of service. The Noticeboard makes it easy to ensure that anyone accessing a record — whether for a routine service call or a complex planning review — has immediate visibility into the context they need.

Noticeboard posts can be added to a record to alert the client service team to life events such as a divorce or the loss of a loved one. Posts can also be added to a User record to communicate internal team information, such as when a colleague is out of the office. The Noticeboard is available on the following record types in Practifi:

Individual
Household
Organization
Division
Financial Product
User

Posts can be automatically archived on a pre-determined date or archived manually when they are no longer needed. Archived posts remain accessible at any time from the Noticeboard Posts tab. This article covers the basics of creating and managing Noticeboard posts.

Noticeboard Post Types
Create a Noticeboard Post
Edit a Noticeboard Post
Share a Noticeboard Post Across Entities
Archive a Noticeboard Post
View Archived Noticeboard Posts
Unarchive a Noticeboard Post
Delete a Noticeboard Post
Automated Noticeboard Posts for Deceased Members
Reporting on Noticeboard Posts
- Understanding Report Types
- Run a Noticeboard Report
Considerations

Noticeboard Post Types

There are three types of Noticeboard posts, each designed to communicate a different level of urgency. Choosing the appropriate alert level helps ensure that critical client information is never missed, while keeping routine notes easy to distinguish from time-sensitive alerts.

Critical posts are highlighted in orange and appear both in the Noticeboard area and at the top of the screen as a toast notification. Critical post notifications remain at the top of the record page when it is opened, until a user dismisses them. These notifications also appear at the top of the screen when viewing records related to the entity, such as assets, tasks, or emails.
Important posts are highlighted in gray.
Standard posts are not highlighted. Standard is the default selection in the Alert Level field.

Create a Noticeboard Post

To create a Noticeboard post, do the following:

Open an Entity record and navigate to the Overview tab.
From the Noticeboard area, click the New Post icon. The New Post window opens.
From the Alert Level drop-down, select Standard, Important, or Critical.
Optionally, click the calendar icon in the Archive Date field and specify a date for the post to be automatically archived.
Add the content of the post in the text editor area. You can add formatting using the toolbar.
When finished, click Save. The post is added to the Noticeboard area of the Overview tab.

Edit a Noticeboard Post

To edit a Noticeboard post, do the following:

From the Noticeboard area, click the caret on the post you want to edit, then select Edit. The post opens in a new window.
Make the desired changes, then click Save. A success message appears, and the post is updated.

Share a Noticeboard Post Across Entities

There are times when you might want a post to be shared across multiple records, such as when a colleague on the servicing team will be out of the office for an extended period. When posting to the Noticeboard on a Division, Financial Product, or User record, you can enable the Post to related Entities? toggle switch. This will create a post on all Entity records related to the chosen division, financial product, or user.

Noticeboard posts shared across Entity records are identical to other Noticeboard posts, except that instead of the usual drop-down menu, a Share icon is displayed at the bottom. Hovering over this icon shows a description of where the post originated.

Please note: Noticeboard posts shared from the Division, User, and Financial Product records cannot be edited or archived from the Entity records they’re shared to. These changes must be made on the record where the post was originally made.

Noticeboard sharing logic works as follows:

For this record type...	Posts are shared with...
Division	Entities that have the Division as their Related Division.
User	Entities where the User is the Owner.
Financial Product	Entities with one or more Assets where the Financial Product or Parent Financial Product is the same Financial Product.

Archive a Noticeboard Post

A Noticeboard post can be archived, which removes it from display in the Noticeboard area but keeps it saved within Practifi. Archiving is the recommended way to retire a post that is no longer relevant, as it preserves the record for future reference without cluttering the active Noticeboard.

To archive a Noticeboard post, click the caret on the post you want to archive, then select Archive. A success message appears, and the post is removed from the Noticeboard area.

View Archived Noticeboard Posts

To view all archived Noticeboard posts for a client, do the following:

Click the View All icon in the Noticeboard area. The Noticeboard Posts tab opens.
From the Noticeboard Posts record table, click the noticeboard post name to open a detailed view, or click the caret to edit or delete the post.

Unarchive a Noticeboard Post

If a post has been archived in error, it can be removed from the archive and re-posted to the record page. To unarchive a post, do the following:

Click the View All icon in the Noticeboard area. The Noticeboard Posts tab opens.
From the Noticeboard Posts record table, click the name of the post you want to unarchive. It opens in a new tab.
At the top of the screen, click the Unarchive button.

Delete a Noticeboard Post

Please note: Once deleted, a Noticeboard post cannot be recovered. Consider archiving a Noticeboard post rather than deleting it.

To delete a Noticeboard post, click the caret on the post, then select Delete.

Automated Noticeboard Posts for Deceased Members

The passing of a household member is one of the most sensitive situations a wealth management firm encounters. Practifi includes automation to help ensure that any user accessing a record is immediately aware when a death has occurred, supporting a consistent and thoughtful response across the team.

When a member's Date of Death field is populated and saved, the automation creates an Important-level Noticeboard post on their parent Household record. This post alerts any user accessing the record that a death has occurred.

To ensure this automation is enabled in your organization, a System Administrator should complete the following steps:

Click the settings cog in the upper-right corner of Practifi, then select Setup from the drop-down menu.
In the Quick Find search bar on the left-hand side, search for Custom Settings and select this option from the search results under the Custom Code menu.
Locate the Practifi Settings option in the list of Custom Settings, then select Manage next to its name.
Click the New button if no values exist in the Default Organization Level Value section.
If values exist, ensure the Show NoticeboardPost for Deceased Member checkbox is selected. If this is not selected, click the Edit button and select the Show NoticeboardPost for Deceased Member checkbox.
Optionally, you may replace the body of the Noticeboard post created when a member is marked as deceased by entering a value in the Noticeboard Post For Deceased HH Members field. To replace the body, specify the API name of a formula field on the Contact object that contains the value you wish to use instead. By default, the message will display their relation to the primary member, name, age, and date of death. For example, “Stan’s spouse, Tanya Smith, 49 years old, passed away on 2024-04-08.”
Click Save to finalize your changes.

Practifi also includes a pre-configured Rulebook rule called the Client Death rule, introduced as part of the Petit Verdot release in September 2023. This rule automatically creates a Critical-level Noticeboard post on the client record and launches a task to help manage condolences. It is set to Inactive status by default and can be enabled by a System Administrator if your firm requires a higher-intensity alert and automatic task generation when a Household member is marked as deceased.

Before using this rule, you must ensure the following:

The Show NoticeboardPost for Deceased Member checkbox is unchecked in Practifi Custom Settings. Failure to uncheck this box will result in duplicate Noticeboard posts in your organization upon entry of a Death Date value.
A Task Template has been selected to launch when this rule is used.

To select a Task Template, complete the following steps:
1. Click the App Launcher in the upper-left corner of Practifi, then click the Settings app from the drop-down menu.
2. Once in the Settings app, use the navigation menu to locate and click the Rulebook page.
3. Select the list view to change the view from Recently Viewed to Other Rules.
4. Locate the Client Death rule on this list and click its hyperlinked name. The rule will open in a new tab.
5. Under the Rule Actions section on the right-hand side, click on the Client Death - Create a Task action.
6. Click the pencil icon on the Task Template field to edit the field’s value, then search for and select the template you would like to use when this rule is triggered.
7. Once your Task Template is selected, click the Save button at the bottom of the screen to finalize this change.
The rule must be set to Active to use. This should occur after ensuring the Show NoticeboardPost for Deceased Member checkbox is unchecked in Practifi Custom Settings and after assigning the Task Template to the rule. Failure to ensure these two settings before activating the rule will cause duplicate Noticeboard posts in your organization and incomplete rule actions.

To set the Client Death rule to active:
1. On the Client Death rule’s settings page, click the pencil icon in the Status field.
2. Change the drop-down option from Inactive to Active.
3. Click the Save button at the bottom of the screen to finalize the change.

It is essential to only have either the custom settings Show NoticeboardPost for Deceased Member or the Client Death rule active at any given time if your firm wishes to see Noticeboard posts generated when a member of the Household is marked deceased. If your firm does not wish to see any Noticeboard posts for deceased members, the Show NoticeboardPost for Deceased Member checkbox must be unchecked in Practifi Custom Settings, and the Client Death rule in the Rulebook must be inactive.

Reporting on Noticeboard Posts

Understanding Report Types

Reporting on Noticeboard posts gives your firm visibility into the information circulating across your book of business, including which records have active alerts, how posts are distributed by alert level, and which divisions or advisors are associated with flagged clients. Practifi does not include pre-built Noticeboard reports, but you can build your own using the available Noticeboard report types.

We recommend using one of the following report types:

Noticeboard Posts
Noticeboard Posts with Entity
Noticeboard Posts with Related Division

The following report types are also displayed in Practifi but are system-generated and typically return no results. They are not recommended:

Activities with Noticeboard Posts
Noticeboard Posts with Batch
Noticeboard Posts with Division

The recommended report types are explained in the following table:

Report Type	Description	Objects Used
Noticeboard Posts	Shows all noticeboard posts organization-wide. Best for day-to-day reporting and general overview.	Noticeboard Post Owner Role User
Noticeboard Posts with Entity	Shows posts with their related entities. Best for understanding which entities have Noticeboard posts generated.	Account Contact Noticeboard Post Owner Role User
Noticeboard Posts with Related Division	Shows posts with related division information. Best for divisional reporting and filtering.	Division Noticeboard Post Owner Role User

Run a Noticeboard Report

To run a report on Noticeboard posts:

If not already within Reports, use the Navigation menu and select Reports from the drop-down menu.
On the Reports page, click the New Report button on the right-hand side of the screen.
In the Create Report window, click the All category on the left-hand side.
Search for Noticeboard, then select one of the following report types:
- Noticeboard Posts
- Noticeboard Posts with Entity
- Noticeboard Posts with Related Division
Click Start Report.

Considerations

The Noticeboard appears in the Key Records tab, which is part of the Overview at the top of the Client record page.

Please note: Customizations to the Client record page in Lightning App Builder will not affect the enablement process, provided the Key Records tab remains on the page and still contains the Household Client Overview Page, Individual Client Overview Page, and Organization Client Overview Page components.

Practifi Administrators can restrict which users can select the Critical alert level for Noticeboard posts. Critical posts are a powerful way to ensure that time-sensitive information is never overlooked, but if overused, the associated toast notifications can create unnecessary clutter when opening client records. Managing access to this alert level helps your firm strike the right balance between visibility and usability.

A special permission set, Disable Critical Alert Level, can be applied to users and permission set groups, depending on your firm’s preferences. Once applied, users included in this permission set will either no longer see Critical as an option when setting alert levels or be blocked from saving posts assigned that level, depending on context.