Enabling Deliverables

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Some of the functionality described in this article is available as part of our Cabernet Franc release and will not be available if your Practifi instance is not upgraded to this release. 

 

Overview

Deliverables help track entitlements that your firm provides to clients across your book of business. This article outlines the steps necessary to enable the Deliverable functionality within your firm's Practifi instance. For information on using and understanding the Deliverable functionality within your organization, please consult our Understanding Deliverables and Creating and Managing Deliverables articles.

Please note: This feature is not automatically enabled within your Practifi organization. These enablement steps are technical in nature. If you have any questions during the enablement process, please contact Practifi Support.

Enablement Steps in Salesforce Setup

Several steps are involved in enabling the Deliverable functionality in your Practifi instance. These steps are completed in Salesforce Setup. To access Salesforce Setup, select the gear icon in the upper right-hand corner of the screen and select Setup from the drop-down menu.

Activity Settings

First, enable a platform feature that allows singular Tasks and Events to fulfill Deliverables across multiple clients. Do the following:

  1. In Salesforce Setup, use the Quick Find search bar to search for and select Activity Settings.

    Screenshot 2024-01-02 at 1.56.15 PM.png

  2. On the Activity Settings page, confirm that the Allow Users to Relate Multiple Contacts to Tasks and Events feature is enabled. If it is not enabled, select the checkbox beside this setting and then select Submit to enable this option. 

    Screenshot 2024-01-02 at 1.58.40 PM.png

Custom Settings

Next, enable triggers for Deliverables. Do the following:

  1. Use the Quick Find search bar to search for and select Custom Settings.

  2. In Custom Settings, select Manage next to Practifi Trigger Settings. 

    Screenshot 2024-01-02 at 2.01.14 PM.png

  3. At the top of the page, click Edit.

  4. Select the checkboxes beside the Deliverable Rollups and Deliverable settings.

    Screenshot 2024-01-02 at 2.02.47 PM.png

  5. Scroll back to the top of the screen and click Save.

Page Layouts

There are two page layouts related to Deliverables that must be activated in Lightning App Builder. Do the following:

  1. Use the Quick Find search bar to search for and select Lightning App Builder.
  2. In the Lightning App Builder, click the View link next to the Practifi - Event Deliverables Record Page layout.

    Screenshot 2024-01-02 at 2.08.23 PM.png

  3. From the page preview, click the Activation... button in the upper right-hand corner of the screen.

    Screenshot 2024-01-02 at 2.12.56 PM.png

  4. In the Activation window, click the Assign as Org Default button. This is required due to the sidebar assistant introducing a new page region to these Lightning record pages.

    Screenshot 2024-01-02 at 2.12.04 PM.png

  5. Select the desired form factors, then click Next.
  6. Click Save to confirm the change.
  7. Repeat Steps 2-6 for the Practifi - Task Deliverables Record Page layout.

Please note: If your firm has customized your existing Task and/or Event record pages, you'll need to replicate those changes in the Deliverables page versions as a part of the enablement process. This includes the actions visible in the Highlights Panel, but not the fields on the page, as those are controlled by the page layout.

 

Apex Classes

You'll need to schedule two Apex jobs related to Deliverables. Do the following:

  1. Use the Quick Find search bar to search for and select Apex Classes.
  2. On the Apex Classes page, click the Schedule Apex button at the top of the list.

    Screenshot 2024-01-02 at 2.16.02 PM.png

  3. Schedule the DeliverableOverDueAction and DeliverableReminderTaskAction Apex classes to run every day outside of business hours, one after the other, e.g. at 6:00 a.m. & 7:00 a.m., respectively.

Please note: Timings will vary between instances depending on what automation you already have scheduled. Try to avoid any overlaps in your scheduling if possible.

 

Permission Sets

Practifi Administrators can manage Permission Sets for Deliverables on the Additional Features page in the Settings app. There are three permission sets related to Deliverables.

 

Deliverables User

The Deliverables User permission set gives users access to the Deliverables feature. To grant access to Deliverables, do the following: 

  1. Click the App Launcher and select Settings.
  2. In the Settings app, use the Navigation Menu to select Additional Features.

    Screenshot 2024-01-02 at 2.21.41 PM.png

  3. On the Additional Features page, click the Add to Users & Groups icon to the right of the Deliverables heading. A new window opens.

    Screenshot 2024-01-02 at 2.23.02 PM.png

  4. Under the Deliverables User heading, select the Practifi - Administrator, Practifi - Standard User and Practifi - Super User permission set groups and click the right arrow to move them from the Available box to the Selected box.
    Please note: You can use Shift+click to select multiple items.

    Screenshot 2024-01-02 at 2.27.33 PM.png

  5. Click Save to finalize the change.

 

Manage Deliverable Settings

The Manage Deliverable Settings permission set allows users to modify all fields on Deliverable and Deliverable Type records. It also allows them to fulfill Deliverables. Users who do not have this permission set assigned can edit only the Name and Description fields on Deliverable records.

To grant users access to Deliverables settings:

  1. Click the App Launcher and select Settings.
  2. In the Settings app, use the Navigation Menu to select Additional Features.

    Screenshot 2024-01-02 at 2.21.41 PM.png

  3. On the Additional Features page, click the Add to Users & Groups icon to the right of the Deliverables heading. A new window opens.

    Screenshot 2024-01-02 at 2.23.02 PM.png

  4. Scroll down and click to expand the Manage Deliverable Settings heading.

    Screenshot 2024-01-02 at 2.32.23 PM.png

  5. Add the permission set groups and/or users you want to grant access, then click Save.

 

Manage Exceptions

The Manage Exceptions permission set allows users to mark Deliverables as exceptions when they are missed. For more information on this functionality, please see our Creating and Managing Deliverables article.

To grant users access to the Mark as Exception action:

  1. Click the App Launcher and select Settings.
  2. In the Settings app, use the Navigation Menu to select Additional Features.

    Screenshot 2024-01-02 at 2.21.41 PM.png

  3. On the Additional Features page, click the Add to Users & Groups icon to the right of the Deliverables heading. A new window opens.

    Screenshot 2024-01-02 at 2.23.02 PM.png

  4. Scroll down and click to expand the Manage Exceptions heading.

    Screenshot 2024-01-02 at 2.34.13 PM.png

  5. Add the permission set groups and/or users you want to grant access, then click Save.

 

Home Page Tiles

Once the Deliverable functionality is enabled within your organization, Deliverable tiles can be added to the Home Page within the Advisor, Client Service and Compliance apps. These tiles help your firm's Advisor and Client Service app users track when upcoming Deliverables are due. For Compliance users, these tiles call attention to missed Deliverable fulfillment within your organization.

You can enable all available Deliverable tiles, or you can select only the tiles that make the most sense for your firm's needs. For additional information about enabling tiles within your organization, please consult our Adding and Removing Practifi Tiles article. The tiles available are as follows:

Advisor App

  • Advisor - Key Dates - Deliverables due in the next 7 days
  • Advisor - Key Dates - Deliverables due in the next 14 days
  • Advisor - Key Dates - Deliverables due in the next 30 days
  • Advisor - My Alerts & Exceptions - My overdue deliverables
  • Advisor - My Alerts & Exceptions - Overdue deliverables for my clients

Client Service App

  • Client Service - Key Dates - Deliverables due in the next 7 days
  • Client Service - Key Dates - Deliverables due in the next 14 days
  • Client Service - Key Dates - Deliverables due in the next 30 days
  • Client Service - My Alerts & Exceptions - My overdue deliverables
  • Client Service - My Alerts & Exceptions - Overdue deliverables for my clients

Compliance

  • Compliance - Missing Info - Clients with missed deliverables in the last 30 days
  • Compliance - Missing Info - Clients with missed deliverables in the last 60 days
  • Compliance - Missing Info - Clients with missed deliverables in the last 90 days
  • Compliance - My Alerts & Exceptions - Overdue deliverables for my clients

Data Management App

There are two pages you can add to the Data Management app to work with Deliverables in bulk. These pages, Deliverables and Deliverable Fulfillments, are not available in the Data Management app by default. To add them, do the following:

  1. Navigate to the Salesforce Setup page by clicking the gear icon in the upper right-hand corner of the page and selecting Setup.
  2. Use the Quick Find on the left-hand side to search for and select Lightning App Builder.

    Screenshot 2024-01-16 at 3.50.18 PM.png

  3. On the Lightning App Builder page, scroll down and click the View link for the Practifi - Data Mgmt - Deliverables Page item.

    Screenshot 2024-01-16 at 3.52.42 PM.png

  4. In the Lightning App Builder, click the Activation... button on the right-hand side of the screen.

    Screenshot 2024-01-16 at 3.56.45 PM.png

  5. In the Activation window, click the Lightning Experience tab.

    Screenshot 2024-01-16 at 3.59.29 PM.png

  6. Select the Data Management heading on the left-hand side, then click the Add page to app button.

    Screenshot 2024-01-16 at 4.01.00 PM.png

  7. Click Save.
  8. At the top of the Lightning App Builder, click the Pages menu and select Open Page.

    Screenshot 2024-01-16 at 4.04.49 PM.png

  9. Scroll down and select the Practifi - Data Mgmt - Deliverable Fulfillment Page radio button, then click the Open button.

    Screenshot 2024-01-16 at 4.08.13 PM.png

  10. In the Lightning App Builder, click the Activation... button on the right-hand side of the screen.

    Screenshot 2024-01-16 at 4.10.22 PM.png

  11. In the Activation window, click the Lightning Experience tab.
  12. Select the Data Management heading on the left-hand side, then click the Add page to app button.

    Screenshot 2024-01-16 at 4.11.33 PM.png

  13. Click Save to finalize the change.

 

Customization Considerations

Changes have been made to some Lightning pages as a part of this feature. If your firm has customized any of these pages, you must replicate those changes manually. You can refer to our default pages as a point of comparison, as they are available to you from the Lightning App Builder section of Salesforce Setup.

The following table summarizes the changes made to the pages that may be missing from your customized page version: 

🔧 Implementation Details 

Product Area What’s Changed?

Practifi - Category Record Page

  • Added the Deliverable Types related list at the bottom of the page.
    • This is conditionally rendered to only appear to users with the Practifi - Deliverables custom permission assigned (it appears in the Practifi - Additional Features - Deliverables permission set).

Practifi - Active Form Assignment Record Page

  • Added the Active Form Variable lookup field.
  • Added display logic to hide the Active Form Field and Active Form Picklist Value fields if Active Form Variable is not blank and Active Form Field is blank.

Practifi - Client Record Page

  • Added a second Tabs component in the Services & Pipeline page section which replicates the existing one, but includes a Deliverables tab. 
    • This is conditionally rendered to only appear to users with the Practifi - Deliverables custom permission assigned.
      • The Deliverables tab includes a Practifi - Datatable (Record Page) component with the Related - Deliverables configuration file specified in its settings.
  • Added conditional rendering to the original tabset in the same page section, so that it only appears to users who do not have the Practifi - Deliverables custom permission assigned.
    • If your firm is enabling Deliverables as a whole-of-firm undertaking, then instead of replicating the conditional rendering described here, you should simply add the Deliverables tab to the existing Tabs component.
  • Added the Deliverable Fulfillment tab to the Services & Deals page section.

Practifi - Service Record Page

  • Added a second Tabs component to the record page which replicates the existing one, but includes a Deliverables tab.
    • This is conditionally rendered to only appear to users with the Practifi - Deliverables custom permission assigned.
      • The Deliverables tab includes a Practifi - Datatable (Record Page) component with the Related - Deliverables configuration file specified in its settings.
  • Added conditional rendering to the original tabset in the same page section, so that it only appears to users who do not have the Practifi - Deliverables custom permission assigned.
    • If your firm is enabling Deliverables as a whole-of-firm undertaking, then instead of replicating the conditional rendering described here, you should simply add the Deliverables tab to the existing Tabs component.

Practifi - Deliverable Type Record Page

  • Added the Fulfillment Information field section.

  • Added the Auto create fulfillment activities, Fulfillment Activity Type, Days Before Due Date and Task fields to the Fulfillment Information field section.

  • Added the Allow fulfillment date to be modified field to the Fulfillment Settings field section.
  • Added the Assignment Settings field section.

  • Added the Assignment Type, Role and Business Role fields to the Assignment Settings field section.

  • Added the Description field to the Summary field section.

  • Added the Status field to the Summary field section.

Practifi - Deliverable Record Page

  • Added the Fulfillment Information field section.

  • Added the Auto create fulfillment activities, Fulfillment Activity Type, Days Before Due Date and Task fields to the Fulfillment Information field section.

  • Added the Allow fulfillment date to be modified field to the Fulfillment Settings field section.

  • Added the Description field to the Summary field section.

Practifi - Process Task Record Page

  • Added the Configure this task’s Active Form with field.

  • Added the Active Form Flow and Active Form Variable related lists to the Active Form tab.

  • Updated the component display criteria for the existing related lists in the Active Form tab except Active Form Assignment so that they only display if Configure this task’s Active Form with = “Form Elements“.

Data Management App

  • Added the Deliverables and Deliverable Fulfillments pages.
  •  
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