Understanding and Using Active Form Prompts

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

Overview

Active Form prompts let Practifi Administrators place visually prominent guidance text at the top of Active Form sections. Whether you need to explain what information belongs in a section, flag a potential data issue, or confirm a step has been completed correctly, prompts give you a precise way to communicate that guidance directly within the form — at the moment it matters most.

Because prompts can be configured to display to internal users, portal users, or both, they accommodate the full range of people who might complete a form in your environment. For firms running complex onboarding, compliance, or service workflows, this kind of embedded guidance helps users enter accurate information the first time, reducing the need for follow-up and rework.

This article explains how to create prompts for both standard and pinned Active Form sections, configure visibility rules to control when a prompt appears, and understand the related Validation Check scenario.

• Prompt Types
• Creating Active Form Prompts
  • Standard Active Form Section
  • Pinned Active Form Section
• Configuring Visibility Rules
• Validation Check Scenario

Prompt Types

There are six prompt types you can add to an Active Form Field Section:

• General
• Informational (Light)
• Informational (Dark)
• Success
• Warning
• Error

The styling for these prompt types is taken from Salesforce's Lightning Design System. The General type is a card with no header or footer. The remaining types correspond to the scoped notification of the same name and appear with an icon next to the text to indicate their purpose.

Selecting the right type helps set the right tone for the message. Informational prompts work well for general guidance, while Warning and Error types draw visual attention to issues that may need correction before a user moves on.

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Creating Active Form Prompts

Prompts can be added from the Settings app. Before adding a prompt, make sure you have created the Active Form Field Section where you want it to appear.

Standard Active Form Section

To add a prompt to a standard Active Form Section:

1. From the Settings app, click the caret and select Process Types.
2. Open the desired process.

3. Click the Process Tasks subtab, then click the name of the process task with the Active Form you want to add prompts to.

   

4. On the Process Task Overview page, select the Active Form tab.
5. In the Active Form Sections area, click the name of the section where you want to add the prompt. The Active Form Section record opens in a new tab.
6. In the Active Form Prompts section on the left-hand side of the screen, click the New button. A new tab opens.
   
   
    
7. On the New Active Form Prompt screen, enter the following information:
   • Type - Select a type for the prompt: General, Informational (Light), Informational (Dark), Success, Warning, or Error.
   • Size - Select Fit to Column or Full Width.
   • Order - If you are adding multiple prompts to the same form field section, this field controls the order in which they appear. If you are only adding one prompt, enter 1.
   • Display To - Determines which users see the prompt. The options are Internal Users, Portal Users, and Internal and Portal Users.
   • Body - This is the instructional text displayed to users in the Active Form Field Section.

     • Please note: If you want to conditionally render text, Active Form Prompts support Practifi Merge Language. To learn more about working with PML, please see Understanding and Using Practifi Merge Language (PML).

   • Form Section - This field auto-populates with the name of the Active Form Section you opened to create the prompt.
   • Process Task - This field auto-populates with the Process Task where the Active Form was created.
8. Click Save. 

Pinned Active Form Section

As of the Pinot Meunier release, pinned Active Form fields also support prompts. Prompts for pinned fields must be added directly to a pinned Active Form section. To add a prompt to a pinned Active Form field section:

1. From the Settings app, go to the Process Types page.
2. Open the Process Type record where you want to add the pinned fields.
3. On the Process Task record page, click the Pinned Active Form Fields tab.
4. From the Pinned Active Form Fields tab, scroll down to the Active Form Sections area and click the hyperlinked name of the section where you want to add the prompt.
   
   
    
5. On the Active Form Section record, click the caret in the Active Form Prompts area and select New.
   
   
    
6. On the New Active Form Prompt screen, enter the following information:
    
   • Type - Select a type for the prompt: General, Informational (Light), Informational (Dark), Success, Warning, or Error.
   • Size - Select Fit to Column or Full Width.
   • Order - If you are adding multiple prompts to the same form field section, this field controls the order in which they appear. If you are only adding one prompt, enter 1.
   • Display To - Determines which users see the prompt. The options are Internal Users, Portal Users, and Internal and Portal Users.
   • Body - This is the instructional text displayed to users in the Active Form Field Section.

     • Please note: If you want to conditionally render text, Active Form Prompts support Practifi Merge Language. To learn more about working with PML, please see Understanding and Using Practifi Merge Language (PML).

   • Form Section - This field auto-populates with the name of the Active Form Section you opened to create the prompt.
   • Process Type - This field auto-populates with the Process Type where the pinned Active Form section was created.
7. Click Save. 

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Configuring Visibility Rules

Once the prompt is created, click the Visibility Rules tab on the Active Form Prompt record. Using the Rule Builder, you can define the criteria that control when the prompt appears.

Because prompts are often highly contextual, particularly the Success, Warning, and Error types, consider building visibility rules based on data users provide within the Active Form. For example, a Warning prompt could appear only when a key field has been left blank, or a Success prompt could confirm that a section has been completed as expected. This kind of targeted guidance surfaces the right message at the right moment, which is especially useful in workflows where accuracy is important — such as client onboarding or compliance-related data collection.

To learn more about building rules, see Understanding and Using the Rule Builder.

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Validation Check Scenario

The Validation Check component evaluates one scenario:

Validation	Checked On	Method	Error Message
Identical Order values in the same Section	Fields, Prompts, and Tables in the same Form Section	Compare all their Order values to each other. If two or more share a value, an issue is flagged.	This form element has the same Order value as one or more elements in the same section; they will appear based on which was most recently modified. To adjust the display order, modify their Order values, using decimals where necessary.