Tracking Annual Reviews

Overview

Annual reviews are essential touchpoints for strengthening client relationships and demonstrating the value of your firm’s services. Practifi provides several tools to help you consistently document, track, and complete these reviews.

This article covers how to use Deliverables, events, the Feed, and reports to manage annual reviews effectively. You’ll learn how to schedule reviews, document meeting outcomes, track completion, and access reporting that keeps you organized and compliant.

• Working with Deliverables for Annual Reviews
  • Scheduling Deliverables
  • Adding Deliverables to Service Records
  • Assigning Deliverables to Team Members
  • Marking Deliverables as Complete
• Taking Notes on Annual Reviews
  • Using the Feed for Collaborative Documentation
  • Using Notes & Files for Formal Documentation
• Running Reports on Deliverables and Services
  • Using the Deliverables with Fulfillments & Services Report
• Using Dashboards to Monitor Progress
  • How Tracking Supports Compliance

Working with Deliverables for Annual Reviews

Deliverables represent the recurring work items your firm commits to delivering as part of client services. Your firm’s administrators configure Deliverables at the service level, which means they automatically appear when services are initiated for clients. This automation helps ensure consistent service delivery across your book of business without requiring manual tracking for each relationship.

Deliverables provide visibility into upcoming and overdue annual reviews, create a historical record of completed work, and establish an audit trail for compliance purposes. When you mark a Deliverable as complete, Practifi records the fulfillment and automatically calculates the next due date based on the recurrence pattern.

Scheduling Deliverables

While your firm’s administrators establish standard Deliverables that apply across client relationships, you may need to add Deliverables to specific Service records to accommodate unique client requirements.

Adding Deliverables to Service Records

To add a Deliverable to a Service record:

1. Navigate to the Client record.
2. Click the Services & Pipeline navigation icon in the record side panel.
3. Open the Service record you want to add the Deliverable to.
4. Click the caret on the right-hand side and select New Deliverable.

The new Deliverable follows the same configuration options as your firm’s standard Deliverable Types, including frequency, due date calculations, and fulfillment settings.

Assigning Deliverables to Team Members

After Deliverables are in place, you can assign ownership to ensure accountability. Assignments can be made to individual team members or to roles, depending on your firm’s workflow.

To assign a Deliverable:

1. From the Deliverables subtab on the Service record, click the caret next to the Deliverable's row and select Change Owner.

   

2. Select an individual team member or select a role, then click Next.

Role-based assignments are particularly useful when responsibilities rotate among team members or when using team-based service models.

Marking Deliverables as Complete

When you complete the work associated with a Deliverable, mark it as complete to update tracking records and maintain accurate fulfillment history.

To mark a Deliverable as complete:

1. Navigate to the Deliverable record.

2. Click the Mark as Complete button.

   

This action updates the Deliverable’s status and creates a Deliverable Fulfillment record. This history supports fulfillment rate reporting and helps demonstrate consistent service delivery. For detailed instructions on working with Deliverables, see Understanding and Using Deliverables.

Taking Notes on Annual Reviews

Comprehensive documentation helps you maintain continuity across client interactions and provides important records for compliance purposes. Practifi offers multiple options for capturing annual review notes, each suited to different needs.

Using the Feed for Collaborative Documentation

The Feed is a collaborative space where team members can document activities, share updates, and maintain ongoing conversations within the context of a Client record or activity. For annual reviews, the Feed offers several advantages:

• All team members working with the client can access the same information
• Updates appear in real time for the entire servicing team
• Activities and discussions are organized chronologically
• You can @mention specific team members to notify them
• Supporting documents can be attached directly to Feed posts

Taking notes in the Feed is considered best practice because it creates a running record accessible to everyone who needs it.

To add notes to the Feed from an Event:

1. Navigate to the Event record associated with the annual review.
2. Click the Feed subtab.
3. Enter your notes in the designated area.
4. Click Share.

You can also access the Feed directly from the Client record by clicking the Feed navigation icon. This provides a comprehensive view of all Feed activity related to the entity, not just individual events.

The Feed displays events, activities, notes, tasks, emails, meetings, documents, and other interactions in chronological order. Team members can collaborate directly within the Feed by leaving comments, asking questions, or providing updates.

Using Notes & Files for Formal Documentation

For more formal documentation needs, the Notes & Files subtab provides a structured approach to capturing annual review information. Notes created through this feature are saved as PDFs, which makes them suitable for official documentation that may need to be preserved long-term.

To create a note from the Notes & Files subtab:

1. Navigate to the Event record for the annual review.
2. Click the Notes & Files subtab.
3. Click New Note to create your documentation.

Alternatively, you can create a note from anywhere in Practifi using the Global Actions menu:

1. Click the Global Actions menu and select New Note.
2. Complete the note fields.
3. Click the Add to Records button to associate the note with the annual review Event.

Please note: When using the Notes feature, be aware that notes are saved as PDFs and cannot be included in standard reports. For reportable documentation, use the Feed or other activity types.

Running Reports on Deliverables and Services

Reports provide visibility into fulfillment status, help identify clients who need attention, and support your compliance requirements. Your firm may have pre-built reports available, or you may create custom reports based on your specific needs.

Using the Deliverables with Fulfillments & Services Report

This report type provides comprehensive information about Deliverables, their fulfillment history, and associated Services. To run or build this report:

1. Click the Navigation Menu and select Reports.
2. Look for existing reports in the Deliverable Reports folder or click the New Report button to create a new one.
3. If creating a new report, select the Deliverables with Fulfillments & Services report type in the Create Report window.

4. Click Start Report.

   

5. Add or verify that the following columns are included:
   • Entity: Account Name: The client or account associated with the Deliverable
   • Deliverable Name: The specific Deliverable description
   • Frequency: How often the Deliverable should be fulfilled
   • Last Fulfillment Date: When the Deliverable was last completed

   • Next Due Date: The upcoming due date

     

6. Navigate to the Filters tab to refine the report.
7. Update the time range filter to All Time to capture complete fulfillment history.

8. Add a frequency filter and set it to Equals Annually to focus specifically on annual reviews.

   

9. Click Run to view the report results. You can also click Save & Run to save the report for future use.

This report helps you monitor your clients’ annual review completion and identify upcoming deadlines. You can use the information to create recurring tasks in Practifi that align with your clients’ annual review schedules. For more information on creating recurring tasks, see Using Tasks.

Using Dashboards to Monitor Progress

Dashboards transform report data into visual displays that help you quickly understand workload, identify priorities, and monitor completion rates. Your firm may already have dashboards configured for tracking annual reviews, or you can create custom dashboards to meet your needs.

A typical annual review dashboard includes:

• Client names and associated Deliverable information
• Frequency of scheduled reviews
• Last fulfillment dates
• Upcoming due dates
• Fulfillment rate metrics
• Overdue review alerts

To access dashboards:

1. Click the Navigation Menu and select Dashboards.
2. Navigate to the folder containing annual review or Deliverable dashboards.
3. Click the dashboard name to view it.

Dashboards provide immediate visibility into your workload and help prevent clients from being overlooked. You can see at a glance which annual reviews are upcoming, which are overdue, and how fulfillment rates trend over time. For information on creating or customizing dashboards, see Creating Dashboards.

How Tracking Supports Compliance

Using Practifi's annual review tracking features helps you:

• Maintain complete records of when reviews occurred and who completed them.
• Demonstrate consistent service by showing all clients receive their entitled reviews.
• Identify gaps proactively before they become compliance issues.
• Respond to inquiries quickly with documented evidence of service delivery.
• Track completion rates across your book of business.

Reports and dashboards make compliance monitoring straightforward by highlighting overdue reviews and showing fulfillment trends. When you mark Deliverables as complete and document your annual reviews thoroughly, you build the evidence needed to demonstrate regulatory adherence.

Your firm’s compliance team may provide specific guidance on documentation requirements or reporting frequency. Following their recommendations while using Practifi's tracking tools ensures you meet both firm standards and regulatory obligations.