Manage your firm's changing relationships with Definition Actions

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  Learning outcomes

This article will teach you:

  • How to manage the application of definitions to households, organizations and individuals
  • What additional information is required when adding or changing certain definitions

What are Definition Actions?

Households, organizations and individuals can be defined in a handful of important ways in Practifi, however to apply these definitions successfully there's often additional information requirements, e.g. the Pipeline page in your app expects prospects to be related to one or more deals that outline the services they're interested in. To help navigate this web, the Definition Actions menu in the record header provides a set of available options for you based on the current definitions applied to the record, as well as whether it's a household, organization or individual:

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When we look at the Oliveri household in this example, there are three sets of options available:

  • Because they're a Prospect, the next steps will be either to update the definition to Client if the deal closes successfully, or Lost Prospect if it doesn't.
  • Because they aren't an Influencer, the option exists to add an Influencer Segment and apply that definition.
  • Because they're a Household, the option exists to add another Household Member.

Understanding action availability

Availability of Definition Actions is based on the values present in the Client Stage, Influencer Segment and Type fields. The impact these have on action availability is summarized below:

Client Stage

  No value Prospect Client Lost Prospect Lost Client
Change Stage   ✔  ✔  ✔ 
Promote to Prospect        

Promote to Client

       
Mark as Lost Prospect        
Mark as Lost Client     ✔     

Influencer Segment

  No value Standard Important Critical
Add Influencer Segment      

Change Influencer Segment

 
Remove Influencer Segment   ✔ 

Type

  Household Organization Individual
Add Household Member    
Add Organization Member    
Add to Household

 

  ✔ (if they're not a client, prospect or influencer)
Add to Organization     ✔ (if they're not a client, prospect or influencer)

Add to new Household

    (if they're a client, prospect or influencer)
Add to new Organization     (if they're a client, prospect or influencer)

Client Stage actions

Promote to Prospect

Appears for households, organizations and individuals with no Client Stage assigned. Updates the Client Stage to Prospect and creates a Deal record based on the information supplied in the promotion screens, e.g. AUM, Close Date & Deal Stage.

Promote to Client

Appears for households, organizations and individuals with a Client Stage of Prospect. Updates the Client Stage to Client, closes the Deal record selected on the promotion screen and creates a new Service record of the same type.

Mark as Lost Prospect

Appears for households, organizations and individuals with a Client Stage of Prospect. Updates the Client Stage to "Lost Prospect".

Mark as Lost Client

Updates the Client Stage to "Lost Client", closes any open Tasks and Deals, and cancels any active Services.

Change Stage

Gives you the freedom to change the Client Stage to any value you like. It doesn't offer the same information prompts that other actions do though, e.g. if you use Change Stage to turn a prospect into a client, then no deals related to the prospect will close.

Influencer actions

Add Influencer Segment

Presents the Influencer Segment to you and lets you choose the new value. Once chosen, this record is now defined as an influencer.

Change Influencer Segment

Presents the Influencer Segment to you and lets you choose the new value.

Remove Influencer Segment

Removes the current Influencer Segment value from the record, as well as its influencer definition.

Type actions

Add Household/Organization Member

From the Household or Organization record, choose either to add an existing Individual (if they have no definitions applied) - converting their record page into that of a typical member - or to create a new one. In both cases you'll define how the member relates to the household or organization, and if you create a new member, you'll be asked to provide some additional information about them.

Keep in mind the role requirements for members as you're defining them. If you attempt to create a relationship that cannot exist, such as a second Primary Contact or Partner, you'll see an error message.

Add to Household/Organization

From the Individual record, choose either to add them to an existing Household or Organization (if they have no definitions applied) - converting its record page into that of a typical member - or to create a new one, with the Individual's definitions transferred to the household or organization, and themselves made the Primary Contact.

Add to new Household/Organization

Same as "Add to Household/Organization", except only the second option is available. This is because we currently don't support Client Stages and Influencer Segments for household and organization members, however because these field values are transferred to newly-created households and organization records, the "Add to new Household/Organization" actions remain available.

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