Using Processes

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Overview 

Tasks and processes ensure that the steps needed to achieve your firm's goals and events are completed and documented in your organization. This article outlines how to start processes and complete process tasks within Practifi. For more information regarding process functionality, please consult our Understanding Tasks & Processes article.

Starting a process

Processes can be attached to a Service, Client or Prospect record. The process types available for selection in your organization will be managed and created by your System Administrators and are specific to your firm's workflow.

Client or Prospect

  1. Navigate to the Client or Prospect record that you would like the process to be related to. Select the Processes & Tasks icon in the record side panel.
    Screen_Shot_2021-07-19_at_1.52.39_PM.png
  2. On the Processes & Tasks view, select the Start a Process button located in the right-hand corner.
    Screen_Shot_2021-07-20_at_11.12.01_AM.png
  3. Select the process type in the What type of process are you starting? drop-down menu.
    Screen_Shot_2021-07-20_at_11.14.01_AM.png
  4. Select Next to finalize the process creation. A success message pop-up will display when the process has been successfully created. 

Service

  1. Navigate to the Service record that you would like the process to be related to. Select the caret button located in the table actions bar on the right-hand side.
    Screen_Shot_2021-07-20_at_11.20.04_AM.png
  2.  Select Start a Process from the drop-down menu.
    Screen_Shot_2021-07-20_at_11.20.33_AM.png
  3. Select the process type in the What type of process are you starting? drop-down menu.
    Screen_Shot_2021-07-20_at_11.14.01_AM.png
  4. Select Next to finalize the process creation. A success message pop-up will display when the process has been successfully created. 

Viewing processes

Processes can be viewed in multiple locations in your organization, on the specific record the process is related to or through the Navigation Menu.

Client or Prospect

  1. Navigate to the Client or Prospect record the process is attached to and select the Processes & Tasks icon in the record side panel. 
    Screen_Shot_2021-07-19_at_1.52.39_PM.png
  2. On the Processes & Tasks view, select the Processes subtab.
  3. To view a specific process, select the Process Name on this record table. 
    Screen_Shot_2021-09-14_at_10.30.45_AM.png
  4. This will display an overview page displaying the overall completion stage of the process and the underlying tasks created by the process type. The subtabs available on this page are the following:
    • Basics - This displays information related to the overall process type, including the process name and description.
    • Open Tasks - This subtab displays all tasks currently open for the process.
    • Task History - All closed tasks will display within this subtab.
    • Notes & Files - Any notes and files attached to the process will display within this subtab.
    • Feed - Displays any posts created on the related process's Feed.
      Screen_Shot_2021-09-14_at_10.37.17_AM.png

Service

  1. Navigate to the process's related Service record and select the Processes subtab.
    Screen_Shot_2021-07-20_at_11.51.52_AM.png
  2. This will open a record table of all processes related to the Service record. To view a specific process, select the Process Name from the record table. 
    Screen_Shot_2021-09-14_at_10.40.20_AM.png

All processes

  1. To view all processes that your user has permission access to, select the Navigation Menu.
  2. Select Processes from the Navigation Menu drop-down menu. 
    Screen_Shot_2021-07-20_at_11.59.06_AM.png
  3. This will open a record table of processes open within the firm. Users can change the page view to display processes owned by the running user or display all processes across the firm. Filters on this table can narrow the results displayed. 
    Screen_Shot_2021-09-14_at_10.41.15_AM.png

Completing a process task

Users can complete process tasks in multiple locations within your organization, either through Task Tiles, the Processes Open Tasks page view or the specific task record page.

Task Tiles

Process tasks will display in the assigned user's My Tasks tile row on their Home page and can be accessed and completed from these tiles.

  1. Select the relevant Task Tile to display the related task list. 
  2. For the task you would like to complete, select the caret button located in the furthest right column. 
    Screen_Shot_2021-07-20_at_12.26.30_PM.png
  3. From the drop-down options, select Complete Task.
    Screen_Shot_2021-07-20_at_12.05.36_PM.png
  4. Select the task outcome, if applicable, and log any time spent on the task if your firm uses time tracking. Once this information has been input, select Next.
  5. If the task has been completed, a success message will display. Select Finish to close this message.

Process Open Tasks

On the Process Open Tasks page view, all tasks will display and can be marked as completed. Depending on a user's permissions, they may not be able to complete a task that they do not own. 

  1. For the task you would like to complete, select the caret button located in the furthest right column. 
    Screen_Shot_2021-09-14_at_10.37.17_AM.png
  2. From the drop-down options, select Complete Task.
    Screen_Shot_2021-07-20_at_12.05.36_PM.png
  3. Select the task outcome, if applicable, and log any time spent on the task if your firm uses time tracking. Once this information has been input, select Next.
  4. If the task has been completed, a success message will display. Select Finish to close this message.

Task record page

Users can complete tasks on their record page, which can be accessed by searching for the specific task, selecting the task name from a Task Tile or selecting the Subject from the Process Open Task page view. To complete a task on the Task record page:

  1. Navigate to the Task record page and select the Mark as Complete button located on the right-hand side. 
    Screen_Shot_2021-07-20_at_12.32.56_PM.png
  2. Select the task outcome, if applicable, and log any time spent on the task if your firm uses time tracking. Once this information has been input, select Next.
  3. If the task has been completed, a success message will display. Select Finish to close this message.

 

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