Creating and Using Deliverables

Overview

Deliverables help track entitlements that your firm provides to clients across your book of business. This article outlines creating Deliverable types and using the Deliverable functionality. For information on the Deliverable functionality within your organization, please consult our Understanding Deliverables article.

Please note: This feature is not automatically enabled within your Practifi organization. To enable this functionality or answer any questions regarding this feature, please reach out to your CSM.

• Creating Deliverable Types
• Accessing a Client's Deliverables
• Adjusting Deliverables for Specific Services
• Fulfilling Deliverables

Creating Deliverable Types

1. Select the App Launcher in the upper left-hand corner of Practifi. 
2. From the list of apps, select the Settings app. 
3. Within the Settings app, use the Navigation Menu to select Categories. 
   
   
4. Change the Categories list view from Recently Viewed to All Service Types.
5. Select the Category Name of the Service that you would like to create Deliverables for.
6. Scroll down to the Deliverable Types section on this page. 
7. Select the New button located on the Deliverable Types list. 
8. Enter the following on the New Deliverable Type page:
   • Deliverable Type Name - The name of the Deliverable as you would like it to display in Practifi.
   • Initial Calculation Basis - Set to either Based on Service Start Date or Based on Calendar Period.
   • Frequency - Select how often the Deliverable needs to be completed.
   • Ongoing Calculation Basis - Set to either Based on Due Date or Based on Last Fulfillment Date.
   • Service Type - Leave this field set to the default option to relate to the correct service.
   • Type - Select the type of Deliverable from the drop-down options.
   • Set Reminder - Check this box to send a reminder to complete this Deliverable. 
     • Days Before Due Date - If the Set Reminder checkbox is enabled, this field will display. Enter the number of days before the Deliverable's due date that you would like the reminder to be sent. 
   • Please note: For in-depth descriptions of the functionality of these fields, please consult our Understanding Deliverables article.
9. Press Save to finalize this Deliverable type's creation. 
10. Navigate back to the Service's Categories page by selecting the subtab. 
11. Repeat steps seven through ten to add multiple Deliverables types to the Service, if needed.
12. Once all Deliverables are created for a Service, select the Add Deliverables to Services button located in the right-hand corner. 
    
13. After reading the Add Deliverables to Service pop-up warning, select Next to finalize adding the Deliverable to Services with that Service type. 

Accessing a Client's Deliverables

1. On the Client record, select the Services & Pipeline icon in the side panel.
   
   
2. Select the Deliverables subtab on the Services & Pipeline page view. A list of Deliverables attached to the client's active services will display on this page.
   
   
3. Deliverable information can also be accessed by selecting the Services subtab and selecting a Service record name. 
4. Deliverable information attached to the Service displays under the Deliverables subtab on the Service record.
   
5. Selecting the Deliverable Name will open the specific Deliverable record with additional information included in subtabs.

Adjusting Deliverables for Specific Services

Users can modify the Deliverable record directly, if necessary, to give specific clients their agreed-upon entitlements. For example, changing the frequency of a check-in Deliverable from quarterly to monthly provides the customer with a higher standard of service than is typically included in the Deliverable Types template created by your firm. To add additional Deliverables for a specific client's Service:

1. On the Client record, select the Services & Pipeline icon in the side panel.
   
   
2. Select the Service Name for the Service you would like to attach the Deliverable.
3. Click the caret icon in the page actions to expand the actions drop-down menu. 
   
4. Select New Deliverable from the drop-down menu.
   
5. In the New Deliverable pop-up, enter the following information about the Deliverable:
   • Deliverable Name - Enter the name of the Deliverable as you would like it to display in Practifi.
   • Frequency - Set how often you should complete the Deliverable from the drop-down options.
   • Last Fulfillment Date - The date you fulfilled the last Deliverable of this kind. This field is not required and can be disregarded when creating a Deliverable for the first time.
   • Set Reminder - Check this box if the system should send a reminder to complete this Deliverable.
   • Type - Select the type of Deliverable from the drop-down options.
   • Ongoing Calculation Basis - Set to either Based on Due Date or Based on Last Fulfillment Date. Determines how the next Deliverable's due date is calculated.
   • Next Due Date - Set to the date the first Deliverable of this type will need to be completed. 
     • Please Note: This field is required when creating a new Deliverable for a specific client to have the system know when you expect the first Deliverable to be completed. After the first Deliverable is completed, the system will calculate the Deliverable's due date based on the Ongoing Calculation Basis setting.
   • Days Before Due Date - If the Set Reminder checkbox has been checked, enter the number of days before the Deliverable's due date the reminder should appear.
6. Select Save to finalize the Deliverable creation. This change will only apply to this specific client's Service and will not apply to every client's Service across your organization. For changes across the entire organization, adjustments should be made to the Deliverable Type template.

Fulfilling Deliverables

When it comes time to record a Deliverable that you've met successfully, you will do so from the Task or Event record page that did the job by using the sidebar assistant located on the right side of the record page. To use the sidebar assistant:

1. Create a Task or Event record within your system or select the Activities icon in the Client record side panel and select the record from the list of Tasks and Events.
2. The Deliverable sidebar assistant will display on the Task or Event record page. Select the checkbox located beside the name of the Deliverable that the Task or Event fulfilled. 
   • Please note: A single Task or Event may fulfill multiple Deliverables. If this is the case, select each checkbox beside each Deliverable that the Task or Event fulfilled.
     
3.  Press Save on the Deliverable sidebar assistant.
4. Select Save to confirm you would like this Task or Event to complete the Deliverable in the Relate Deliverables pop-up message. Once you fulfill the selected Deliverable, only an administrator can make changes to them. 
5. A success message will display when the Deliverable is completed, and the Deliverable will move to the Fulfilled section of the Deliverable sidebar assistant.