Using the Change Log

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Overview

Customizing pages, fields and other elements of Practifi is crucially important to many firms. When these modifications are made, it is essential to track all changes. Customizations to your organization may mean that your firm's Practifi instance will no longer automatically receive updates to changed pages from Practifi during the release process. This article outlines the Change Log functionality within Practifi and how to enter new entries into your firm's Change Log. 

Understanding the Change Log

The Change Log is the space within Practifi to document any customizations or modifications made to your firm's Practifi instance. Within the Change Log, you can capture the date the customization occurred, who performed it, what changes were made and record any detailed notes or attach related files. Entries into the Change Log will need to be manually entered. They are not automatically entered when you make changes within your organization. 

If you are a System Administrator within your organization and are making customizations or modifications, you must enter these changes into your Change Log. When requesting a change from our Professional Services team, details about the customization will be available within the Change Log.

Accessing the Change Log

  1. Click the App Launcher located in the upper left-hand corner of Practifi. 
  2. Select the Settings app from the drop-down menu of apps available. 
    • Please note: Depending on the number of apps assigned to your user profile, the Settings app may not display by default. If this app is not displaying, use the Search apps and items... search bar within the App Launcher to search for and select the Settings app. 
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  3. Select the caret icon beside the Navigation Menu to open the drop-down menu of settings pages. 
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  4. From the drop-down menu, select the Change Log option.
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Creating an entry

Entries within the Change Log should document any changes made, when these changes occurred and who executed these changes. Being as comprehensive as possible in documentation is essential to ensure the scope of the change is understood clearly. 

To create an entry: 

  1. On the Change Log list view, select the New button located in the upper right-hand corner. 
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  2. Enter the following information:
    • Name - Enter a name to describe the change made. 
    • Team Member - Enter the name of the team member who made the changes within your organization. 
    • Change Date - Enter the date you made the change in your organization. 
    • Source - Select the source type that describes the group that made the change. If you are a System Administrator within your organization making this change, select Client. Our Professional Services and Support teams will select the correct corresponding option.
    • Type - Select the overall type of customization made to your organization. If none of the prebuilt options fit the type of change you are making, select Other from the drop-down menu.
    • Details - Enter any important information about the customization or configuration. 
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  3. Press Save to finalize the Change Log entry creation. 

Adding a note

After the Change Log entry is initially made, notes can be attached to the Change Log to document any discussions or changes made as part of the customization. 

To add a note to a Change Log entry:

  1. Select the Change Log entry from the Change Log list view. 
  2. Once on the entry details page, select the Notes & Files subtab.
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  3. Select the New button in the Notes section.
    • Please note: This note creation process can also be accessed by selecting the caret button to the right of the Clone button and then selecting New Note from the drop-down menu. This caret button is available when viewing the Change Log Basics page and would not require you to select the Notes & Files subtab. 
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  4. A note creation pop-up will display on your screen. Enter the information about the change you would like to store on the Change Log entry and then select Done to finalize the note's creation.
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Uploading files

After the Change Log entry is initially made, files can also be attached to the Change Log to document any changes made as part of the customization. 

To add a file to a Change Log entry:

  1. Select the Change Log entry from the Change Log list view. 
  2. Once on the entry details page, select the Notes & Files subtab.
    Screen_Shot_2021-11-15_at_2.40.43_PM.png
  3.  Select the Upload Files button in the Files section to select a file from your computer to attach to the Change Log entry. Files can also be dragged from your computer and dropped into the Files section to attach the file. If the file already exists in your Practifi organization and you would like to attach it to the Change Log entry, click the Add Files button to select the already uploaded file. 
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Changing an entry owner

If a Change Log entry is made on the behalf of another user, the Change Log entry can be changed to be assigned to the correct owner. To change a Change Log entry owner:

  1. Within the Change Log entry, select the caret button in the right-hand corner.
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  2. Select Change Owner from the drop-down menu. 
    Screen_Shot_2021-11-19_at_11.52.14_AM.png
  3. A Change Owner pop-up will display on your screen. Select the correct team member that should own this Change Log entry within the Search Users... field and then select Submit to finalize the change. 
    • Please note: The new owner will receive a notification email upon the Change Log owner change. While it is recommended that the user receive this email, it is possible to disable this email by unchecking the Send notification email checkbox before submitting this change.
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