Managing Reference Documents

Follow

Overview

Depending on the services your firm offers, you may need to access various types of documents in regard to the clients you service. These reference documents can be stored on the client's Household, Organization or Individual record in Practifi. This article outlines how to add, edit and remove reference document information within your organization, as well as how to view reference documents on Key Entity records.

Adding Reference Documents

Reference documents are added to the related Contact record within a Household or Organization record in Practifi. Adding a reference document to the Contact record ensures that the document is related to the correct person's record. The information will roll up to the Key Entity level to display on the Reference Document table within the Household or Organization record. 

To add a reference document to a Household or Organization record in Practifi:

  1. Navigate to the Household or Organization record that the contact is related to. 
  2. Select the contact name corresponding to the reference document's owner on the Key Entity record's Overview page. 
  3. Select the Reference Document tab on the Contact record. 
  4. Enter the reference document's information into the form. 
  5. Once the reference document's information is captured, press Save. If you need to enter multiple reference documents, select Save & New to save the reference document information and automatically open a new form for the following document. 

Adding reference documents within Individual records does not require you to navigate to the Contact record first, as the record only has the primary contact. 

To add a reference document to an Individual record in Practifi: 

  1. Navigate to the Individual record within Practifi. 
  2. Select the Reference Documents icon in the record side panel to open the Reference Documents table within the record. 
  3. Select the New Reference Documents button on the right-hand side of the Reference Documents table. 
  4. Enter the reference document's information into the form. 
  5. Once the reference document's information is captured, press Save. If you need to enter multiple reference documents, select Save & New to save the reference document information and automatically open a new form for the following document. 

Viewing Reference Documents

Reference document information can be viewed on the Key Entity record. To view a Key Entity record's reference documents:

  1. Navigate to the Household, Organization or Individual record. 
  2. Select the Reference Document icon on the record side panel. 
  3. A table of all reference documents related to the Key Entity will display. If you would like to view specifics for the reference document, select the hyperlinked Reference Document Name to open the details of the document. 

Reference documents entered across the entire firm can also be viewed on the Reference Documents tab within the Data Management app for users that have been granted Data Management app access. 

Editing Reference Documents

If reference document information has been entered incorrectly or has changed since entry, the reference document can be edited. To edit a reference document:

  1. Navigate to the related Key Entity record. 
  2. Select the Reference Document icon on the record side panel on the Household, Individual or Organization record.
  3. Locate the reference document you would like to edit on the Reference Document table. 
  4. Select the caret icon in the furthest right column on the reference document's row within the table. 
  5. From the drop-down menu, select Edit
  6. Make the necessary modifications to the entered information. 
  7. When all changes are made, select Save to finalize the changes. 

Deleting Reference Documents

If a reference document has been incorrectly entered or is no longer needed within your organization, it can be deleted. Depending on your permission access, you may not be able to delete the reference document. 

To delete a reference document:

  1. Navigate to the related Key Entity record. 
  2. Select the Reference Document icon in the record side panel on the Household, Individual or Organization record.
  3. Locate the reference document you would like to edit on the Reference Document table. 
  4. Select the caret icon in the furthest right column on the reference document's row within the table. 
  5. From the drop-down menu, select Delete

This action will permanently delete the reference document information from your organization. We recommend you delete reference documents with caution and only when you are certain this information will not be needed for compliance purposes. 

0 out of 0 found this helpful

Comments

0 comments

Article is closed for comments.