Last update: 6/27/2026
| Columbia Threadneedle US – Meeting | |
| *IMPORTANT: ALWAYS CHECK IF ACTIVITIES ARE ALREADY EXISTING | |
| Field: | Notes/comments |
| Task Description | 1) FA = FA – Firm Name 2) FAs SAME firm = FA1 and FA2 – Firm Name 2) FAs DIFFERENT firm = FA1 and FA2 3) or more Fas, SAME firm = FA1 and Others – Firm Name 4) or more FAs DIFFERENT firm = FA1 and Others |
| Task Comments | All clarifs sent via the clarif tool shall also be sent here. For multiple notes in one recording, be sure to mention which activity it is for before sending the clarification via comments. |
| Type | Meeting |
| Note Timezone | Use as dictated/needed |
| Date and Time | Populate as dictated. If none is provided, temporarily use to the recording date BUT CLARIFY TO THE USER THE CORRECT DATE. And if time is not provided, we would default to 8 AM or use verbal clues for time assumption (ex: Breakfast/Morning meeting – 8AM, Lunch meeting – 12PM, Happy Hour – 5PM, Dinner/Evening meeting – 6 or 7PM). |
| Group | Tick if there are multiple contacts |
| Follow-up | Never used. Include follow-ups/tasks in the note text. |
| Assigned To | No need to fill in as SF auto-populates this field with the user unless the assignee is a different user. |
| Contacts | Contact/s who are in the activity (can do multiple tagging) including other CT attendees if there are any.
*NOTE: For meeting with contacts exceeding 50, split the contacts (ONLY) evenly so that each note split would include same number of contacts, or at least close. Example: A meeting has 60 contacts in total. Split the note into two notes, both having 30 contacts each. Then, tag all Other CT attendees as well to ALL split notes. |
| Expense Adjustment – Assigned To | DO NOT USE. |
| Expense Adjustment – Contact | ONLY USE IF MEETING HAS EXPENSE. Add all contact/s who are in the activity (can do multiple tagging) including the User and other CT attendees. Add 0 in the Guest Count box if contact/s has/have no non-FA/WS companions. Otherwise, put how many guests they brought with them.
*NOTE: For meetings that were split due to exceeding the 50 contact limit, mirror all contacts tagged in the Contacts field (including CT users) plus the User. Do not tick OptOut (unless specified) for the very first split. For the second split and so on, tick OptOut for all CT attendees and the User (since they’re expenses are already counted in the very first note). Example: A meeting has 60 contacts in total. Split the note into two notes, the first one having 30 contacts and the second one having 30. Then tag all CT attendees plus User to all splits. But, for the second note, tick OptOut for all CT attendees and the User. |
| Subject | Populate as dictated. Default if none is provided: 1 contact only: [Activity] with [Contact] 2 contacts: [Activity] with [Contact1 and Contact2] More than 2 contacts from same firm/group: [Activity] with [Firm/Group] More than 2 contacts from different firms/groups: [Activity] with [Contact1 and Others] IMPORTANT: A lot of CT users already have existing meetings, if a user dictated a generic subject for a meeting that is already existing in the CRM, don’t overwrite the subject. Example: user dictated “One-on-One” as the subject but existing meeting’s subject is “12pm Meeting with John Smith and Judge”, do not overwrite. |
| Activity Type | As provided by the rep or based on note context: a. Meeting: physical meeting b. Phone Call: telephone conversation c. Virtual Meeting: meeting held via MS Teams, Zoom, etc. d. Entertainment: entertainment event e. Gifts: gift cards f. Client Support: meeting with client g. Due Diligence Meeting If meeting has an expense, these are the only options due to field dependency: |
| Sub-Type | As provided by the rep or based on note context (field dependencies apply to the following): 1) For Meeting, only options are: – 1:1 Meeting / Scheduled Meeting – Office / Group Meeting – Firm Conference 2) For Entertainment, only options are: – Business Meals – Entertainment Given – Virtual Entertainment 3) For Gifts, only options are: – Gifts – Bereavement 4) For Client Support, only options are: – FA Only – End Client Appreciation – End Client Education |
| Event Status | Always Complete |
| Notes | Capture meeting notes in smart clean verbatim. |
| Topics Discussed | As provided by the rep or based on note context. |
| Products Discussed | As provided by the rep or based on note context. |
| Engaged (required if contacts are from Merrill Lynch) | As provided by the rep or based on note context. Clarify if not provided. |
| Opportunity $ (required for Merrill Lynch contacts) | As provided by the rep or based on note context. Clarify if not provided. Only accepts numbers (no symbols) and NA (if user-provided) |
| Outcome (required for Merrill Lynch contacts) | As provided by the rep or based on note context. Clarify if not provided. |
| Total Cost (If activity has an expense and type is Entertainment/Gifts/Client Support) | As provided by the rep or based on note context. Clarify if not provided. Only accepts numbers (no symbols).
*NOTE: If the contacts exceeded 50 and we split the notes, split the Total Cost in proportion to how the contact+CT attendees+User (excluding OptOut due to splitting) were split. Example: Meeting has 60 contacts + User + other CT attendee, the total attendees will be 62, which was split into two notes having 30 contacts each + User + other CT attendee. If Total Cost is $100, the formula to compute the Total Cost for the note split will be 100 divided 62, then multiply to the number of contacts tagged in Expense Adjustment – Contacts field (excluding OptOuts in the second note and so on due to splitting) |
| End Clients in attendance? (If activity has an expense and type is Entertainment/Gifts/Client Support) | Tick if activity has end clients in present. |
| Event ID (for existing record search) | Used to search for existing meeting using the Event ID. |
| Event Owner (for existing record search) | Used to search for existing meeting using the Event Owner’s name. |
| Primary Contacts (for existing record search) | Used to search for existing meeting using the contact’s name. |
| Activity Source | Always select HeyDan |