Last update: 4/1/2026
| Note Type | • Normal-New – Default note type for recordings. • Normal-Existing – This is used for notes from recordings that have an existing placeholder in the CRM. • Normal-New (Handwritten) – This is the default note type for screenshots of handwritten notes. • Normal-Existing (Handwritten) – This is used for screenshots of handwritten notes that have an existing placeholder in the CRM. • Follow-up – For follow-up tasks creation. • CRM Modification – For profile creation/update. |
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| Task Description | • Populate this field for activities submitted through the Hey DAN app such as recordings, images/pictures and texts. • For one FA, indicate the [FA Name] only. Example: Lea Seydoux • For two or more FAs, indicate [FA Name], et al. Example: Lea Seydoux, et al. |
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| Date | Capture meeting date as specified by wholesaler. Otherwise, follow the current date. | |
| Time | • Capture as specified. • No time assumptions. • If not specified and no existing placeholder in the CRM, leave blank but send clarification email. • If an existing placeholder is found in the CRM, no need to copy or adjust the time. |
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| Reps | • Check the name in the CRM and copy. • Put the advisor’s complete name in the First Name field to copy/paste names faster during CRM entry. |
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| Organization | Capture as specified. Skip if none but place it in the Internal Comments. | |
| Location | Capture as specified. Otherwise, leave blank. | |
| Activity Type | Appointment: • Appointment – Meeting – the default activity type for face-to-face meetings. • Appointment – Video Call – the default for video conference calls, or WebEx, or Teams meeting • Appointment – Conference Call – select if specified. Phone Call: |
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| Subject | *Copy the subject if an existing placeholder is found in the CRM. *If no existing placeholder found in the CRM, follow the defaults below: • Appointment – Meeting — Meeting with [Advisor Name] for one FA. • Phone Call – Sales Call — Phone Call to [Advisor Name] *Note: |
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| Text | • Clean, verbatim. • Follow-up task/ To-Dos should be in separate paragraph. |
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| Call Quality | • Select 2 as default. • Capture if specified. |
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| Regarding | • Always populated for both Appointment and Phone Call activities. • Populate with only one FA name. • If multiple notes or multiple attendees, select the first FA name. |
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| Sales Campaign | • Prospect Sales Call • No |
• Select Prospect Sales Call only if wholesaler specified or if mentioned in the notes as “Prospect”. • If none, leave blank. |
| FOLLOW-UP TASK | ||
| Type | Select Follow-up from the drop-down list. | |
| Subject | • For existing activities, copy the subject found in CRM. • For new activities, copy the subject from the main note. |
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| Text | • Clean, verbatim. • Copy the task provided in the main note. |
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| Due Date | Next business day unless specified. | |
| Assigned To | • Assign to Internal partner as default. • Capture as specified. |
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| CRM MODIFICATION | ||
| Type | Select CRM Modification from the drop-down list. | |
| Profile | *Select the appropriate action when creating or changing Profiles in the CRM.
• Added – used when you create/add a profile in SF. |
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| Subject | Skip | |
| Text | Provide the following information: • Title • Phone • Address • Branch, if need to create one. Otherwise, copy from the their teammate’s profile in MS Dynamics. . • Advisor Team, if any. * For Michelle Drouin, we don’t create the profiles. If unable to find the FA, send a clarification email to let her team know. Either Santo Certo or Gabriel Bourassa will create the profile on their end. |
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