Last update: 9/3/2024
Normal-New
| Transcription Guidelines | ||
| DANA Fields | Interpretation | Relevance |
| Type | Normal-New | Required |
| Normal-Handwritten | ||
| Task Description | ||
| *If the recording has only one note, [Contact] | ||
| Example: | ||
| John Doe | ||
| Required | ||
| *If the recording has two notes, [Contact1] and [Contact2] | [For Hey DAN app | |
| Example: | users (for now)] | |
| John Doe and Jane Doe | ||
| *If the recording has three or more notes, [Contact1] and Others | ||
| Example: | ||
| John Doe and Others | ||
| Special Instructions | Instructions given by Consultant to Hey DAN | As necessary |
| Internal Comments | **Blank Audio/Recording or Pocket Dial: [Blank Recording 0:_:_._] [Pocket Dial 0:_:_:_] | As necessary |
| Date and Time | Required | |
| DATE | ||
| As specified/dictated | ||
| If not specified, use recording/email date. | ||
| TIME | ||
| As specified/dictated | ||
| If not specified, skip/leave blank | ||
| NOTE:
*During CRM entry (New Appointment page), when putting in the time (typing in/copying & pasting), DO NOT HIT ENTER as it will not save and revert back to a different time. **INSTEAD, HOVER OVER THE WHITE BACKGROUND OF THE PAGE, THEN LEFT CLICK. |
||
| If only the START TIME is provided: | ||
| Input START Time and skip/leave END Time blank (no duration specified/dictated) | ||
| Input START Time and END Time (base from the duration of the activity mentioned) | ||
| Time Assumptions: | ||
| Breakfast: 8:00 AM | ||
| Lunch: 12:00 PM | ||
| Happy Hour: 5:00 PM | ||
| Dinner: 6:00 PM | ||
| Morning: 8:00 AM | ||
| Afternoon: 1:00 PM | ||
| Evening: 7:00 PM | ||
| Interval | If the User specified meeting increments for consecutive meetings within the recording. | Not currently utilized |
| Example: 15, 30, 60 (minutes) | ||
| Contacts | Required | |
| FIRST NAME/LAST NAME | ||
| As specified/dictated | ||
| If spelled incorrectly, write the correct spelling (Write in the special instructions field the name dictated by the wholesaler – can also add the correct or used name) | ||
| If not specified or no contact name provided, put “[None Provided]” (Check context) | ||
| If audio is distorted or audio gap and the contact name was not captured, “[Unintelligible]”, “[Unintelligible 0:xx:xx]” or “[Audio gap]” | ||
| For group notes, if Consultant dictated two or more contacts in attendance, only the first contact mentioned should be captured under the “Regarding” in CRM. The rest should be logged under ‘Attendees’. |
||
| CRD (text field) | ||
| Not required but important (Utilize FINRA and/or CRM) | ||
| SPELLED (tick box)*** | ||
| Not currently utilized | ||
| 1 on 1 (tick box) | ||
| As necessary | ||
| ORGANIZATION | ||
| Skip/leave blank if not specified or check meeting note context for clues | ||
| LOCATION | ||
| Skip/leave blank if not specified or check meeting note context for clues | ||
| Same Follow-up | ||
| Not currently utilized | ||
| Same Organization and Location | ||
| As necessary | ||
| Group Tick Box |
As necessary |
| Subject | As specified/dictated | Required |
| If not specified, skip/leave blank |
| Notes | ||
| ***BEFORE TRANSCRIBING THE NOTE TEXT, ALWAYS CHECK THE CONSULTANTS’ PREFERENCES***
Writing Styles |
||
| (Activity comments here; transcribe smart clean verbatim) | ||
| Leave blank if none provided | ||
| Add follow-up instructions in the note text | ||
| ***FOR FOLLOW-UP ACTIVITIES/APPOINTMENT*** | ||
| Paraphrase follow-up note to a direct instruction | ||
| Example: | ||
| User instruction: “Please set follow-up for 12/14 at 11am to call John again.” | ||
| Follow-up note: “Follow up to call John again” / “Call John again.” | ||
| Meeting Type | Not currently utilized | |
| Subtype | Not currently utilized | |
| Encounter | Not currently utilized | |
| Method | Required | |
| Selection: | ||
| BIO/HOV | ||
| Branch: Group | ||
| Branch: One on One | ||
| Conference/Event | ||
| Zoom Call: Group | ||
| Zoom Call: One-on-One | ||
| Topics Discussed | Required | |
| Can select multiple | ||
| Tag as mentioned | ||
| Selection: | ||
| Calendar | ||
| Called/Matured Product Inquiry | ||
| Client Materials | ||
| Concentrated Equity | ||
| Custom Approval | ||
| Custom Idea Consultation | ||
| Custom Launch | ||
| Operation Question / Overview | ||
| Performance Review | ||
| Placing Indications | ||
| Platform Overview | ||
| Requesting Bid | ||
| Schedule Meeting | ||
| Strategy | ||
| Target Return ETFs | ||
| Location | Not currently utilized |
Phone Call
| Transcription Guidelines | ||
| DANA Fields | Interpretation | Relevance |
| Type | Phone Call | Required |
| Task Description | ||
| *If the recording has only one note, [Contact] | ||
| Example: | ||
| John Doe | ||
| Required | ||
| *If the recording has two notes, [Contact1] and [Contact2] | [For Hey DAN app | |
| Example: | users (for now)] | |
| John Doe and Jane Doe | ||
| *If the recording has three or more notes, [Contact1] and Others | ||
| Example: | ||
| John Doe and Others | ||
| Special Instructions | Instructions given by Consultant to Hey DAN | As necessary |
| Internal Comments | **Blank Audio/Recording or Pocket Dial: [Blank Recording 0:_:_._] [Pocket Dial 0:_:_:_] | As necessary |
| Date and Time | Required | |
| DATE | ||
| As specified/dictated | ||
| If not specified, use recording/email date. | ||
| TIME | ||
| As specified/dictated | ||
| If not specified, skip/leave blank | ||
| If only the START TIME is provided: | ||
| Input START Time and skip/leave END Time blank (no duration specified/dictated) | ||
| Input START Time and END Time (base from the duration of the activity mentioned) | ||
| Time Assumptions: | ||
| Breakfast: 8:00 AM | ||
| Lunch: 12:00 PM | ||
| Happy Hour: 5:00 PM | ||
| Dinner: 6:00 PM | ||
| Morning: 8:00 AM | ||
| Afternoon: 1:00 PM | ||
| Evening: 7:00 PM | ||
| Interval | If the User specified meeting increments for consecutive meetings within the recording. | Not currently utilized |
| Example: 15, 30, 60 (minutes) | ||
| Contacts | Required | |
| FIRST NAME/LAST NAME | ||
| As specified/dictated | ||
| If spelled incorrectly, write the correct spelling (Write in the special instructions field the name dictated by the wholesaler – can also add the correct or used name) | ||
| If not specified or no contact name provided, put “[None Provided]” (Check context) | ||
| If audio is distorted or audio gap and the contact name was not captured, “[Unintelligible]”, “[Unintelligible 0:xx:xx]” or “[Audio gap]” | ||
| For group notes, if Consultant dictated two or more contacts in attendance, only the first contact mentioned should be captured under the “Regarding” in CRM. The rest should be logged under ‘Attendees’. |
||
| CRD (text field) | ||
| Not required but important (Utilize FINRA and/or CRM) | ||
| SPELLED (tick box) | ||
| As necessary | ||
| 1 on 1 (tick box) | ||
| As necessary | ||
| ORGANIZATION | ||
| Skip/leave blank if not specified or check meeting note context for clues | ||
| LOCATION | ||
| Skip/leave blank if not specified or check meeting note context for clues | ||
| Same Follow-up | ||
| Not currently utilized | ||
| Same Organization and Location | ||
| As necessary | ||
| Group Tick Box |
As necessary |
| Meeting Type | Not currently utilized | |
| Subtype | Not currently utilized | |
| Direction | Required | |
| As specified/dictated | ||
| Refer to meeting notes for context | ||
| Default direction is Outgoing | ||
| Left Voicemail | ||
| As specified/dictated | ||
| Leave unticked if none provided | ||
| Topics Discussed | Required | |
| Can select multiple | ||
| Tag as mentioned | ||
| Selection: | ||
| Calendar | ||
| Called/Matured Product Inquiry | ||
| Client Materials | ||
| Concentrated Equity | ||
| Custom Approval | ||
| Custom Idea Consultation | ||
| Custom Launch | ||
| Operation Question / Overview | ||
| Performance Review | ||
| Placing Indications | ||
| Platform Overview | ||
| Requesting Bid | ||
| Schedule Meeting | ||
| Strategy | ||
| Target Return ETFs | ||
| Encounter | Not currently utilized | |
| Location | Not currently utilized |