Default: Normal – New
Normal – Existing: check the calendar for existing events
Normal – Scheduled: future-dated activities
Phone call: for outbound/inbound calls, voicemails/call attempts, and wholesaler emails
Follow-up: follow-up tasks
Expense: for expense items
Expense BD Entertainment: for expense items that are BD Entertainment Event

Check Internal Comments if these codes “existing insufficient” or “existing insuff” or “insuff” are used. It means that the team doesn’t have the access to edit the existing activity in SF and instead used the information found in Salesforce, the note type will be Normal New.

Use as necessary.

Please put FUTURE – for future-dated notes; EXISTING – for existing notes (optional)

Put “no time” if time was not mentioned;
“AM, PM,” for non-specific time mentioned, “morning meeting, afternoon meeting.”
If time was mentioned, always put the time conversion to PST

Guides for PST Conversion:
EST (-3)
CST (-2)
MST (-1)

For AA: Indicate the IID Number if CRD # is not found in Salesforce. Use this format IDD: [******}

As dictated. However, always use the contact’s full name. If a nickname was dictated, search and use the full name instead and capture the nickname in SI or Subject field.
Example dictation: Jim Smith. Use: James Smith

In DANA, populate the full name of the contact in the First Name field only, leave the Last Name as blank. This is so the AA can capture it in one click.

Tick Spelled if necessary.
No need to add the contacts from Principal Funds if dictated as part of the meeting. However, if the wholesaler instructs to tag a Principal Fund contact, add their names to the field.

As dictated.

1:1 Advisor Mtg – In person: Meeting with a single advisor, meeting with an advisor team; a meeting with one or a few persons with whom you have a 2-way dialogue; a one-off follow up after a group presentation.
1:1 Advisor Mtg – Virtual
Group Advisor Mtg – In person: Branch walk through, branch training, webinar, lunch presentation; open Q&A session; hosted meal or sporting event.
Group Advisor Mtg – Virtual
Conference: Staffing a booth, presenting at a firm-sponsored or industry event
BD Promotion/Client Event: Sponsored event with clients in attendance

Distinction from 1:1 Advisor Mtg to Group Advisor Mtg if there are two or more attendees (from POC):
Typically with 2 attendees, or ever 3 or 4, it would be a 1:1 meeting – a small group where you are having a conversation with them directly would be an example. The distinction is more for designating office visits where you are not having a meaning dialogue with every single person in the branch. Such as when the wholesaler says they met with everyone in the branch and to tag all the advisors. Also any time they are mentioning there is a presentation, walkthrough, training… these are examples of group interactions.

Phone calls – should be logged as phone calls

As dictated. Leave blank if not provided.
This field captures additional information about the type of event. Please ensure this detail is captured on events with Merrill and Ameriprise advisors, as we provide this information back to them as part of our strategic partnership agreement.
“If you can tell if the location was in or out of the office, you can categorize as such… mainly the distinction is needed for Merrill reps.”

Meal in office
Meal outside of office
Office Meeting
Regional/Complex Meeting
Branch Training
Sporting Event
Golf Event
Client Event

This optional field allows you to rate and capture the sentiment of an interaction. Use it to reflect on how the interaction went and the general impression it left you with. This data can be utilized in reporting to identify or disqualify advisors for future interactions, ensuring alignment and outcomes.

Optional. Leave blank if not provided.

As dictated.
Defaults:

1 rep : Meeting with [Rep Name]
ex. Meeting with John Doe

Group meeting (2 reps) : Meeting with [Rep Name] and [Rep Name]
ex. Meeting with John Doe and Jane Peters

Group meeting (3 or more reps) same firm: Meeting with [firm], [location] Advisors
ex. Meeting with Ameriprise, Chicago, IL Advisors

Group meeting (3 or more reps) under the same firm but different address: Meeting with [firm] Advisors
ex. Meeting with Ameriprise Advisors

Group meeting (3 or more reps) under different firms: Meeting with Advisors

For Virtual Meeting via Zoom/Webinar
Meeting with [Rep Name]
ex. Meeting with John Doe

For activities that are existing in Salesforce but has insufficient privilege or no access to edit it, copy the subject in Salesforce and paste it in DANA. Note Type should be Normal New.

Put “existing insufficient” or “existing insuff” or “insuff” in the Internal Comments section as an indicator for the team and the audit team that we copied the subject in Salesforce.

Check the Wholesaler Preference as some WS dictates, “Subject is [Name of the Topic]” – Use the default subject format instead and tag the Topic/s accordingly.

Clean/smart verbatim.

Follow general writing guidelines.

**strictly NO CONTRACTIONS**
We’re = We are
They’ve = They have
I’m = I am

If more than two topics were explicitly mentioned, use this format in the note text:

Topic 1: Preferred
Topic 2: MidCap
Topic 3: Blue Chip
Topic 4: USMC

Met with John Doe discussing the funds…
Received an inbound call from Jane Doe…

As dictated. If not specified, check meeting notes for applicable topics.

Default: Client Service if no topic/s specified.

IMPORTANT: Lean more towards MF topics. Example: MF/Blue Chip not SMA/Aligned Blue Chip
MidCap = MF/Aligned MC

Only capture the first two Topics dictated in the Topic 1 and 2 field, the rest will be captured in the note text.

Meeting location as specified. Different from office location in the Contacts field.

e.g. name of establishment/restaurant.

Clean/smart verbatim.

Follow general writing guidelines.

**strictly NO CONTRACTIONS**
We’re = We are
They’ve = They have
I’m = I am

If more than two topics were explicitly mentioned, use this format in the note text:

Topic 1: Preferred
Topic 2: MidCap
Topic 3: Blue Chip
Topic 4: USMC

Left a voicemail…

As dictated. If not specified, check meeting notes for applicable topics.

Default: Client Service if no topic/s specified.

IMPORTANT: Lean more towards MF topics. Example: MF/Blue Chip not SMA/Aligned Blue Chip
MidCap = MF/Aligned MC

Only capture the first two Topics dictated in the Topic 1 and 2 field, the rest will be captured in the note text.

This optional field allows you to rate and capture the sentiment of an interaction. Use it to reflect on how the interaction went and the general impression it left you with. This data can be utilized in reporting to identify or disqualify advisors for future interactions, ensuring alignment and outcomes.

Optional. Leave blank if not provided.

As specified.
Please put the Completed Date and Time using this format (MM/DD/YYYY HH:MM AM/PM)
If start and end time is dictated, use the end time.

Default Completed Date if not specified ([recording date] ]09:00 AM])
ex. 01/01/2023 09:00 AM