TRANSCRIPTION GUIDELINES

DANA Fields

Interpretation

Relevance

Type

Normal – New

Required

Task Description

*If the recording has only one note, [FA, Firm]
Example:
John Doe, Merrill Lynch

*If the recording has two (2) one note, [FA and FA, Firm]
Example:
John Doe and Keith Smith, Merrill Lynch
or John Doe and Keith Smith (for different firms)

*If the recording has two or more FAs, [FA] and Others
Example:
John Doe and Others

Task Comments

Utilize only for immediate clarification with the User (WS)
Example:
Hi [WS], Kindly provide the missing information (Meeting Time, Activity Type, etc) for your activity with [FA Name). Thank you!

Internal Comments

**Salesforce link/s for contact profile/s and/or account profile/s.

**Contact names as seen in Salesforce/names listed in FINRA, Brightscope, Advisor Credio, etc.

**Put EP: or UP: for Enterable Pending and Unenterable Pending with or without reason for pending
Example: “UP: Leads profile for conversion”

**Blank Audio/Recording or Pocket Dial: [Blank recording 0:__:__._] [Pocket dial 0:__:__._]

Special Instructions

As specified by wholesaler
Example: WS: “Please tag (name) on this note as well.” “If you cannot find (name) in the system, please disregard.” “Products discussed were — Fund and — Fund.”

*Can also be used if content of IC is more than the allowed characters and will not fit the IC field

Date

As dictated. If not specified, use recording date.

Required

Time

As dictated.
If time is not dictated, need to send clarification.

If time is not dictated but it was a Lunch Meeting, no need to clarify. Use 12:00 PM.

* For existing notes, meeting time is not required, unless dictated.

* We are basing the time on the wholesaler’s time zone. If the wholesaler dictated the time without a timezone and the wholesaler is not in EST setting in Salesforce, then we will need to convert the dictation to EST.

Required

Interval

Skip/Leave blank

Auto-populated

Contacts

*Group (tick box) – As necessary

First Name/Last Name:
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]”.

CRD (text field) – Required for two or more attendees, and required for follow-up notes.

*1 on 1 (tick box) – As necessary

Account (Firm/Company):
As dictated
Skip/leave blank if not specified or check meeting note context for clues.

Location:
As dictated. (Can be complete address.)
Skip/leave blank if not specified or check meeting note context for clues.

*Same account / location (tick box)
Untick if FAs are from different accounts (firms/company) or locations.

Required

Subject

As dictated.
Default: Meeting

Required

Comments

***BEFORE TRANSCRIBING THE NOTE TEXT, ALWAYS CHECK THE WHOLESALERS’ PREFERENCES*** Writing Styles

(Meeting comments here; transcribe smart clean verbatim).

All monetary amounts are with $ sign.

If information in the fields were provided with information that can’t be added in the fields, transcribe here in sentence format.
Example: “Met Bill Avery and his analyst, Andrew Logan, to follow up on the meeting with the client last week for Private Markets Fund.”

Required

Meeting Type

Select as dictated.
Default: Advisor Meeting

Required

Subtype

Skip.

Products

Select as dictated.
Default: Relationship Management

*If there are two or more products discussed, create a footnote in the comment using the format below.
Example:
Products: APMF, ASIF, AREIT (can be either Ticker or Name.)
*There are combined products in the selection that can be used for two (2) products discussed. If they are not in the selection, then create a footnote.

Products list:

https://www.aresmgmt.com/

(click the hamburger icon, then hover over Our Business)

Required

Topic

Select as dictated.
*Only used if the Meeting Type is Advisor Webinar. Otherwise, please skip.

Required

Special Attendees

Select as dictated.
If the Ares Employee is a 1031 Specialist, a PM Specialist, etc.

Attendees

Name(s) of Ares Employees in the meeting.

Transcribing complete

Choose/Tick note for proofing/ready.

Required