Last update: 10/13/2026
| HARTFORD FUNDS | |
| TRANSCRIPTION SPECIFICATIONS (updated 10.12.2026) | |
| Note Type | |
| Normal – New | If meeting dictated does not exist in the wholesaler’s calendar in Salesforce. |
| Normal – Existing | If meeting dictated is existing in wholesaler’s calendar in Salesforce. |
| Email Return | Notes that the wholesaler would want to send back to himself via email. (See separate tab for specs) |
| Follow-up | Use for stand-alone follow-up tasks. |
| Greeting Cards | Use for processing Handwrytten files. (See separate tab for specs) |
| CRM Modification | Use for stand-alone updates to the contact profiles in Salesforce such as profile creation, profile update, Contact Notes update, stand-alone Log Opportunity. (See separate tab for specs) |
| Normal – New (Handwritten) | Use for processing notes with handwritten meeting note attachments or pictures of attendee list. |
| Normal – Existing (Handwritten) | Use for processing notes with handwritten meeting note attachments or pictures of attendee list. |
| Opportunity | Use for processing log opportunities. (See separate tab for specs) |
| Task Description: | Populate only for notes sent via the App |
| If recording only has one meeting: FA Name – Firm Group Name – Firm (if no group name provided – default to [Date] Meeting Ex. 02/13/25 Meeting |
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| If recording has several meetings: Coverage Date of activity. Ex. 02/13/25 Meetings | 02/11/25 to 2/13/25 Meetings |
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| Special Instructions | Instructions from the wholesaler that are pertinent to the note being transcribed |
| Internal Comments | Instructions intended for internal purposes; instructions from transcriber to enterer. Ex. “Please send for clarification”, “Contact not found in Salesforce” etc. |
| ***For Hey DAN entry purposes, also put here, at the end of the comments, the URL of existing meeting placeholders in Salesforce. Ex. For clarif | URL: [SF meeting URL link] |
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| Date & Time | Fill out the Date and Time fields as dictated by the Wholesaler. If no date was dictated, use the default = the date the recording/email was received. Can also reference flow of meeting dictations in case multi-activity recordings. If no time was provided, leave it Blank. |
| Advisor First Name and Last Name |
Use First Name field for contact’s first name and Last Name field for contact’s last name. Capture as dictated or as seen in Finra. If nickname or alternative name was provided, can put in IC for reference/documentation. |
| If with CRM access, use the name provided in SF. | |
| If there’s no name mentioned put [None Provided]. This is up for clarification with the WS. | |
| Populate CRD field for reference and entry purposes. | |
| NOTE: In case the wholesaler misspelled the name, verify name and mirror what is showing in Salesforce/FINRA; and put a note in the IC that WS misspelled the name. | |
| 1 on 1 Box | Use with caution. Tick as needed as the situation calls for it while taking into consideration POC’s guidelines of multiple contacts with the same note. |
| Group tick box | Tick this box if the WS provides 2 or more attendees. Anything with multiple attendees must be processed as a group (Josh, 4/15/21). Please have your team log meetings where there’s more than one attendee as one meeting with multiple attendees. (Josh, 6/18/24) If wholesaler instructs Hey DAN to log a single multi-attendee meeting as 1-1 meetings, confirm with POC first. |
| Follow-up Box | Tick this if a follow-up needs to be created for that particular advisor. |
| All Day | Tick as specified by the wholesaler (“all day meeting/events”) |
| Broker/Dealer and Location | There is no need to fill out this field. (Josh, 3/1/21). |
| Don’t populate this field. Put the Firm name and location in the Internal Comments box instead. | |
| Engagement Type | In Person: Default engagement type is back to In Person if the wholesaler does not specify – (Josh Gribben, 8/11/22) |
| Phone Conversation: If they say conference call, phone call, call and the like. | |
| Email Conversation: If WS sends in email communications/thread with advisors/clients. | |
| Virtual Engagement: If the WS says Webex, virtual meeting and the like. | |
| Virtual Client Seminar: If the WS says that the client seminar is virtual. | |
| Voicemail: If the WS says voicemail or left message. | |
| Sent Gift: If the WS says sent gift or the like. | |
| Sent Letter: If the WS says sent letter. | |
| Subject | Put subject as specified by WS/based on context (ex. Meeting, Call, Phone Appointment, Conference Call, WebEx, Seminar, Voicemail) |
| Check WS Preferences field for certain subject format preferences. | |
| If there’s none provided or cannot be determined based on context, just put the FA Name on the Subject box. (Josh Gribben, 3/1/21) | |
| No need to put a subject for future-dated notes but should put subject if WS provided one. | |
| Note Text | Clean verbatim. |
| If follow-up or action item is clearly discernible and can be extracted, no need to include it in the Note Text. Can directly plot it in the follow-up box. | |
| If follow-up or action item is embedded into the notes and extracting it will disrupt the flow or context of the notes, retain them in the Note Text and just copy the ffup notes into the follow-up text box | |
| For note scenarios where funds mentioned in the extractable follow-up are not found in the meeting notes, best to retain the ffup dictation in the Note Text for fund tagging purposes. | |
| If there are no notes provided, put [NO NOTES PROVIDED]. This is for clarification. | |
| For future-dated notes, meeting notes are not required unless WS provides one. | |
| Broker Notes | This is also referred to as the Contact Notes by some wholesalers. It is the Contact Notes and Other Info field in the CRM. Usually personal info/details of FA that WS want reflected on their SF profile. |
| Some wholesalers explicitly provide only broker notes without meeting notes. Should be processed as CRM Mod. | |
| Some wholesalers, while providing their meeting notes, instructs the team to either: (a) copy certain parts of their meeting notes into the broker notes or (b) provide notes for broker note separate from the meeting notes. Proceed as requested by the wholesaler. |
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| Certain wholesalers require their meeting notes be copy/pasted here as well. Check WS Preferences field. | |
| Note: The character limit for this field is limited to 1000. If WS dictated long broker notes, kindly enter them in the Broker Notes field and at the end of the broken note, put [SEE MEETING NOTES]. | |
| Portfolios | If they mention ANY fund or ETF in their meeting notes, please select them under Portfolios. |
| Resource Used | If they mentioned they were actually on a call/in a meeting with one of the resources listed, please select the correct name from the list. |
| If it’s not on the list, select “Other.” | |
| This is a required field. If there’s none, just select “No Resource Used.” | |
| Contact Role | Select contact role as dictated by the WS. Skip if none is provided. Rarely used. |
| Value Add | Select as mentioned in the notes. |
| Other/No Product Discussed – can be ticked when no products were discussed or if a product or a value add resource is not found in the list. Also use it if a wholesaler mentioned 529/MIT AgeLab. | |
| AMPF – Signature Wealth – needs to be ticked when both of these are in the notes: (1) FA is from Ameriprise and (2) Signature Wealth was mentioned. | |
| EJ – Portfolio Assistant – needs to be ticked when both of these are in the notes: (1) FA is from Edward Jones and (2) Portfolio Assistant was mentioned. | |
| Scheduled Engagement | Select as dictated. This is only used when a wholesaler specifically mentioned that a meeting is a scheduled/unscheduled engagement. |
| Very important that this field is properly used. | |
| Follow-up | Use if the wholesaler provided a follow-up task/reminder for his internal, himself or another contact. |
| NOTE: For follow-ups related to group meetings/meetings with more than one FA/contact, we can just tag the first contact for the follow-up and follow the instructions below. Do not use the Group Follow-up tickbox. | |
| ADDITIONAL NOTE: For follow-ups related to group meetings/meetings with more than one FA/contact, but the first contact is not included in the follow-up, we can just tag any one of the contacts included for the follow-up and follow the instructions below. | |
| NOTE: If there are two follow-ups, create the first follow-up within the note and create a separate follow-up note for the second. | |
| Type | The default is Action Item. This must always be selected. |
| Due Date | The default due date is five (5) business days (assuming a Monday-Friday schedule) after the actual meeting and not the recording date. |
| Should the 5th day fall on a market holiday, adjust one business day later. | |
| If the meeting was held a week or more prior to the recording date, then the follow-up date should be the next business day. | |
| Subject | Follow-up – [FA name] (if the follow-up is for 1 FA only). |
| Follow-up – [FA name 1] and [FA name 2] (if the follow-up is for 2 FAs) EXAMPLE: Follow-up – Tony Stark and Peter Parker |
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Follow-up – [Firm Name] Advisors (if the follow up is for 3 or more FAs from the same firm. Names of the FAs should be listed in the note follow-up text) EXAMPLE: |
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| Text |
Verbatim. Type in the follow-up note. If the follow-up note is within the meeting notes, and extracting it from the meeting notes would result to incoherent/sloppy notes, copy the whole note text and put it in this format: EXAMPLE: Follow up. [DATE] MEETING NOTES: |
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For follow-ups with 3 or more FAs, list down their names at the end of the text. EXAMPLE: ADVISORS: |
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| Assigned To | Tick the name of the Internal Wholesaler. |
| Assigned To Other | Type in the name for follow-ups that are assigned to a different contact aside from the internal wholesaler. |
| Notes for Virtual Client Seminars | When the wholesaler says that the meeting type is a Virtual Client Seminar, select that as the Engagement type |
| Virtual Client Seminar Description | The Virtual Client Seminar Description field has to be filled with three important details: -The name of the seminar or Value Add Topic -The number of attendees -If materials were given out or not |
| EXAMPLE: – Media Replay – 15 attendees – No materials were given |
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| NOTE: If any of the 3 pieces of information wasn’t mentioned by the wholesaler, you need to send a clarification to ask for it. | |
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| CRM Modification Dana Specs | |
| NOTE: Use whenever the team needs to create/update a contact profile or the WS specifically instructed the team to create/update a profile. | |
| Note Type | Default: CRM Modification |
| Internal Comment | Instructions intended for internal purposes. Input here the Firm Name. |
| Special Instructions | Instructions from the wholesaler that are pertinent to the CRM modification. |
| Date | Date of Recording/Email |
| Advisor First Name and Last Name |
Use First Name field for contact’s first name and Last Name field for contact’s last name. Capture as dictated or as seen in Finra. If nickname or alternative name was provided, can put in IC for reference/documentation. |
| If with CRM access, use the name provided in SF. | |
| CRD # | As shown in FINRA |
| Profile | Tick as appropriate (either Added or Changed). |
| Subject | Leave blank |
| Text | Input here the contact details provided by the WS needed for the creation or update of the profile. Also put here the stand-alone broker notes. |
| ***Recently added Note Type (January 2025) | |
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| Opportunity Dana Specs | |
| NOTE: Use whenever the team needs to log opportunity details as provided and instructed by wholesaler. This may be a stand-alone opportunity or opportunity related or part of a meeting dictation. | |
| Note Type | Default: Opportunity |
| Internal Comment | Instructions intended for internal purposes. |
| Special Instructions | Instructions from the wholesaler that are pertinent to the Log Opportunity. |
| Date | Date of Recording/Email |
| Advisor First Name and Last Name |
Use First Name field for contact’s first name and Last Name field for contact’s last name. Capture as dictated or as seen in Finra. If nickname or alternative name was provided, can put in IC for reference/documentation. |
| If with CRM access, use the name provided in SF. | |
| CRD # | As shown in FINRA |
| Subject | Leave blank |
| Text | Input here the log opportunity details provided by the WS.. |
| Use this template when capturing WS dictation for log opportunity.
Account Name: |
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| Format for the Headers | |
| Account Name | This is the FA’s firm/broker dealer (auto-populated in SF). |
| Opportunity Name | Format: Last name of the FA – Fund name (i.e. Stark – Balanced Fund) Firm – Fund Name (If there’s more than one with the same name) |
| Amount | This is the dollar amount that is given by the wholesaler (i.e. $5,000,000). If none was provided, default to $1. |
| Close Date | Date should be dictated by the wholesaler. (Format: MM/DD/YYYY – 12/31/2025). If none was provided, tag the Close Date as 6 months away from the date you created the opportunity. |
| Description | As dictated by the wholesaler. Put N/A if none was provided. |
| Stage | Select from the drop-down as dictated by the wholesaler. It could either be Open, Closed-Won, Closed-Lost. If none was provided, default to Open. |
| Fund | Fund name |
| NOTE: These are required fields to enter an opportunity. If you are missing any of these fields, a clarification must be sent to the wholesaler to obtain the information. | |
| ***Recently added Note Type (October 2026) | |
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| Email Return Trans Specs |
| 1.) If the wholesaler wants to dictate a message that should be sent only to himself (i.e. “This is a message for myself”/ “Type this up and send directly to me”) then you must select the Note Type – Email Return. |
| 2.) On the Advisor Field just put [None Provided] |
| 3.) On the Meeting Type Field, just leave it blank (none) |
| 4.) On the Subject field just put – Hey DAN – Email Return |
| 5.) Type verbatim on the Note Text box. |
| NOTE: Sole WS using this Note Type has left Hartford. |
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| Handwrytten Dana Specs | |
| Note Type | Default: Greeting Cards |
| Engagement Type | Default: Handwrytten |
| Internal Comment | Instructions intended for internal purposes |
| Special Instructions | Put here data for: Nickname: (As shown in Nickname Column) Sent: (Date when the order has been placed in the app) |
| Date | Date showing in the spreadsheet file |
| First Name Field | As shown in Contact_Full_Name Column |
| Broker/Dealer | As shown in Account Column |
| Subject | leave blank |
| Text | Get text from Personal_Letter Column |
| *Include requester’s name at the bottom as well contact number and other info provided. Separate lines for each info. *Of note, character limit is 500 in the app. Can condense text if needed. *Proofread grammar/spelling. |
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| Requestor’s Name | As shown in Letter_Request_Created_By Column |
| Contact’s Address 1 | As shown in Street_Address Column |
| Address 2 | As shown in Suite_Floor Column |
| City | As shown in City Column |
| State | As shown in State Column |
| Zip | As shown in Zip_Code Column |
| ***Recently added Note Type (January 2025) | |
Exercise Files