Last update: 4/15/2025
| Types | |
| • Normal – New | activities that needs to be added to SF |
| • Normal – Existing | activities that are already in SF |
| Meetings | TRANSCRIPTION GUIDELINES | |
| Task Description | Default formats: 1 contact: [FA1] – [firm] ex: John Smith – ABC Company 2 contacts: [FA 1 and FA2] – [firm] ex: John Smith and Bob Smith – ABC Company 2 contacts from different firm: [FA 1 and FA2] 3 or more contacts for group meeting or recording with multiple notes: [First contact mentioned] and Others |
| Task Comments | Used for clarification purposes. This is for sending messages to the user directly to the app. |
| Internal Comment | Utilize for any clarification with wholesaler Example: Missing required information |
| Special Instructions | Instructions or any information provided by the wholesaler Example: WS: “Please add John Smith and Chris Smith to this meeting.” |
| Internal Comments | – Populate reason for clarification (if applicable). Examples: *Profile Not Found – John Smith *Date and Time Not Provided *Two Profile Results – John Smith – Suggested Salesforce/website link for contact/firm profiles |
| Start Date and Time* | Existing activities: Mirror what’s in the CRM. New activities: As provided. If none, use the date of the recording. Time: Make sure to convert it in Eastern Time. Default time: 10:00 AM if not specified. Time Assumptions Breakfast: 8:00 AM Lunch: 12:00 PM Dinner activities and happy hours: 6:00 PM |
| Contacts* | First Name & Last Name: Mirror what’s in Salesforce. CRD#: Refer to FINRA. If none, leave blank. 1on1 box: tick for 1on1s Account/Firm & Location: Capture what’s provided. If none, leave it blank. |
| Appointment Type | Mirror what’s in CRM for existing activities.
Appointment Type Options: DEFAULTS: Meeting – In Person for meetings, Meeting – Zoom for Zoom/virtual meetings, |
| Status | Status – Options: Open, Working, Completed. Default is Completed. |
| Subject* | Existing activities, mirror what’s in the CRM.
New: default format is Meeting/Call w/ [Name] (firm abbreviation) – make sure to add firm abbreviation even though it was not specified. |
| Comments/Meeting Notes | Capture clean verbatim.
For activities with follow-up task, separate by paragraph. Follow format below: Meeting notes….. Follow-up Task for [Task Assignee]: Task notes…. FOR LATAM AND EMEA: FOLLOW THE CONTENT FORMAT BELOW: (in bold) External Attendees: For activities with follow-up task, separate by paragraph. Follow format below: Meeting notes….. Follow-up Task for [Task Assignee]: Task notes…. |
| Assigned To* | User’s/wholesaler’s name |
| Advisor* | 1 contact: Contact Name. 2 contacts or more: [First contact mentioned] |
| Follow Up Required?* | If indicated a follow-up task needs to be created or if the task has already been created but still needs updating by Hey DAN, select Yes. If none, select No. |
| Case Size | As provided. Dollars in numbers. Don’t put the dollar sign. |
| Funds Discussed | Capture what’s provided. If none specified, select Blue Owl Overview/ General Discussion. |
| Partnership Discussion (no specific fund) | FOR STRATEGIC PARTNERSHIP ONLY: Tick if no specific fund was discussed. |
| Opportunities | Opportunity name. As instructed. If user instructed to tie an opportunity to the activity/meeting. Must be existing. |
| Subject Matter Expert? Box | First SME mentioned; others can Additional Blue Owl attendees Tick the box if there is an SME/Subject Matter Expert attendee and enumerate their names in the SME Contact field. |
| SME Contact | |
| Additional Blue Owl Attendees | As provided in the recording. If none, leave blank. If SME Contact is already populated, put other SMEs here. |
| BAML Activity Outcome | ONLY required for Merrill Lynch advisors N/A for non-ML advisors If no BAML Activity Outcome provide for ML advisors, select “None Provided” and send clarification. |
| Types | |
| • Follow-Up | Used for follow-up tasks. To be created on a separate note in Dana (Save & New) and not inside the main note. |
| Follow-Up | TRANSCRIPTION GUIDELINES | |
| Task Description | Default formats: 1 contact: [FA1] – [firm] ex: John Smith – ABC Company 2 contacts: [FA 1 and FA2] – [firm] ex: John Smith and Bob Smith – ABC Company 2 contacts from different firm: [FA 1 and FA2] 3 or more contacts for group meeting or recording with multiple notes: [First contact mentioned] and Others |
| Task Comments | Used for clarification purposes. This is for sending messages to the user directly to the app. |
| Internal Comment | Utilize for any clarification with wholesaler Example: Missing required information |
| Special Instructions | Instructions or any information provided by the wholesaler Example: WS: “Please add John Smith and Chris Smith to this meeting.” |
| Internal Comments | – Populate reason for clarification (if applicable). Examples: *Profile Not Found – John Smith *Date and Time Not Provided *Two Profile Results – John Smith – Suggested Salesforce/website link for contact/firm profiles |
| Type | Choose the type of follow-up to create: Options: Call, Email depends on the context of the follow-up note |
| Follow Up Due Date | As provided. If none, default is after 2 business days. |
| Title/Subject | As provided. If none, default format is Follow up to: [Subject of the main note] Example: Follow up to: Meeting w/ Adam Smith (MS) |
| Content | Clean verbatim of the follow-up. |
| Types | |
| • Phone Call | Used for left voicemails/left a message logs. |
| Phone Call | TRANSCRIPTION GUIDELINES | |
| Status* | Status – Options: Open, Working, Completed. Default is Completed. |
| Subject* | Existing activities, mirror what’s in the CRM.
New: default format is Meeting/Call w/ [Name] (firm abbreviation) |
| Comments/Meeting Notes | Capture clean verbatim.
For activities with follow-up task, separate by paragraph. Follow format below: Meeting notes….. Follow-up Task for [Task Assignee]: Task notes…. |
| Assigned To* | User’s/wholesaler’s name |
| Advisor* | For one FA – FA Name. For two or more – First FA name mentioned. |
| Call Direction | As provided. If none, based on content. Default is Outbound. |
| Call Outcome | As provided. If none, based on content. For left messages, utilize Outbound – Left Voicemail. |
| Case Size | As provided. Dollars in numbers. Don’t put the dollar sign. |
| Funds Discussed | Capture what’s provided. If none specified, select Blue Owl Overview/ General Discussion. |
| Opportunities | As instructed. If user instructed to tie an opportunity to the activity/meeting. |
| Subject Matter Expert? Box | Tick the box if there is an SME/Subject Matter Expert attendee and enumerate their names in the SME Contact field. |
| SME Contact | |
| Additional Blue Owl Attendees | As provided in the recording. If none, leave blank. |
| BAML Activity Outcome | ONLY required for Merrill Lynch advisors N/A for non-ML advisors If no BAML Activity Outcome provide for ML advisors, select “None Provided” and send clarification. |
| Types | |
| • Opportunity | Used for creating/updating opportunities. |
| Opportunities | TRANSCRIPTION GUIDELINES | |
| Task Description | Default formats: 1 contact: [FA1] – [firm] ex: John Smith – ABC Company 2 contacts: [FA 1 and FA2] – [firm] ex: John Smith and Bob Smith – ABC Company 2 contacts from different firm: [FA 1 and FA2] 3 or more contacts for group meeting or recording with multiple notes: [First contact mentioned] and Others |
| Task Comments | Used for clarification purposes. This is for sending messages to the user directly to the app. |
| Internal Comment | Utilize for any clarification with wholesaler Example: Missing required information |
| Special Instructions | Instructions or any information provided by the wholesaler Example: WS: “Please add John Smith and Chris Smith to this meeting.” |
| Internal Comments | – Populate reason for clarification (if applicable). Examples: *Profile Not Found – John Smith *Date and Time Not Provided *Two Profile Results – John Smith – Suggested Salesforce/website link for contact/firm profiles |
| Opportunity Name* | Format: RIA/SP users: Firm Name – Fund Name Example: LPL Financial – ORENT PWM/R&I users: Firm Name – Specific Amnt – Fund Name |
| Division | Based on the fund provided. Refer to the Fund Labeling table. Credit – Funds like OCIC, OTIC, BOSE… Real Estate – OREX, ORENT, OREF… GP Strategic Capital – GP Stakes Funds |
| Fund | Fund name. As provided. Mirror what’s in the Salesforce. |
| Stage | As provided. IMPORTANT: Choices are different between the RIA, PWM & International/LatAM team. NOTE: For PWM/R&I, please see Opp Stages Guideline (PWM/R&I) |
| Opportunity Owner* | User/wholesaler’s name. |
| Launch Date | As provided. If none, use the recording date. |
| Interest | As provided. If none, leave blank. |
| Probability (%) | Automatically updated once Stage is populated or vice versa; like only when probability is provided, can be determined by the %. |
| Ranking | As provided. If none, leave blank. |
| Estimated Allocation Amount | As provided. Utilize the Estimate Allocation Amount field for RIA/SP/International users. For PWM users, utilize Estimate Allocation Amount Range, options are below: |
| Actual Sales | As provided. If none, leave blank. |
| Description | |
| Loss Reason if Other | |
| Close Date | |
| Opportunity Stages Guideline (PWM/R&I)
4 – Discovery: Opportunity for product/allocation/partnership was realized and will warrant additional interaction 3 – Due Diligence: Interactions and meetings that are driving the opportunity forward. SME usage has or will be utilized to progress the sale. End client engagement should be included in this stage. 2 – Business in Progress: Team/Advisor has given indication that business will be coming in. Certainty of close has increased. 1 – Closed: Allocation and/or ticket has come in for this product/opportunity. Team is now considered a client and will be serviced regularly. |
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