Last update: 4/15/2025
| iHeartMedia Transcription Guidelines | ||
| Meeting – New: Used for new current and past-dated meetings Meeting – Update: Used for meeting already existing in Salesforce (including rescheduled meetings) Meeting – Scheduled: Used for future meetings *ALWAYS CHECK THE SELLER’S CALENDAR FIRST AND CHECK IF THE MEETING IS EXISTING |
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| FIELD | PROCESS | DESCRIPTION |
| Task Description | Format: Single note: Name – Account Name Multiple contacts (same Account): Name & Others – Account Name Multiple contacts (different Accounts: Name & Others) |
Should always be filled in for app recordings as the users see this in their apps |
| Seller / Territory | Owner of the meeting note | Sender of the note, usually the owner of the note as well |
| Seller Preferences | Always check for individual seller preferences. | |
| Date and Time Received | Date and time the note was received | |
| Special Instructions | Put special instructions received from the user. | Instructions received from the user |
| Internal Comments | Put SF link/s of Accounts, Contacts, Events, Opportunities, Leads, etc. Indicate clarif items Format: URL: (Salesforce link) |
Instructions for enterer / clarif sender |
| Date & Time | Put date and time of meeting, due date of task. If not provided, use the recording date and time then send clarification email to seller. Time assumptions: Breakfast: 8:00 AM Lunch: 12:00 PM Dinner: 6:00 PM Default (if not provided/no context clues): |
Date and time of meeting |
| Interval | Use if meetings have same notes but to be plotted in different times but with equal time intervals. | |
| Names | List down name of Leads/Contacts/Accounts/iHeartMedia attendees. Put the Opportunity name instead if the meeting is linked to an opportunity (existing).
Name: As dictated For non-existing Contact profiles, proceed to Contact profile creation. If Contact cannot be created (title and/or cannot be found), don’t create the profile but make sure the contact/s’ name is/are in the notes. (Use CRM Mod option in CRM Entry phase) |
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| Group | Tick if note has more than one Contact/Account/iHeartMedia attendees. | |
| Follow-up | DO NOT USE | Plot Follow-ups/Tasks in a separate note. |
| Type* | As dictated/based on context. Discovery – initial meeting to find out the needs of the client Planning – working with client to identify best plan after the discovery Meeting Presentation – making a client presentation Networking – finding purpose of a given campaign Client Recap – post-sale presentation |
Mandated fields are required only for these note types: • Presentation – Yes • Discovery – Yes • Planning – Yes • Client recap – No • Networking – No • Future meeting – No |
| Event Purpose* | As dictated/based on context First Time Meeting (CNA) – discovery, first time meeting new client Ask – New – formal ask for money for new clients Ask – Returning – formal ask for money for recurring/existing clients Customer Service – checking in with client (hypercare) Other – not preferred to be used |
For Ask – New and Ask – Returning, seller should be providing Amount Discussed as well. |
| Event Type* | As dictated/based on context In-Person Meeting (Default) Phone Call Video Call |
Sample keywords: In-person: Met at [place] Had [breakfast, lunch, dinner, drinks, etc] Went to [place/office] Phone call: Called Talked over the phone Left a voicemail Video Call: Zoom, webinar, Teams, etc |
| Status (CRM) | Pending – Usually future-dated meetings Completed – If meeting has already concluded |
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| Subject | As dictated. If already existing in SF, just copy existing Subject.
Default format: [Activity] with [Account] Default (Meeting): Meeting with [Account] |
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| Notes | Template (if seller specifically mentioned the fields):
DESCRIPTION: (Notes here) WHAT IS THE CLIENT’S ISSUE OR GOAL? (Notes here) WHAT IS THE OPPORTUNITY? (Notes here) MEETING RECAP AND NEXT STEPS: (Notes here) *If the seller dictated and gave complete info on the required fields as a whole note (not separated by field), put the WHOLE note in the Note Text and parse the information for the required fields. No need for label. Guidelines: |
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| WHAT IS THE CLIENT’S ISSUE OR GOAL? | Parsed from Description or specifically provided. | |
| WHAT IS THE OPPORTUNITY? | Parsed from Description or specifically provided. | |
| MEETING RECAP AND NEXT STEPS | Parsed from Description or specifically provided. | |
| iHeartMedia Transcription Guidelines | ||
| Tasks: Used for completed and upcoming tasks/follow-ups | ||
| FIELD | PROCESS | DESCRIPTION |
| Task Description | Format: Single note: Name – Account Name Multiple contacts (same Account): Name & Others – Account Name Multiple contacts (different Accounts: Name & Others) |
Should always be filled in for app recordings as the users see this in their apps |
| Seller / Territory | Usually the assignee of the task | Sender of the note, usually the assignee of the task as well |
| Seller Preferences | Always check for individual seller preferences. | |
| Date and Time Received | Date and time the note was received | |
| Special Instructions | Put special instructions received from the user. | Instructions received from the user |
| Internal Comments | Put SF link/s of Accounts, Contacts, Events, Opportunities, Leads, etc. Indicate clarif items Format: URL: (Salesforce link) |
Instructions for enterer / clarif sender |
| Date | Use this field to put the due-date of the task. As dictated. If not provided, default is 1 business day from recording date. | Task due date |
| Names | List down name of Leads/Contacts/Accounts. Name: As dictated Account: As shown in SF |
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| Group | Tick if note has more than one Contact/Account/iHeartMedia contacts. | |
| Follow-up | DO NOT USE | |
| Status (CRM) | As dictated/based on context Open – if task is yet to be done Completed – if task was already done |
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| Type | As dictated/based on context | |
| Subject | As dictated. If already existing in SF, just copy existing Subject. Default (Task): Follow-up for [Seller/Assignee] – Account |
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| Notes | Template:
Meeting Recap and Next Steps: (Notes here) Comments/Summary: (Notes here) Areas of Excitement: (Notes here) Areas of Concern: (Notes here) *Please take note of the 255 character limit for Next Steps, Areas of Excitement and Areas of Concern fields. What to put? Next Steps – To-dos, instructions for assignee Comments/Summary – Completed task for assignee or any other notes in the task that is not part of the to-dos or instructions Areas of Excitement – only use as needed Areas of Concern – only use as needed Completed tasks for the assignee (usually the seller himself/herself). Guidelines: |
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| Assigned To | Assignee, usually the seller | |