Last update: 6/11/2025
Meeting
| Sub Fields | Short Description |
| Meeting | |
| Existing? | ALWAYS CHECK FOR EXISTING MEETINGS 1. Tick existing to check if there’s an existing meeting that we just need to update (same date & same contact name). 2. Wait for the magnifying glass icons to appear. BEST PRACTICE is to search/filter using Date Time Start field (meeting date) or Lead Contact field (contact name). 3. If there’s an existing meeting, continue to step 4. If not, untick. 4. Select the correct profile from the results that would show above the note type section. Wait for it to be highlighted in yellow to indicate that the contact record has been successfully selected. |
| Special Instructions | Not required, but best practice is to put the RM’s instruction here. |
| Internal Comments | Not required |
| Note Timezone | Not required |
| Group | Tick if the activity has multiple contacts. |
| Follow-up | Not required |
| Date Time Start | If existing, copy the time of the existing note. If not existing, as dictated or skip. |
| Date Time Finish | Not required |
| Interval | Not required |
| Contact | |
| First Name | As dictated |
| Last Name | As dictated |
| City | As dictated |
| State | As dictated |
| Firm | As dictated |
| Same Follow-up | Not required |
| Lead | |
| First Name | As dictated (If the contact is a lead) |
| Last Name | As dictated |
| As dictated | |
| Company Name | As dictated |
| Address | As dictated |
| Same Follow-up | Not required |
| Assigned To | |
| First Name | RM’s first name or as dictated |
| Last Name | RM’s last name or as dictated |
| Not required | |
| Related To Opportunity | |
| Name | As dictated |
| Account Name | As dictated |
| Related To Account | |
| Name | As dictated (If the contact is a company) |
| City | As dictated |
| State | As dictated |
| Related To Product | |
| Product Name | Not required |
| Product Code | Not required |
| Record Type Name | Not required |
| Type | Skip |
| Is All Day | Not required |
| Subject | If existing, copy the subject of the existing note. If not existing, as dictated or “Meeting – [contact name]”. |
| Location | Not required |
| Description | As dictated |
Follow-up
| Follow-up | Completed Tasks, Calls, New Tasks |
| Task Description | [Contact Name – Company] |
| Existing? | Tick if the wholesaler wants to complete a task. |
| Special Instructions | Best practice is to put the RM’s instruction here. |
| Internal Comments | Not required |
| Note Timezone | Not required |
| Group | Tick if the activity has multiple contacts. |
| Follow-up – Related To Product | |
| Product Name | Not required |
| Product Code | Not required |
| Record Type Name | Not required |
| Follow-up – Contact | |
| First Name | As dictated |
| Last Name | As dictated |
| Account Name | As dictated |
| City | As dictated |
| State | As dictated |
| Same Follow-up | |
| Follow-up – Assigned To | Required field |
| First Name | RM’s first name or as dictated |
| Last Name | RM’s last name or as dictated |
| Not required | |
| Follow-up – Related To Account | |
| Name | As dictated (If the contact is a company) |
| City | As dictated |
| State | As dictated |
| Follow-up – Related To Opportunity | |
| Name | ALWAYS check for Related to Opportunity.
If completed task, not required. |
| Account Name | Not required |
| Follow-up – Lead | |
| First Name | As dictated (If the contact is a lead) |
| Last Name | As dictated (If the contact is a lead) |
| As dictated | |
| Company Name | As dictated |
| Address | As dictated |
| Same Follow-up | Not required |
| Subject | If completed task, copy the subject of the existing task. If new task, copy the subject of the existing task. If call, as dictated or “Call – [Contact Name]”. Default: [Call – Client Name] |
| Follow Up Type | Not required |
| Due Date | As dictated |
| Lead Contact | Paste Contact Name here to look for existing note |
| Status | If completed task/call (Past or Current-dated) – COMPLETED If new task (Future-dated) – OPEN |
| Priority | Normal |
| Description | As dictated
Format: Example: 3/14 – LM |
| USER PREFERENCES / DEFAULTS | “Complete task…..” -Means that there’s an existing meeting note “Log a Call…” *** Lisa Staszak: 1. “Left a message” 2. “Talked to” “Push the other follow-ups to same date…” |
| DATE CONVENTIONS | 1 week = 7 days 2 weeks and a day from today = 14 days + 1 day 3 weeks and a half from today = 21 days + 3 days 2 months from today = 60 days 3 months and a half = 90 days + 2 weeks if the date falls on weekend, move it to next business day. |
Opportunity
| Opportunity | |
| Existing? | Not required |
| Special Instructions | Not required |
| Internal Comments | Not required |
| Note Timezone | Not required |
| Opportunity – Account | |
| Name | Not required |
| Opportunity – Related To Account | |
| Name | Not required |
| City | Not required |
| State | Not required |
| Opportunity – Campaign | |
| Name | Not required |
| Opportunity Name | Not required |
| Amount | Not required |
| Stage | Not required |
| Next Step | Not required |
| Probability | Not required |
| Closed Date | Not required |
| Opportunity Description | Not required |
| Opportunity Type | Not required |
Contact Management
| Contact Management | |
| Existing? | 1. Tick existing if the contact has an existing profile in Salesforce and we just need to update it. Untick the check mark if we need to create a new contact. 2. Wait for the magnifying glass icons to appear. BEST PRACTICE is to search/filter using First and Last Name fields. 3. Select the correct profile from the results that would show above the note type section. Wait for it to be highlighted in yellow to indicate that the contact record has been successfully selected. |
| Special Instructions | Not required, but best practice is to put the RM’s instruction here. |
| Internal Comments | Not required |
| Note Timezone | Not required |
| Contact Management – Account | |
| Name | As dictated |
| City | As dictated |
| State | As dictated |
| Title | As dictated |
| First Name | As dictated |
| Last Name | As dictated |
| As dictated | |
| Street | As dictated |
| City | As dictated |
| State | As dictated |
| Postal Code | As dictated |
| Phone | As dictated |
| Mobile | As dictated |
| Description | As dictated |
Company Management
| Company Management | |
| Existing? | 1. Tick existing if the company has an existing profile in Salesforce and we just need to update it. Untick the check mark if we need to create a new contact. 2. Wait for the magnifying glass icons to appear. BEST PRACTICE is to search/filter using company name field. 3. Select the correct profile from the results that would show above the note type section. Wait for it to be highlighted in yellow to indicate that the contact record has been successfully selected. |
| Special Instructions | Not required, but best practice is to put the RM’s instruction here. |
| Internal Comments | Not required |
| Note Timezone | Not required |
| Company Management – Owner | |
| First Name | As dictated |
| Last Name | As dictated |
| Email Address | As dictated |
| Company Management – Parent | |
| Name | Not required |
| Account Salesforce ID | Not required |
| Account Name | As dictated |
| Account Number | As dictated |
| Account Rating | Not required |
| Account Type | Not required |
| Account Phone | As dictated |
| Website | As dictated |
| Ownership | Not required |
| Billing Street | As dictated |
| Billing City | As dictated |
| Billing State/Province | As dictated |
| Postal Code | Not required |
| Industry | Not required |
| Account Description | Not required |
Hey DAN Email Return
| Note Account | Queue Name | Team | Note Type | Note Type Description |
| Email Return | Hey DAN Email Return | Hey DAN Silver Team | Email Return |
| Sub Fields | Short Description |
| Task Description | Contact – Firm |
| Internal Comments | Skip |
| Special Instructions | Skip |
| Date Start | As dictated |
| Time | As dictated |
| Date End | As dictated |
| Time | As dictated |
| Interval | Skip |
| Group | Tick box if more than one contact. |
| Same Follow-up | Skip |
| Same Organization and Location | Leave as is if the contact/s are all part of the same organization and location. |
| First Name | As dictated |
| Last Name | As dictated |
| CRD # | Skip |
| S | Tick box if contact name was spelled. |
| R | Skip |
| O | Skip |
| FF | Skip |
| Organization | As dictated |
| Location | As dictated |
| Subject | Leave as is. |
| Text | First paragraph: Contact name/s – Organization or organization only
Second paragraph: Context of the meeting |
| Group Follow-Up | Skip |
| Meeting Type | Skip |
| Subtype | Skip |
Exercise Files