Last update: 8/20/2026
| PIMCO US – Meeting |
| *IMPORTANT: ALWAYS CHECK IF ACTIVITIES ARE ALREADY EXISTING. IF MEETING IS EXISTING, ENTER THE NOTE AS OPEN STATUS. THEN REVERT AND CHANGE STATUS TO MEETING COMPLETE. THEN RE-ENTER THE NOTE. |
| Field: | Notes/comments | QC Error Category |
| Task Description |
1) FA = FA – Firm Name 2) FAs SAME firm = FA1 and FA2 – Firm Name 3) FAs DIFFERENT firm = FA1 and FA2 4) or more Fas, SAME firm = FA1 and Others – Firm Name 5) or more FAs DIFFERENT firm = FA1 and Others |
Non-critical |
| Task Comments | All clarifs sent via the clarif tool shall also be sent here. For multiple notes in one recording, be sure to mention which activity it is for before sending the clarification via comments. | |
| Type | Meeting | Critical |
| Note Timezone | Use as dictated/needed | Critical |
| Date and Time |
Populate as dictated. If none is provided, temporarily use to the recording date BUT CLARIFY TO THE USER THE CORRECT DATE. And if time is not provided, we would default to 1 PM or use verbal clues for time assumption (ex: Breakfast/Morning meeting – 8AM, Lunch meeting – 12PM, Happy Hour – 5PM, Dinner/Evening meeting – 6 or 7PM). |
Critical |
| Group | Tick if there are multiple contacts | Exempt |
| Follow-up | Never used. Plot follow-ups/tasks in a separate note. | Exempt |
| Strategy/Product |
Populate as dictated. Only this with ‘Yes’ as in ‘Is Selectable’ can be tagged. Can tag multiple funds/strategies. |
Critical |
| Primary Attendee | No need to fill in as MSD auto-populates this field. | Exempt |
| External Attendees | External contact/s who are in the activity (can do multiple tagging). | Critical |
| Regarding (Contact) | No need to fill in as MSD auto-populates this field. | |
| Internal Attendees |
Internal contact/s who are in the activity (can do multiple tagging). Always include the user unless specified otherwise. |
Critical |
| Subject |
Populate as dictated. Default if none is provided: 1 contact only: 2 contacts: More than 2 contacts from same firm/group: More than 2 contacts from different firms/groups:
1) Should this also apply to users who specifically dictate what they want to see in the subject line? 2) For meeting that were already existing prior, our normal process is to retain the subject, should we also add the (Venue/Firm, Location) at the end? |
Critical (if Venue/Firm, Location is based on what’s dictated, do not markdown as long as it’s the correct information. Example: Specialist wrote Morgan Stanley instead of MSWM that’s in the system) |
| Location |
Populate as dictated or based on context. Default if none is provided: Client/Prospect |
Non-critical |
| No Strategy/Product Discussed | Tick if there are no strategies/products mentioned/tagged. | Critical |
| Notes | Capture meeting notes in smart clean verbatim. | Major/Minor |
| Notes (for mobile display) | Always mirror Notes in this field. | Major/Minor |
| Engagement | Always ‘Meaningful Engagement’ | Critical |
| Status | Select Open for future meetings, existing meetings (if Status is not Open), and if note is to be pended. Select Meeting Complete for completed meetings. | Critical (if note is for clarif, which we recommend leaving the status Open, but specialist put complete, change to Open but do not markdown) |
| Duration |
Populate as dictated or based on start time and end time (if specified or existing). Default if none is provided: 1 hour If the duration doesn’t have a match in the picklist, round up to the nearest value) |
Critical |
| Priority |
Populate as dictated. Default if none is provided: Normal |
Critical |
| All Day Event | Tick if activity is an all-day activity. | Critical |
| Logging System |
Select Hey DAN for new activities created by Hey DAN. Leave blank for existing activities created from PIMCO. |
Critical |
| Expense Type | Populate as dictated. Clarify if not specified or dictated type doesn’t match any of the selection. (If the user indicates that this is a compliance activity and a RR expense type, please follow up and ask for the Venue) | Critical |
| Compliance Activity | Always tick if Expense Type is selected. | Critical |
| Meeting ID (for existing record search) | Used to search for existing meeting using the Meeting ID. | |
| External Attendee ID (for existing record search) | Used to search for existing meeting using the External Attendee ID. | |
| Owner Name (for existing record search) | Used to search for existing meeting using the Owner Name. |
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| PIMCO US – Call Log |
| *IMPORTANT: ALWAYS CHECK IF ACTIVITIES ARE ALREADY EXISTING. IF CALL IS EXISTING, ENTER THE NOTE AS OPEN STATUS. THEN REVERT AND CHANGE STATUS TO CALL COMPLETE. THEN RE-ENTER THE NOTE. |
| Field: | Notes/comments | QC Error Category |
| Task Description |
1) FA = FA – Firm Name 2) FAs SAME firm = FA1 and FA2 – Firm Name 3) FAs DIFFERENT firm = FA1 and FA2 |
Non-critical |
| Task Comments | All clarifs sent via the clarif tool shall also be sent here. For multiple notes in one recording, be sure to mention which activity it is for before sending the clarification via comments. | |
| Type | Call Log | Critical |
| Note Timezone | Use as dictated/needed | Critical |
| Date and Time |
Populate as dictated. If none is provided, temporarily use to the recording date BUT CLARIFY TO THE USER THE CORRECT DATE. And if time is not provided, we would default to 1 PM or use verbal clues for time assumption (ex: Breakfast/Morning meeting – 8AM, Lunch meeting – 12PM, Happy Hour – 5PM, Dinner/Evening meeting – 6 or 7PM). |
Critical |
| Group | Tick if there are multiple contacts | Exempt |
| Follow-up | Never used. Plot follow-ups/tasks in a separate note. | Exempt |
| Call Log – Additional Relationships |
Firm/s of the External Attendees (if different from the Primary Attendee’s). You can get the Account ID in the Primary Attendee search result. Use that to search for the specific firm. |
|
| Call Log – External Attendees | Second and so on external contact/s who are in the activity (multiple tagging). | |
| Call Log – Link to Opportunities | DO NOT USE. | |
| Call Log – Strategy/Product |
Populate as dictated. Only this with ‘Yes’ as in ‘Is Selectable’ can be tagged. Can tag multiple funds/strategies. |
Critical |
| Call Log – Primary Attendee | First external contact who is in the activity (single tagging only). | |
| Call Log – Relationship | Firm of the Primary Attendee. You can get the Account ID in the Primary Attendee search result. Use that to search for the specific firm. | |
| Call Log – Activity Purpose(s) |
Populate as dictated. Default if none is provided: Servicing |
|
| Call Log – Regarding (Contact) | First external contact who is in the activity (single tagging only). | |
| Call Log – Internal Attendees | Internal contact/s who are in the activity (can do multiple tagging). Always include the user unless specified otherwise. | |
| Call Log – Custom Tags | DO NOT USE. | |
| Phone Call ID (for existing record search) | Used to search for existing meeting using the Phone Call ID. | |
| Owner Name (for existing record search) | Used to search for existing meeting using the Owner Name. | |
| Subject |
Populate as dictated. Default if none is provided:
2 contacts: More than 2 contacts from same firm/group: More than 2 contacts from different firms/groups: Note: For CM Americas, (Venue/Firm, Location) is not needed 1) Should this also apply to users who specifically dictate what they want to see in the subject line? 2) For meeting that were already existing prior, our normal process is to retain the subject, should we also add the (Venue/Firm, Location) at the end? |
Critical (if Venue/Firm, Location is based on what’s dictated, do not markdown as long as it’s the correct information. Example: Specialist wrote Morgan Stanley instead of MSWM that’s in the system) |
| Duration |
Populate as dictated or based on start time and end time (if specified or existing). Default if none is provided: 1 hour. Default for voicemails: 1 minute If the duration doesn’t have a match in the picklist, round up to the nearest value) |
|
| Direction |
Incoming – User received a call Outgoing – User made a call. |
Non-critical |
| Status | Select Open for future calls, existing calls (if Status is not Open), and if note is to be pended. Select Complete for completed calls. | Critical (if note is for clarif, which we recommend leaving the status Open, but specialist put complete, change to Open but do not markdown) |
| Phone Call Engagement |
Populate as dictated or based on context. Default if none is provided: Catch Up |
|
| Notes | Capture notes in smart clean verbatim. | Major/Minor |
| Notes (for mobile display) | Always mirror Notes in this field. | Major/Minor |
| No Strategy/Product Discussed | Tick if there are no strategies/products mentioned/tagged. | |
| Who am I talking to? |
Gatekeeper – if call was received/made by someone that is not the main contact dictated. (e.g. receptionist, assistant, etc) Voicemail – Voicemail, left a message Contact – if user was able to talk to the main contact |
|
| Create Follow-up Task | Tick if there are follow-ups/actionable items. | |
| Follow-up Task Subject | Parse the follow-ups/actionable items, but do not remove them from the notes. | |
| Suggested Campaigns | DO NOT USE. | |
| Logging System |
Select Hey DAN for new activities created by Hey DAN. Leave blank for existing activities created from PIMCO. |
Critical |
============================
| PIMCO CM Americas – Meeting |
| *IMPORTANT: ALWAYS CHECK IF ACTIVITIES ARE ALREADY EXISTING. IF MEETING IS EXISTING, ENTER THE NOTE AS OPEN STATUS. THEN REVERT AND CHANGE STATUS TO MEETING COMPLETE. THEN RE-ENTER THE NOTE. |
| Field: | Notes/comments | QC Error Category |
| Task Description |
1) FA = FA – Firm Name 2) FAs SAME firm = FA1 and FA2 – Firm Name 3) FAs DIFFERENT firm = FA1 and FA2 4) or more Fas, SAME firm = FA1 and Others – Firm Name 5) or more FAs DIFFERENT firm = FA1 and Others |
Non-critical |
| Task Comments | All clarifs sent via the clarif tool shall also be sent here. For multiple notes in one recording, be sure to mention which activity it is for before sending the clarification via comments. | |
| Type | Meeting | Critical |
| Note Timezone | Use as dictated/needed | Critical |
| Date and Time |
Populate as dictated. If none is provided, temporarily use to the recording date BUT CLARIFY TO THE USER THE CORRECT DATE. And if time is not provided, we would default to 1 PM or use verbal clues for time assumption (ex: Breakfast/Morning meeting – 8AM, Lunch meeting – 12PM, Happy Hour – 5PM, Dinner/Evening meeting – 6 or 7PM). |
Critical |
| Group | Tick if there are multiple contacts | Exempt |
| Follow-up | Never used. Plot follow-ups/tasks in a separate note. | Exempt |
| Strategy/Product |
Populate as dictated. Only this with ‘Yes’ as in ‘Is Selectable’ can be tagged. Can tag multiple funds/strategies. |
Critical |
| Primary Attendee | No need to fill in as MSD auto-populates this field. | Exempt |
| External Attendees | External contact/s who are in the activity (can do multiple tagging). | Critical |
| Regarding (Contact) | No need to fill in as MSD auto-populates this field. | |
| Internal Attendees |
Internal contact/s who are in the activity (can do multiple tagging). Always include the user unless specified otherwise. |
Critical |
| Activity Purpose(s) |
Required field (Sales, Servicing, or both are mandatory values). Clarify if not provided. |
|
| Link to Accounts | Populate as dictated.
Note: For INST users, this is required if Activity Purpose is ‘Servicing’. Clarify if not provided. |
|
| Link to Opportunities | Populate as dictated.
Note: For INST users, this is required if Activity Purpose is ‘Sales’. Clarify if not provided. |
|
| Subject |
Populate as dictated. Default if none is provided: 1 contact only: 2 contacts: More than 2 contacts from same firm/group: More than 2 contacts from different firms/groups: |
Critical |
| Location |
Populate as dictated or based on context. Default if none is provided: Client/Prospect |
Non-critical |
| No Strategy/Product Discussed | Tick if there are no strategies/products mentioned/tagged. | Critical |
| Notes | Capture meeting notes in smart clean verbatim. | Major/Minor |
| Notes (for mobile display) | Always mirror Notes in this field. | Major/Minor |
| Engagement | Always ‘Meaningful Engagement’ | Critical |
| Status |
Select Open for future meetings, existing meetings (if Status is not Open), and if note is to be pended. Select Meeting Complete for completed meetings. |
Critical (if note is for clarif, which we recommend leaving the status Open, but specialist put complete, change to Open but do not markdown) |
| Duration |
Populate as dictated or based on start time and end time (if specified or existing). Default if none is provided: 1 hour If the duration doesn’t have a match in the picklist, round up to the nearest value) |
Critical |
| Priority | Populate as dictated. Default if none is provided: Normal | Critical |
| All Day Event | Tick if activity is an all-day activity. | Critical |
| Logging System |
Select Hey DAN for new activities created by Hey DAN. Leave blank for existing activities created from PIMCO. |
Critical |
| Expense Type | Populate as dictated. Clarify if not specified or dictated type doesn’t match any of the selection. (If the user indicates that this is a compliance activity and a RR expense type, please follow up and ask for the Venue) | Critical |
| Compliance Activity | Always tick if Expense Type is selected. | Critical |
| Meeting ID (for existing record search) | Used to search for existing meeting using the Meeting ID. | |
| External Attendee ID (for existing record search) | Used to search for existing meeting using the External Attendee ID. | |
| Owner Name (for existing record search) | Used to search for existing meeting using the Owner Name. |
| Special Notes: |
| Phone Calls are not applicable for INST users. In case a Phone call is requested, please enter a meeting with Location = Virtual. |
============================
| PIMCO CM Americas – Meeting (Only for RETAIL Users) |
| *IMPORTANT: ALWAYS CHECK IF ACTIVITIES ARE ALREADY EXISTING. IF CALL IS EXISTING, ENTER THE NOTE AS OPEN STATUS. THEN REVERT AND CHANGE STATUS TO CALL COMPLETE. THEN RE-ENTER THE NOTE. |
| Field: | Notes/comments | QC Error Category |
| Task Description |
1) FA = FA – Firm Name 2) FAs SAME firm = FA1 and FA2 – Firm Name 3) FAs DIFFERENT firm = FA1 and FA2 4) or more Fas, SAME firm = FA1 and Others – Firm Name 5) or more FAs DIFFERENT firm = FA1 and Others |
Non-critical |
| Task Comments | All clarifs sent via the clarif tool shall also be sent here. For multiple notes in one recording, be sure to mention which activity it is for before sending the clarification via comments. | |
| Type | Call Log | Critical |
| Note Timezone | Use as dictated/needed | Critical |
| Date and Time |
Populate as dictated. If none is provided, temporarily use to the recording date BUT CLARIFY TO THE USER THE CORRECT DATE. And if time is not provided, we would default to 1 PM or use verbal clues for time assumption (ex: Breakfast/Morning meeting – 8AM, Lunch meeting – 12PM, Happy Hour – 5PM, Dinner/Evening meeting – 6 or 7PM). |
Critical |
| Group | Tick if there are multiple contacts | Exempt |
| Follow-up | Never used. Plot follow-ups/tasks in a separate note. | Exempt |
| Call Log – Additional Relationships |
Firm/s of the External Attendees (if different from the Primary Attendee’s). You can get the Account ID in the Primary Attendee search result. Use that to search for the specific firm. |
|
| Call Log – External Attendees | Second and so on external contact/s who are in the activity (multiple tagging). | |
| Call Log – Strategy/Product |
Populate as dictated. Only this with ‘Yes’ as in ‘Is Selectable’ can be tagged. Can tag multiple funds/strategies. |
Critical |
| Call Log – Primary Attendee | First external contact who is in the activity (single tagging only). | |
| Call Log – Relationship |
Firm of the Primary Attendee. You can get the Account ID in the Primary Attendee search result. Use that to search for the specific firm. |
|
| Call Log – Activity Purpose(s) | Required field (Sales, Servicing, or both are mandatory values). Clarify if not provided. | |
| Call Log – Regarding (Contact) | First external contact who is in the activity (single tagging only). | |
| Call Log – Internal Attendees |
Internal contact/s who are in the activity (can do multiple tagging). Always include the user unless specified otherwise. |
|
| Call Log – Custom Tags | Use this to tag Campaigns. | |
| Call Log – Link to Accounts | Populate as dictated.
Note: For INST users, this is required if Activity Purpose is ‘Servicing’. Clarify if not provided. |
|
| Call Log – Link to Opportunities | Populate as dictated.
Note: For INST users, this is required if Activity Purpose is ‘Sales’. Clarify if not provided. |
|
| Phone Call ID (for existing record search) | Used to search for existing meeting using the Phone Call ID. | |
| Owner Name (for existing record search) | Used to search for existing meeting using the Owner Name. | |
| Subject |
Populate as dictated. Default if none is provided: 1 contact only: 2 contacts: More than 2 contacts from same firm/group: More than 2 contacts from different firms/groups: |
Critical |
| Duration |
Populate as dictated or based on start time and end time (if specified or existing). Default if none is provided: 1 hour. Default for voicemails: 1 minute If the duration doesn’t have a match in the picklist, round up to the nearest value) |
|
| Direction |
Incoming – User received a call Outgoing – User made a call. |
Non-critical |
| Status |
Select Open for future calls, existing calls (if Status is not Open), and if note is to be pended. Select Complete for completed calls. |
Critical (if note is for clarif, which we recommend leaving the status Open, but specialist put complete, change to Open but do not markdown) |
| Phone Call Engagement |
Populate as dictated or based on context. Default if none is provided: Catch Up |
|
| Notes | Capture notes in smart clean verbatim. | Major/Minor |
| Notes (for mobile display) | Always mirror Notes in this field. | Major/Minor |
| No Strategy/Product Discussed | Tick if there are no strategies/products mentioned/tagged. | |
| Who am I talking to? |
Gatekeeper – if call was received/made by someone that is not the main contact dictated. (e.g. receptionist, assistant, etc) Voicemail – Voicemail, left a message Contact – if user was able to talk to the main contact |
|
| Create Follow-up Task | Tick if there are follow-ups/actionable items. | |
| Follow-up Task Subject | Parse the follow-ups/actionable items, but do not remove them from the notes. | |
| Suggested Campaigns | DO NOT USE. | |
| Logging System |
Select Hey DAN for new activities created by Hey DAN. Leave blank for existing activities created from PIMCO. |
Critical |
| Special Notes: |
| Phone Calls are not applicable for INST users. In case a Phone call is requested, please enter a meeting with Location = Virtual. |
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Opportunity (TBA)