Last update: 3/24/2026
| SF-API Team (Homestead) |
| New Accounts and Client Delivery Managers: Genz Acebedo |
Meeting
| TRANSCRIPTION GUIDELINES | ||
| DANA Fields | Interpretation | Relevance |
| Task Description | *If the recording has only one note, [FA – Firm] Example: John Doe – Merrill Lynch *If the recording has two notes from the same firm, [FA1] & [FA2] – Firm *If the recording has three or more from the same firm, [FA1] & Others – Firm If the recording has two or more notes from different firms, [FA1] & Others |
Required |
| Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording) | ||
| Task Comments | Utilize only for immediate clarification with the User Example: Hi [User], Kindly provide the missing information. Thank you! |
|
| Type | Required | |
| Meeting | ||
| In-person meeting (physical interaction), virtual meeting/ virtual call (Zoom, MS Teams), or unless otherwise specified | ||
| Example: “Advisor meeting”, “One-on-one meeting”, “in-office meeting”, “in-person meeting” | ||
| Meeting – Type selected when checking/searching for existing note/s | ||
| Important Note: Make sure to select the correct Type as all data on the fields will disappear once you change it. | ||
| Existing? (Y/N) tick box |
Tick (Y): If note has an existing activity in the CRM Search Untick (N): If note has no existing activity in the CRM Search |
|
| Special Instructions | Instructions given by User to Hey DAN | |
| Internal Comments | ||
| **Blank Audio/Recording or Pocket Dial: [Blank recording 0:__:__._] [Pocket dial 0:__:__._] | ||
| **Notes for other FTEs, proofer or enterer | ||
| Note Timezone | Not currently utilized | |
| Date | (required) as specified by the sales rep. If none was specified, default to the recording date. | Required |
| Time | (required) as specified by the sales rep. If none was specified:
1) HD Team can do time assumptions based on note context: 2) If there’s no indicator to do time assumption, can set time to any vacant time block in sales rep’s calendar. (Ideally, check call logs for clues to the possible or nearest time of the meeting.) |
Required |
| Related To (Account) | SKIP | |
| Assigned To | tag sales rep | |
| Contact | external contact/s who attended the meeting. Tag only 1 Contact per meeting.
1) Time Slot Meeting: treated as “Main note”. Usually the one tagged in the existing meeting. For new Meeting, tag the primary contact only. 2) NON-Time Slot Meeting: for meetings with more than 1 attendee, individual non-TS meeting will be created for each secondary contact. |
|
| Subject | (required) capture as specified by the sales rep.
If none was specified, default to: for Time Slot Meeting subject: for NON-Time Slot Meeting subject: |
Required |
| Time Slot Meeting | Check this box for Time Slot Meeting (Main note). All new Meetings with only 1 Contact are TS Meetings. For new Meeting with more than 1 attendee, tag the primary contact.
Leave blank for NON-Time Slot Meetings (meetings with more than 1 attendee; individual non-TS meeting will be created for each secondary contact) |
|
| Type | meeting type as specified or based on note context. If none was specified, default to Meeting. | |
| Event Subtype | SKIP | |
| Location | as specified by the sales rep.
Leave blank if none was specified. Mirror existing location for existing Meetings. |
|
| All Day Event | Check box as specified by the sales rep.
Leave blank if not specified. |
|
| Description | capture the meeting notes in smart clean verbatim. |
|
| Show Time As | Default is Busy unless specified otherwise by the sales rep. | |
| Count Cross-check | # of notes generated from the page | Required |
| Transcribing/ Proofing complete |
Choose/Tick note for proofing/ready. | Required |
Call Log
| TRANSCRIPTION GUIDELINES | ||
| DANA Fields | Interpretation | Relevance |
| Task Description | *If the recording has only one note, [FA – Firm] Example: John Doe – Merrill Lynch *If the recording has two notes from the same firm, [FA1] & [FA2] – Firm *If the recording has three or more from the same firm, [FA1] & Others – Firm If the recording has two or more notes from different firms, [FA1] & Others |
Required |
| Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording) | ||
| Task Comments | Utilize only for immediate clarification with the User Example: Hi [User], Kindly provide the missing information. Thank you! |
|
| Type | Call Log | Required |
| Phone Discussion and Call Notes | ||
| Utilize this Note Type if the User mentioned “spoke with”, “called”, “had a call”, et cetera. | ||
| Important Note: Make sure to select the correct Type as all data on the fields will disappear once you change it. | ||
| ALWAYS check/search first for existing note/s using “Meeting” as Type. If there’s no existing activity, go ahead and use “Call Log”. |
||
| Existing? (Y/N) tick box |
Tick (Y): If note has an existing activity in the CRM Search Untick (N): If note has no existing activity in the CRM Search |
|
| Special Instructions | Instructions given by User to Hey DAN | |
| Internal Comments | ||
| **Blank Audio/Recording or Pocket Dial: [Blank recording 0:__:__._] [Pocket dial 0:__:__._] | ||
| **Notes for other FTEs, proofer or enterer | ||
| Note Timezone | Not currently utilized | |
| Date | as specified by the sales rep. If none was specified, default to the recording date. | Required |
| Related To (Account) | SKIP | |
| Contact | Individual external contact the sales rep had a call with. | |
| Assigned To | (required) tag sales rep | Required |
| Subject | capture as specified by the sales rep. If none was specified, default to Call. | |
| Comments | capture the call notes in smart clean verbatim. |
|
| Call Result | as specified by the sales rep.
Leave blank if none was specified. |
|
| Call Log Type | meeting type as specified or based on note context. If none was specified, default to Call Outbound. |
|
| Call Log Status | (required) meeting type as specified or based on note context. If none was specified, default to Completed. |
Required |
| Count Cross-check | # of notes generated from the page | Required |
| Transcribing/ | Choose/Tick note for proofing/ready. | Required |
| Proofing complete | ||
Campaign
| TRANSCRIPTION GUIDELINES | ||
| DANA Fields | Interpretation | Relevance |
| Task Description | *If the recording has only one note, [FA – Firm] Example: John Doe – Merrill Lynch *If the recording has two notes from the same firm, [FA1] & [FA2] – Firm *If the recording has three or more from the same firm, [FA1] & Others – Firm If the recording has two or more notes from different firms, [FA1] & Others |
Required |
| Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording) | ||
| Task Comments | Utilize only for immediate clarification with the User Example: Hi [User], Kindly provide the missing information. Thank you! |
|
| Type | Campaign for creation/ update of Campaigns |
Required |
| Existing? (Y/N) tick box |
Tick (Y): If note has an existing campaign in the CRM Search Untick (N): If note has no existing campaign in the CRM Search |
|
| Special Instructions | Instructions given by User to Hey DAN | |
| Internal Comments | ||
| **Blank Audio/Recording or Pocket Dial: [Blank recording 0:__:__._] [Pocket dial 0:__:__._] | ||
| **Notes for other FTEs, proofer or enterer | ||
| Note Timezone | Not currently utilized | |
| Campaign Owner | tag sales rep or as specified | Required |
| Campaign – Contact | external contact/s who are Campaign members. Can tag 1 or more contacts. | |
| Campaign Name | (required) as specified by the sales rep | Required |
| Count Cross-check | # of notes generated from the page | Required |
| Transcribing/ | Choose/Tick note for proofing/ready. | Required |
| Proofing complete | ||
Contact Mgmt | New
| TRANSCRIPTION GUIDELINES | ||
| DANA Fields | Interpretation | Relevance |
| Task Description | *If the recording has only one note, [FA – Firm] Example: John Doe – Merrill Lynch *If the recording has two notes from the same firm, [FA1] and [FA2] – Firm *If the recording has three or more from the same firm, [FA1] & Others – Firm If the recording has two or more notes from different firms, [FA1] & Others |
Required |
| Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording) | ||
| Task Comments | Utilize only for immediate clarification with the User Example: Hi [User], Kindly provide the missing information. Thank you! |
|
| Type | Contact Management for Representative/Contact profile creation |
|
| Existing? (Y/N) tick box |
||
| Leave Unticked | ||
| Special Instructions | Instructions given by User to Hey DAN | |
| Internal Comments | ||
| **Blank Audio/Recording or Pocket Dial: [Blank recording 0:__:__._] [Pocket dial 0:__:__._] | ||
| **Notes for other FTEs, proofer or enterer | ||
| Contact Management – Account | (required): as verified in FINRA and/or company website |
Required |
| Contact Management – Owner | tag sales rep or as specified | |
| Rep CRD | SKIP | |
| Salutation | SKIP | |
| First Name | (required): as verified in FINRA and/or company website | Required |
| Last Name | (required): as verified in FINRA and/or company website | Required |
| Title | not required but great to have the title as found in company website or as provided by the rep | |
| not required but great to have the email as found in company website or as provided by the rep | ||
| Office Phone | not required but great to have the phone as found in company website or as provided by the rep | |
| Description | as specified by the sales rep.
Leave blank if none was specified. |
|
| Producer Segmentation | as specified by the sales rep.
Leave blank if none was specified. |
|
| Prospect Segmentation | as specified by the sales rep.
Leave blank if none was specified. |
|
| Product | as specified by the sales rep.
Leave blank if none was specified. |
|
| Target List | as specified by the sales rep.
Leave blank if none was specified. |
|
| OSJ Group | as specified by the sales rep.
Leave blank if none was specified. |
|
| Count Cross-check | # of notes generated from the page | Required |
| Transcribing/ | Choose/Tick note for proofing/ready. | Required |
| Proofing complete | ||
Contact Mgmt | Updating
| TRANSCRIPTION GUIDELINES | ||
| DANA Fields | Interpretation | Relevance |
| Task Description | *If the recording has only one note, [FA – Firm] Example: John Doe – Merrill Lynch *If the recording has two notes from the same firm, [FA1] and [FA2] – Firm *If the recording has three or more from the same firm, [FA1] & Others – Firm If the recording has two or more notes from different firms, [FA1] & Others |
Required |
| Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording) | ||
| Task Comments | Utilize only for immediate clarification with the User Example: Hi [User], Kindly provide the missing information. Thank you! |
|
| (Existing Record Results Field) | Only present when searching/updating existing Representative/Contact profiles (Existing? is ticked)
All values found in this results field should be mirrored to the DANA fields below |
|
| Type | Contact Management for Representative/Contact profile updating |
Required |
| Existing? (Y/N) tick box |
Required | |
| Tick to begin search of the contact/advisor’s existing profile in the CRM. | ||
| All values in the field/s marked with search icon marker will be used as search filter. Populate fields with search icon marker to start searching. Ex.: First Name, Last Name, or Email Address |
||
| “Existing?” check box should ALWAYS be ticked as existing Rep/Contact profiles can only be updated | ||
| Special Instructions | Instructions given by User to Hey DAN | |
| Internal Comments | ||
| **Blank Audio/Recording or Pocket Dial: [Blank recording 0:__:__._] [Pocket dial 0:__:__._] | ||
| **Notes for other FTEs, proofer or enterer | ||
| Contact Management – Account | (required): as verified in FINRA and/or company website |
Required |
| Contact Management – Owner | tag sales rep or as specified | |
| Rep CRD | SKIP | |
| Salutation | SKIP | |
| First Name | (required): as verified in FINRA and/or company website | Required |
| Last Name | (required): as verified in FINRA and/or company website | Required |
| Title | not required but great to have the title as found in company website or as provided by the rep | |
| not required but great to have the email as found in company website or as provided by the rep | ||
| Office Phone | not required but great to have the phone as found in company website or as provided by the rep | |
| Description | as specified by the sales rep.
Leave blank if none was specified. |
|
| Producer Segmentation | as specified by the sales rep.
Leave blank if none was specified. |
|
| Prospect Segmentation | as specified by the sales rep.
Leave blank if none was specified. |
|
| Product | as specified by the sales rep.
Leave blank if none was specified. |
|
| Target List | as specified by the sales rep.
Leave blank if none was specified. |
|
| OSJ Group | as specified by the sales rep.
Leave blank if none was specified. |
|
| Count Cross-check | # of notes generated from the page | Required |
| Transcribing/ | Choose/Tick note for proofing/ready. | Required |
| Proofing complete | ||
Company Mgmt | New
| TRANSCRIPTION GUIDELINES | ||
| DANA Fields | Interpretation | Relevance |
| Task Description | *If the recording has only one note, [FA – Firm] Example: John Doe – Merrill Lynch *If the recording has two notes from the same firm, [FA1] and [FA2] – Firm *If the recording has three or more from the same firm, [FA1] & Others – Firm If the recording has two or more notes from different firms, [FA1] & Others |
Required |
| Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording) | ||
| Task Comments | Utilize only for immediate clarification with the User Example: Hi [User], Kindly provide the missing information. Thank you! |
|
| Type | Company Management for Account/Firm profile creation |
Required |
| Existing? (Y/N) tick box |
||
| Leave Unticked | ||
| Special Instructions | Instructions given by User to Hey DAN | |
| Internal Comments | ||
| **Blank Audio/Recording or Pocket Dial: [Blank recording 0:__:__._] [Pocket dial 0:__:__._] | ||
| **Notes for other FTEs, proofer or enterer | ||
| Company Management – Account Owner | tag sales rep or as specified | |
| Account Name | (required): as verified in FINRA and/or company website | Required |
| Phone | not required but great to have the phone as found in company website or as provided by the rep | |
| Billing Street | not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state. |
|
| Billing City | If the full address can’t be located, okay to put just city and state. |
|
| Billing State/ Province | If the full address can’t be located, okay to put just city and state. |
|
| Billing Zip/ Postal Code | not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state. |
|
| Billing Country | not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state. |
|
| Count Cross-check | # of notes generated from the page | Required |
| Transcribing/ | Choose/Tick note for proofing/ready. | Required |
| Proofing complete | ||
Follow-up
| TRANSCRIPTION GUIDELINES | ||
| DANA Fields | Interpretation | Relevance |
| Task Description | *If the recording has only one note, [FA – Firm] Example: John Doe – Merrill Lynch *If the recording has two notes from the same firm, [FA1] & [FA2] – Firm *If the recording has three or more from the same firm, [FA1] & Others – Firm If the recording has two or more notes from different firms, [FA1] & Others |
Required |
| Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording) | ||
| Task Comments | Utilize only for immediate clarification with the User Example: Hi [User], Kindly provide the missing information. Thank you! |
|
| Type | Follow-up only when explicitly instructed to create follow-up tasks |
Required |
| Important Note: Make sure to select the correct Type as all data on the fields will disappear once you change it. | ||
| Existing? (Y/N) tick box |
As specified/dictated If not specified, skip/leave blank |
|
| Special Instructions | Instructions given by User to Hey DAN | |
| Internal Comments | ||
| **Notes for other FTEs, proofer or enterer | ||
| Note Timezone | Not currently utilized | |
| Follow-up – Related To Account | SKIP | |
| Follow-up – Assigned To | (required) Populate the user’s name here if no other names are provided. | Required |
| Follow-up – Contact | external contact as specified by sales rep | |
| Due Date | As provided by the user. If the Due Date was not provided, default to the next business day. | |
| Status | (required) As provided by the user. Defaulted to Not Started. | Required |
| Subject | As provided by the user. If not provided, default to the subject line: Follow-up with [Contact Name] | |
| Priority | (required) As provided by the user. Defaulted to Normal. | Required |
| Task Type | As provided by the user. Leave blank if not specified. | |
| Task Subtype | As provided by the user. Leave blank if not specified. | |
| Comments | Capture the tasks and next-step items in smart clean verbatim as provided by the user. |
|
| Count Cross-check | # of notes generated from the page | Required |
| Transcribing/ | Choose/Tick note for proofing/ready. | Required |
| Proofing complete | ||