Always fill out this field.

Single FA Meeting: [Contact Name] – [Company]
Two FA Attendees: [Contact Name 1] & [Contact Name 2] – [Company]
Multiple FA Attendees: [Contact Name] & Others – [Company]
Multiple Notes: [Contact Name] & Others

Always tag the Salesperson (Owner of the Note) to this field. To tag the Salesperson, follow the steps below:

1) Expand the Organizer field by clicking the + button beside the Organizer word.
2) Once expanded, fill out the First Name and Last Name field using the Salesperson’s First and Last Name.
3) Click the appropriate search result.
4) Once clicked, the Salesperson will be automatically added as an Organizer.

Tag appropriate funds mentioned, regardless if they are mentioned in passing. To tag funds, follow the steps below:

1) Expand the Fund field by clicking the + button beside the Fund word.
2) Once expanded, fill out Fund Name field with the products provided (Example: FPL, FCR, FNLR)
3) Click the appropriate search result.
4) Once clicked, the Fund Name will be automatically added as Funds discussed.

Note: If there’s no Fund(s) provided and/or discussed, we have to clarify the appropriate Fund to tag as this is a required field.

Tag all the attendees of the meeting in this field. To tag attendees, follow the steps below:

1) Expand the Contacts field by clicking the + button beside the Contacts word.
2) Once expanded, fill out the First Name, Last Name to search.
3) To narrow down your search result, you may also fill out the other fields such as Company, City, State.
4) Click the appropriate search result.
5) Once clicked, the Contact will be automatically tagged as additional contact.

REMINDER: Always tag the Salesperson (Owner of the Note) in this field, along with other Fortress employees present in the meeting.

If other Fortress employee was just mentioned in passing, no need to add.
(Example: “JD Lindert recommended that I reach out to her.”)

Note: To identify if the attendee is part of a team, search via Google.

Default formats depending on Interaction Type:

Meetings, Virtual Meeting (Zoom), Conference Call
a. [Time] – [Type] | Company: FA Team Name if exists – Contact Name
Meeting Example: 11:00 AM ET – Meeting | Root Financial: Dan Urban
Virtual Example: 11:00 AM ET – Virtual | Root Financial: Dan Urban
Conference Call Example: 11:00 AM ET – Phone Call | Morgan Stanley: Bell Urban Group – Dan Urban

Phone Call – Attempt
a. LM [Contact Name] – Example: LM Martin Gauba

Phone Call – Connect
b. Spoke With [Contact Name] – Example: Spoke With Brian Rayfield

Meetings, Virtual Meeting (Zoom), Conference Call (multiple attendees)
a. [Time] – [Type] | Company: FA Team Name – Contact Name 1 & Contact Name 2
Example: 11:00 AM CT – Meeting | Morgan Stanley: Bell Urban Group – Dan Urban & John Smith

*If the attendees (with existing Team Name) provided are more than 3, use the format below:
a. [Time] – [Type] | Company: FA Team Name
Example: 11:00 AM CT – Virtual | Morgan Stanley: Bell Urban Group

*If the attendees (without existing Team Name) provided are more than 3, use the format below:
a. [Time] – [Type] │ Company: Contact Name & Others
11:00 AM CT – Conference Call | Morgan Stanley: Dan Urban & Others

*If the attendees (with multiple firms) provided are more than 3, use the format below:
a. [Time] – [Type] │ Multiple firms: Contact Name & Others

Tag the date provided. If unclear or not mentioned, send clarification.

If no time is provided, default to 8AM or use verbal clues for time assumption (ex: Breakfast meeting – 8AM, Lunch meeting – 12PM, Happy Hour – 5PM, Dinner meeting – 6 or 7PM).

Required field: Put in the location where the meeting took place as dictated. If none is provided, send clarification.

Note:
1) If Salesperson provided the City and State of the Contact, it does not necessarily mean it is the Location. Look out for context clues.

Example:
“Met FA at his office.”
“We had lunch at Bar Mar in Chicago, Illinois.”

2) Capture specific Location provided, regardless if the activity is existing.

Interaction Type Location:
Phone Call = Phone Call
Virtual = Zoom (if provided)
Virtual = Virtual (if none provided)
Voicemail = Voicemail

Always fill out this field.

Single FA Meeting: [Contact Name] – [Company]
Two FA Attendees: [Contact Name 1] & [Contact Name 2] – [Company]
Multiple FA Attendees: [Contact Name] & Others – [Company]
Multiple Notes: [Contact Name] & Others

Pre-populated field. However, always cross-check populated funds vs. funds mentioned in the note text. If a fund was mentioned in the note text and is not part of the populated funds, add them.

To tag Funds, follow the steps below:

1) Expand the Fund field by clicking the + button beside the Fund word.
2) Once expanded, fill out Fund Name field with the products provided (Example: FPL, FCR, FNLR)
3) Click the appropriate search result.
4) Once clicked, the Fund Name will be automatically added as Funds discussed.

Pre-populated field. However, always cross-check populated Contacts/Fortress Employees vs. Contacts/Fortress Employees provided.

REMINDER: Always make sure the Salesperson (Owner of the Note) is added in this field, along with other Fortress employees present in the meeting that was not part of the pre-populated contacts.

To tag additional attendees, follow the steps below:

1) Expand the Contacts field by clicking the + button beside the Contacts word.
2) Once expanded, fill out the First Name, Last Name to search.
3) To narrow down your search result, you may also fill out the other fields such as Company, City, State.
4) Click the appropriate search result.
5) Once clicked, the Contact will be automatically tagged as additional contact.

*If other Fortress employee was just mentioned in passing, no need to add.
(Example: JD Lindert recommended that I reach out to her.)

Copy Date and Time provided in this field. When cross-checking Time and Date, look out for time adjustments.

Example:
Provided time: 11AM (Timezone is CDT)
Existing activity time: 12PM (adjusted to ET)

Updated 7/15/26Capture the specific location of the meeting provided by the wholesaler. If location is not provided, copy the location from the existing meeting search result.

Interaction Type Location:
Phone Call = Phone Call
Virtual = Zoom (if provided)
Virtual = Virtual (if none provided)
Voicemail = Voicemail

Follow general writing guidelines. Clean verbatim.

Special Situation: For existing activities with existing note text, make sure the current notes are on top, then use the separator (—) and paste the copied existing notes at the bottom.

Example:

“This is a follow-up meeting from the previous meeting we had. He wanted more information on FNLR so walked him through it.”

—

“Met with him, mentioned FNLR. Wanted more information.”

Format: Follow-up for [Assignee]

For recordings containing only Task requests with multiple notes, follow the general format:

Contact Name & Others

If not specified, clarify.

Format:

Task for [Assignee]: [Dictated follow-up note].

Example: “Remind me to call John Smith tomorrow at 12 noon.”

Otherwise, skip if none provided.

Select Updated Existing Record when updating an existing task.

Always fill out this field.

Format: Follow-up for [Assignee]

For recordings containing only Task requests with multiple notes, follow the general format:

Contact Name & Others

If the contact is already a campaign member, you will get an error but that is okay. Just tell the salesperson that person was already on the list.

If the contact is on the campaign called “Unsubscribe – ALL” then you will get an error and that person cannot be added. That is okay – please tell the salesperson that person is an unsubscribe so they cannot be added.

Currently only three options at the moment to be used:

1) FPL Marketing Updates
2) FNLR Marketing Updates
3) FCR Marketing Updates

If Salesperson provided a different Campaign Name, tag for clarification.

Always fill out this field.

Format: Follow-up for [Assignee]

For recordings containing only Task requests with multiple notes, follow the general format:

Contact Name & Others

Format: YYYY/MM Ticker
Example: 2026/08 FCR

If none provided, clarify.

If a range is provided, enter the lower amount in Low and the higher amount in High.

Note: If a fixed amount is provided, enter the same amount in both fields. The default currency is USD.

Select Created New Record when creating a new opportunity.

Select Updated Existing Record when updating an existing opportunity.