Best practice: Go through this before transcribing any RM recording to refresh your memory of the RM’s preferences.

Examples:
If the notes generated from the file are all Virtual Meetings, we only should put “Virtual Meeting” on this field.
If the notes generated from the file are a combination of Virtual Meeting, In-Person Meeting, Sticky Notes, Pipeline and Expense, we should put “Virtual Meeting, In-Person Meeting, Sticky Notes, Pipeline, Expense” on this field.

Note that the information you last inputted is the one that will stick on the field so make sure that the last touch is the final details you would want to keep for this field.

You can also take note here whether the note is for clarification and what the clarification is. Format: ***CLARIFY [which field] [what reason]***

IMPORTANT: For those with MSD access, if the note is for 2 or more FA attendees, please capture the EIDs of all the attendees on this field.

Common Markers That We Use for This Field:
ND – No Date
PTS – Product/s Specified (important to capture this on the IC field as this will help us determine what themes/products to select)
See pipeline note/s ahead (important to capture this on the IC field as this will affect how the pipeline note is going to be entered from the activity note)
See FF note/s ahead (important to capture this on the IC field so the enterer is informed that there are more FF notes plotted outside the main note)

For PTS RMs (Product/s Specified users), it helps to put the products dictated here for reference.

For recordings/emailed notes that will yield multiple activities, date is usually specified, but if not, succeeding notes will always follow the date of the note before it.

IMPORTANT NOTE: If the RM specifies a time for their notes, please identify if the time zone of the RM is Eastern Standard Time (based on the states they cover or location of the FA – check the RM preferences section for guidance).
– If EST, no time adjustment needed. Just capture whatever time the RM mentioned.
– If CST (Central), add 1 hour.
– If MST (Mountain), add 2 hours.
– If PST (Pacific), add 3 hours.

Special Situations:
#1: If the RM specified the following time of the day, use these defaults (and don’t forget to capture on top of the note text the “time of the day” mentioned):
Breakfast/Morning: 8AM
Lunch/Afternoon: 12PM
Dinner/Evening: 6PM

#2: If the activity has an associated Entertainment – Non Employee expense note, mirror the time on the receipt as the time for the activity (with consideration of the time zone that the RM covers – see rules above).

Should include the Advisors as well as the other BLK employees that are present during the activity. Firm of other BLK employees should always be BlackRock.

Special Situation #1: If the activity is for an “internal prep call/meeting”, see Related field remarks below.

Special Situation #2: If the RM mentions the nickname of the advisor versus the official first name (example: Jack vs John), we should write the nickname inside quotation marks on the first name field but still adding the official first name as verified. Example: John “Jack” Doe. Note: If the nickname mentioned is the common nickname (example: Tim for Timothy or Mike for Michael

Special Situation #3: If the RM mentions an incorrect first name or last name than what you were able to see and verify in FINRA and/or CRM system, you can correct and mirror what you see in the CRM system if it’s just a spelling error. But if it’s a totally different first name and/or last name, then put the name the RM specified on the Attendees field in brackets and submit the note for clarification.

For group notes, maximum number of attendees we can put per DANA page is 25. If it exceeds that, we should plot in parts. So if the attendees are 50 names, it will yield 2 DANA notes. (Note: Indicate in the Quick Comments field if the note is 1/2 or 2/2 so the enterer will know that the notes are plotted in parts).

IMPORTANT: If an RM requests logging a meeting that only specifies the Buying Unit (team/firm/organization) – let them know an individual client attendee is needed and must be added to the meeting record. A meeting should not only have a team as attendee, advisor/advisors are needed.

Special Situation: If the RM mentioned which team the FA attendee/s belong to, let’s capture that info on the firm field.
Example: The Pron Group/Merrill Lynch

If with 1 FA: [Appointment Sub-type] – [Client Name] | Ex. Virtual Meeting – John Doe
If with 2 FAs: [Appointment Sub-type] – [Client Name 1] & [Client Name 2] | Ex. Virtual Meeting – John Doe & Jane Doe
If with 3 or more FAs: [Appointment Sub-type] – [Client Name 1], et al. | Ex. Virtual Meeting – John Doe, et al.

Note: Team is also known as the Buying Unit in MS Dynamics.

Reminders: We don’t include the BLK attendees on the count.
Example #1: If the activity has FA1 and BLKEMPLOYEE1 and BLKEMPLOYEE2, the subject should be “Virtual Meeting – FA1” because basically our Subject field should go by number of clients only and not number of all attendees.
Example #2: If the activity has FA1 and FA2 and BLKEMPLOYEE1 and BLKEMPLOYEE2, the subject should be “Virtual Meeting – FA1 & FA2” — NOT “Virtual Meeting – FA1, et al.”.

IMPORTANT: If an RM requests logging a meeting that only specifies the Buying Unit (team/firm/organization) – let them know an individual client attendee is needed and must be added to the meeting record. A meeting should not only have a team as attendee, advisor/advisors are needed.

Special Situation: If the activity is specified as an “internal prep call” or “internal prep meeting”, follow the format below:
If with 1 FA: [As Mentioned] – [Client Name] | Ex. Internal Prep Call – John Doe | Note: On the Related field, just capture the FA.
If with 2 FAs: [As Mentioned] – [Client Name 1] & [Client Name 2] | Ex. Internal Prep Call – John Doe & Jane Doe | Note: On the Related field, just capture the team.
If with 3 or more FAs: [As Mentioned] – [Client Name 1], et al. | Ex. Internal Prep Call – John Doe, et al. | Note: On the Related field, just capture all the FAs mentioned.
If with 1 team/BU: [As Mentioned] – [Team 1] | Ex. Internal Prep Call – Team Hey DAN | Note: On the Related field, just capture the team mentioned.
If with 2 teams/BUs: [As Mentioned] – [Team 1] & [Team 2] | Ex. Internal Prep Call – Team Hey DAN & Team Dialanote | Note: On the Related field, just capture both of the teams mentioned.
If with 3 teams/BUs or more: [As Mentioned] – [Team 1], et al. | Ex. Internal Prep Call – Team Hey DAN & Team BTS | Note: On the Related field, just capture all of the teams mentioned.

a) If the note is PTS and there’s one theme/product specified by the RM that you were not able to tag as theme/product (either it’s not available at all or written very differently), you must capture all the themes/products that the RM specified at the top of the note text field and then tag whichever topics are available on the themes/product fields.

b) If the note is PTS and you weren’t able to tag any themes/products from the PTS mentioned, check the RM Preferences field first if there’s a default themes/product to tag. If there is, tag it. If there is no default theme/product on the RM pref, tag Territory Management as theme, and then capture all the PTS on top of the note text field. No need to scan through the note text for any product/themes mentioned.

c) If no note text was provided by the RM, please CLARIFY.

If with 1 FA: Follow-up for [BLK Person] – [Client Name]
If with 2 FAs: Follow-up for [BLK Person] – [Client Name 1] & [Client Name 2]
If with 3 or more FAs: Follow-up for [BLK Person] – [Client Name 1], et al.

Note: If the activity is specified as an “internal prep call” or “internal prep meeting”, default is Virtual Meeting unless specified otherwise as In-Person or Phone Call.

Note: This field can now accommodate multiple profiles, BUs, pipeline, campaigns.

Special Situation: If the activity is for an “internal prep call/meeting”, capture the BLK attendees on the Attendee field and capture the FA name/s and/or BU/s (only if specified by the RM) on the Related field.

IMPORTANT: The Themes field is a selection field so choose accordingly the applicable themes. However, the Product field is a text field so we need to write the applicable product/s row by row or line by line.

GENERAL RULES:

STEP 1: Identify if the note is PTS or not. PTS means that the RM is telling us what to tag as themes/products for the note usually in the beginning of the dictation but they can also specify what products/themes to tag at the end of the recording or in the middle of the dictation.

STEP 2: If it is not PTS, we just simply need to scan through the note text dictated/provided and select all the themes/products mentioned from there. Best practice is to use our “Common Products & Themes” sheet as guide on what to select.

a) If you weren’t able to tag any themes/products from the note text, check the RM Preferences field first if there’s a default themes/product to tag. If there is, tag it. If there is no default theme/product on the RM pref, tag Territory Management as theme.

STEP 3: If it is PTS, we generally need to select only the themes/products specified by the RM. However, there are lots of scenarios wherein the themes/products specified by the RMs are not available on the field and/or written differently or are categorized under a general topic, so please be guided as follows:

a) If there’s one theme/product specified by the RM that you were not able to tag as theme/product (either it’s not available at all or written very differently), you must capture all the themes/products that the RM specified at the top of the note text field and then tag whichever topics are available on the fields.

b) If you weren’t able to tag any themes/products from the PTS mentioned, check the RM Preferences field first if there’s a default themes/product to tag. If there is, tag it. If there is no default theme/product on the RM pref, tag Territory Management as theme, and then capture all the PTS on top of the note text field. No need to scan through the note text for any product/themes mentioned.

c) Same thing applies if the RM said “no product type to tag” or “no product”, no need to scan through the note text for any topics mentioned, just choose Territory Management as theme.

See GENERAL RULES to follow above.

See GENERAL RULES to follow above.

Best practice: Go through this before transcribing any RM recording to refresh your memory of the RM’s preferences.

Examples:
If the notes generated from the file are all Virtual Meetings, we only should put “Virtual Meeting” on this field.
If the notes generated from the file are a combination of Virtual Meetings, In-Person Meeting, Sticky Notes, Pipeline and Expenses, we should put “Virtual Meeting, In-Person Meeting, Sticky Notes, Pipeline, Expense” on this field.

Note that the information you last inputted is the one that will stick on the field so make sure that the last touch is the final details you would want to keep for this field.

You can also take note here whether the note is for clarification and what the clarification is. Format: ***CLARIFY [which field] [what reason]***

If request is to modify or delete any existing Sticky Notes area/part, best to capture the complete instructions on the Internal Notes field.

Note: We can add sticky notes for any FA profiles or BU profiles.

For 1on1s, the maximum number of names we can put per DANA page is 10. If it exceeds that, we should plot in parts as well.

Special Situation #1: If the RM mentions the nickname of the advisor versus the official first name (example: Jack vs John), we should write the nickname inside quotation marks on the first name field but still adding the official first name as verified. Example: John “Jack” Doe. Note: If the nickname mentioned is the common nickname (example: Tim for Timothy or Mike for Michael

Special Situation #2: If the RM mentions an incorrect first name or last name than what you were able to see and verify in FINRA and/or CRM system, you can correct and mirror what you see in the CRM system if it’s just a spelling error. But if it’s a totally different first name and/or last name, then put the name the RM specified on the Attendees field in brackets and submit the note for clarification.

Special Situation: If the RM mentioned which team the FA attendee/s belong to, let’s capture that info on the firm field.
Example: The Pron Group/Merrill Lynch

Best practice: Go through this before transcribing any RM recording to refresh your memory of the RM’s preferences.

Examples:
If the notes generated from the file are all Virtual Meetings, we only should put “Virtual Meeting” on this field.
If the notes generated from the file are a combination of Virtual Meetings, In-Person Meeting, Sticky Notes, Pipeline and Expenses, we should put “Virtual Meeting, In-Person Meeting, Sticky Notes, Pipeline, Expense” on this field.

Note that the information you last inputted is the one that will stick on the field so make sure that the last touch is the final details you would want to keep for this field.

Put here additional information that will help in CRM Entry (i.e., team names, websites, entity IDs or other reminders)

You can also take note here whether the note is for clarification and what the clarification is. Format: ***CLARIFY [which field] [what reason]***

IMPORTANT NOTE: If the RM specifies a time for their notes, please identify if the time zone of the RM is Eastern Standard Time (based on the states they cover or location of the FA – check the RM preferences section for guidance).
– If EST, no time adjustment needed. Just capture whatever time the RM mentioned.
– If CST (Central), add 1 hour.
– If MST (Mountain), add 2 hours.
– If PST (Pacific), add 3 hours.

Special Situations:
#1: If the RM specified the following time of the day, use these defaults (and don’t forget to capture on top of the note text the “time of the day” mentioned):
Breakfast/Morning: 8AM
Lunch/Afternoon: 12PM
Dinner/Evening: 6PM

#2: If the activity has an associated Entertainment – Non Employee expense note, mirror the time on the receipt as the time for the activity (with consideration of the time zone that the RM covers – see rules above).

Should include the Advisors as well as the other BLK employees that are present during the activity. Firm of other BLK employees should always be BlackRock.

Special Situation #1: If the activity is for an “internal prep call/meeting”, see Related field remarks below.

Special Situation #2: If the RM mentions the nickname of the advisor versus the official first name (example: Jack vs John), we should write the nickname inside quotation marks on the first name field but still adding the official first name as verified. Example: John “Jack” Doe. Note: If the nickname mentioned is the common nickname (example: Tim for Timothy or Mike for Michael

Special Situation #3: If the RM mentions an incorrect first name or last name than what you were able to see and verify in FINRA and/or CRM system, you can correct and mirror what you see in the CRM system if it’s just a spelling error. But if it’s a totally different first name and/or last name, then put the name the RM specified on the Attendees field in brackets and submit the note for clarification.

For group notes, maximum number of attendees we can put per DANA page is 25. If it exceeds that, we should plot in parts. So if the attendees are 50 names, it will yield 2 DANA notes. (Note: Indicate in the Quick Comments field if the note is 1/2 or 2/2 so the enterer will know that the notes are plotted in parts).

IMPORTANT: If an RM requests logging a meeting that only specifies the Buying Unit (team/firm/organization) – let them know an individual client attendee is needed and must be added to the meeting record. A meeting should not only have a team as attendee, advisor/advisors are needed.

If request is to edit the Subject field itself, put the new Subject here and capture all instructions on the Internal Notes field.

Special Situation: If the RM mentioned which team the FA attendee/s belong to, let’s capture that info on the firm field.
Example: The Pron Group/Merrill Lynch

If the request is to edit any other field, put the full instructions here.

If with 1 FA: Follow-up for [BLK Person] – [Client Name]
If with 2 FAs: Follow-up for [BLK Person] – [Client Name 1] & [Client Name 2]
If with 3 or more FAs: Follow-up for [BLK Person] – [Client Name 1], et al.

Note: This field can now accommodate multiple profiles, BUs, pipeline, campaigns.

Special Situation: If the activity is for an “internal prep call/meeting”, capture the BLK attendees on the Attendee field and capture the FA name/s and/or BU/s (only if specified by the RM) on the Related field.

IMPORTANT: The Themes field is a selection field so choose accordingly the applicable themes. However, the Product field is a text field so we need to write the applicable product/s row by row or line by line.

GENERAL RULES:

STEP 1: Identify if the note is PTS or not. PTS means that the RM is telling us what to tag as themes/products for the note usually in the beginning of the dictation but they can also specify what products/themes to tag at the end of the recording or in the middle of the dictation.

STEP 2: If it is not PTS, we just simply need to scan through the note text dictated/provided and select all the themes/products mentioned from there. Best practice is to use our “Common Products & Themes” sheet as guide on what to select.

a) If you weren’t able to tag any themes/products from the note text, check the RM Preferences field first if there’s a default themes/product to tag. If there is, tag it. If there is no default theme/product on the RM pref, tag Territory Management as theme.

STEP 3: If it is PTS, we generally need to select only the themes/products specified by the RM. However, there are lots of scenarios wherein the themes/products specified by the RMs are not available on the field and/or written differently or are categorized under a general topic, so please be guided as follows:

a) If there’s one theme/product specified by the RM that you were not able to tag as theme/product (either it’s not available at all or written very differently), you must capture all the themes/products that the RM specified at the top of the note text field and then tag whichever topics are available on the fields.

b) If you weren’t able to tag any themes/products from the PTS mentioned, check the RM Preferences field first if there’s a default themes/product to tag. If there is, tag it. If there is no default theme/product on the RM pref, tag Territory Management as theme, and then capture all the PTS on top of the note text field. No need to scan through the note text for any product/themes mentioned.

c) Same thing applies if the RM said “no product type to tag” or “no product”, no need to scan through the note text for any topics mentioned, just choose Territory Management as theme.

See GENERAL RULES to follow above.

See GENERAL RULES to follow above.

2) Some existing activities are not scheduled by the Market Leaders and could be tracked by one of their team members, what we do for this is we change the initial owner of the note to the name of the RM.

3) There are cases wherein the existing activity was a joint meeting with 2 Market Leaders present. This should not be duplicated, if 2 Market Leaders call in the same meeting. It should be merged as 1 activity. The “owner” of the record doesn’t matter for reporting. Market Leader 2 as an attendee is enough for HQA credit.

4) Sometimes the existing notes will already have some internal note details on it, so what we do is we just supply the notes dictated by the RM and add it below the existing notes.

5) Same goes with the themes/products, we do not remove the themes/products that are already tagged in there, we only add those that are not.

6) Generally, we do not overwrite anything from the existing note but we only add those details that the RM would mention from the request he submitted to Hey DAN. This also applies to the attendees. There are times when the attendees tagged on the existing note are not exactly the same attendees that the RM would list down. What we do for this situation is we only add those attendees mentioned by the RM that are not yet added as attendees in the existing and we don’t remove those that are tagged but are not mentioned by the RM.

Best practice: Go through this before transcribing any RM recording to refresh your memory of the RM’s preferences.

Examples:
If the notes generated from the file are all Virtual Meetings, we only should put “Virtual Meeting” on this field.
If the notes generated from the file are a combination of Virtual Meetings, In-Person Meeting, Sticky Notes, Pipeline and Expenses, we should put “Virtual Meeting, In-Person Meeting, Sticky Notes, Pipeline, Expense” on this field.

Note that the information you last inputted is the one that will stick on the field so make sure that the last touch is the final details you would want to keep for this field.

You can also take note here whether the note is for clarification and what the clarification is. Format: ***CLARIFY [which field] [what reason]***

Special Situation #1: If the RM mentions the nickname of the advisor versus the official first name (example: Jack vs John), we should write the nickname inside quotation marks on the first name field but still adding the official first name as verified. Example: John “Jack” Doe. Note: If the nickname mentioned is the common nickname (example: Tim for Timothy or Mike for Michael

Special Situation #2: If the RM mentions an incorrect first name or last name than what you were able to see and verify in FINRA and/or CRM system, you can correct and mirror what you see in the CRM system if it’s just a spelling error. But if it’s a totally different first name and/or last name, then put the name the RM specified on the Attendees field in brackets and submit the note for clarification.

For standalone FFs with group attendees, maximum number of attendees we can put per DANA page is 25. If it exceeds that, we should plot in parts. So if the attendees are 50 names, it will yield 2 DANA notes. (Note: Indicate in the Quick Comments field if the note is 1/2 or 2/2 so the enterer will know that the notes are plotted in parts).

IMPORTANT: If an RM requests logging a meeting that only specifies the Buying Unit (team/firm/organization) – let them know an individual client attendee is needed and must be added to the meeting record. A meeting should not only have a team as attendee, advisor/advisors are needed.

Special Situation: If the RM mentioned which team the FA attendee/s belong to, let’s capture that info on the firm field.
Example: The Pron Group/Merrill Lynch

If with 1 FA: Follow-up for [BLK Person] – [Client Name]
If with 2 FAs: Follow-up for [BLK Person] – [Client Name 1] & [Client Name 2]
If with 3 or more FAs: Follow-up for [BLK Person] – [Client Name 1], et al.

Best practice: Go through this before transcribing any RM recording to refresh your memory of the RM’s preferences.

Examples:
If the notes generated from the file are all Phone Call – Outbound, we only should put “Phone Call – Outbound” on this field.
If the notes generated from the file are a combination of Phone Call – Outbound, Phone Call – Inbound, In-Person Meeting, Sticky Notes, Pipeline and Expenses, we should put “Phone Call – Outbound, Phone Call – Inbound, Virtual Meeting, In-Person Meeting, Sticky Notes, Pipeline, Expense” on this field.

Note that the information you last inputted is the one that will stick on the field so make sure that the last touch is the final details you would want to keep for this field.

You can also take note here whether the note is for clarification and what the clarification is. Format: ***CLARIFY [which field] [what reason]***

IMPORTANT: For those with MSD access, if the note is for 2 or more FA attendees, please capture the EIDs of all the attendees on this field.

Common Markers That We Use for This Field:
ND – No Date
PTS – Product/s Specified (important to capture this on the IC field as this will help us determine what themes/products to select)
See pipeline note/s ahead (important to capture this on the IC field as this will affect how the pipeline note is going to be entered from the activity note)
See FF note/s ahead (important to capture this on the IC field so the enterer is informed that there are more FF notes plotted outside the main note)

For PS RM (Product/s Specified users), it helps to put the products dictated here for reference.

For recordings/emailed notes that will yield multiple activities, date is usually specified, but if not, succeeding notes will always follow the date of the note before it.

IMPORTANT NOTE: If the RM specifies a time for their notes, please identify if the time zone of the RM is Eastern Standard Time (based on the states they cover or location of the FA – check the RM preferences section for guidance).
– If EST, no time adjustment needed. Just capture whatever time the RM mentioned.
– If CST (Central), add 1 hour.
– If MST (Mountain), add 2 hours.
– If PST (Pacific), add 3 hours.

Special Situations:
#1: If the RM specified the following time of the day, use these defaults (and don’t forget to capture on top of the note text the “time of the day” mentioned):
Breakfast/Morning: 8AM
Lunch/Afternoon: 12PM
Dinner/Evening: 6PM

#2: If the activity has an associated Entertainment – Non Employee expense note, mirror the time on the receipt as the time for the activity (with consideration of the time zone that the RM covers – see rules above).

Should include the Advisors as well as the other BLK employees that are present during the activity. Firm of other BLK employees should always be BlackRock.

Special Situation #1: If the activity is for an “internal prep call/meeting”, see Related field remarks below.

Special Situation #2: If the RM mentions the nickname of the advisor versus the official first name (example: Jack vs John), we should write the nickname inside quotation marks on the first name field but still adding the official first name as verified. Example: John “Jack” Doe. Note: If the nickname mentioned is the common nickname (example: Tim for Timothy or Mike for Michael

Special Situation #3: If the RM mentions an incorrect first name or last name than what you were able to see and verify in FINRA and/or CRM system, you can correct and mirror what you see in the CRM system if it’s just a spelling error. But if it’s a totally different first name and/or last name, then put the name the RM specified on the Attendees field in brackets and submit the note for clarification.

For group notes, maximum number of attendees we can put per DANA page is 25. If it exceeds that, we should plot in parts. So if the attendees are 50 names, it will yield 2 DANA notes. (Note: Indicate in the Quick Comments field if the note is 1/2 or 2/2 so the enterer will know that the notes are plotted in parts).

IMPORTANT: If an RM requests logging a meeting that only specifies the Buying Unit (team/firm/organization) – let them know an individual client attendee is needed and must be added to the meeting record. A meeting should not only have a team as attendee, advisor/advisors are needed.

Special Situation: If the RM mentioned which team the FA attendee/s belong to, let’s capture that info on the firm field.
Example: The Pron Group/Merrill Lynch

If with 1 FA: Phone Call – [Phone Call Sub-type] – [Client Name] | Ex. Phone Call – Outbound – John Doe
If with 2 FAs: Phone Call – [Phone Call Sub-type] – [Client Name 1] & [Client Name 2] | Ex. Phone Call – Outbound – John Doe & Jane Doe
If with 3 or more FAs: Phone Call – [Phone Call Sub-type] – [Client Name 1], et al. | Ex. Phone Call – Outbound – John Doe, et al.

Note: Team is also known as the Buying Unit in MS Dynamics.

Reminders: We don’t include the BLK attendees on the count.
Example #1: If the activity has FA1 and BLKEMPLOYEE1 and BLKEMPLOYEE2, the subject should be “Phone Call – Outbound – FA1” because basically our Subject field should go by number of clients only and not number of all attendees.
Example #2: If the activity has FA1 and FA2 and BLKEMPLOYEE1 and BLKEMPLOYEE2, the subject should be “Phone Call – Outbound – FA1 & FA2” — NOT “Phone Call – Outbound – FA1, et al.”.

IMPORTANT: If an RM requests logging a meeting that only specifies the Buying Unit (team/firm/organization) – let them know an individual client attendee is needed and must be added to the meeting record. A meeting should not only have a team as attendee, advisor/advisors are needed.

Special Situation: If the activity is specified as an “internal prep call” or “internal prep meeting”, follow the format below:
If with 1 FA: [As Mentioned] – [Client Name] | Ex. Internal Prep Call – John Doe | Note: On the Related field, just capture the FA.
If with 2 FAs: [As Mentioned] – [Client Name 1] & [Client Name 2] | Ex. Internal Prep Call – John Doe & Jane Doe | Note: On the Related field, just capture the team.
If with 3 or more FAs: [As Mentioned] – [Client Name 1], et al. | Ex. Internal Prep Call – John Doe, et al. | Note: On the Related field, just capture all the FAs mentioned.
If with 1 team/BU: [As Mentioned] – [Team 1] | Ex. Internal Prep Call – Team Hey DAN | Note: On the Related field, just capture the team mentioned.
If with 2 teams/BUs: [As Mentioned] – [Team 1] & [Team 2] | Ex. Internal Prep Call – Team Hey DAN & Team Dialanote | Note: On the Related field, just capture both of the teams mentioned.
If with 3 teams/BUs or more: [As Mentioned] – [Team 1], et al. | Ex. Internal Prep Call – Team Hey DAN & Team BTS | Note: On the Related field, just capture all of the teams mentioned.

a) If the note is PTS and there’s one theme/product specified by the RM that you were not able to tag as theme/product (either it’s not available at all or written very differently), you must capture all the themes/products that the RM specified at the top of the note text field and then tag whichever topics are available on the themes/product fields.

b) If the note is PTS and you weren’t able to tag any themes/products from the PTS mentioned, check the RM Preferences field first if there’s a default themes/product to tag. If there is, tag it. If there is no default theme/product on the RM pref, tag Territory Management as theme, and then capture all the PTS on top of the note text field. No need to scan through the note text for any product/themes mentioned.

c) If no note text was provided by the RM, please CLARIFY.

If with 1 FA: Follow-up for [BLK Person] – [Client Name]
If with 2 FAs: Follow-up for [BLK Person] – [Client Name 1] & [Client Name 2]
If with 3 or more FAs: Follow-up for [BLK Person] – [Client Name 1], et al.

Note: If the activity is specified as an “internal prep call” or “internal prep meeting”, default is Virtual Meeting unless specified otherwise as In-Person or Phone Call.

Note: This field can now accommodate multiple profiles, BUs, pipeline, campaigns.

Special Situation: If the activity is for an “internal prep call/meeting”, capture the BLK attendees on the Attendee field and capture the FA name/s and/or BU/s (only if specified by the RM) on the Related field.

1) If sub-type is Outbound, use “Made”.
2) If sub-type is Inbound, use “Made”.
3) If sub-type is Left Message, we need to submit the note for clarification. (Note: Better to clarify if the RM wants to select a default so we won’t have to clarify every time.)

Reminders for the Other Options:
Received – use as specified only
Canceled – use as specified only
No Action Taken – use as specified only (normally used for campaign-related phone calls where RM must provide a reason)
(Open) – use as specified only or if the RM has an RM pref to keep notes open

IMPORTANT: The Themes field is a selection field so choose accordingly the applicable themes. However, the Product field is a text field so we need to write the applicable product/s row by row or line by line.

GENERAL RULES:

STEP 1: Identify if the note is PTS or not. PTS means that the RM is telling us what to tag as themes/products for the note usually in the beginning of the dictation but they can also specify what products/themes to tag at the end of the recording or in the middle of the dictation.

STEP 2: If it is not PTS, we just simply need to scan through the note text dictated/provided and select all the themes/products mentioned from there. Best practice is to use our “Common Products & Themes” sheet as guide on what to select.

a) If you weren’t able to tag any themes/products from the note text, check the RM Preferences field first if there’s a default themes/product to tag. If there is, tag it. If there is no default theme/product on the RM pref, tag Territory Management as theme.

STEP 3: If it is PTS, we generally need to select only the themes/products specified by the RM. However, there are lots of scenarios wherein the themes/products specified by the RMs are not available on the field and/or written differently or are categorized under a general topic, so please be guided as follows:

a) If there’s one theme/product specified by the RM that you were not able to tag as theme/product (either it’s not available at all or written very differently), you must capture all the themes/products that the RM specified at the top of the note text field and then tag whichever topics are available on the fields.

b) If you weren’t able to tag any themes/products from the PTS mentioned, check the RM Preferences field first if there’s a default themes/product to tag. If there is, tag it. If there is no default theme/product on the RM pref, tag Territory Management as theme, and then capture all the PTS on top of the note text field. No need to scan through the note text for any product/themes mentioned.

c) Same thing applies if the RM said “no product type to tag” or “no product”, no need to scan through the note text for any topics mentioned, just choose Territory Management as theme.

See GENERAL RULES to follow above.

See GENERAL RULES to follow above.

Best practice: Go through this before transcribing any RM recording to refresh your memory of the RM’s preferences.

Examples:
If the notes generated from the file are all Virtual Meetings, we only should put “Virtual Meeting” on this field.
If the notes generated from the file are a combination of Virtual Meetings, In-Person Meeting, Sticky Notes, Pipeline and Expenses, we should put “Virtual Meeting, In-Person Meeting, Sticky Notes, Pipeline, Expense” on this field.

Note that the information you last inputted is the one that will stick on the field so make sure that the last touch is the final details you would want to keep for this field.

Hey DAN Follow-Up for [Internal/BLK Employee] | [FA Name1]
Hey DAN Follow-Up for [Internal/BLK Employee] | [FA Name1] & [FA Name2]
Hey DAN Follow-Up for [Internal/BLK Employee] | [FA Name1], et al.
Hey DAN Instructions from [RM Name]
Hey DAN Notes from [RM Name]
Hey DAN Preference Update from [RM Name]

B) Put N/A on the first name field if email return is to be used only to confirm RM preferences or instructions dictated via recordings.

Special Situation: If the RM mentioned which team the FA attendee/s belong to, let’s capture that info on the firm field.
Example: The Pron Group/Merrill Lynch

Advisor/s: [Put FA Name/s here] Note: Put Team Name here in parentheses if applicable | Ex. John Doe (Team Hey DAN)]
Firm: [Put the FA’s firm here]
Location: [Put the FA’s location here]

[Internal Notes Here]

Best practice: Go through this before transcribing any RM recording to refresh your memory of the RM’s preferences.

Examples:
If the notes generated from the file are all Virtual Meetings, we only should put “Virtual Meeting” on this field.
If the notes generated from the file are a combination of Virtual Meetings, In-Person Meeting, Sticky Notes, Pipeline and Expenses, we should put “Virtual Meeting, In-Person Meeting, Sticky Notes, Pipeline, Expense” on this field.

Note that the information you last inputted is the one that will stick on the field so make sure that the last touch is the final details you would want to keep for this field.

You can also take note here whether the note is for clarification and what the clarification is. Format: ***CLARIFY [which field] [what reason]***

IMPORTANT: For those with MSD access, if the note is for 2 or more FA attendees, please capture the EIDs of all the attendees on this field.

Common Markers That We Use for This Field:
ND – No Date
PTS – Product/s Specified (important to capture this on the IC field as this will help us determine what themes/products to select)
See pipeline note/s ahead (important to capture this on the IC field as this will affect how the pipeline note is going to be entered from the activity note)
See FF note/s ahead (important to capture this on the IC field so the enterer is informed that there are more FF notes plotted outside the main note)

For PS RM (Product/s Specified users), it helps to put the products dictated here for reference.

For recordings/emailed notes that will yield multiple activities, date is usually specified, but if not, succeeding notes will always follow the date of the note before it.

IMPORTANT NOTE: If the RM specifies a time for their notes, please identify if the time zone of the RM is Eastern Standard Time (based on the states they cover or location of the FA – check the RM preferences section for guidance).
– If EST, no time adjustment needed. Just capture whatever time the RM mentioned.
– If CST (Central), add 1 hour.
– If MST (Mountain), add 2 hours.
– If PST (Pacific), add 3 hours.

Special Situations:
#1: If the RM specified the following time of the day, use these defaults (and don’t forget to capture on top of the note text the “time of the day” mentioned):
Breakfast/Morning: 8AM
Lunch/Afternoon: 12PM
Dinner/Evening: 6PM

#2: If the activity has an associated Entertainment – Non Employee expense note, mirror the time on the receipt as the time for the activity (with consideration of the time zone that the RM covers – see rules above).

Should include the Advisors as well as the other BLK employees that are present during the activity. Firm of other BLK employees should always be BlackRock.

Special Situation #1: If the activity is for an “internal prep call/meeting”, see Related field remarks below.

Special Situation #2: If the RM mentions the nickname of the advisor versus the official first name (example: Jack vs John), we should write the nickname inside quotation marks on the first name field but still adding the official first name as verified. Example: John “Jack” Doe. Note: If the nickname mentioned is the common nickname (example: Tim for Timothy or Mike for Michael

Special Situation #3: If the RM mentions an incorrect first name or last name than what you were able to see and verify in FINRA and/or CRM system, you can correct and mirror what you see in the CRM system if it’s just a spelling error. But if it’s a totally different first name and/or last name, then put the name the RM specified on the Attendees field in brackets and submit the note for clarification.

For group notes, maximum number of attendees we can put per DANA page is 25. If it exceeds that, we should plot in parts. So if the attendees are 50 names, it will yield 2 DANA notes. (Note: Indicate in the Quick Comments field if the note is 1/2 or 2/2 so the enterer will know that the notes are plotted in parts).

IMPORTANT: If an RM requests logging a meeting that only specifies the Buying Unit (team/firm/organization) – let them know an individual client attendee is needed and must be added to the meeting record. A meeting should not only have a team as attendee, advisor/advisors are needed.

Special Situation: If the RM mentioned which team the FA attendee/s belong to, let’s capture that info on the firm field.
Example: The Pron Group/Merrill Lynch

If with 1 FA: [Other Activity Sub-type] – [Client Name] | Ex. Leveraged Event – John Doe
If with 2 FAs: [Other Activity Sub-type] – [Client Name 1] & [Client Name 2] | Ex. Leveraged Event – John Doe & Jane Doe
If with 3 or more Fas: [Other Activity Sub-type] – [Client Name 1], et al. | Ex. Leveraged Event – John Doe, et al.

Note: Team is also known as the Buying Unit in MS Dynamics.

Reminders: We don’t include the BLK attendees on the count.
Example #1: If the activity has FA1 and BLKEMPLOYEE1 and BLKEMPLOYEE2, the subject should be “Leveraged Event – FA1” because basically our Subject field should go by number of clients only and not number of all attendees.
Example #2: If the activity has FA1 and FA2 and BLKEMPLOYEE1 and BLKEMPLOYEE2, the subject should be “Leveraged Event – FA1 & FA2” — NOT “Leveraged Event – FA1, et al.”.

IMPORTANT: If an RM requests logging a meeting that only specifies the Buying Unit (team/firm/organization) – let them know an individual client attendee is needed and must be added to the meeting record. A meeting should not only have a team as attendee, advisor/advisors are needed.

Special Situation: If the activity is specified as an “internal prep call” or “internal prep meeting”, follow the format below:
If with 1 FA: [As Mentioned] – [Client Name] | Ex. Internal Prep Call – John Doe | Note: On the Related field, just capture the FA.
If with 2 FAs: [As Mentioned] – [Client Name 1] & [Client Name 2] | Ex. Internal Prep Call – John Doe & Jane Doe | Note: On the Related field, just capture the team.
If with 3 or more FAs: [As Mentioned] – [Client Name 1], et al. | Ex. Internal Prep Call – John Doe, et al. | Note: On the Related field, just capture all the FAs mentioned.
If with 1 team/BU: [As Mentioned] – [Team 1] | Ex. Internal Prep Call – Team Hey DAN | Note: On the Related field, just capture the team mentioned.
If with 2 teams/BUs: [As Mentioned] – [Team 1] & [Team 2] | Ex. Internal Prep Call – Team Hey DAN & Team Dialanote | Note: On the Related field, just capture both of the teams mentioned.
If with 3 teams/BUs or more: [As Mentioned] – [Team 1], et al. | Ex. Internal Prep Call – Team Hey DAN & Team BTS | Note: On the Related field, just capture all of the teams mentioned.

a) If the note is PTS and there’s one theme/product specified by the RM that you were not able to tag as theme/product (either it’s not available at all or written very differently), you must capture all the themes/products that the RM specified at the top of the note text field and then tag whichever topics are available on the themes/product fields.

b) If the note is PTS and you weren’t able to tag any themes/products from the PTS mentioned, check the RM Preferences field first if there’s a default themes/product to tag. If there is, tag it. If there is no default theme/product on the RM pref, tag Territory Management as theme, and then capture all the PTS on top of the note text field. No need to scan through the note text for any product/themes mentioned.

c) If no note text was provided by the RM, please CLARIFY.

If with 1 FA: Follow-up for [BLK Person] – [Client Name]
If with 2 FAs: Follow-up for [BLK Person] – [Client Name 1] & [Client Name 2]
If with 3 or more FAs: Follow-up for [BLK Person] – [Client Name 1], et al.

Note: This field can now accommodate multiple profiles, BUs, pipeline, campaigns.

Special Situation: If the activity is for an “internal prep call/meeting”, capture the BLK attendees on the Attendee field and capture the FA name/s and/or BU/s (only if specified by the RM) on the Related field.

IMPORTANT: The Themes field is a selection field so choose accordingly the applicable themes. However, the Product field is a text field so we need to write the applicable product/s row by row or line by line.

GENERAL RULES:

STEP 1: Identify if the note is PTS or not. PTS means that the RM is telling us what to tag as themes/products for the note usually in the beginning of the dictation but they can also specify what products/themes to tag at the end of the recording or in the middle of the dictation.

STEP 2: If it is not PTS, we just simply need to scan through the note text dictated/provided and select all the themes/products mentioned from there. Best practice is to use our “Common Products & Themes” sheet as guide on what to select.

a) If you weren’t able to tag any themes/products from the note text, check the RM Preferences field first if there’s a default themes/product to tag. If there is, tag it. If there is no default theme/product on the RM pref, tag Territory Management as theme.

STEP 3: If it is PTS, we generally need to select only the themes/products specified by the RM. However, there are lots of scenarios wherein the themes/products specified by the RMs are not available on the field and/or written differently or are categorized under a general topic, so please be guided as follows:

a) If there’s one theme/product specified by the RM that you were not able to tag as theme/product (either it’s not available at all or written very differently), you must capture all the themes/products that the RM specified at the top of the note text field and then tag whichever topics are available on the fields.

b) If you weren’t able to tag any themes/products from the PTS mentioned, check the RM Preferences field first if there’s a default themes/product to tag. If there is, tag it. If there is no default theme/product on the RM pref, tag Territory Management as theme, and then capture all the PTS on top of the note text field. No need to scan through the note text for any product/themes mentioned.

c) Same thing applies if the RM said “no product type to tag” or “no product”, no need to scan through the note text for any topics mentioned, just choose Territory Management as theme.

See GENERAL RULES to follow above.

See GENERAL RULES to follow above.

Best practice: Go through this before transcribing any RM recording to refresh your memory of the RM’s preferences.

Examples:
If the notes generated from the file are all Virtual Meetings, we only should put “Virtual Meeting” on this field.
If the notes generated from the file are a combination of Virtual Meetings, In-Person Meeting, Sticky Notes, Pipeline and Expenses, we should put “Virtual Meeting, In-Person Meeting, Sticky Notes, Pipeline, Expense” on this field.

Note that the information you last inputted is the one that will stick on the field so make sure that the last touch is the final details you would want to keep for this field.

You can also take note here whether the note is for clarification and what the clarification is. Format: ***CLARIFY [which field] [what reason]***

Special Situation: If the RM mentioned which team the FA attendee/s belong to, let’s capture that info on the firm field.
Example: The Pron Group/Merrill Lynch

[MSD Stages] = [Old TeamWorld Stages]
Prospecting = Identify
Early = Analyze
Notified = Decide
Result – Funded = Result Won
Result – Lost = Result Lost
Result – Withdrawn = Result Removed

If not specified, skip.

If not specified, select None/NA as default.

If Competitors field specified is Yes, we are required to fill out the Competitor(s) Pricing Details field.

If Competitors field selected is Yes, this is required. So, fill it out as specified. If none was specified, tag for clarification.