ALPS - Learning Management System

General Transcription Specs Knowledge Base

Last Updated: 12/6/2024 ET

TRANSCRIPTION GUIDELINES – MEETING
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 Example: John Doe and Jane Doe – Merrill Lynch *If the recording has three or more from the same firm, [FA1] & Others – Firm Example: John Doe & Others – Merrill Lynch If the recording has two or more notes from different firms, [FA1] & Others Example: John Doe & Others Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording)	Required
Task Comments	Utilize only for immediate clarification with the User Example: Hi [User], Kindly provide the missing information. Thank you! For SS&C ALPS Team only
Type	Meeting 1-on-1 meeting, branch meeting, offsite/event meeting, sponsored event Important Note: Make sure to select the correct Type as all data on the fields will disappear once you change it.	Required
Existing? (Y/N) tick box	Utilize only for revising previously entered notes by the team. For TCW Team use only Untick (N): If note has no existing activity in the CRM Search (default) Tick (Y): If note has an existing activity in the CRM Search (used only for activities previously created by Hey DAN that needs to be updated upon request by the User)
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 and Time	DATE As specified/dictated. If not provided, note is for clarification – reach to Salesperson to provide specific date of the meeting. TIME As specified/dictated. If not provided and no time assumption, note is for clarification – reach to Salesperson to provide specific time of the meeting. Time Assumptions: Breakfast: 8:00 AM Lunch: 12:00 PM Dinner: 6:00 PM	Required
Group Tick Box	Untick: If the activity has only one contact/attendee Tick: If the activity has two or more contacts/attendees
Name CRM Search Fields	Use this section to search for the contact/advisor’s profile. If the search is successful, the contact/advisor’s name/s will reflect below the CRM Search fields. Select the correct profile by clicking the name (will be highlighted in orange once selected), then the chosen result/s will reflect on the field below. Note: There can be multiple contacts tagged in one group note. If in case the contact has no profile in the CRM Search, create a placeholder and input the First Name and Last Name of the contact (This is important to make the contact’s name reflect in DANA for clarification purposes)
Assigned To CRM Search Fields	Salesperson calling in the notes	Required
Meeting ID (For Existing Meeting Search)	Only use this field for searching for existing activities in the CRM using the SF ID For SS&C ALPS only
Primary Contact (For Existing Meeting Search)	Only use this field for searching for existing activities in the CRM using the Contact’s name For SS&C ALPS only
All Day Event Tick Box	As specified/dictated
Description (Note Text)	*BEFORE TRANSCRIBING THE NOTE TEXT, ALWAYS CHECK THE USER’S PREFERENCES* Writing Styles (Details of the meeting here; transcribe smart clean verbatim)
Location	As specified/dictated; skip/leave blank if not provided
Activity Type	As specified/dictated by the Salesperson or based on context of the activity/note Select from the dropdown options below: 1-on-1 – Meetings with a single advisor Branch Meeting – Meetings with the whole branch/group Offsite/Event Meeting – Meetings that took place outside of the workplace (e.g. sporting events) Sponsored Event – Events sponsored by ALPS Advisors If none was specified/dictated, default to 1-on-1	Required
Topic	As specified/dictated by the Salesperson or based on context of the activity/note SMTHX ALPS \| Smith Total Return Bond Fund (SMTHX), Smith Total Return Bond Fund, Total Return, TRB, SMTHX SMDSX ALPS \| Smith Short Duration Bond Fund (SMDSX), Short Duration, Smith Short Duration Bond Fund, SDB, SMDSX ALPBX ALPS \| Smith Balanced Opportunities Fund (ALPBX), Smith Balanced Fund, Balanced, ALPBX SMTH ALPS \| Smith Core Plus Bond ETF, SMCRX SMCRX ALPS \| Smith Credit Opportunities Fund (SMCRX), Smith Credit Ops, Credit Ops, Core Plus Bond, Core Plus ETF	Required
Source	Hey DAN (Default)
Count Cross-check	# of notes generated from the page	Required
Transcribing/ Proofing complete	Choose/Tick note for proofing/ready.	Required

TRANSCRIPTION GUIDELINES – CALL LOG
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 Example: John Doe and Jane Doe – Merrill Lynch *If the recording has three or more from the same firm, [FA1] & Others – Firm Example: John Doe & Others – Merrill Lynch If the recording has two or more notes from different firms, [FA1] & Others Example: John Doe & Others Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording)	Required
Task Comments	Utilize only for immediate clarification with the User Example: Hi [User], Kindly provide the missing information. Thank you! For SS&C ALPS only
Type	Call Log Phone call activities on the contact level. Calls are any activity that is done over the phone (incoming call, outgoing call, Zoom meeting, Teams). An interaction with a Contact that is not in person. Important Note: Make sure to select the correct Type as all data on the fields will disappear once you change it.	Required
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
Call Log – Assigned To Search Fields	Salesperson calling in the notes	Required
Call Log – Name Search Fields	Use this section to search for the contact/advisor’s profile. If the search is successful, the contact/advisor’s name/s will reflect below the CRM Search fields. Select the correct profile by clicking the name (will be highlighted in orange once selected), then the chosen result/s will reflect on the field below. Note: There can be multiple contacts tagged in one group note. If in case the contact has no profile in the CRM Search, create a placeholder and input the First Name and Last Name of the contact (This is important to make the contact’s name reflect in DANA for clarification purposes)
Task ID (For Existing Record Search)	Only use this field for searching for existing activities in the CRM using the SF ID For SS&C ALPS only
Activity Date	DATE As specified/dictated If not specified, default to recording/current date.	Required
Comments (Note Text)	*BEFORE TRANSCRIBING THE NOTE TEXT, ALWAYS CHECK THE USER’S PREFERENCES* Writing Styles (Details of the meeting here; transcribe smart clean verbatim)	Required
Call Log Activity Type	As specified/dictated by the Salesperson or based on context of the activity/note. Inbound Call – incoming calls; contact initiated the call Outbound Call – outgoing calls; salesperson initiated the call If none was specified/dictated, default to Outbound Call	Required
Call Log Outcome	As specified/dictated by the Salesperson Sales Conversation Sent Email If none was specified/dictated, default to Sales Conversation	Required
Source	Hey DAN (Default)
Topic	As specified/dictated by the Salesperson or based on context of the activity/note SMTHX ALPS \| Smith Total Return Bond Fund (SMTHX), Smith Total Return Bond Fund, Total Return, TRB, SMTHX SMDSX ALPS \| Smith Short Duration Bond Fund (SMDSX), Short Duration, Smith Short Duration Bond Fund, SDB, SMDSX ALPBX ALPS \| Smith Balanced Opportunities Fund (ALPBX), Smith Balanced Fund, Balanced, ALPBX SMTH ALPS \| Smith Core Plus Bond ETF, SMCRX SMCRX ALPS \| Smith Credit Opportunities Fund (SMCRX), Smith Credit Ops, Credit Ops, Core Plus Bond, Core Plus ETF	Required
Status	As specified/dictated by the Salesperson Open Completed If none was specified/dictated, default to Completed	Required
Count Cross-check	# of notes generated from the page	Required
Transcribing/ Proofing complete	Choose/Tick note for proofing/ready.	Required

TRANSCRIPTION GUIDELINES – FOLLOW-UP TASK
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 Example: John Doe and Jane Doe – Merrill Lynch *If the recording has three or more from the same firm, [FA1] & Others – Firm Example: John Doe & Others – Merrill Lynch If the recording has two or more notes from different firms, [FA1] & Others Example: John Doe & Others Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording)	Required
Task Comments	Utilize only for immediate clarification with the User Example: Hi [User], Kindly provide the missing information. Thank you! For SS&C ALPS only
Type	Task Follow-up tasks on the contact level. Tasks are set as reminders for either the internal or the salesperson themselves on next steps that they would need to complete. Important Note: Make sure to select the correct Type as all data on the fields will disappear once you change it.	Required
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
Tasks – Assigned To Search Fields	Salesperson calling in the notes	Required
Tasks – Name Search Fields	Use this section to search for the contact/advisor’s profile. If the search is successful, the contact/advisor’s name/s will reflect below the CRM Search fields. Select the correct profile by clicking the name (will be highlighted in orange once selected), then the chosen result/s will reflect on the field below. Note: There can be multiple contacts tagged in one group note. If in case the contact has no profile in the CRM Search, create a placeholder and input the First Name and Last Name of the contact (This is important to make the contact’s name reflect in DANA for clarification purposes)	Required
Task ID (For Existing Record Search)	Only use this field for searching for existing activities in the CRM using the SF ID For SS&C ALPS only
Activity Date	DATE As specified/dictated If not specified, clarify with the Salesperson to provide missing information
Comments (Note Text)	*BEFORE TRANSCRIBING THE NOTE TEXT, ALWAYS CHECK THE USER’S PREFERENCES* Writing Styles (Details of the meeting here; transcribe smart clean verbatim)
Task Activity Type	As specified/dictated by the Salesperson or based on context of the activity/note. Outbound Call – outgoing calls, salesperson/internal will initiate the call Email – salesperson/internal will send an email to the contact If none was specified/dictated, default to Outbound Call	Required
Source	Hey DAN (Default)	Required
Topic	As specified/dictated by the Salesperson or based on context of the activity/note SMTHX ALPS \| Smith Total Return Bond Fund (SMTHX), Smith Total Return Bond Fund, Total Return, TRB, SMTHX SMDSX ALPS \| Smith Short Duration Bond Fund (SMDSX), Short Duration, Smith Short Duration Bond Fund, SDB, SMDSX ALPBX ALPS \| Smith Balanced Opportunities Fund (ALPBX), Smith Balanced Fund, Balanced, ALPBX SMTH ALPS \| Smith Core Plus Bond ETF, SMCRX SMCRX ALPS \| Smith Credit Opportunities Fund (SMCRX), Smith Credit Ops, Credit Ops, Core Plus Bond, Core Plus ETF	Required
Date Time	As specified/dictated. If none was specified/dictated, default to Activity Date and 8:00AM
Reminder? Tick Box	As specified/dictated. If none was specified/dictated, default to “Yes” or ticked/checked
Count Cross-check	# of notes generated from the page	Required
Transcribing/ Proofing complete	Choose/Tick note for proofing/ready.	Required

TRANSCRIPTION GUIDELINES – PORTFOLIO ANALYTICS TASK
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 Example: John Doe and Jane Doe – Merrill Lynch *If the recording has three or more from the same firm, [FA1] & Others – Firm Example: John Doe & Others – Merrill Lynch If the recording has two or more notes from different firms, [FA1] & Others Example: John Doe & Others Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording)	Required
Task Comments	Utilize only for immediate clarification with the User Example: Hi [User], Kindly provide the missing information. Thank you! For SS&C ALPS only
Type	Portfolio Analytics Request Portfolio Analytics tasks on the contact level. Portfolio Analytics will also be referred to as Portfolio Comparison. Important Note: Make sure to select the correct Type as all data on the fields will disappear once you change it.	Required
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
Portfolio Analytics Request – Assigned To Search Fields	Salesperson calling in the notes	Required
Portfolio Analytics Request – Record Type Search Fields	Satellite Portfolio Analytics (Default)
Portfolio Analytics Request – Name Search Fields	Use this section to search for the contact/advisor’s profile. If the search is successful, the contact/advisor’s name/s will reflect below the CRM Search fields. Select the correct profile by clicking the name (will be highlighted in orange once selected), then the chosen result/s will reflect on the field below. Note: There can be multiple contacts tagged in one group note. If in case the contact has no profile in the CRM Search, create a placeholder and input the First Name and Last Name of the contact (This is important to make the contact’s name reflect in DANA for clarification purposes)	Required
Task ID (For Existing Record Search)	Only use this field for searching for existing activities in the CRM using the SF ID For SS&C ALPS only
Comments (Note Text)	*BEFORE TRANSCRIBING THE NOTE TEXT, ALWAYS CHECK THE USER’S PREFERENCES* Writing Styles (Details of the meeting here; transcribe smart clean verbatim)	Required
Portfolio Analytics Activity Type	Portfolio Analytics (Default)	Required
Portfolio Analytics Outcome	As specified/dictated by the Salesperson Advisor Requested Internal Use Only	Required
Source	Hey DAN (Default)
Topic	As specified/dictated by the Salesperson or based on context of the activity/note SMTHX ALPS \| Smith Total Return Bond Fund (SMTHX), Smith Total Return Bond Fund, Total Return, TRB, SMTHX SMDSX ALPS \| Smith Short Duration Bond Fund (SMDSX), Short Duration, Smith Short Duration Bond Fund, SDB, SMDSX ALPBX ALPS \| Smith Balanced Opportunities Fund (ALPBX), Smith Balanced Fund, Balanced, ALPBX SMTH ALPS \| Smith Core Plus Bond ETF, SMCRX SMCRX ALPS \| Smith Credit Opportunities Fund (SMCRX), Smith Credit Ops, Credit Ops, Core Plus Bond, Core Plus ETF	Required
Status	As specified/dictated by the Salesperson Open Completed If none was specified/dictated, default to Completed	Required
Analysis Provided By	As specified/dictated by the Salesperson. Open End – Jimmy Wenger Open End – Richard Baker Open End – Chris Proctor Open End – Smith Team ETF – Andy Hicks	Required
Competitor Ticker	As specified/dictated by the Salesperson
Date Requested	DATE As specified/dictated If not specified, default to recording/current date.	Required
Count Cross-check	# of notes generated from the page	Required
Transcribing/ Proofing complete	Choose/Tick note for proofing/ready.	Required