Last update: 7/29/2026
New Call Report
| Dana Field | Default/Value | Other Information |
| Type | Normal – New | This Note Type is used for meetings and/or appointments that have not yet been created in the CRM. |
| Task Description | Adrian Arcay – Hey DAN John Smith – ABC Company |
If two or more attendees or multiple notes: FA Name & Others John Smith & Others NOTE: No need to put Firm Name If branch meeting: Firm – Location: |
| Task Comments | This is where you can type any immediate clarifications you have for the wholesaler. | |
| Special Instructions | Instructions provided by the wholesaler to Hey DAN. | |
| Internal Comments | Put in important comments. | Ex: Contact not in FINRA, Verify in SF, Time not Dictated, Time dictated, etc |
| Date & Time | Default to recording date and recording time if not specified.
Time assumptions if explicitly mentioned: IMPORTANT |
Time is required in Salesforce in order for the call report to be saved. For uniformity, use recording date and time. If multiple notes from one WS, use any time and interval as long as it does not overlap the previous meeting note processed.
Ex: |
| Contacts | As dictated by the wholesaler (if the nickname was dictated, place the nickname) | CRD is not required, but for convenience during entry, put the CRD number as much as possible. If no CRD found, put “No CRD” in the field. If not found in Sf, put NF |
| Location | City and State code. If only the state is dictated, we capture the state name not the code. | |
| Meeting Type | Default to Face-to-Face if not specified in CRM (regardless if there are multiple contacts) – If it’s a conference call, WebEx, Facetime, we select Virtual Types: |
When to USE Client Event: Case 1: If WS mentioned Client Event; tag client event as dictated, REGARDLESS the number of attendee(s). Case 2: If WS mentioned he/she in Client Event, but mentions one-on-one meeting; tag Meeting (Face-to-Face). Case 3: If eg. the multiple notes are with the same event, same time, capture the rest as Client Event. |
| Subject | Default is Meeting. | Capture as dictated. |
| Text | As dictated by the wholesaler. Clean verbatim. Remove unnecessary fillers (kind of, you know, uhhm, etc) | Capture intro line (e.g. Meeting with [FA first name].., Phone call with [FA first name]…)
Don’t remove the follow-up instructions and Opportunities in the note text, still capture it. |
| Follow-up | Check Follow-up Fields tab to see what to place on the fields. | |
| Products | Products discussed by the wholesaler. If none, tick the No Products Discussed tick box | Extract from the notes. If products discussed is too vague or has similarities with other products, send to clarif. Also make sure that they are actually discussing the product. |
| GIPS Composite Report | Default is N/A |
| Unused/Rarely Used Dana Fields | |
| Opportunity | Leave as Blank |
| Plan | Leave as Blank |
| Location | Only use this If and only if there’s a specific place mentioned in the meeting.
Ex. Name of restaurants, pubs, and etc. |
| Outcome | This will only show up in Salesforce if the contacts are from Merrill Lynch
Default is Product Update |
| All Day Event | Tick this checkbox if and only if the WS dictates “It was an all-day event” or something along with that line. Select 8:00 AM as the START TIME. |
Follow-Up
| Dana Field | Default/Value | Other Information |
| Type | Follow-up | |
| Task Description | Default: Contact Name – Firm John Smith – ABC Company |
If two or more attendees or multiple notes: FA Name & Others John Smith & Others NOTE: No need to put Firm Name If branch meeting: Firm – Location: |
| Task Comments | This is where you can type any immediate clarifications you have for the wholesaler. | |
| Special Instructions | Instructions provided by the wholesaler to Hey DAN. | |
| Internal Comments | To be used as internal comments across HD. | |
| Contacts | As dictated by the wholesaler (if the nickname was dictated, place the nickname) | |
| Type | As dictated. If not mentioned, use Email-Outbound or Inbound/Outbound Phone Call – whatever is appropriate to the scenario. | |
| Assigned To | Internal Wholesaler or WS | |
| Due Date | Default: Next business day | A couple of days = in two days A couple of weeks – in two weeks |
| Subject | Follow-up Task for [Internal Name] or [WS Name]: | |
| Description | Just the follow-up note. Do not include the main note. | |
| Assigned To (Other) | WS/Others if not the Internal | |
| Status | Default is Open | |
| Priority | Default is Normal |
| When to create follow-up? | |||
| If there is a command, a request, an ask to create one. Examples: Please create a follow-up task… Create a follow-up… If you could please send this to… Call him and send the fact sheets for…. Mike (WS Internal), please connect with him in two weeks.. |
Exercise Files