Last update: 5/6/2026
| SF-API Team (Crossmark) |
| 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! *For Crossmark Team only* |
|
| 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 and Time | Required | |
| DATE | ||
| As specified/dictated | ||
| If not specified, use recording date. | ||
| TIME | ||
| As specified/dictated | ||
| If not specified, skip/leave blank | ||
| If only the START TIME is provided: | ||
| Input START Time and skip/leave END Time blank (no duration specified/dictated) | ||
| Input START Time and END Time (base from the duration of the activity mentioned) | ||
| Time Assumptions: | ||
| Breakfast: 8:00 AM ET | ||
| Lunch: 12:00 PM ET | ||
| Dinner: 6:00 PM ET | ||
| Group Tick Box |
Untick: If the activity has only one contact/attendee Tick: If the activity has two or more contacts/attendees |
|
| Meeting – Name (Rep) CRM Search Fields |
Required | |
| 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 “Representative” contacts tagged in one group note. | ||
| Meeting – Name (Lead) CRM Search Fields |
Required | |
| NOTE: Use this section to search for the contact/advisor’s profile IF THERE’S NO RESULT USING THE NAME (REP) CRM Search. (Always try the Name (Rep) field first) |
||
| If the search is successful, the contact/advisor’s name 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 will reflect on the field below. |
||
| Meeting – Campaign CRM Search Fields |
Required | |
| Use this section to search for the campaign – as dictated | ||
| If the search is successful, the campaign name will reflect below the CRM Search fields. | ||
| Select the correct profile by clicking the campaign (will be highlighted in orange once selected), then the chosen result/s will reflect on the field below. | ||
| If no Campaign was specified/dictated, input N/A on the Name search field and select the N/A campaign profile | ||
| Meeting – Related To CRM Search Fields |
||
| As specified/dictated | ||
| If not specified, leave blank | ||
| Meeting – Assigned To CRM Search Fields |
Required | |
| Use this section to search for the Owner of the activity (the Crossmark User calling in the activity/note). | ||
| If the search is successful, the Owner/User’s name will reflect below the CRM Search fields. | ||
| Select the correct profile by clicking the Owner/User’s name (will be highlighted in orange once selected), then the chosen result will reflect on the field below. | ||
| Subject | Required | |
| As specified/dictated | ||
| If not specified, use this format – [Date] [Time] [Meeting Type] w/ [Rep Name(s)] & [External] | ||
| Example: | ||
| 6/23 10am Advisor Meeting w/ John Doe & Jared Cullivan or 6/24 9:30am EST PM Engagement w/ Jane Doe & Ryan Smith | ||
| *If note has an existing activity in the CRM, no need to select a subject as this will automatically be reflecting the existing activity’s subject – (none) |
||
| If the note is already existing, we will follow the existing note’s Subject regardless if the user dictated otherwise. | ||
| Ex: The user dictated, “Spoke with John Doe”, but upon checking, we saw an existing note for John Doe with a subject. We will follow the subject from the existing note. | ||
| Event Type | Required | |
| As specified/dictated | ||
| If not specified, default to Advisor Meeting | ||
| Advisor Meeting – 1on1 meeting with an advisor | ||
| Branch Meeting – meeting with the entire branch (Any meeting with more than 1 Rep, we can consider it to be a “Branch Meeting”) |
||
| Business Entertainment – golfing, going out a game, a concert | ||
| Client Meeting – meeting with end client | ||
| PM Engagement – a portfolio manager was at the meeting with the User and advisor wholesaler |
||
| Event Method | Required | |
| As specified/dictated | ||
| If not specified, leave blank | ||
| In Person | ||
| Virtual | ||
| Phone | ||
| Purpose of Meeting | Required | |
| As specified/dictated | ||
| If not specified, leave blank | ||
| Prospecting | ||
| Value Add | ||
| Asset Retention | ||
| Location | ||
| As specified/dictated | ||
| If not specified, leave blank | ||
| Meeting Notes (Note Text) |
***BEFORE TRANSCRIBING THE NOTE TEXT, ALWAYS CHECK THE USER’S PREFERENCES***
Writing Styles |
Required |
| (Activity comments here; transcribe smart clean verbatim) | ||
| If there is an existing note, make sure to copy the Description content on the existing note and add it to the note in DANA. Use a broken line to separate the new note from the existing note. |
||
| Example: [New note text content] —————————————– [Old note text content] |
||
| Rep Status | ||
| As specified/dictated or check meeting note context for clues | ||
| Current | ||
| New (default if not specified) | ||
| Portfolio Manager | ||
| As provided by the wholesaler | ||
| If the Event Type is set to PM Engagement, this field should be populated with the appropriate PM name | ||
| Andrew Cullivan Bob Doll Greg Brunk Pat Garboden Paul Townsen Rob Botard Ryan Caylor Victoria Fernandez |
||
| Product Interest | ||
| As specified/dictated | ||
| Skip/leave blank if not specified or check meeting note context for clues | ||
| Check “Product List” sheet for complete list of Crossmark products | ||
| Call Product Focus | Required | |
| As specified/dictated | ||
| Steward Funds – if provided products are all Steward Funds | ||
| SMA – if provided products are all SMA Funds | ||
| SMA and Steward Funds – if provided products are both SMA and Steward Funds | ||
| ETF – if provided products are all ETF Funds | ||
| ETF & Steward Funds – if provided products are both ETF and Steward Funds | ||
| ETF & SMA – if provided products are both SMA and ETF Funds | ||
| ETF & SMA & Stewards Funds – if provided products are all. | ||
| N/A | ||
| If not provided or no context clues in the note were found, default selecting ETF & SMA & Stewards Funds | ||
| 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! *For Crossmark Team only* |
|
| 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 | |
| Call Log – Assigned To CRM Search Fields |
Required | |
| Use this section to search for the Owner of the activity (the Crossmark User calling in the activity/note). | ||
| If the search is successful, the Owner/User’s name will reflect below the CRM Search fields. | ||
| Select the correct profile by clicking the Owner/User’s name (will be highlighted in orange once selected), then the chosen result will reflect on the field below. | ||
| Call Log – Name (Rep) Search Fields |
||
| Use this section to search for the contact/advisor’s profile. | Required | |
| 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 “Representative” contacts tagged in one group note. | ||
| Call Log – Related To CRM Search Fields |
||
| As specified/dictated | ||
| If not specified, leave blank | ||
| Call Log – Name (Lead) CRM Search Fields |
Required | |
| NOTE: Use this section to search for the contact/advisor’s profile IF THERE’S NO RESULT USING THE NAME (REP) CRM Search. (Always try the Name (Rep) field first) |
||
| If the search is successful, the contact/advisor’s name 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 will reflect on the field below. |
||
| Call Log – Campaign CRM Search Fields |
Required | |
| Use this section to search for the campaign – as dictated | ||
| If the search is successful, the campaign name will reflect below the CRM Search fields. | ||
| Select the correct profile by clicking the campaign (will be highlighted in orange once selected), then the chosen result/s will reflect on the field below. | ||
| If no Campaign was specified/dictated, input N/A on the Name search field and select the N/A campaign profile | ||
| Call Type | Required | |
| As specified/dictated | ||
| If not specified or no context clues, default to Outbound Call (VM) | ||
| Outbound Call (VM) | ||
| Outbound Call (Live) – made direct contact with advisor | ||
| Live (Associate) – accomplished what they needed (scheduling a meeting, getting paperwork, etc.) with the associate, not the advisor | ||
| Left Message for Callback – attempted to call the advisor but didn’t answer, so left a message for a callback | ||
| No Voicemail | ||
| Inbound Call | ||
| Event Scheduled Tick Box |
||
| Tick: If there are context clues in the note that there is a meeting scheduled in the books | ||
| Untick: If there’s no scheduled meeting/event | ||
| Product Interest | ||
| As specified/dictated | ||
| Skip/leave blank if not specified or check meeting note context for clues | ||
| Check “Product List” sheet for complete list of Crossmark products | ||
| Reason for Activity | Required | |
| As specified/dictated | ||
| If not specified, default to Prospecting-New Sales | ||
| Call Campaign | ||
| Prospecting-New Sales – trying to get an appointment or trying to get a new account | ||
| Service or Maintenance – trying to check up or getting paperwork on an existing account | ||
| Defending assets – an account that somebody is trying to close out or potentially moving somewhere else | ||
| Special Project – a portfolio manager was at the meeting with the User and advisor wholesaler |
||
| Rep Status | ||
| As specified/dictated or check meeting note context for clues | ||
| Current | ||
| New (default if not specified) | ||
| Unrelated Activity Tick Box |
||
| Tick: If the activity is “NOT” related to any opportunities within the Rep profile | ||
| Untick: If the activity is related to an opportunity within the rep profile | ||
| Call Product Focus | Required | |
| As specified/dictated | ||
| Steward Funds – if provided products are all Steward Funds | ||
| SMA – if provided products are all SMA Funds | ||
| SMA and Steward Funds – if provided products are both SMA and Steward Funds | ||
| ETF – if provided products are all ETF Funds | ||
| ETF & Steward Funds – if provided products are both ETF and Steward Funds | ||
| ETF & SMA – if provided products are both SMA and ETF Funds | ||
| ETF & SMA & Stewards Funds – if provided products are all. | ||
| N/A | ||
| If not provided or no context clues in the note were found, default selecting ETF & SMA & Stewards Funds | ||
| Subject | Required | |
| As specified/dictated | ||
| If not specified, use this format – Call with [Rep Name] | ||
| *If note has an existing activity in the CRM, no need to select a subject as this will automatically be reflecting the existing activity’s subject – (none) |
||
| If the note is already existing, we will follow the existing note’s Subject regardless if the user dictated otherwise. | ||
| Ex: The user dictated, “Spoke with John Doe”, but upon checking, we saw an existing note for John Doe with a subject. We will follow the subject from the existing note. | ||
| Comments (Note Text) |
***BEFORE TRANSCRIBING THE NOTE TEXT, ALWAYS CHECK THE USER’S PREFERENCES***
Writing Styles |
Required |
| (Activity comments here; transcribe smart clean verbatim) | ||
| If there is an existing note, make sure to copy the Description content on the existing note and add it to the note in DANA. Use a broken line to separate the new note from the existing note. |
||
| Example: [New note text content] —————————————– [Old note text content] |
||
| Date | ||
| DATE | Required | |
| As specified/dictated | ||
| If not specified, use recording/email date. | ||
| Count Cross-check | # of notes generated from the page | Required |
| Transcribing/ | Choose/Tick note for proofing/ready. | Required |
| Proofing complete | ||
Follow-Up | Emailed Notes
| TRANSCRIPTION GUIDELINES | ||
| DANA Fields | Interpretation | Relevance |
| Type | Follow-Up | Required |
| Emailed Notes | ||
| 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 |
Not currently utilized | |
| 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 CRM Search Fields |
||
| As specified | ||
| If not specified, leave blank | ||
| Follow-up – Name (Rep) Search Fields |
||
| Use this section to search for the contact/advisor’s profile. | Required | |
| 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 “Representative” contacts tagged in one group note. | ||
| Follow-up – Name (Lead) CRM Search Fields |
Required | |
| NOTE: Use this section to search for the contact/advisor’s profile IF THERE’S NO RESULT USING THE NAME (REP) CRM Search. (Always try the Name (Rep) field first) |
||
| If the search is successful, the contact/advisor’s name 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 will reflect on the field below. |
||
| Follow-up – Assigned To CRM Search Fields |
Required | |
| Use this section to search for the Owner of the activity (the Crossmark User calling in the activity/note). | ||
| If the search is successful, the Owner/User’s name will reflect below the CRM Search fields. | ||
| Select the correct profile by clicking the Owner/User’s name (will be highlighted in orange once selected), then the chosen result will reflect on the field below. | ||
| Task Type | Required | |
| Appointment Confirmation | ||
| Follow-up Call | ||
| Follow-up Email (default for Emailed Notes) | ||
| Meeting Follow-up | ||
| New Account | ||
| Service/Maintenance | ||
| Updated Materials | ||
| Opportunity Follow-up | ||
| Amount | ||
| As specified | ||
| If not specified, leave blank | ||
| Subject | Required | |
| As specified | ||
| If not specified, use the subject of the email sent to the advisors/contacts | ||
| Priority | Required | |
| As specified | ||
| High | ||
| Normal (if not specified, use as default) | ||
| Low | ||
| Due Date | ||
| DATE | Required | |
| As specified | ||
| If not specified, use email date | ||
| Status | Required | |
| Not Started | ||
| In Progress | ||
| Completed (if not specified, use as default – email already sent to the Reps/Contacts) | ||
| Waiting for someone else | ||
| Deferred | ||
| Unrelated Activity Tick Box |
||
| Tick: If the activity is “NOT” related to any opportunities within the Rep profile | ||
| Untick: If the activity is related to an opportunity within the rep profile | ||
| Comments | ||
| (Email contents here) | ||
| 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! *For Crossmark only* |
|
| (Existing Record Results Field) | Not present in the Transcription page | |
| Type | Contact Management for Representative/Contact 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 | ||
| Note Timezone | Not currently utilized | |
| Account Name CRM Search Fields |
Required | |
| Use this section to search for the Firm name – as dictated | ||
| If the search is successful, the Firm name will reflect below the CRM Search fields. | ||
| Select the correct Firm profile by clicking the firm name (will be highlighted in orange once selected), then the chosen result/s will reflect on the field below. | ||
| Record Type CRM Search Fields |
Required | |
| Use this section to search for the Record Type – as dictated | ||
| If the search is successful (Advisor – default if not provided), the record type name will reflect below the CRM Search fields. | ||
| Select the correct profile by clicking the record type name (will be highlighted in orange once selected), then the chosen result/s will reflect on the field below. | ||
| Salutation | As specified/dictated; skip/leave blank if not provided or not found | |
| Last Name | As specified/dictated; As researched | Required |
| First Name | As specified/dictated; As researched | Required |
| Middle Name | As specified/dictated; As researched | |
| Suffix | As specified/dictated; skip/leave blank if not provided or not found | |
| Title | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Preferred Name | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Phone | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Mobile | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| As specified/dictated or as researched; skip/leave blank if not provided or not found | ||
| Mailing Street | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Mailing City | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Mailing State/Province | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Mailing Zip/Postal Code | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Mailing Country | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Branch Name | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Affiliate Group | As specified/dictated; skip/leave blank if not provided | |
| Platform | As specified/dictated; skip/leave blank if not provided | |
| Rep Contact Status | As specified/dictated; skip/leave blank if not provided | |
| Product Interest | As specified/dictated; skip/leave blank if not provided | |
| Producer Ranking | As specified/dictated; skip/leave blank if not provided | |
| Prospect Ranking | As specified/dictated; skip/leave blank if not provided | |
| Firm Tier Ranking | As specified/dictated; skip/leave blank if not provided | |
| Coverage Loops | As specified/dictated; skip/leave blank if not provided | |
| Sub Loop | As specified/dictated; skip/leave blank if not provided | |
| Channel | As specified/dictated; skip/leave blank if not provided | |
| Assistant | As specified/dictated; skip/leave blank if not provided | |
| Assistant Email | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Assistant Phone | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Scheduler | As specified/dictated; skip/leave blank if not provided | |
| Scheduler Email | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Scheduler Phone | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Product Expert | As specified/dictated; skip/leave blank if not provided | |
| Product Expert Email | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Product Expert Phone | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Contact Management Id (For Existing Record Search) |
Only use this field in searching for existing contact in the CRM using the SF ID
*For Crossmark only* |
|
| Description | As specified/dictated; skip/leave blank if not provided | |
| 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! *For Belle Haven Team only* |
|
| (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 | ||
| Note Timezone | Not currently utilized | |
| Account Name CRM Search Fields |
Required | |
| For existing Rep/Contact profile, Rep/Contact’s firm is already reflecting – no need to search unless firm updating (change of firm) is necessary. | ||
| Use this section to search for the Firm name – as dictated | ||
| If the search is successful, the Firm name will reflect below the CRM Search fields. | ||
| Select the correct Firm profile by clicking the firm name (will be highlighted in orange once selected), then the chosen result/s will reflect on the field below. | ||
| Record Type CRM Search Fields |
Required | |
| For existing Rep/Contact profile, Record Type is already reflecting – no need to search unless updating is necessary. | ||
| Salutation | As specified/dictated; skip/leave blank if not provided or not found | |
| Last Name | Required | |
| Populate field to start searching for existing contact (Should be exact match with the existing contact’s Last Name) | ||
| If updating, input the new value | ||
| First Name | Required | |
| Populate field to start searching for existing contact (Should be exact match with the existing contact’s First Name) | ||
| If updating, input the new value | ||
| Middle Name | As specified/dictated; As researched | |
| Suffix | As specified/dictated; skip/leave blank if not provided or not found | |
| Title | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Preferred Name | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Phone | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Mobile | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Populate field to start searching for existing contact (Should be exact match with the existing contact’s email address) | ||
| As specified/dictated or as researched; skip/leave blank if not provided or not found | ||
| Mailing Street | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Mailing City | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Mailing State/Province | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Mailing Zip/Postal Code | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Mailing Country | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Branch Name | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Affiliate Group | As specified/dictated; skip/leave blank if not provided | |
| Platform | As specified/dictated; skip/leave blank if not provided | |
| Rep Contact Status | As specified/dictated; skip/leave blank if not provided | |
| Product Interest | As specified/dictated; skip/leave blank if not provided | |
| Producer Ranking | As specified/dictated; skip/leave blank if not provided | |
| Prospect Ranking | As specified/dictated; skip/leave blank if not provided | |
| Firm Tier Ranking | As specified/dictated; skip/leave blank if not provided | |
| Coverage Loops | As specified/dictated; skip/leave blank if not provided | |
| Sub Loop | As specified/dictated; skip/leave blank if not provided | |
| Channel | As specified/dictated; skip/leave blank if not provided | |
| Assistant | As specified/dictated; skip/leave blank if not provided | |
| Assistant Email | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Assistant Phone | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Scheduler | As specified/dictated; skip/leave blank if not provided | |
| Scheduler Email | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Scheduler Phone | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Product Expert | As specified/dictated; skip/leave blank if not provided | |
| Product Expert Email | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Product Expert Phone | As specified/dictated or as researched; skip/leave blank if not provided or not found | |
| Contact Management Id (For Existing Record Search) |
Only use this field in searching for existing contact in the CRM using the SF ID
*For Crossmark only* |
|
| Description | As specified/dictated; skip/leave blank if not provided | |
| Count Cross-check | # of notes generated from the page | Required |
| Transcribing/ | Choose/Tick note for proofing/ready. | Required |
| Proofing complete | ||
Opportunity
| 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! *For Crossmark Team only* |
|
| Type | Opportunity | Required |
| Opportunity creation – as specified/dictated | ||
| 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 | |
| Opportunity Owner CRM Search Fields |
Required | |
| Use this section to search for the Owner of the opportunity. | ||
| If the search is successful, the Owner/User’s name will reflect below the CRM Search fields. | ||
| Select the correct profile by clicking the Owner/User’s name (will be highlighted in orange once selected), then the chosen result will reflect on the field below. | ||
| Campaign CRM Search Fields |
||
| As specified – Use this section to search for the campaign | ||
| If the search is successful, the campaign name will reflect below the CRM Search fields. | ||
| Select the correct profile by clicking the campaign (will be highlighted in orange once selected), then the chosen result/s will reflect on the field below. | ||
| If no Campaign was specified/dictated, input N/A on the Name search field and select the N/A campaign profile | ||
| Name (Rep) Search Fields |
||
| Use this section to search for the Rep’s profile. | Required | |
| If the search is successful, the Rep’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 will reflect on the field below. | ||
| Note: We tag the appropriate rep profile here or as provided by the wholesaler. We can only tag one rep profile per opportunity. If not provided, please reach out and clarify with the wholesaler |
||
| Account Name CRM Search Fields |
||
| As specified/dictated | ||
| If not specified, skip/leave blank | ||
| Opportunity Name | Required | |
| As specified | ||
| Auto-populated field. Anything you put in here will be replaced with the set auto-population in their CRM. | ||
| Amount | Required | |
| As specified (dollar amount) | ||
| If not provided, please reach out and clarify with the wholesaler. | ||
| Close Date | ||
| DATE | Required | |
| As specified | ||
| If not provided, default to 90 days after the request was sent. | ||
| ASG Territory | Required | |
| As specified | ||
| If not specified, we can refer to the separate User List document on what territory the wholesaler falls on. | ||
| Central | ||
| Northeast | ||
| Ohio Valley | ||
| South | ||
| Southeast | ||
| Southwest | ||
| West | ||
| Stage | Required | |
| As specified | ||
| If not provided or no context clues were found, default selecting Advisor Interest | ||
| Advisor Interest – “they are interested in this product…” | ||
| Client Identified – “they have a client in mind for this product…” | ||
| Decision Making – “they are deciding whether or not they want to buy…” | ||
| Purchase | ||
| Closed Lost | ||
| Closed Won | ||
| New Advisor Tick Box |
||
| Tick: If the advisor tagged to the opportunity is new to Crossmark Global’s CRM system | ||
| Untick: If the advisor tagged is “Not” new to Crossmark Global’s CRM system | ||
| Selling Point | ||
| As specified | Required | |
| If not provided or no context clues found, default to Values Based Investing. “Why are they interested in our product?” | ||
| Active Management | ||
| AUM | ||
| Bob Doll | ||
| Customer Service | ||
| Fees | ||
| Performance | ||
| Relationship | ||
| Unique Strategy | ||
| Values Based Investing (default) | ||
| Opportunity Product Interest | Required | |
| Select product/s as specified by the wholesaler. | ||
| If not provided or no context clues found, default to Values Based Investing. | ||
| Description | ***BEFORE TRANSCRIBING THE NOTE TEXT, ALWAYS CHECK THE USER’S PREFERENCES***
Writing Styles |
|
| (Activity comments here; transcribe smart clean verbatim) | ||
| If there is an existing note, make sure to copy the Description content on the existing note and add it to the note in DANA. Use a broken line to separate the new note from the existing note. |
||
| Example: [New note text content] —————————————– [Old note text content] |
||
| Loss Opportunity Reason | As specified/dictated If not specified, skip/leave blank |
|
| Probability | As specified If not provided, default to 25% (input numerical value only in DANA). |
|
| Client Name | As specified/dictated If not specified, skip/leave blank |
|
| Count Cross-check | # of notes generated from the page | Required |
| Transcribing/ | Choose/Tick note for proofing/ready. | Required |
| Proofing complete |
Exercise Files