Harbor Capital - Learning Management System

General Transcription Specs Knowledge Base

Last update: 11/25/2025

Types
• Normal New	activities that needs to be added to SF
• Normal Existing	activities that are already in SF

Meeting	TRANSCRIPTION GUIDELINES
	Task Description	Default formats: 1 contact: [FA1] – [firm] ex: John Smith – ABC Company 2 contacts: [FA 1 and FA2] – [firm] ex: John Smith and Bob Smith – ABC Company 2 contacts from different firm: [FA 1 and FA2] 3 or more contacts for group meeting or recording with multiple notes: [First contact mentioned] and Others
	Task Comments	Used for clarification purposes. This is for sending messages to the user directly to the app.
	Special Instructions	Instructions or any information provided by the wholesaler Example: WS: “Please add John Smith and Chris Smith to this meeting.”
	Internal Comments	Utilize for any clarification with wholesaler Example: Missing required information – Populate reason for clarification (if applicable). Examples: Profile Not Found – John Smith Date and Time Not Provided *Two Profile Results – John Smith – Suggested Salesforce/website link for contact/firm profiles – Paste the link here for the existing note in Salesforce
	Start Date and Time*	Date: As provided. If none, use the date of the recording. Time: As provided. If none, default time is 8am EST (in SF only). Leave blank in DANA field. Time Assumption: Breakfast – 8:00AM; Lunch- 12:00PM; Dinner – 6:00PM If existing note and mentioned breakfast/lunch/Dinner – copy the time from existing note in SF instead, if not provided.
	Contacts*	First Name & Last Name: Mirror what’s in Salesforce. CRD#: Mirror what’s in Salesforce. If no CRD, leave blank. Account/Firm & Location: Capture what’s provided.
	Subject*	**Normal-New: As provided. If none, follow the default format below: Meeting/Call with [Advisor Name] 0 (if In-person or virtual was not mentioned) Meeting/Call with [FA Name] & [FA Name]0 – two attendees Meeting/Call with [Firm Name]0 – for group meeting (three or more attendees) (can also be written as Meeting/Call w/ [FA Name]) Example: Meeting with John Smith These are the samples of what the WS’ dictated or any indication that’s mentioned: In-Person Mtg w/ [FA Name] One-on-one Mtg w/ [FA Name] Virtual Meeting w/ [FA Name] Lunch w/ [FA Name] or Lunch Meeting w/ [FA Name] **Normal-Existing: As provided. If none, mirror what’s in Salesforce.
	Comments/Meeting Notes	Capture clean verbatim.
	Type*	**Normal-New: as provided. If none, default is Meeting IP. • Meeting IP – In-person meeting • Meeting VR – Virtual meeting • Call Out – Outbound call • Call Out LM – Voicemail/left message • Call Out Attempted – Reached out but no answer • Call In – Inbound call **Normal-Existing: Mirror what’s in Salesforce.
	Sub-Type	Skip
	Assigned To*	As provided. If none, default is RIC’s name.
	Quality Activity	As mentioned in the recording. If none, don’t tick.
	Meeting Scheduled	As mentioned in the recording. Trigger word can be they have scheduled a meeting in the future. If none, don’t tick.
	All-Day Event	As mentioned in the recording. If none, don’t tick.
	Private	As mentioned in the recording. If none, don’t tick.
	Location	As provided in the note context. If none, leave blank.
	Products	As provided. If none, send clarification once.
	Opportunity	Link the opportunity requested to be created/updated. If none, leave blank.
	Campaigns	Link the Campaign/Sales Regional Events Tracking requested to be created. If none, leave blank.

Types
• Follow-Up	Used for follow-ups and email logs.

Follow-up	TRANSCRIPTION GUIDELINES
	Task Description	Default formats: 1 contact: [FA1] – [firm] ex: John Smith – ABC Company 2 contacts: [FA 1 and FA2] – [firm] ex: John Smith and Bob Smith – ABC Company 2 contacts from different firm: [FA 1 and FA2] 3 or more contacts for group meeting or recording with multiple notes: [First contact mentioned] and Others
	Task Comments	Used for clarification purposes. This is for sending messages to the user directly to the app.
	Special Instructions	Instructions or any information provided by the wholesaler Example: WS: “Please add John Smith and Chris Smith to this meeting.”
	Internal Comments	Utilize for any clarification with wholesaler Example: Missing required information – Populate reason for clarification (if applicable). Examples: Profile Not Found – John Smith Date and Time Not Provided *Two Profile Results – John Smith – Suggested Salesforce/website link for contact/firm profiles
	Type*	Follow-Up: default is Task
	Assigned To	Internal Partner. Leave blank if it’s for other name. (If no internal/BDA, assigned to user)
	Due Date*	Follow-Up: As provided. If none, default is next business day.
	Subject*	Based on context. For follow-ups, can use the format below: • Follow-up for [Internal Name] – Default • Follow up with [Advisor Name]
	Comments	Clean verbatim. For follow-ups, follow the format below: Task from [Wholesaler’s Name]: Task details/notes….. (see sample below) If task is for the wholesaler himself, no need to put “Task from [WS’ name]:” in the note.
	Subject*	Based on context. For follow-ups, can use the format below: • Follow-up for [Internal Name] – Default • Follow up with [Advisor Name]
	Assigned To (Other)	As provided. Leave blank if it’s for Internal Partner. (If no internal/BDA, assigned to user)

Types
• Opportunity – New	Used for new opportunities to be logged
• Opportunity – Update	Used for opportunities to be updated

Opportunities	TRANSCRIPTION GUIDELINES
	Task Description	Default formats: 1 contact: [FA1] – [firm] ex: John Smith – ABC Company 2 contacts: [FA 1 and FA2] – [firm] ex: John Smith and Bob Smith – ABC Company 2 contacts from different firm: [FA 1 and FA2] 3 or more contacts for group meeting or recording with multiple notes: [First contact mentioned] and Others
	Task Comments	Used for clarification purposes. This is for sending messages to the user directly to the app.
	Special Instructions	Instructions or any information provided by the wholesaler Example: WS: “Please add John Smith and Chris Smith to this meeting.”
	Internal Comments	Utilize for any clarification with wholesaler Example: Missing required information – Populate reason for clarification (if applicable). Examples: Profile Not Found – John Smith Date and Time Not Provided *Two Profile Results – John Smith – Suggested Salesforce/website link for contact/firm profiles
	Type	• New Opportunity – utilize for opportunities not yet in CRM. • Opportunity Update – utilize when editing an opportunity that’s already in CRM/closing an opportunity.
	Comments/Meeting Notes	For internal use only. Write down the following in Comments section and fill out accordingly as provided by the wholesaler. Record Type: Opportunity Name: Stage: Close Date: Opportunity Owner: DCIO: Opportunity Type: Products: (Projected) Amount: General Opportunity Source: Opportunity Note: (do not include in note if there’s none provided)
	Record Type*	As provided. Default is Advisor Investment.
	Opportunity Name*	As provided. Default format is [FA Name] – [Fund Name] Example: John Smith – GDIV
	Stage*	As provided. Default is Identified.
	Close Date*	As provided. If none, put None Provided in the field then send clarif.
	Opportunity Owner*	As provided. Default is RIC’s name.
	DCIO*	As provided. Default is NO.
	Opportunity Type*	As provided. If none, select New Client – New Account
	Products*	As provided. If none, send clarif. Can only tag one product per opportunity
	(Projected) Amount*	As provided. If none, put None Provided in the field then send clarif.
	General Opportunity Source*	As provided. If none, select Sales Initiated.
	Primary Campaign Source	As provided. If none, leave blank.
	RFP Team Included
	Next Step
	Est. Trade Time Frame
	All Competitors
	Close Comments
	Opportunity Team Members	As provided. Follow the format below: • Team Role – User Example: RIC – Bilal Little

Types
• CRM Modification	Used for profile updates and tags.

CRM Modification	TRANSCRIPTION GUIDELINES
	Task Description	Default formats: 1 contact: [FA1] – [firm] ex: John Smith – ABC Company 2 contacts: [FA 1 and FA2] – [firm] ex: John Smith and Bob Smith – ABC Company 2 contacts from different firm: [FA 1 and FA2] 3 or more contacts for group meeting or recording with multiple notes: [First contact mentioned] and Others
	Task Comments	Used for clarification purposes. This is for sending messages to the user directly to the app.
	Special Instructions	Instructions or any information provided by the wholesaler Example: WS: “Please add John Smith and Chris Smith to this meeting.”
	Internal Comments	Utilize for any clarification with wholesaler Example: Missing required information – Populate reason for clarification (if applicable). Examples: Profile Not Found – John Smith Date and Time Not Provided *Two Profile Results – John Smith – Suggested Salesforce/website link for contact/firm profiles
	Start Date and Time	Date: Capture what’s provided. If none, use the date of the recording. Time: skip.
	Contacts	First Name & Last Name: Refer to FINRA. CRD#: Refer to FINRA. If none, leave blank. Spelled tick box: tick if name was spelled by wholesaler. Account/Firm & Location: Capture what’s provided.
		* Added – used when you create/add a profile in SF. * Changed – utilized when updating infos in the profile. * Merged – when merging a profile.
	Subject	Skip
	Comments/Meeting Notes	Skip
	PROFILE UPDATES & TAGS
	Email Address	As provided
	Phone (Direct/Mobile/Other)
	Key Contact box
	Assistant
	Assistant Email
	Asst. Phone
	Tags
	Contact Description

Exercise Files

Harbor-Capital-Manual-ver-2025-11-24.xlsx

Size: 318.00 KB