KraneShares - Learning Management System

General Transcription Specs Knowledge Base

Last update: 3/24/2026

SF-API Team (KraneShares)

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 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	Required
Task Description	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!
Type		Required
	Meeting
	In-person meeting (physical interaction), virtual meeting (Zoom, MS Teams), or unless otherwise specified
	Example: “Advisor meeting”, “One-on-one meeting”, “in-office meeting”, “in-person meeting”

	Meeting – Type selected when checking/searching for existing note/s
	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	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	as specified by the sales rep. If none was specified, default to the recording date.	Required
Time	as specified by the sales rep. If none was specified, can leave blank. HD Team can do time assumptions based on note context: * Breakfast meeting – 8AM * Lunch meeting – 12PM * Happy Hour – 5PM * Dinner meeting – 6PM or 7PM
Related To (Account)	SKIP
Related To (Opportunity)	Can only tag 1 Related To field. search and tag a Opportunity as requested by the sales rep
Related To (Campaign)	search and tag a Campaign as requested by the sales rep
Related To (Krane Events)	search and tag a Krane Event as requested by the sales rep
Name (Lead)	lead/s who attended the meeting. Can only tag 1 lead.
Name (Contact)	external contact/s who attended the meeting. Can tag 1 or more contacts.
Subject	capture as specified by the sales rep. If none was specified, default to the meeting type (ex: In-Person Meeting).
Description	capture the meeting notes in smart clean verbatim. It is important to capture here the fund/s (usually the acronym/ticker symbol) as dictated by the sales rep as the system would automatically tag the fund/s that’s in the description field
Flows	Numerical value self-reported flows from the client. Input the dollar amount of the product/s when mentioned.
Type	meeting type as specified or based on note context Zoom/Virtual Meeting In-Person Meeting Phone Call Email
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 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	Required
Task Description	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!
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
Date	as specified by the sales rep. If none was specified, default to the recording date.	Required
Related To (Account)	SKIP
Related To (Opportunity)	Can only tag 1 Related To field. search and tag a Opportunity as requested by the sales rep
Related To (Campaign)	search and tag a Campaign as requested by the sales rep
Related To (Krane Events)	search and tag a Krane Event as requested by the sales rep
Name (Lead)	external contact/s who attended the meeting. Can only tag 1 lead.
Name (Contact)	external contact/s who attended the meeting. Can tag 1 or more contacts.
Subject	capture as specified by the sales rep. If none was specified, default to the call type
Description	capture the call notes in smart clean verbatim. It is important to capture here the fund/s (usually the acronym/ticker symbol) as dictated by the sales rep as the system would automatically tag the fund/s that’s in the description field.
Flows	Numerical value self-reported flows from the client. Input the dollar amount of the product/s when mentioned.
Type	Default to Phone Call
Phone Call Result	capture as specified by the sales rep i. Answered: sales rep and advisor talked ii. Did Not Answer: sales rep attempted to call but advisor didn’t answer iii. Left Voice Mail: sales rep attempted to call and left voicemail iv. Invalid Number: sales rep mentioned the phone no. was incorrect
Count Cross-check	# of notes generated from the page	Required
Transcribing/	Choose/Tick note for proofing/ready.	Required
Proofing complete	Choose/Tick note for proofing/ready.	Required

Campaign

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 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	Required
Task Description	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!
Type	Campaign for creation/ update of Campaigns	Required
Existing? (Y/N) tick box	Tick (Y): If note has an existing campaign in the CRM Search Untick (N): If note has no existing campaign 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
Campaign – Lead	lead/s who are Campaign members. Can tag 1 or more leads.	Required
Campaign – Record Type	SKIP
Campaign Owner	tag sales rep or as specified
Campaign – Contact	external contact/s who are Campaign members. Can tag 1 or more contacts.
Campaign Name	as specified by the sales rep	Required
Active	not required, as provided only
Contacts in Campaign	SKIP
Campaign Type	not required, as provided only
Campaign Start Date	capture as specified by the sales rep. If none was specified, default to date processed.
Campaign End Date	as provided (optional/ not required) eg. email campaign for an event, end date can be the event date
Status	capture as specified by the sales rep. If none was specified, default is Planned (future-dated) or Completed (past-dated) In Progress Completed (default for past-dated) Aborted Planned (default for future-dated)
Count Cross-check	# of notes generated from the page	Required
Transcribing/	Choose/Tick note for proofing/ready.	Required
Proofing complete	Choose/Tick note for proofing/ready.	Required

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 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	Required
Task Description	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!
Type	Contact Management for Representative/Contact profile creation
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

Contact Management – Account	(required): as verified in FINRA and/or company website	Required
Contact Management – Contact Owner	tag sales rep or as specified
First Name	(required): as verified in FINRA and/or company website	Required
Last Name	(required): as verified in FINRA and/or company website	Required
Title	not required but great to have the title as found in company website or as provided by the rep
Phone	not required but great to have the phone as found in company website or as provided by the rep
Office Phone	not required but great to have the phone as found in company website or as provided by the rep
CRD	get this from FINRA
Pipeline Phase	(required): as provided or based on context of the note i. Phase 1 – new contact ii. Phase 2 – there’s already an interaction between the sales rep and the contact iii. Phase 3 – don’t use iv. Phase 4 – don’t use	Required
Email	not required but great to have the email as found in company website or as provided by the rep
Email 2	not required but great to have the email as found in company website or as provided by the rep
Personal Email	not required but great to have the email as found in company website or as provided by the rep
Other Email Addresses	not required but great to have the email as found in company website or as provided by the rep
Unsubscribed/Cleaned	Type “Yes” if sales rep requested to unsubscribe Contact. Leave blank if not.
Count Cross-check	# of notes generated from the page	Required
Transcribing/	Choose/Tick note for proofing/ready.	Required
Proofing complete	Choose/Tick note for proofing/ready.	Required

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 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	Required
Task Description	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!
(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 unless there’s a need for any change or update on the current profile.
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

Contact Management – Account	(required): as verified in FINRA and/or company website	Required
Contact Management – Contact Owner	tag sales rep or as specified
First Name	(required): as verified in FINRA and/or company website	Required
Last Name	(required): as verified in FINRA and/or company website	Required
Title	not required but great to have the title as found in company website or as provided by the rep
Phone	not required but great to have the phone as found in company website or as provided by the rep
Office Phone	not required but great to have the phone as found in company website or as provided by the rep
CRD	get this from FINRA
Pipeline Phase	(required): as provided or based on context of the note i. Phase 1 – new contact ii. Phase 2 – there’s already an interaction between the sales rep and the contact iii. Phase 3 – don’t use iv. Phase 4 – don’t use	Required
Email	not required but great to have the email as found in company website or as provided by the rep
Email 2	not required but great to have the email as found in company website or as provided by the rep
Personal Email	not required but great to have the email as found in company website or as provided by the rep
Other Email Addresses	not required but great to have the email as found in company website or as provided by the rep
Unsubscribed/Cleaned	Type “Yes” if sales rep requested to unsubscribe Contact. Leave blank if not.
Count Cross-check	# of notes generated from the page	Required
Transcribing/	Choose/Tick note for proofing/ready.	Required
Proofing complete	Choose/Tick note for proofing/ready.	Required

Company 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 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	Required
Task Description	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!
Type	Company Management for Account/Firm 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

Company Management – Account Owner	tag sales rep or as specified
Account Name	(required): as verified in FINRA and/or company website	Required
Channel	not required but can populate as provided or based on context of the note or based on research
Firm CRD	get this from FINRA
Account Phone	not required but great to have the phone as found in company website or as provided by the rep
Billing Street	not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state.
Billing City	If the full address can’t be located, okay to put just city and state.
Billing State/ Province	If the full address can’t be located, okay to put just city and state.
Billing Zip/ Postal Code	not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state.
Billing Country	not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state.
Count Cross-check	# of notes generated from the page	Required
Transcribing/	Choose/Tick note for proofing/ready.	Required
Proofing complete	Choose/Tick note for proofing/ready.	Required

Lead 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 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	Required
Task Description	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!
Type	Lead Management for Lead 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

Lead Management – Lead Owner	tag sales rep or as specified
First Name	(required): as verified in FINRA and/or company website	Required
Last Name	(required): as verified in FINRA and/or company website	Required
Email	not required but great to have the email as found in company website or as provided by the rep
Title	not required but great to have the title as found in company website or as provided by the rep
Company	Put firm name as found in company website or as provided by the rep.
CRD	get this from FINRA
Phone	not required but great to have the phone as found in company website or as provided by the rep
Street	not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state.
City	If the full address can’t be located, okay to put just city and state.
State/ Province	If the full address can’t be located, okay to put just city and state.
Zip/ Postal Code	not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state.
Country	not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state.
Are you sure you want to convert?	Check only for converting existing Lead into Contact. Leave blank if not.
Pipeline Phase	(required): as provided or based on context of the note i. Phase 1 – new contact ii. Phase 2 – there’s already an interaction between the sales rep and the contact iii. Phase 3 – don’t use iv. Phase 4 – don’t use	Required
Unsubscribed/Cleaned	Type “Yes” if sales rep requested to unsubscribe Contact. Leave blank if not.
Count Cross-check	# of notes generated from the page	Required
Transcribing/	Choose/Tick note for proofing/ready.	Required
Proofing complete	Choose/Tick note for proofing/ready.	Required

Lead 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 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	Required
Task Description	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!
Type	Lead Management for Lead profile updating	Required
Existing? (Y/N) tick box		Required
	Tick to begin search of the Lead’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

Lead Management – Lead Owner	tag sales rep or as specified
First Name	(required): as verified in FINRA and/or company website	Required
Last Name	(required): as verified in FINRA and/or company website	Required
Email	not required but great to have the email as found in company website or as provided by the rep
Title	not required but great to have the title as found in company website or as provided by the rep
Company	Put firm name as found in company website or as provided by the rep.
CRD	get this from FINRA
Phone	not required but great to have the phone as found in company website or as provided by the rep
Street	not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state.
City	If the full address can’t be located, okay to put just city and state.
State/ Province	If the full address can’t be located, okay to put just city and state.
Zip/ Postal Code	not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state.
Country	not required but great to have the address as found in the company website or as provided by the rep. If the full address can’t be located, okay to put just city and state.
Are you sure you want to convert?	Check only for converting existing Lead into Contact. Leave blank if not.
Pipeline Phase	(required): as provided or based on context of the note i. Phase 1 – new contact ii. Phase 2 – there’s already an interaction between the sales rep and the contact iii. Phase 3 – don’t use iv. Phase 4 – don’t use	Required
Unsubscribed/Cleaned	Type “Yes” if sales rep requested to unsubscribe Contact. Leave blank if not.
Count Cross-check	# of notes generated from the page	Required
Transcribing/	Choose/Tick note for proofing/ready.	Required
Proofing complete	Choose/Tick note for proofing/ready.	Required

Email 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 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	Required
Task Description	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!
Type	Email Log	Required
Type	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	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
Date	as specified by the sales rep. If none was specified, default to date processed.	Required
Email Log – Related To (Account)	SKIP
Email Log – Related To (Opportunity)	Can only tag 1 Related To field. search and tag a Opportunity as requested by the sales rep
Email Log – Related To (Campaign)	search and tag a Campaign as requested by the sales rep
Email Log – Related To (Krane Events)	search and tag a Krane Event as requested by the sales rep
Email Log – Name (Lead)	lead/s who attended the meeting. Can only tag 1 lead.
Email Log – Name (Contact)	external contact/s who attended the meeting. Can tag 1 or more contacts.
Subject	capture as specified by the sales rep.
Description	capture the email notes in smart clean verbatim. It is important to capture here the fund/s (usually the acronym/ticker symbol) as provided by the sales rep as the system would automatically tag the fund/s that’s in the description field.
Flows	Numerical value self-reported flows from the client. Input the dollar amount of the product/s when mentioned.
Type	Default to Email
Count Cross-check	# of notes generated from the page	Required
Transcribing/	Choose/Tick note for proofing/ready.	Required
Proofing complete	Choose/Tick note for proofing/ready.	Required

Exercise Files

[FINAL] KraneShares-Trans-Specs-09-22-2025-ET.xlsx

Size: 460.50 KB