LoCorr - Learning Management System

General Transcription Specs Knowledge Base

Last update: 10/2/2026

MEETING NOTE

Sub Fields	Short Description

Meeting	In-Person, Virtual, Phone Call, Drop In/Off
Task Description	1. [FA Name] – [Firm] = 1 contact 2. [FA 1 & FA 2] – [Firm] = 2 contacts 3. [FA 1 & Others] = 3 or more contacts or recordings with multiple notes
Existing?	To verify if the activity is existing on the calendar: 1. Tick check on the existing field. 2. Wait until the magnifying glass appears. 3. Input the dictated date and Owner name. If no date was dictated, input the received date of the recording. (BEST PRACTICE is to also check the previous dates.) 4. If no match found, untick the existing, then proceed on the Date field. 5. If you found an existing activity, click on the found activity and wait for it to be highlighted in yellow. Proceed on Time field. What to look for an existing activity: Contact (Should be in Who.Name or in Subject) If the existing activity cannot be used for some reason—Copy time and date of the recording Cases where existing can’t be used: -Existing activity have extra contacts that are not present in the meeting note. -Contact in the “Who.Name” is not reflecting in the Contact field. Usually leads to an error when entering. -Existing activity has multiple contacts but the meeting note only refers to a single contact of that activity, or has a separate meeting notes for each of those contacts. -Error on entry
Special Instructions	Put here any special instructions to take note from the wholesaler.
Internal Comments	Put here additional information that will help with processing the note. BEST PRACTICE is to put the contact name found on FINRA here to check for spelling errors.
Note Timezone	Skip
Group	Check this box if the note has more than one contacts.
Follow-up	Skip
Date Time Start	New Activity: As dictated. Use the received date in DANA if none. Existing Activity: Should be the same on the highlighted activity. New Activity: Leave blank if none dictated. Use the following time for: (a) Breakfast 8:00 AM (b) Lunch 12:00 PM (c) Dinner/Happy hour 6:00 PM (d) After-market hour 4:00 PM Existing Activity: Check the Start Date Time of the highlighted activity and use that for the time. Make sure to check timezone is exactly the same as well. Leaving the time field blank will automatically change the time of the existing activity to 8:00 AM ET.
Date Time Finish	As dictated. Can be populated if Date Time Start is provided or found in existing, and meeting duration is provided. (Just add Time Start and meeting duration)
Interval	Skip
Assigned To	No need to fill (Automatically tags the Owner of the note)
First Name	Skip
Last Name	Skip
Email	Skip
Related To Product	Skip
Product Name	Skip
Product Code	Skip
Record Type Name	Skip
Related To Opportunity	Skip
Name	Skip
Account Name	Skip
Contact	New Activity: Input the details dictated by the wholesaler. • Please note that it’s best to search for the correct name in FINRA before proceeding to the search of Contact. • Check mark indicates that you are searching for the other possible matches of the name, e.g. Input “Dav” and search will provide matches as David, Dave, Davies, etc. • Untick the check mark if certain with the name. Mostly used with the advisor’s last name. • State – Use abbreviation (Untick the check mark) Existing Activity: Check highlighted activity if Who.Name field is populated. Proceed with the search if BLANK. • Leave as is if populated or add other attendees if necessary. • In most cases, if the existing has a Who.Name and the name is not reflecting in this field, most likely it will result to an error when entered. Best practice for this cases is to treat it as new activity but copy the time from the existing activity then put in IC, “Can’t overwrite—copied date and time.”
First Name	As dictated
Last Name	As dictated
City	As dictated
State	As dictated
Firm	As dictated
Same Follow-up	Skip
Type	• Scheduled Meeting: Default, in-person meetings, one-on-ones • Virtual Meeting: Zoom, Gmeet, and Teams meetings • Drop In: Wholesaler went to the FA’s office to drop by, drop off some brochures, etc. (Usually specified by WS) • Meaningful Call: Completed phone calls, Email, Voicemail (when WS says “Spoke with”/”Convesation with” and there’s no implication of it being a virtual or in-person, the default is call) • Group Meeting: Meetings with multiple advisors (only use for 3 or more FA’s). In some cases for 3 or more FA’s, Scheduled Meeting can be more fitting as type rather than Group Meeting (Context based).
Primary Contact Name (for existing meet search)	For existing meeting search purposes only
Is All Day	As dictated
Subject	Existing Activity: Copy subject found on the highlighted activity. New Activity default: Meeting with [FA Name] Meeting with [FA 1 and FA 2] – 2 FA’s Meeting with [FA 1 and Others] – 3 or more FA’s (if from different firms) Meeting with [Firm Name] — 3 or more FA’s of same firm If there’s a better fitting subject than the default (based on note context), it can be used. Default Examples for other cases: Call with [FA Name] – Meaningful Call Outbound Call with [FA name] – Meaningful Call and dictated as “Outbound Call” Inbound Call with [FA name] – Meaningful Call and dictated as “Inbound Call” Email for [FA Name] – implied as an Email to FA Virtual Meeting with [FA Name] – Virtual Meeting or dictated as “Zoom Call”, “Teams meeting”, etc. Breakfast/Lunch/Dinner/Happy Hour with [FA Name] – If time assumption is implied and dictated Breakfast Meeting/Lunch Meeting/Dinner Meeting/Happy Hour Meeting with [FA Name] – If dictated as “Breakfast Meeting” / ”Lunch Meeting” / ”Dinner Meeting” / ”Happy Hour Meeting” Subject is not strictly bound to these defaults. If subject used is different from these defaults, use IC it is different from the default.
Location	Location of the meeting, e.g. name of the restaurant
Description (Meeting)	Clean verbatim transcription IMPORTANT: Please make sure to also save a copy of the meeting notes for Contact Management by creating a contact management note. Extra notes: -”One-on-one” should be included if dictated, specially if meeting note has multiple contacts. -Even if the first sentence is somehow similar to the subject used, include it in the note. Example: Breakfast with [FA] / Meeting with [FA]. -If a list of multiple attendees is dictated, they can be omitted from the note and be listed in SI instead. This is due to the difficulty of editing notes for each contact when one or more contact of that list is hard to decipher or confirm.
Product	Required field. Tag product/s mentioned in the meeting notes. If no products mentioned = select “–No Product—”
Competitors	Required field. Tag competitor product/s mentioned in the meeting notes. CHECK ‘Locorr Products and Competitors’ tab here to see which competitor products can be tagged correspondingly to Locorr products. If competitor mentioned is not correspondent to Locorr product mentioned = leave it in meeting notes then select “–No Competitor—” If competitor mentioned is not in the options = leave it in meeting notes then select “–No Competitor—” If no competitor products mentioned = select “–No Competitor–”**

After processing the Main Note (Meeting Note), proceed to do the Contact Management. :))

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FOLLOW-UP

Follow-up	For tasks and completed emails/voicemails
Task Description	[FA Name] – [Firm] = 1 contact [FA 1 & FA 2] – [Firm] = 2 contacts [FA 1 & Others] = 3 or more contacts or recordings with multiple notes
Existing?	Skip
Special Instructions	Put here any special instructions to take note from the wholesaler.
Internal Comments	Put here additional information that will help with processing the note. BEST PRACTICE is to put the contact name found on FINRA here to check for spelling errors.
Note Timezone	Skip
Group	We cannot assign a follow-up note to more than one FA. Just tag one and then include both of them in the note text. However there are instances that the WS wants multiple FA in one follow-up.
Follow-up – Assigned To	As specified. If not specified, default to the wholesaler. For completed emails/voicemails, it should be the wholesaler.
First Name	As dictated
Last Name	As dictated

Follow-up – Contact	FA – We can only assign one. If more than one FA, just take note of the names in the note text.
First Name	As dictated
Last Name	As dictated
City	As dictated
State	As dictated
Account Name	As dictated
Same Follow-up	Skip

Follow-up – Related To Product
Product Name	Skip
Product Code	Skip
Record Type Name	Skip

Follow-up – Related To Opportunity
Name	Skip
Account Name	Skip

Subject	• If the follow-up is for the internal, write in the subject field: Task for [Internal Name] • If the follow-up is for the wholesaler, write in the subject field: Task for [Wholesaler Name] • If follow-up is for Internal & WS, write in the subject field: Create follow-up for each (1 for WS, 1 for Internal) Task for [Wholesaler Name] Task for [Internal Name] • If the task is assigned to an internal, write before the follow-up note text “From [Wholesaler Name]:” Ex. From Michael Scott: Call Dwight and set up a one-on-one meeting.
Follow Up Type	Skip
Due Date	As specified Default due date: One business day For completed emails/voicemails default due date: Date of the recording
Status	Default status: Not started For completed emails/voicemails: Completed
Priority	Default priority: Normal
Description (Follow-up)	Example: • If assigned to wholesaler = Call Dwight and set up a one-on-one meeting. • If assigned to internal = From [Wholesaler Name]: Call Dwight and set up a one-on-one meeting. • Follow-up description field has character limit. Shorten the note as much as possible. ** For Follow-up tasks with description that exceeds the character limit (255 characters): 1. The full task description should be captured in the contact description following this format: [DATE PROCESSED] HD/[WS initials] – Follow-up Task for [Assignee] – (DUE DATE: MM/DD/YY) Notes Example: 06/04/2025 HD/CM – Follow-up Task for Misty Caber – (DUE DATE: 08/11/2025) Place a follow up call with regards to scheduling a meeting… 2. Then create a Follow-up task with note text: “THIS CONTACT NEEDS FOLLOW-UP. SEE CONTACT DESCRIPTION”

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CONTACT MANAGEMENT

Contact Management	For updating and creating contact profiles
Task Description	[FA Name] – [Firm] = 1 contact [FA 1 & FA 2] – [Firm] = 2 contacts [FA 1 & Others] = 3 or more contacts or recordings with multiple notes
Existing?	1. Tick existing if the contact has an existing profile in Salesforce and we just need to update it. Untick the check mark if we need to create a new contact. 2. Wait for the magnifying glass icons to appear. BEST PRACTICE is to search/filter using First and Last Name fields. 3. Select the correct profile from the results that would show above the note type section. Wait for it to be highlighted in yellow to indicate that the contact record has been successfully selected.
Special Instructions	Put here any special instructions to take note from the wholesaler.
Internal Comments	BEST PRACTICE is to put the contact name found on FINRA here to check for spelling errors.
Note Timezone	Skip

Contact Management – Account	Broker/Dealer/Firm • Look for the contact/FA’s firm here. • If we need to update a contact’s firm or create a new profile for a firm, we use this field. • Tick check mark for wildcard search, untick check mark for exact search.
Name	As dictated
City	As dictated
State	As dictated

Contact Management – Contact Owner	This is required for profile creations. Search for the wholesalers name here. If new profile, assign the profile to their respective WS based on their territory. Please see the Territory Map.
First Name	As dictated
Last Name	As dictated
Email	As dictated

Title	Put the contact’s title here. (Ex. Vice President, Financial Advisor) • This is not required if we can’t find any. BEST PRACTICE is leave this blank first if searching for existing profiles.
First Name	Profile Creation: Put the contact’s first name here. Profile Update: Put the contact’s first name exactly as the result. • You can check for the contact’s name by searching for the contact through the Meeting Note Type.
Last Name	Profile Creation: Put the contact’s last name here. Profile Update: Put the contact’s last name exactly as the result. • You can check for the contact’s name by searching for the contact through the Meeting Note Type.
Email	Put the contact’s email here (if we found one). BEST PRACTICE is leave this blank first if searching for existing profiles.
City	Put the contact’s city here. If updating the firm, also update the address.
State	Put the contact’s state here. If updating the firm, also update the address.
Phone	Put the contact’s phone here (if we found one). FORMAT: (xxx) xxx-xxxx BEST PRACTICE is leave this blank first if searching for existing profiles.
Description (Meeting)	1. Copy the existing Contact Description and paste it here. (Only for updating existing profiles) 2. Append the new contact description note at the very top following this format: • If the date of the event is the same day the note is created: [Current Date] HD/[Wholesaler’s Initials] – [Note Text] • If not: [Current Date, MM/DD/YYYY] HD/[Wholesaler’s Initials] – (Date of Event, MM/DD/YYYY) [Note Text] [Paste the previous notes from the Contact Description] Ex: “Hey DAN, this Michael Scott from LoCorr and today is January 30, but I had a lunch meeting last Tuesday the 17th with Dwight. We talked about Market Trend.” The description should look like this: 01/30/2023 HD/MS – (01/17/2023) I had a lunch meeting with Dwight. We talked about Market Trend. 01/22/2023 – Previous note 11/04/2022 – Previous note 3. Make sure that notes from different dates are separated by a new line. • For updating profiles, make sure this field is always populated even if we don’t need to update the contact description itself. Leaving this blank will delete all the existing contact descriptions.
Interest	If requested by the wholesaler Wholesaler usually dictates: “I would rank him as Gold (ranking), 3 (interest).”
EST Total AUM	If requested by the wholesaler
Ranking	If requested by the wholesaler Wholesaler usually dictates: “I would rank him as Gold (ranking), 3 (interest).”
JM Drip	If requested by the wholesaler • Only for Jimmy Mack
Street	As dictated or found on FINRA (required for contact creation). If updating firm, also update the address.
Zip	As dictated or found on FINRA (required for contact creation). If updating firm, also update the address.

Exercise Files

LoCorr-Updated-09-29-2026-ET.ods

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