Normal-New – default

Normal-Existing – for existing visits in SF

CRM Modification – for specific instructions received via rec to update/add notes to SF profiles like interest tags

Email – for emailed notes (see Email sheet tab for further instructions on DANA fields)

Call Log – for phone call meetings with “only 1 contact” (see Call Log sheet tab for further instructions on DANA fields)
Follow-up – for standalone follow-ups.
Insight Report – for Insight report notes

Start Time: default to recording time if not specified

Refer to the Date column (not Received column) in the queue.

End Time: as dictated or shown in SF for existing visit.

*If a general time of day is mentioned (e.g., “Lunch”), refer to the time assumptions below.

Standard Time Assumptions
Breakfast – 8:00 AM
Lunch – 12:00 PM
Dinner – 6:00 PM
Morning – 9:00 AM
Afternoon – 3:00 PM
Evening – 7:00 PM

If a time is provided by the wholesaler, identify the corresponding time zone using the advisor’s location (city and state). Convert this time to Eastern Daylight Time (EDT) by applying the necessary adjustment: add 1 hour for CDT, 2 hours for MDT, and 3 hours for PDT.
Example: “Meeting at 9 AM. FA’s location is St. Louis, MO”
Internal Comment: 9:00AM CDT + 1
Time: 10:00 AM

✓ If first name, nickname and last name are provided, include it immediately after the name inside quotation marks (sample: Robert “Bobby” Smith)

✓ If only nickname and last name are provided, no need to include the first name (sample: Bobby Smith)

✓ If two firm names were provided (and are affiliated with each other), place a “/” in between them. (Format: Firm 1/Firm 2)

✓ If both the team name and the firm name were mentioned, place a “/” in between them. (Format: Firm/Team Name)

Examples:
“John is from LPL.” — Plug in “LPL” in the Organization field, no need to put the full firm name, “LPL Financial LLC”.

“John is with Triad or East Coast Advisory.” — Populate the Organization field as “Triad/East Coast Advisory”.

“He’s part of the The Oltorik Group in Ameriprise.” — Populate the Organization field as “Ameriprise/The Oltorik Group”

✓ If only State was provided — Capture only the State in full word (“Mary Jones from Michigan.”  No need to abbreviate the State. (Ex. Location: Michigan)

✓ If only City was provided — Capture only the City “He is from Houston.” (Ex. Location: Houston)

Firm abbreviation – Contact name (sample: RJA – John Doe)

* If w/ SF access – copy pre-populated info from SF

* If w/o SF access — use this format: Firm Name – Contact Name (Ex. Morgan Stanley – John Smith; JPMorgan – Jason Smith)

✓ If there are 2 or more attendees, capture only the first contact’s name

Capture meeting/follow-up notes in verbatim or as dictated by the wholesaler.

If WS indicates no follow-up is required, capture the phrase “DO NOT FOLLOW UP” as a separate paragraph w/o period.

* if WS didn’t leave any note/comment: input Product/s discussed (sample: Product/s discussed: Eagle Strategic Income Portfolio)

* if no product/s discussed: capture as Meeting with [contact’s name]…, Phone call with [contact’s name]..

*For follow-ups, re-arrange if needed to capture all follow-ups below the main note.

*If the WS mentioned, no follow-up along the lines, “No follow-up needed,” “No to-dos at this point,” “No need for follow-up,” — Keep in the note text, add “DO NOT FOLLOW UP” (NO PERIOD ALL CAPS)

*Include intro dictations with dictated name/s (omit firm, location, date and time.): “Had a meeting with John Smith…” “Had lunch with Jason….” “Jonathan and I had a virtual meeting….” —

SAMPLE NOTE W/ FF:

Met with John Doe. Discussed product updates.

FOLLOW-UP: Send him market outlook PDF.

SAMPLE NOTE W/ SI NO FF:

Met with John Doe. Discussed product updates.

DO NOT FOLLOW UP

Meeting (In Person) – default

Meeting (Virtual) – for virtual meeting via

Zoom/Teams/Gmeet

Event – use only if specifically instructed

Call – for conference call/phone call with multiple attendees

Email – exclusive for note type: Email

**If the WS mentioned two possible interaction types, please follow the hierarchy above:

Sample:
“I had Zoom meeting with John…He also called me an hour after our meeting.” — Type: Meeting (Virtual)

“Joshua and I exchanged emails and had a 30 minute call to go over…” — Type: Call

Refer to Product Assumptions sheet tab for product nicknames.

* if no SI = select as mentioned in the meeting notes. Leverage Google for tickers.

✓ If first name, nickname and last name are provided, include it immediately after the name inside quotation marks (sample: Robert “Bobby” Smith)

✓ If only nickname and last name are provided, no need to include the first name (sample: Bobby Smith)

✓ If two firm names were provided (and are affiliated with each other), place a “/” in between them. (Format: Firm 1/Firm 2)

✓ If both the team name and the firm name were mentioned, place a “/” in between them. (Format: Firm/Team name)

Examples:
“John is from LPL.” — Plug in “LPL” in the Organization field, no need to put the full firm name, “LPL Financial LLC”.

“John is with Triad or East Coast Advisory.” — Populate the Organization field as “Triad/East Coast Advisory”.

“He’s part of the The Oltorik Group in Ameriprise.” — Populate the Organization field as “Ameriprise/The Oltorik Group”

✓ If only State was provided — Capture only the State in full word (“Mary Jones from Michigan.” — . No need to abbreviate the State. (Ex. Location: Michigan)

✓ If only City was provided — Capture only the City “He is from Houston.” (Ex. Location: Houston)

Capture meeting/follow-up notes in verbatim or as dictated by the wholesaler.

If WS indicates no follow-up is required, capture the phrase “DO NOT FOLLOW UP” as a separate paragraph w/o period.

*For phone calls (1 contact) and Emails, please always put the date (default or dictated) at the beginning of the text field (Example: Date: October 14, 2026), followed by the note in the next paragraph.

SAMPLE NOTE:
Date: October 14, 2026

Had a call with Nick…

* if WS didn’t leave any note/comment: input Product/s discussed (sample: Product/s discussed: Eagle Strategic Income Portfolio)

* if no product/s discussed: capture as Meeting with [contact’s name]…, Phone call with [contact’s name]..

*For follow-ups, re-arrange if needed to capture all follow-ups below the main note.

*If the WS mentioned, no follow-up along the lines, “No follow-up needed,” “No to-dos at this point,” “No need for follow-up,” — Keep in the note text, add “DO NOT FOLLOW UP” (NO PERIOD ALL CAPS)

*Include intro dictations with dictated name/s (omit firm, location, date and time.): “Had a meeting with John Smith…” “Had lunch with Jason….” “Jonathan and I had a virtual meeting….” —

SAMPLE NOTE W/ FF:

Met with John Doe. Discussed product updates.

FOLLOW-UP: Send him market outlook PDF.

SAMPLE NOTE W/ SI NO FF:

Met with John Doe. Discussed product updates.

DO NOT FOLLOW UP

Refer to Product Assumptions sheet tab for product nicknames.

* if no SI = select as mentioned in the meeting notes. Leverage Google for tickers.

✓ If first name, nickname and last name are provided, include it immediately after the name inside quotation marks (sample: Robert “Bobby” Smith)

✓ If only nickname and last name are provided, no need to include the first name (sample: Bobby Smith)

✓ If two firm names were provided (and are affiliated with each other), place a “/” in between them. (Format: Firm 1/Firm 2)

✓ If both the team name and the firm name were mentioned, place a “/” in between them. (Format: Firm/Team name)

Examples:
“John is from LPL.” — Plug in “LPL” in the Organization field, no need to put the full firm name, “LPL Financial LLC”.

“John is with Triad or East Coast Advisory.” — Populate the Organization field as “Triad/East Coast Advisory”.

“He’s part of the The Oltorik Group in Ameriprise.” — Populate the Organization field as “Ameriprise/The Oltorik Group”

✓ If only State was provided — Capture only the State in full word (“Mary Jones from Michigan.” — . No need to abbreviate the State. (Ex. Location: Michigan)

✓ If only City was provided — Capture only the City “He is from Houston.” (Ex. Location: Houston)

Capture meeting/follow-up notes in verbatim or as dictated by the wholesaler.

If WS indicates no follow-up is required, capture the phrase “DO NOT FOLLOW UP” as a separate paragraph w/o period.

*For phone calls (1 contact) and Emails, please always put the date (default or dictated) at the beginning of the text field (Example: Date: October 14, 2026), followed by the note in the next paragraph.

SAMPLE NOTE:
Date: October 14, 2026

Had a call with Nick…

* if WS didn’t leave any note/comment: input Product/s discussed (sample: Product/s discussed: Eagle Strategic Income Portfolio)

* if no product/s discussed: capture as Meeting with [contact’s name]…, Phone call with [contact’s name]..

*For follow-ups, re-arrange if needed to capture all follow-ups below the main note.

*If the WS mentioned, no follow-up along the lines, “No follow-up needed,” “No to-dos at this point,” “No need for follow-up,” — Keep in the note text, add “DO NOT FOLLOW UP” (NO PERIOD ALL CAPS)

*Include intro dictations with dictated name/s (omit firm, location, date and time.): “Had a meeting with John Smith…” “Had lunch with Jason….” “Jonathan and I had a virtual meeting….” —

SAMPLE NOTE W/ FF:

Met with John Doe. Discussed product updates.

FOLLOW-UP: Send him market outlook PDF.

SAMPLE NOTE W/ SI NO FF:

Met with John Doe. Discussed product updates.

DO NOT FOLLOW UP

Refer to Product Assumptions sheet tab for product nicknames.

* if no SI = select as mentioned in the meeting notes. Leverage Google for tickers.

Capture as specified.

If none provided, use date processed.

copy entire meeting note

(Main Note + Follow-up Note)

7. FLAGGING:

[Unintelligible] – inaudible parts of dictation.
[word] – best guess
– unintended/sudden break/absence of sound in the recording/missing piece of audio
[bad audio] – distorted/static/hiss/flawed audio