*If the recording has 2 advisors from the same firm, [FA1] & [FA2] – Firm
Example:
John Doe & Jane Doe – Merrill Lynch

*If the recording has 2 advisors from the different firm, [FA1] & [FA2]
John Doe & Jane Doe

*If the recording has three or more advisor from the same firm, [FA1] & Others – Firm
Example:
John Doe & Others – Merrill Lynch

If the recording has three or more notes from different firms, [FA1] & Others
Example:
John Doe & Others

For FA and Firm Names: dictated name, full name/name from CRM, and common name can be used.
For team uniformity, first choice is the dictated name, then name from CRM/full name, then common name.

*For TCW Team use only*

*For TCW Team use only*

Untick: If the activity has only one contact/attendee (default)
Tick: If the activity has two or more contacts/attendees

Users under IAG – National Accounts Contact (default unless otherwise specified) or Rep

IMPORTANT: Products are changing and preferences for each wholesaler are different. Old preferences can become obsolete quickly. Please refer to the Wholesaler preference email thread (subject = WS Pref Tracker Update | Please Read!), or contact SME or specialists that has access to the email thread.

If TCW employee is not in Attendee-User field, check in Contact field and tag there instead.

If TCW employee is not found in both Attendee-User and Contact field, send clarification to user.

Writing Styles

Summary: (As specified/ N/A if none provided)

Date: (As specified or recording/received date)

Prospect Attendees: (Contact Name – As specified)

TCW Attendees: (As specified/ N/A if none provided)

Follow-up: (As specified/ N/A if no none provided)

Notes: (As specified/ N/A if no none provided)

*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

Note: Task Description for the first note in multiple notes/split notes will reflect on all succeeding notes (within the same recording)

*For TCW Team use only*

*For TCW Team use only*

Untick (N): If note has no existing activity in the CRM Search (default)
Tick (Y): If note has an existing activity in the CRM Search (used only for activities previously created by Hey DAN that needs to be updated upon request by the User)

**Notes for other FTEs, proofer or enterer

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 “Contacts” tagged in one follow-up task. If in case the contact has no profile in the CRM Search,
create a placeholder and input the First Name and Last Name of the contact
(This is important make the contact’s name reflect in DANA for clarification purposes)

***BEFORE SEARCHING, ALWAYS CHECK THE USER’S PREFERENCES***

In choosing the correct contact profile, please check User’ Preferences below for each division (Record Type default):

Users under Strategic Accounts (SA) – INST/PCS (default unless otherwise specified)

Users under Wealth Advisor Group (WAG) – Rep (default unless otherwise specified)
*if specified as Sales Team – select contact profile with “Sales Team” Record Type
**If no specific Rep profile found but Group/Team profile only, select contact profile with “Sales Team” Record Type

Users under Private Client Group (PCG) – INST/PCS (default unless otherwise specified) or Rep

For other WS, subject is free form and should contain the action item/s dictated by WS.

If character count was exceeded, retain the dictated follow-up in the main note.
Use any one of these subjects, whichever fits better:
– Follow up with [FA] (Check main note for more info)
– [First sentence of instruction / short summarized instruction] (Check main note for more info)