Last update: 8/27/2026
| Types | |
| • Meeting – New | Used for new meeting |
| • Meeting – Existing? | – Used to update existing meeting – Tick the Existing box beside Type to search for existing meeting/event – Populate fields with search icon marker to start searching |
Meeting |
VIRTUS TRANSCRIPTION GUIDELINES |
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| Task Description | If recording has note with one (1) attendee: FA – Firm (John Smith – Wells Fargo) If recording has one/two note/s with two (2) attendees with the same firm: If recording has one/two note/s with two (2) attendees with diff. Firms: If recording has one or more notes with three (3) or more attendees: |
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| Task Comments | Utilize for any clarification with wholesaler Example: Missing required information – Profile not found in Salesforce, Time and Date were not Provided, et cetera |
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| Special Instructions | Instructions or any information provided by the wholesaler Example: WS: “Please add John Smith and Chris Smith to this meeting.” |
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| Internal Comments | – Any information provided by DANA specialist – Populate reason for clarification: (example) *Profile Not Found – John Smith *Date and Time Not Provided *Two Profile Results – John Smith – Suggested Salesforce/website link for contact profile/s |
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| Start Date and Time* | New – Populate as provided by the wholesaler – If Date and Time were not provided, clarification needed Existing |
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| End Date and Time | Populate as provided by the wholesaler | |
| Related To Account* | New – See the steps on how to add Related To Account 1. The Related To Account can be found after searching a contact Existing – If not, please follow the steps above. FOR TRAINING: |
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| Contact / Advisor* First Name, Last Name, Firm, City, State |
With Access to CRM Integration Tool: – Populate the CRM Search tool with the following fields: First Name, Last Name, Firm, City, State – Contact field should automatically be populated after selecting the correct profile from the list of results -No need to edit the automated field Without Access to CRM Integration Tool: – Populate the field with the complete name of the FA (Joe Smith VS Joseph Smith) |
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| Assigned To | Leave as it is or populate with wholesaler’s name | |
| Subject* | Subject for New Meeting:
– Populate as provided by the wholesaler
– If not provided, used this format: FA Name, Office Name (Found when searching contact in DANA) – For 2 attendees > [FA1] & [FA2], [Office Name of FA1] (either if they are on the same firm or not) – For 3 or more > Group Meeting – [Office Name of FA1], or follow what the user mentioned e.g. Golf, Conference Call, Lunch, Breakfast, Dinner, etc. – If there’s no Office Name in CRM Search, use format: e.g. Juan Pedro, Morgan Stanley, New York, NY 399 Park Ave Fl 12 Subject for Existing: |
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| Type* | New Select as provided by the wholesaler – Broker Entertainment – Client Appreciation Event – Conference Call – Group Meeting – One on One – Seminar (“Client Event”) – Walk Through – Webinar – Virtus Event – Conference – In person Meeting – Virtual Meeting – Affiliate Meeting Existing – Copy the Type found in the existing placeholder or edit as instructed REMINDER: • Conference • In person Meeting • Virtual Meeting Other Wholesalers (Retail, DCIO, Offshore) • Broker Entertainment • Conference Call • Group Meeting • One on One • Seminar (“Client Event”) • Webinar • Walk through • Client Appreciation Event |
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| Primary Contact Name (for existing meet search) |
Used for existing search only | |
| All-Day Meeting/Event | As specified by the wholesaler | |
| Location | – Populate as provided by the wholesaler – A place where they held the meeting |
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| Meeting Status* | Select as provided by the wholesaler – Open (for future-dated activities) – Closed – Pending – Cancel |
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| Notes* | New – As dictated by the wholesaler – Clean verbatim Existing Example: —————————– [Copy the existing note here found in the existing placeholder] |
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| Discussion Topics | Pick as provided by the wholesaler | |
| Portfolio(s)* | – Pick as provided by the wholesaler or pick if the portfolios or products that were specified or mentioned in the note – If wholesaler only mentioned the affiliated managers (Zevenbergen, KAR, Newfleet, et cetera), verify the specific product to tag – Do not tag funds that is just an additional information to the main topic or for future discussions. *We’re trying to get together to talk about NFLT and PFFA, but their schedules are so tight, so we’re going to move the call to the fall. |
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| Guest Speakers | – Pick as provided by the wholesaler or pick if there were portfolio managers present in the meeting | |
| Event Expense | – As provided by the wholesaler – The total cost of the bill. |
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| Sales Details | Populate as provided by the wholesaler | |
| VoiceToCRM Status* | – Select New for new meeting – Select Existing for existing activity |
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| Types | |
| • Call Log | Used for logging a call |
| • Follow-up | Used for logging a follow-up |
Call Log |
VIRTUS TRANSCRIPTION GUIDELINES |
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| Task Description | If recording has note with one (1) attendee: FA – Firm (John Smith – Wells Fargo) If recording has one/two note/s with two (2) attendees with the same firm: If recording has one/two note/s with two (2) attendees with diff. Firms: If recording has one or more notes with three (3) or more attendees: |
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| Task Comments | Utilize for any clarification with wholesaler Example: Missing required information – Profile not found in Salesfore, Time and Date were not Provided, et cetera |
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| Special Instructions | Instructions or any information provided by the wholesaler Example: WS: “Please add John Smith and Chris Smith to this meeting.” |
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| Internal Comments | – Any information provided by DANA specialist – Populate reason for clarification: (example) *Profile Not Found – John Smith *Date and Time Not Provided *Two Profile Results – John Smith – Suggested Salesforce/website link for contact profile/s |
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| Contact / Advisor* First Name, Last Name, Firm, City, State |
With Access to CRM Integration Tool: – Populate the CRM Search tool with the following fields: First Name, Last Name, Firm, City, State – Contact field should automatically be populated after selecting the correct profile from the list of results -No need to edit the automated field Without Access to CRM Integration Tool: – Populate the field with the complete name of the FA (Joe Smith VS Joseph Smith) |
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| Assigned To | Populate the field with wholesaler’s name | |
| Related To Account* | Follow the steps under Meeting tab | |
| Subject* | – Populate as provided by the wholesaler – If not provided, used this format: FA Name, Firm, Complete Location found in FINRA below the firm’s CRD# |
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| Task Type* | Select as provided by the wholesaler – Notes – Analysis Tools – Phone Out – Phone In – Phone Call – Email Exchange REMINDER: Other Wholesalers (Retail, DCIO, Offshore) |
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| Due Date* | – Populate as provided by the wholesaler – If Time was provided, type in the time inside the note field on top of the meeting note Ex. Format → Time: 12:00 PM |
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| Status* | – Open – Closed * Status for Call Logs should always be ‘Closed’ unless the wholesaler instructed us to tag the note as Open |
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| Priority* | Select as instructed but Priority should always be ‘Normal’
– Low |
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| Notes* | – As dictated by the wholesaler – Clean verbatim |
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| Portfolio(s)* | – Pick as provided by the wholesaler or pick if the portfolios or products were specified or mentioned in the note – If wholesaler only mentioned the affiliated managers (Zevenbergen, KAR, Newfleet, et cetera), verify the specific product |
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| Discussion Topics | Pick as provided by the wholesaler | |
| Guest Speakers | – Pick as provided by the wholesaler or pick if there were portfolio managers present in the activity | |
Follow-up |
VIRTUS TRANSCRIPTION GUIDELINES |
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| Task Description | If recording has note with one (1) attendee: FA – Firm (John Smith – Wells Fargo) If recording has one/two note/s with two (2) attendees with the same firm: If recording has one/two note/s with two (2) attendees with diff. Firms: If recording has one or more notes with three (3) or more attendees: |
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| Task Comments | Utilize for any clarification with wholesaler Example: Missing required information – Profile not found in Salesfore, Time and Date were not Provided, et cetera |
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| Special Instructions | Instructions or any information provided by the wholesaler Example: WS: “Please add John Smith and Chris Smith to this meeting.” |
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| Internal Comments | – Any information provided by DANA specialist – Populate reason for clarification: (example) *Profile Not Found – John Smith *Date and Time Not Provided *Two Profile Results – John Smith – Suggested Salesforce/website link for contact profile/s |
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| Contact / Advisor* First Name, Last Name, Firm, City, State |
With Access to CRM Integration Tool: – Populate the CRM Search tool with the following fields: First Name, Last Name, Firm, City, State – Contact field should automatically be populated after selecting the correct profile from the list of results -No need to edit the automated field Without Access to CRM Integration Tool: – Populate the field with the complete name of the FA (Joe Smith VS Joseph Smith) |
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| Assigned To* | – Default the ‘Assigned To’ to the internal partner unless specified otherwise. | |
| Subject* | – Populate as provided by the wholesaler or copy the subject found in the main note or existing note – If not provided, used this format: FA Name, Firm, Complete Location found in FINRA below the firm’s CRD# |
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| Task Type* | Always use ‘Notes’ for follow-up task type. | |
| Due Date* | – Populate as provided by the wholesaler – If Time was provided, type in the time inside the note field on top of the meeting note Format → Time: 1:00 PM |
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| Status* | – Open – Closed * Status for Follow-up should always be ‘Open’ |
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| Priority* | Select as instructed but Priority should always be ‘Normal’
– Low |
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| Notes* | – As dictated by the wholesaler – Clean verbatim Put ‘Follow-up Task for [Internal Partner]:’ before the main note |
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| Portfolio(s) | Can leave it blank. Pick as provided by the wholesaler or pick if the portfolios or products were specified or mentioned in the note | |
| Discussion Topics | Pick as provided by the wholesaler | |
| Guest Speakers | Pick as provided by the wholesaler | |
| • ANY requests for Thomas O’Donnell, always copy DIHelp@virtus.com |
| • For profiles not found in Salesforce: (1) locate the contact using Greg Gaitanos’ profile, it could be under a different territory (educate the wholesaler that the team doesn’t have the capability to add a contact under different territory) and send clarification email to the user to submit territory exception and/or ask the internal to add the contact to the activity in Salesforce instead. (2) if not under a different territory, ask Thomas O’Donnell to have the profile added in Salesforce and CC the wholesaler and internal partner • If the product is not going through, ask/clarify directly to Thomas O’Donnell and just CC the wholesaler or pick the closest product name that was provided. |
| • If There are more than 50 attendees, create new note for the remaining attendees and copy all details. |
| e.g. There’s a total of 52 attendees, total notes to create should be two: one for the first 50, one for the remaining 2 attendees |
| Existing Notes |
| • Contacts under different territory but profile Already Tagged in SF > leave contact field in DANA blank > proceed with Auto Entry – no need to send clarif if it proceeded successfully |
| • Contacts under different territory, no profiles tagged in SF > populate contact field manually > proceed to pending – send clarif |