Remove or Replace a User

1. Click the  Setup icon, and then select User Setup.

   OR

   Log into the HawkSoft Web app from any computer.

   1. Click the Setup menu at the top-right corner, and then select User Setup.

      For more information about logging into the HawkSoft web app, see Logging In and Out of HawkSoft.

   The Agency Setup window opens to the Users tab.

2. Select the name of the employee you want to deactivate.

   You can select a filter to narrow down the user list.

   The User Profile dialog opens with the Account tab selected.

3. Click the Mark as Inactive button at the bottom of the dialog.

   Once a user is inactive, they can no longer access HawkSoft or the Agent Portal.

   A confirmation dialog opens.

4. Determine if you need to replace default user settings or simply inactivate the user.

   • If the inactive user has been set as a default CSR, Producer, or Agent you can replace the user with a different user.

     Administrator only: Click Yes and Replace, search for the user you are replacing them with, and then click Inactivate and Replace.

     To learn more about default settings, see Default Agent Information, Task Templates, and Download Rules.

   • If the inactive user has not been set as the default user, simply click Yes to set the user to Inactive.

   Once you set a user to Inactive, the user remains listed on clients, policies, and open Tasks as assigned. To learn how to review and replace the user on assigned work, see Reviewing and assigning workload.

5. Click Saveto close the User Profile dialog and finalize changes.

HawkSoft strongly recommends inactivating a user rather than deleting a user, except in special cases. Deleting a user can cause issues with your historical reports, and should only be done for users who have never been assigned clients, policies, or Tasks.

One example of when you might delete a user, is when you create a new user, then realize you typed in the wrong user name. For example, typing in FDD instead of FDR. If you have not yet assigned any work to the new user, you can delete the old user, then add the new user.

Steps to permanently delete a user:

1. Click the  Setup icon, and then select User Setup.

   OR

   Log into the HawkSoft Web app from any computer.

   1. Click the Setup menu at the top-right corner, and then select User Setup.

      For more information about logging into the HawkSoft web app, see Logging In and Out of HawkSoft.

   The Agency Setup window opens to the Users tab.

2. Select the name of the employee you want to delete.

   You can select a filter to narrow down the user list.

   The User Profile dialog opens with the Account tab selected.

3. Click the Irreversible Actions drop-down to expand it, then click Delete User.

4. Determine if you need to replace default user settings or simply delete the user.

   • If the deleted user has been set as a default CSR, Producer, or Agent you can replace the user with a different user.

     Type the user's initials into the text box, then click Delete & Replace User, search for the user you are replacing them with, and then click Delete and Replace.

     To learn more about default settings, see Default Agent Information, Task Templates, and Download Rules.

   • If the deleted user has not been set as the default user, type the user's initials into the text box, then click Delete User.

   Once you delete a user , the user remains listed on clients, policies, and open Tasks as assigned. To learn how to review and replace the user on assigned work, continue to the next section.

   HawkSoft performs automatic cleanup on Agent Commission Rules when a user is deleted. For more information, see Deleted users and Agent Commission Rules

Required permissions

In order to complete this task, user permissions must be set to include:

Agency Setup > User Setup
To Replace Default Agent Information (Single-office agencies) : User must be an agency administrator

See User Permissions for more information.

These two reports will show you all current clients assigned to the former employee.

1. Click Reports > Quick Reports from the main HawkSoft menu bar.

   OR

   Log into the HawkSoft Web app from any computer.

   1. Click the Analytics and Reporting icon in the left column of the HawkSoft web start page to access the Business Intelligence Dashboard, then select the Quick Reports tab.

      For more information about logging into the HawkSoft web app, see Logging In and Out of HawkSoft.

2. Click New Report.

3. Select Client and then Client CSR Report.

4. Select or type along in the CSR field to find the original user, and then click Run Report.

   HawkSoft creates a report of all clients where the former employee is set as Client CSR.

   For more information on customizing your report, including changing visible columns, and summarizing or filtering your report, see Customize, Summarize, and Filter Report Data.

   Click  More Actions on the top-right of the  Report, and then click Save Report to save a snapshot of the report for later revew. See Saving and Sharing Report Data for more information.

5. Select specific clients or include all clients, and then click the  More Actions menu, and then select Data Replace.

6. Select the user you would like to reassign the clients to from the Client CSR field, and then click Next.

7. Review the list of clients that will be updated and then click Confirm.

   A confirmation dialog opens stating that the Data Replace process has been initiated. For more information, see Data Replace.

8. Click OK.

9. Repeat this workflow for the Client Producer Report.

Required permissions

In order to batch reassign clients and policies, user permissions must be set to include:

Reports > Run Quick Reports
Batch Actions > Data Replace

See User Permissions for more information.

1. Click Reports > Quick Reports from the main HawkSoft menu bar.

   OR

   Log into the HawkSoft Web app from any computer.

   1. Click the Analytics and Reporting icon in the left column of the HawkSoft web start page to access the Business Intelligence Dashboard, then select the Quick Reports tab.

      For more information about logging into the HawkSoft web app, see Logging In and Out of HawkSoft.

2. Click New Report.

3. Select Policy and then First Agent of Record Report.

4. Select or type along into the Agent field to find the former employee, and then click Run Report.

   HawkSoft creates a report of all clients where the former employee is set as Agent 1.

   For more information on customizing your report, including changing visible columns, and summarizing or filtering your report, see Customize, Summarize, and Filter Report Data.

   Click  More Actions on the top-right of the Report, and then click Save Report so you can review the report afterward. Saving and Sharing Report Data for more information.

5. Select specific policies or include all polices, and then click the  More Actions menu, and then select Data Replace.

   If your agency calculates commissions using a specific Agent field, and you still owe commission to the former employee, you might run a report for all policies where they are listed as that specific Agent, but not reassign those policies until after the final commission payment has been awarded.

6. Select Policy Data from the Data Replace Type Setup screen, and then click Next.

7. Select the user you would like to reassign the policies to from the Agent 1/2/3 drop-down menu, and then click Next.

8. Review the list of clients that will be updated and then click Confirm.

   A confirmation dialog opens stating that the Data Replace process has been initiated. For more information, see Data Replace.

9. Click OK.

10. Repeat this workflow for the Second Agent of Record Report and Third Agent of Record Report.

You can review and reassign all of the inactive user's tasks to another user in your agency.

1. Click Reports > Agency Tasks from the main HawkSoft menu bar.

   OR

   Log into the HawkSoft Web app from any computer.

   1. Click the Task Center icon in the left column of the HawkSoft web start page to access the Task Center, then select the Agency Tasks tab.

      For more information about logging into the HawkSoft web app, see Logging In and Out of HawkSoft.

2. Click the   More Options button in the upper-right of the Agency Tasks Overview, and then select Reassign Tasks.

3. Select one of the following options:

   Replace a user on all of their open Tasks - to reassign all the user's tasks to one other user

   1. Click Next, and then select the current assignee and the new assignee.

   2. Click Save.

   Replace a user on some of their open Tasks - to break up the user's tasks and assign them amongst different users

   1. Click Next, and then select the current assignee and the new assignee.

   2. Click Next.

   3. Optional: Select search filters to narrow down the list of tasks you will select from for reassignment, and then click Next.

   4. Check the boxes to select the Tasks to be reassigned, and then click Save.

4. Review the confirmation, and then click OK to confirm.

   A confirmation message appears.

5. Click Close to close the Reassign Task dialog.

Required permissions

In order to review agency tasks, user permissions must be set to include:

Tasks > View Agency Tasks List

See User Permissions for more information.

In order to complete this task, user permissions must be set to include:

Agency Setup > User Setup

See User Permissions for more information.