Carrier Downloads Overview
HawkSoft can be configured to accept electronic downloads from participating carriers. HawkSoft attaches these downloads to existing policies and can automatically update policy information according to your Download Rules.
See Carrier Download Setup Overview for more information on configuring downloads for your agency.
Once setup is complete, the download process should be performed at the beginning of each business day to ensure that the information in HawkSoft is up-to-date with the latest information from your carriers. The number of download files sent to HawkSoft on a daily basis will vary, depending on the activity in the book of business for each carrier.
Processing downloads
HawkSoft automatically processes your agency's IVANS downloads through the Downloads Dashboard, and either updates and attaches to the corresponding policy in HawkSoft or adds them to your agency's Unmatched Downloads. If any of your carriers require the use of a third-party downloader other than IVANS, HawkSoft can also integrate with them by automatically importing those downloads each time the third-party downloader is run by your agency.
Downloads Dashboard
HawkSoft's Downloads Dashboard enables you to review all of the downloads recently received by your agency, as well as which carriers the downloads came from, the types of downloads received, and which policies the downloads were matched to. If you have any downloads still in progress, the Downloads Dashboard shows you how many downloads are currently being processed, and which stage of processing they are in. Additionally, if any downloads were not able to be matched to a client and/or policy automatically, the Downloads Dashboard alerts you with a link to access the Unmatched Downloads workflow.
Downloads setup
HawkSoft can be configured to accept electronic downloads from participating carriers. HawkSoft attaches downloads received from these carriers to existing clients and policies and can automatically update policy information according to your Download Rules.
Most carriers download using the IVANS platform. After some initial set-up, HawkSoft can automatically access your IVANS mailbox(es) and process these downloads into HawkSoft, with no manual input needed. However, some carriers may require other third-party download software to be installed to take advantage of electronic downloads.
Carrier Download Setup Overview
Non-IVANS downloads
The primary method of receiving carrier downloads into HawkSoft is through IVANS mailboxes. However, some carriers (such as Progressive) use their own proprietary software to send carrier downloads to your agency. Additionally, some other carriers may use a different third-party software, such as Team-Up, to send carrier downloads.
Carriers requiring the use of tools other than IVANS to receive carrier downloads require additional set-up in HawkSoft. Additionally, downloads for these carriers must be manually run by an agency employee each business day before they can be processed into HawkSoft.
This article explains how to set up and run downloads for carriers requiring the use of proprietary or third-party download software.
Configure Local and Third-Party Downloads
Process Unmatched Downloads
HawkSoft enables your agency to receive downloaded policy information from carriers. In most cases, HawkSoft will be able to match these carrier downloads to the correct clients and policies in your database automatically, and attach the downloads and update the policies without any user input needed. However, in some cases HawkSoft might not be able to locate the correct client and policy for a download. This can happen if there's a mismatch between certain information on the policy download and the policy in HawkSoft (for example, the download has dashes in the policy number, but the policy's number in HawkSoft does not).
This article explains how to use the Downloads Dashboard to see unmatched downloads, and how to manually match them to the correct policies.
Download report
You can review recently matched downloads on the Download Report. Additionally, you can manually process downloads from other sources (such as email) by dragging-and-dropping them on the policy.
Saving downloads
Downloads are stored as an attachment on the associated policy.