Importing and Attaching Documents to Clients and Policies
A variety of document types such as images, forms, letters, and email messages can be attached to a client file. You can choose to attach documents to the client file itself, or directly to a specific policy. For example, a drivers license or claims information are applicable at the client level, while a policy specific download would be attached at the policy level.
HawkSoft also provides an option to automatically create and attach documents when creating a letter, Change Request form, ACORD form, customer receipt, or invoice.
These attachments provide a permanent history for the client and/or policy they are attached to.
This Overview includes links to several articles on how to import documents and attach them to clients and policies.
Once attached, the documents can be accessed from the Attachments tab on the Client/Policy Detail bar on the Client tab and/or each policy tab.
See Attachments Overview to learn more.
Downloads from the Carrier
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. Policies are downloaded and matched continuously throughout the day, as HawkSoft finds new items to download in either your IVANS mailbox, or in specified local folders for carriers that may send downloads through non-IVANS methods, such as Progressive Downloader.
Scanning Documents
The HawkSoft Scan Utility enables you to scan and attach mail and other documents directly to your client files or to the Unmatched Documents Inbox. Once your documents have been scanned, HawkSoft makes it easy to update policies as needed.
Using a Shared Drive for Scanning
HawkSoft enables you to use a shared Unmatched Documents inbox where multiple users can scan and process files. Each user can decide if they want to use a personal or a shared inbox.
Creating a shared Unmatched Documents inbox requires that one user (or your agency IT) creates a shared drive using a network drive or a third-party cloud storage solution. This article provides steps for setting the shared drive as the Unmatched Documents folder for HawkSoft. For steps on creating the shared drive itself, consult your agency's IT technician or Windows support (or your cloud vendor's support if a cloud storage solution is used).
The HawkSoft Virtual Printer
The HawkSoft Virtual Printer is a tool that enables you to turn any document, website, or image (or anything else on your computer that can be printed) into a PDF document to attach to a client/policy, rather than sending the document to your physical printer.
The most common use of this feature is to save items from a carrier website or from your computer to the client's attachments tab.
The HawkSoft Document Creator
The HawkSoft Document Creator allows you to upload and combine PDF documents from your local workstation, search for text, highlight, delete, or redact specific text passages, and then save your changes as a new document.
Image Capture using HawkLink
HawkLink for Google Chrome enables you to quickly take a screenshot of a carrier website and attach it to a client or policy in HawkSoft.
To save a screen shot as a PDF - Using HawkLink for Google Chrome
Drag and Drop Attachments
HawkSoft makes it easy to upload files such as documents, images, and emails into a client or policy. You can simply drag files from your computer to a log note or anywhere on a client or policy.
You can also drag and drop client and policy attachments out of HawkSoft to destinations such as your desktop or other folders on your local PC, or into an email you're composing.
To learn about other ways to download attachments from a client or policy in HawkSoft to your local computer, see Save Attachments to Your Computer.
Drag and drop emails from Microsoft Office 365
If your email account is a Microsoft Office 365 account, you can drag and drop emails into HawkSoft from Outlook on the web or from the New Outlook app.
Due to differences in the way New Outlook retrieves emails from other email providers, dragging and dropping emails from the inbox of non-Office 365 email accounts is not supported, even when these accounts have been added to the New Outlook app. For these accounts, you will need to first download the email as a file, then drag and drop that email file into HawkSoft.
If you are still using the classic Outlook app instead of "New Outlook", you may be able to drag and drop emails from any account in Outlook. Check with your IT to confirm which Outlook app you may have installed, or look for a "Try the new Outlook" toggle in the upper right of the Outlook app.