Scanning Documents

• Scanning to the Unmatched Documents Inbox

• Scanning to a Client File

• Using your Network Scanner

Scan to the Unmatched Documents Inbox when you have multiple documents for various clients and policies. Once scanned, the documents can be processed and attached to the appropriate client files.

See Processing Unmatched Documents for more information.

Required Permissions

To perform this task, no specific HawkSoft user permissions are required.

1. Click Activities from the main menu bar, and then select Acquire/Scan.

   The Scan Utility dialog opens.

   1. Scan Type – Select Document or Batch of Documents.

      • Document – Select this option to scan a single document with one or more pages.

        This option creates one file including all scanned pages.

      • Batch of Documents – Select this option to scan more than one document, only when all documents in the batch have the same number of pages.

        Use the drop-down list to indicate the number of pages each document in the batch contains.

        This option creates one file including all scanned pages.

        Example: When scanning a batch of 15 single page documents, setting this option to Batch of Documents, with 1 piece of paper per document, will create 15 individual documents that can be individually attached to their respective client files and policies.

      • Duplex Scan – Optional: If your document contains pages that are printed on both sides and you have a duplex scanner, check Duplex Scan.

   2. Scan Location – The Scan To path defaults to the Unmatched Documents Inbox (C:\Users\[Windows username]\AppData\Local\HawkSoft\[Agency ID]\Inbox).

      Multiple agents can work from the same Unmatched Documents Inbox by pointing it to a shared folder, such as a network drive, Microsoft OneDrive, or Google Drive that has been configured by your agency IT. The shared folder name must begin with the word Inbox. For more information, see Using a Shared Drive for Scanning.

   3. Scanner – Select appropriate scanner information.

      • Driver – Select the driver that corresponds to your scanner.

        If there is more than one option available for your scanner, consult your agency technician or your scanner's manual to learn which driver is best to pick. In some cases, you can select either driver.

      • No Automatic Document Feeder – Check this option when using a flat-bed scanner.
      • Show Scan Setup – Check this option to review and confirm your scan settings.

2. Click Scan.

   Dialog box and button labels may vary, depending on the scanner and drivers you have installed.

3. If your scanner enables you to change the scan resolution and color, set the resolution to 200 dpi and Black and White.

   These settings provide a quality image and keep your file size to a minimum. This is important because smaller files are more compatible with email size requirements.

   Once the document is scanned, a CMS confirmation dialog box displays the number of pages scanned.

4. Optional: For double-sided documents, remove the documents from the scanner, turn them over, and then return them to the scanner.

   Depending on the way your scanner handles documents (i.e. first page first, versus last page first), you may need to check Reverse Page Order.

   • Click Yes to scan the reverse pages.

   OR

   • Click No to return to the Scan Utility dialog box.

   The images are scanned to your Unmatched Documents Inbox and ready to be attached and processed.

5. Click the Unmatched Documents button in the lower left corner to launch the Unmatched Documents viewer.

   The Scan Utility dialog remains open so you can scan additional documents, as needed.

   See Processing Unmatched Documents for further instructions on assigning Unmatched Documents to clients and/or policies.

6. Click Close on the Scan Utility dialog when finished.

Scanning directly to a client file is helpful when you have just a few documents to scan and attach.

Required Permissions

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

Client Actions > Action Menu

See User Permissions for more information.

1. Retrieve a client file, and then select the Client tab or a policy within that file.
2. Click Action, and then select one item in each of the first three lists to describe what prompted this transaction.

3. Click Scan.

   The Scan Description dialog box opens.

4. Type in a Description, or select a Description from the drop-down menu.

   Attachment description templates are configured through the Customize Lists menu in HawkSoft. See Customize Lists for more information.

5. Confirm or modify the Effective Date.

   This field defaults to today's date. This date reflects the Effective Date of the document, and is listed on the Attachments tab once the document is attached.

6. Optional: Select a Category for the scanned document.

   Attachment categories are configured through the Customize Lists menu in HawkSoft. See Customize Lists for more information.

7. Click Close on the Scan Utility dialog when finished.

8. Optional: Record the Premium associated with the document being attached.

   The entered amount will display in the Premium column on the Attachments list on the client/policy.

9. Click OK to open the Scan Utility dialog.

   1. Scan Type – The Scan Type defaults to Document. "Batch of Documents" cannot be selected when scanning through the Action Menu.

      If your document contains one or more pages that are double-sided, and you have a duplex scanner, check the Duplex Scan box.

   2. Scan Location – The Scan To path shows "Current Client File", and cannot be changed.

   3. Scanner – Select the appropriate Scanner information.

      • Driver – Select the appropriate Scanner Driver for the scanner you want to use.

        If there is more than one option available for your scanner, consult your agency technician or your scanner's manual to learn which driver is best to pick. In some cases, you can select either driver.

      • No Automatic Feeder – Check this option when using a flat-bed scanner.
      • Show Scan Setup – Leave checked to confirm your scan settings.

10. Click Scan.

    Dialog boxes and button labels may vary, depending on the scanner and drivers you have installed.

11. If your scanner enables you to change the scan resolution and color, set the resolution to 200 dpi and Black and White.

    These settings provide a quality image and keep your file size to a minimum. This is important because smaller files are more compatible with email size requirements.

    Once the document is scanned, a CMS confirmation dialog box displays the number of pages scanned.

12. Optional: For double-sided documents, remove the documents from the scanner, turn them over, return them to the scanner, and then click Yes to scan the page back side.

    Depending on the way your scanner handles documents (i.e. first page first, versus last page first), you may need to check Reverse Page Order.

    For single-sided documents, click No to return to the Scan Utility dialog box.
    

13. You are prompted to scan another document.

    • Click Yes to scan another document.

      Repeat the steps again beginning with step 4.

      OR

    • Click No to close the Scan Utility.

      The Action menu opens.

14. Optional: Use the Action menu to make changes to the policy.

    Use one of the following procedures to manually update the policy when scanning a dec page.

    To update the policy and/or change the policy status

    Cancel

    To process correspondence regarding cancellation declarations and notices:

    1. In the Action menu, select one item in each of the first three lists to describe what prompted this transaction.
    2. Click Change Policy Status.
    3. Click Cancelled.

    4. Select a reason for the cancellation from the Action menu.

       The list of Cancellation options can be modified. See Cancellation Sub-Status Setup.

    5. Verify Date and Time information, edit as needed, and then click OK.
       

       If you selected NonPay of Premium or Underwriting Reasons, the Time field and Cancellation form are not available. The Add Log Entry Comments dialog opens. Add comments, and then click OK.

       The Cancellation Form dialog opens.

    6. Optional: Create a Cancellation Request/Policy Release (ACORD 35) form.

       If you don't need to create a Cancellation form, uncheck the Print Cancellation Form box, and then skip to the last step to complete the log note.

       1. Leave the Print Cancellation Form check box selected to create the form.
          

          Once the form is created, you will have options available in addition to print, such as email, attach, and e-Signature.

       2. Optional: Enter a reason for the cancellation in the Cancellation Form Comments section, to be included on the form.

       3. Click OK.

          The Cancellation Request/Policy Release (ACORD 35) form opens.

       4. Edit the form as needed, and then click the Print or Send button.

          The Print or Send Document dialog opens.

          This dialog enables you to email, print, and attach the form, as well as send the form for e-Signature.

          Print or Send Document options

          The following options can be applied to your document before you email, print, send for signature, or attach.

          You can use the Back button at the bottom of the dialog to return to your form if additional changes are needed.
          Example: You can perform any action, such as attach the form, and then go back and modify the form and attach the modified copy as well.
          

          Apply Agent Signature on Action

          HawkSoft enables you to select an electronic signature from the Apply Agent Signature on Action drop-down list to add to forms that have an Agent or Producer Signature field.

          You must have a signature stored in your HawkSoft profile to use this feature. See My Account Information and Signature to add a signature to HawkSoft.

          In addition to your own, signatures for other users are available from the drop-down list if they have been shared with you.
          See My Account Information and Signature for more information.

          Page Range

          Select the specific pages to be included with any of the actions selected below. For example, if a page of the form has exclusions that don't pertain to your state, you can remove that page before sending or printing the form.

          Click to see your signature or to verify that you have selected the correct pages.

          Attach a copy of the document to the client file on action below

          Select this check box before emailing, printing, or sending the document for signature, and if you want to attach a copy of the document to the client/policy Attachments tab when you are done performing actions.

           HawkSoft recommends attaching a copy to the client/policy Attachments tab.

           Click to open the Edit Attachment Properties dialog to assign a task, modify the Description, as well as other modify attachment details, as needed.

          Available Actions

          Select any or all of the actions below, as needed. You can select each action in any order. After each action, you will return to the dialog to perform additional options.

          A ✓ check mark appears on each action button when completed.

          Send Email – The Email Recipients dialog opens. Select the recipients that you want to send the document to. See Email Overview for detailed instructions.

          A copy of the email, containing the attached document, is saved to the client/policy Attachments list if the Auto Attach Sent Emails setting in General Settings is checked.

          See User Email Setup to configure HawkSoft to send emails through your email provider.

          Print Copy – The Print dialog opens. Select printing options, and then click Print.

          Send for E-Signature – The Send Document for E-Signature dialog opens. Add signers and email addresses, select a template or enter a message, and drag and drop additional documents to send for signature as needed.

          See E-Signature Overview to set up integration between HawkSoft and your e-Signature provider.

          Attach Copy – The document is saved and attached to the selected client/policy Attachments tab.

          If the Attach a copy of the document to the client file on action below option was selected before performing any of the above actions, a green checkmark indicates that the document has already been attached to the client/policy.

       5. Click Finish and Close when you are done performing Print/Send actions.

       The Finalize Log dialog opens.

    7. Add comments, as needed, and then click OK.

    Issued

    To process New Business Declarations or Policy Issued Notices:

    1. In the Action menu, select one item in each of the first three lists to describe what prompted this transaction.
    2. Click Change Policy Status.
    3. Click Issued.

    4. Select Uprate, Downrate, or As Quoted.

       If your agency has Commission Tracking set up in CMS, the Issued Rate dialog opens.
       
       Enter or edit the issued rate in the Rate field as needed, and then click OK.
       

       The Edit dialog opens.

    5. Make any necessary changes to the policy, and then click Finish.

       See Change Policy Information for more information.

    6. Click Finish to close the Action menu.

       The Finalize Log dialog opens.

    7. Add comments, as needed, and then click OK.

    Reinstate

    To process Reinstatement Declarations or Notices:

    1. In the Action menu, select one item in each of the first three lists to describe what prompted this transaction.
    2. Click Change Policy Status.

    3. Click Reinstate.

       The Reinstatement Date dialog opens.

    4. Enter the Reinstatement Date, and then click OK.

       The Finalize Log dialog opens.

    5. Add comments as needed, and then click OK.

    Renew

    To process Renewal Declarations or Notices:

    1. In the Action menu, select one item in each of the first three lists to describe what prompted this transaction.
    2. Click Change Policy Status.

    3. Click Renew.

       The Renewal Date dialog opens.

    4. Enter the Renewal Date.

       If your agency has Commission Tracking set up in CMS , the Renewal Date dialog includes a Rate field. Enter or edit the term premium in the Rate field, as needed.

    5. Click OK.
    6. The Edit dialog opens.

    7. Make any necessary changes to the policy, and then click Finish.

       See Change Policy Information for more information.

    8. Click Finish to close the Action menu.

       The Finalize Log dialog opens.

    9. Add comments, as needed, and then click OK.

    Endorse

    To process Endorsement Declarations or Notices:

    1. In the Action menu, select the method used to communicate the endorsement information. For example, Phone, Mail, Download, etc.
    2. Select From > Company.

    3. Click Change Client/Policy.

       The Edit Client/Policy dialog opens.

    4. Edit coverages, as needed.

       See Processing Endorsements for more information on how to edit coverages.
       

       If the endorsement results in a premium change, update the Premium amount for any affected coverage.

    5. Click Finish.
       

       If your agency has Commission Tracking set up in CMS, the Premium Change dialog opens when there is a change in the premium.
       
       Enter the Date of Change and update Accounting information, as needed, and then click OK.
       

       The Change Form dialog opens.

    6. Leave the default settings on the Change Form dialog.

    7. Click OK.

    8. Click Finish to close the Action menu.

       The Finalize Log dialog opens.

    9. Add comments, as needed, and then click OK.

15. Optional: If changes are not needed, click Finish on the Action menu.

    The Finalize Log dialog box opens.

16. Add log comments and create a Task as needed, and then click Save Log.

When using a network scanner that does not have a locally installed driver, and therefore cannot use the HawkSoft CMS Scan Utility, speak with your network administrator to determine the format and destination of scanned images.

Once you have determined the destination of scanned images, drag and drop the image(s) to the client file or log note from the scanned destination.