Attachments Overview
Once documents are attached to the client/policy, they are easily accessed from the Attachments tab in that client/policy.
The Attachments screen displays all files attached to the corresponding client or policy, listed by attachment date.
You can use the right-click menu to open, modify, and manage attachments. The following articles provide instructions for working with attachments.
See Importing and Attaching Documents to Clients and Policies for more information about the methods used to attach documents to clients and policies.
Navigating the list of Attachments
When documents are attached to a client/policy, they are listed in the Attachments tab. HawkSoft enables you to open and manage attachments from the Attachments List.
This article will help you navigate the Attachments screen.
Attachment Filters
Use filters on the attachment tab to reduce clutter and quickly find the attachment you need.
Show attachments for all policies - If this option is unchecked, only attachments from the selected policy tab will appear.
HawkSoft will remember your last selected Show attachments for all policies option. If the box is checked, then all attachments for all policies on the client will display on the Attachments tab the next time you launch any client.
Attachments - Select to view attachments including all PDF documents, ACORD forms, and Image files, as well as all other attachments not listed under Downloads.
Downloads - Select to view downloads and policy snapshots.
Policy Snapshots are attachments that provide a historical record of a policy's information at a given time. Policy Snapshots can be created each time a significant change is manually made to a policy, depending on your agency's global Policy Snapshot setting in General Settings, as well as the Policy Snapshot Override setting for the carrier in Carrier Setup.
See Policy Snapshot to learn more about how to set up and work with Policy Snapshots.
Archived - Select to view attachments marked as archived in the list of attachments.
Right-click on an item in the attachment list to access menu options for that attachment.
To select more than one attachment, hold down the CTRL key and select multiple attachments. Once the attachments are chosen, right-click on one of the highlighted selections to access the menu. Not all menu options are available when multiple attachments are selected.
Menu Item Function View Open the selected attachment in the Attachments Viewer.
Create Working Document
Modify an encrypted document, such as an Agency Checklist. See Working Documents for more information.
Copy Copy the attachment(s) to your Windows® clipboard, and then paste into another location, such as your desktop or an email. Once pasted, the attachment keeps the Description name as the file name. See Save Attachments to Your Computer for more options.
Download Download the document(s) to your computer. Copy Path Copy the file path to your clipboard. Useful for carrier websites that upload documents from pasted file paths. See Upload Attachments to a Carrier Website for more information. Send for E-Signature Send the attachment for electronic signature.
See Sending Documents for HawkSoft E-Signature for detailed steps.
See Configure DocuSign for E-Signature to configure E-Signature with your vendor.
Select an attached email, and then select Email > Reply, Reply All, Forward, or Send as Attachment.
OR
Select an attached document, and then select Email > Send as Attachment.
The attachment in the email will retain the Description as saved in the Attachments List.
Emailing a policy download (AL3) or EDoc file from HawkSoft will attach a copy of the download to the email as a PDF document. This enables the recipient to more easily view the file. The download attachment on the client/policy in HawkSoft retains its original file type.
See Email Overview for instructions on emailing from the Attachments list.
Copy To (Other Client/Policy) Copy the attachment(s) to another client or policy, and retain a copy on the existing policy.
See Copying an Attachment to Another Client/Policy for instructions.
Move To (Other Client/Policy) Move the attachment(s) from the current client to a different client or policy.
This archives the attachment on the Client/Policy. To restore the attachment on the original client file, see Restore.
New Task Create a Task for a user to review the document or a Task to follow up on the document. See Creating and Working with Tasks. Compare to Previous This menu option appears only when a Policy Snapshot or Download is selected. Compare changes between two downloads or Policy Snapshots created in HawkSoft.
This selection is available only for Policy Snapshot attachments, or attachments received as part of a carrier Policy download.
See Comparing Downloads and Policy Snapshots for more information.
Add Quick Log Create a new log note and link the attachment.
See Linking Attachments to a Log Note for more information.
Link To Log Link the attachment to an existing log note.
See Linking Attachments to a Log Note for more information.
Archive Select Archive to remove the attachment from view. The file can be viewed and/or restored, if needed. See Archiving/Unarchiving an Attachment for more information.
Restore After clicking the dots menu to the right of the attachment filters, click the Show Archived Attachments option. Right-click on an archived attachment, and then click Restore to return it to the list of active attachments.
Update Policy Update policy information, such as coverages and premiums, from a Policy download file.
This selection is available only for Policy Snapshot attachments, or attachments received as part of a carrier Policy download.
Properties Open the properties view of the attachment file and edit as needed.
See Attachment Properties for more information.
Attachments Viewer
HawkSoft includes an attachments viewer, which enables users to view and work with attachments such as pictures, forms, and PDF documents.
Create a Working Document (unencrypted)
A variety of document types, including images, letters, email messages, Change Request forms, ACORD forms, customer receipts, and invoices can be attached to a client or a specific policy on a client. These attachments are encrypted at the time that they are attached to a client, and cannot be edited.
However, you can create an editable working copy of many document types, such as Word documents and Excel spreadsheets, saved to the Working Documents tab. This allows users to edit a document on a client while still keeping the document encrypted and secure.
This article provides an explanation of how to create a working document and how to modify these documents within the Working Documents tab.
Downloads Viewer
When carriers send policy downloads to your HawkSoft database, the downloads are sent in a file type called AL3. HawkSoft includes a Downloads Viewer to enable you to view and work with AL3 files.
This article explains how to view and work with download attachments using HawkSoft's Downloads Viewer.
Saving Attachments to Your Computer
Occasionally, you might need to save a copy of an attachment to your local computer. This article covers methods for saving files.
E-Signature Overview
HawkSoft enables you to easily send documents directly from HawkSoft to your customers for an electronic signature. You can create templates to send with your client/policy attachments, ACORD forms, Change Request forms, as well as additional documents saved to your computer. Your customers can then "sign" the document(s) electronically and return them via the electronic signature application you have configured in HawkSoft.
You can purchase HawkSoft E-Signature (Powered by Formstack Sign) as an add on product, or you can use one of the e-Signature providers that HawkSoft integrates with.
Copy an Attachment
HawkSoft enables you to copy attachments from one policy to another, or from one client to another.
Move an Attachment
If a file is attached to the wrong client or policy, you can easily move the attachment to the correct client or policy. This procedure explains the steps necessary to move an attachment or download.
Link Attachments to a Log Note
HawkSoft enables you to link a log note to an existing attachment (or attachments) on the client/policy. You might want to create a new log note and link it to an attachment, or link an attachment to an existing log note.
This article explains how to link existing attachments to a log note.
Track Submissions
Submission tracking makes it easier for you to keep track of the many applications and forms your agency submits to carriers. Each client/policy has a Submissions tab where you can conveniently create and track items submitted to carriers as a Submission item, and then group these Submissions as they are sent to multiple carriers.
This article explains the process of tracking a Submission in HawkSoft, including how to create a Submission and a Submission Group, how to update a Submission once the form is sent back, and how to delete an erroneous Submission or Submission Group.
Archive/Unarchive an Attachment
HawkSoft enables you to archive an attachment from the Attachments List on a client/policy. You may need to archive an attachment if the attachment is no longer relevant to any active policies, or if the attachment was erroneously attached. Once an attachment is archived, you can view the archived attachment, and unarchive the attachment, if needed.
This article describes how to archive an attachment, view an archived attachment, and unarchive an attachment.
Update a Policy from an Attached Download
In cases where manual changes have been made to a policy that need to be reverted, or where a previous carrier download has more correct information than a policy's latest carrier download, you can update the policy using a previously attached download file to have it reflect current policy information.
Uploading Attachments to a Carrier Website
HawkSoft enables you to upload a document from the Attachments tab on the client directly to a carrier website, without needing to download the attachment to your computer's local files. This is especially helpful when submitting documents stored in HawkSoft to a carrier website.
This article covers how to upload a file to a website using the Copy Path option.
Attachment Properties
This topic covers how to view or modify attachment properties from within a client, such as changing the attachment name (description), category, date, or premium.
Working with Word Documents
This article provides instructions for modifying Word documents once they are attached. The modified copy of the document is saved to the Attachments list with the original title preceded by "Reprint:".