Client and Policy Documents Overview

HawkSoft provides the tools to manage your agency’s documents efficiently as Attachments. The Attachments menu and tools enable you to keep files and documents organized per customer and policy, assign documents to a specific user for review through Tasks, and compare or update policy information from downloaded dec pages received from carriers.

The following help topics provide detailed instructions ways you can work with and manage your documents and attachments in HawkSoft.

How Documents are Attached 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.

Importing and Attaching Documents to Clients and Policies

Working with Attachments

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.

Attachments Overview

HawkSoft automatically processes your agency's IVANS downloads and either adds them to a matched client/policy as an attachment 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. 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.

Comparing Downloads and Policy Snapshots

HawkSoft contains a Download Compare tool to help you easily compare changes between two policy downloads, or between Policy Snapshots created by manual policy changes.

You can review updates to a policy, such as changes to coverages, forms changed at renewal, or changes made by the customer directly with the carrier. The Download Compare tool also makes it easy to see premium changes on a policy.

Comparing Downloads and Policy Snapshots

Print/Create Client and Policy Documents

The Print/Create option on the Action menu enables you to easily generate and print typical insurance documents, such as ACORD forms, auto ID cards, binders, certificates, and SR-22s. These documents can be printed, attached to a policy, emailed, and/or sent for e-Signature.

Print/Create Client and Policy Documents

Faxing from HawkSoft Electronically

This article provides steps on how to fax documents from HawkSoft electronically, using a print device or through email.

Faxing from HawkSoft Electronically

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Unmatched Documents Viewer

Unmatched Documents