Processing Unmatched Documents

The HawkSoft Unmatched Documents Inbox is a holding place for scanned documents, as well as documents printed to the HawkSoft Virtual Printer that haven't been attached to a client or policy. These documents are held here until they are manually attached to a client or policy via the Unmatched Documents Viewer.

To ensure that your scanned and virtual printed documents are available to view on the appropriate clients, HawkSoft recommends processing all unmatched documents daily.

To Access the Unmatched Documents Inbox

Select Unmatched Documents Inbox from the Activities menu on the HawkSoft menu bar.

The Attach Documents dialog opens.
Verify the location of unmatched documents in the Inbox Path field is correct.

The location defaults to C:\Users\{Windows User Name}\AppData\Local\HawkSoft\{Agency ID}\Inbox (unless another path has been entered previously).

For almost all agencies, this is the correct path. However, certain agencies requiring an advanced workstation setup may have another inbox path.
Select one of the following methods from the Sort By drop-down for sorting documents in the Unmatched Documents viewer.
- Oldest (Recommended)
  
  When this option is selected, all unmatched documents are loaded into the viewer with the oldest item displayed first. This feature enables you to:
  - Process items in the order they were added to the Unmatched Documents Inbox.
  - Skip items and move back and forth within the Unmatched Documents queue.
- Do Not Sort
  
  When this option is selected, unmatched documents load one at a time in random order. You might choose to not sort items in the Unmatched Documents Inbox when processing large numbers of documents that have been batch scanned.
Click OK.

The Unmatched Documents viewer opens.

If any error appears after clicking OK, contact your agency technician or HawkSoft Product Support for assistance.

To process documents from the Unmatched Documents viewer

Items scanned into HawkSoft with the Scan tool or printed with the HawkSoft Virtual Printer may be sent to the Unmatched Documents Inbox for later processing if they are not scanned/printed directly to a client.

The Unmatched Documents viewer displays a document in the upper viewing pane.

Use the fields at the bottom of the viewer to attach documents to a client/policy, and assign the document for follow-up if needed.

Select the document that you wish to process from the file list pane at the bottom of the Unmatched Documents viewer.
Click Next.

The client search dialog is displayed. The criteria used for the last completed client search is pre-filled.
Enter your search criteria and click Search.

The search results are displayed.
Select the client to attach the document to, and then click Next.

If the client is not found

If a matching client is not found in the list, click Back to modify search criteria and search again.

If you have verified that the client does not exist, you may need to create a new client using the main window of HawkSoft, then return to Unmatched Documents and search again.
Select the policy to attach the document to, or select to attach the document directly to the client.
1. Optional: Check Only show active policies in list to exclude inactive policies from the list.
If you need to see more detail about the client or their policies, click Launch Customer to view the client in HawkSoft.
If the policy is not found
If the policy does not appear on the list, try one of the following:
1. Uncheck Only show active policies in list in case the policy is inactive.
2. Try scrolling the policy list using your mouse wheel or the scroll bar to the right of the policy list.
3. Press Back to return to the client search and confirm you do not have multiple copies of this client, where the missing policy may be on one of the other copies.
If you have verified that the policy does not exist, you may need to insert a new policy using the main window of HawkSoft, then return to Unmatched Documents and search again.
Modify the Attachment Properties as needed.

The information in these fields will appear on the Attachments view screen in the client file.
1. Enter a Description for the unmatched document, or select a template description from the drop-down list.
  
  The descriptions shown in the drop-down pull from your agency's Attachment Description templates. Manually-entered descriptions are not automatically added to the drop-down list.
  
  See for instructions to modify the Attachment Description templates.
2. Optional: Modify the Effective Date.
  
  The Effective Date is the date the policy transaction that the document refers to takes effect.
3. Optional: Select an Attachment Category using the drop-down list.
  
  The categories shown in the drop-down pull from your agency's Attachment Categories.
  
  See for instructions to modify your agency's Attachment Categories.
4. Optional: Enter premium information from this document into the Premium field.
  
  Premium entered in this field will not be automatically reflected on the policy. It will only be shown on the client's attachments tab for reference.
  
  To update policy premiums, see Change Policy Information, or contact the policy's carrier for a policy download (AL3).
Optional: Type in or select a user from the Assigned User drop-down to create a quick Task for that user related to this document.

The Assigned User drop-down should only be used to create a quick, non-time sensitive task. Tasks created directly from the Virtual Printer window will use the Description of the document as the name of the task, and will not have a task description, category, priority, or due date. However, these can be modified after the task is created.

See Creating and Working with Tasks for more information.

The Remember for Next Document checkbox will pre-fill the same Assigned User for a task on the next document until the Unmatched Documents viewer is closed.

After closing and reopening the Unmatched Documents viewer, the assigned user will no longer pre-fill until selected again.
Optional: Check the box Open Client on Attachto open the client in HawkSoft once you click the Attach button.
Click Attach.

The document is attached to the client/policy, and removed from Unmatched Documents. The Unmatched Documents viewer loads the next unmatched document in the list.

If you checked Open Client on Attach, HawkSoft opens the client that the document was attached to. It will focus to the policy tab, Policy Information sub-tab if you attached the document to a policy. If you attached the document directly to the client, Hawksoft will open the Client tab, and the Tasks subtab.

Use the toolbar icons to view a different document, or to control aspects of the document view such as zoom or rotation.

Unmatched Documents viewer toolbar icons

Toolbar Icon	Function	Description
	Previous, Next Image	Navigate to previous or next image. Items that are skipped remain in the Inbox until they are processed.
	Start Over	Click to refresh and display all unmatched files in the lower pane of the Inbox. The number next to the icon indicates the number of items in your inbox.
	Delete	Delete the current document.
	Select Page	Only available when Unmatched Documents PDF viewer is set to HawkSoft Viewer. When the document contains more than one page, use the arrows to move to the previous or next pages as needed. You can also select a specific page from the available drop-down.
	Rotate Right/Left	Only available when Unmatched Documents PDF viewer is set to HawkSoft Viewer. Rotate image 90° right or left. Typically used for scanned items.
	Best Fit	Resize to show entire page.
	Fit to Width	Resize so the width of the page matches the width of the window.
	Fit to Height	Resize so the height of the page matches the height of the window.
	Zoom Out/In	Only available when Unmatched Documents PDF viewer is set to HawkSoft Viewer. Use the Zoom icons to zoom out or in on the document. You can also select a zoom percentage from the available drop-down.