Client Search

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

Client Access: You must have permission to the Client type and Customer type you want to access

See User Permissions for more information.

1. Click from the main HawkSoft Toolbar or press F2 on your keyboard to open the Client Search dialog.

2. Click the Try simple search link in the upper-right corner of the search dialog.

   If you see "Back to standard search" instead, this means you are already using Simple Search.

• Business Name

• Named Insured/Main Contact:

  • First

  • Last

  • Middle

• Other Personal Profiles

  • First

  • Last

  • Middle

• Phone

• Email

• Address

  • Physical

  • Mailing

  • All other locations

• Policy Number

• Agency ID

• Claim Number

• Invoice Number

• Account Number

• Driver's License Number

Click the Advanced Filters button to open the Advanced Filters panel.

These filters enable you to limit search results to only clients matching certain types, statuses, or offices (if your agency has multiple offices). There is also an option to include archived clients in your search results. You can use one or more of these filters in your search:

• Include Archived Clients

  Toggle this option on to include archived clients in your search.

• Exclude Name Variants

  Toggle this option on to return only the exact name matches for your search criteria, and not name synonyms.

  For example, searching for "Tom" with this option enabled will no longer return "Thomas", or searching for a last name of "Munoz" with no longer return "Muñoz".

• Client Types

  Select Customer, Vendor, Carrier, Personal Contact, Agent/Employee, Agency Contact, Emergency Contact, or Other. You can filter by one or more client types.

• Customer Types

  You can filter by one or more of the following customer types: Personal, Commercial, Life/Health, Allow Cross-Selling, Allow Do Not Market.

• Client Statuses

  You can filter by one or more client statuses, such as Active Any client with at least one Active Policy. An Active Policy, or Policy in Force, is any policy with an active status. This includes any policy with a status of Active, Issued, New, Reinstate, or Rewrite, except for when those statuses include (pending). Polices with a status of Renew or Renew (pending), Cancel (pending), NonRenew (pending), or Replaced (pending) are also active., Prospect Clients who have not purchased insurance coverage or clients that have cancelled policies and the agency has changed the status to prospect to continue soliciting., Lead Marketing term used to describe businesses or individuals a company has identified as a potential prospect, even though they have not directly expressed any interest in the company or its products., and Dead File Status assigned to a client file that, for any number of reasons, the agency does not want to maintain as a part of the active/inactive database..

  See Name and Address Information for a description of these statuses.

• Offices

  Search for clients associated with a specific office. The Office filter is not available if you do not have multiple offices configured in HawkSoft.

  Click Clear Filters to remove all active Advanced Filters.

HawkSoft's classic ("standard") search view is available as an option for users who prefer it to the Simple Search. It has been updated to a web-based interface, with search results that match the modern look and feel of Simple Search, but still retains the classic separate search fields that some users may be more comfortable using.

To access Standard Search

1. Click from the main HawkSoft Toolbar or press F2 on your keyboard to open the Client Search dialog.

2. Click the Back to standard search link in the upper right.

   If you see "Try Simple Search" instead, this means you are already on Standard Search.

Enter any of the following search criteria:

• Last, First Name / Business

  • Enter a first and/or last name or a business name. You can also enter a preferred name in the Last, First /Business field.

    HawkSoft searches all clients for a matching name based on the following criteria you enter.

  • Starts With or Contains

    Select one of these options to specify the search parameters of the name entered in Last, First Name / Business field.

    Starts With is selected by default for Last, First Name searches, while Contains is always automatically applied for all Business Name searches.

  • Include Personal Profiles

    Check this box to include personal profiles in your search results.

    If this box is unchecked, only named insureds will appear in your search results.

• Phone Number

  Enter a whole or partial number string. HawkSoft searches all phone numbers on Client-level Contacts or Profile Contacts for a match.

• Email

  Enter a whole or partial text string. HawkSoft searches all main contacts and personal profile contacts for a matching email address.

• Address

  Enter a whole or partial text and/or number string. HawkSoft first searches for the primary mailing address field in each client, then searches additional addresses on the client such as physical address, garage address, or property addresses.

• Policy Number

  Enter a whole or partial text and/or number string. HawkSoft searches each policy within a client for a matching policy number.

• Agency ID

  Enter your agency specific identifier. An Agency ID number is specific to a client, for example it may be a finance company ID or a bond number. An Agency ID is not a policy number or a Customer ID.

  To retrieve a client using Agency ID from the search dialog, you must enter the client's exact Agency ID number.

• Customer ID

  To retrieve a client using Customer ID from the Search dialog, you must enter an exact ID number. Once you click "Search", HawkSoft immediately opens the client with the matching Customer ID.

  HawkSoft automatically assigns a unique Customer ID to each client at the time the file is created. This number is located in the upper left-hand corner of the client.

  For example, entering a "1" would return client 00000001, not a list of possible matches that include a "1".

  When retrieving a client by Customer ID, the preceding zeros are not required.
  
  For example, you can retrieve client file 00000161 by entering 161.
  

• Open in New Tab

  Select the checkbox to open a searched client in a new tab instead of replacing the currently open one. This option only appears when a client is already open, and resets to unchecked each time you open the Search dialog.

Advanced Filters

Click the Advanced Filters button to open the Advanced Filters panel.

These filters enable you to limit search results to only clients matching certain types, statuses, or offices (if your agency has multiple offices). There is also an option to include archived clients in your search results. You can use one or more of these filters in your search.

These filters are based on client information fields. You can use one or more filters in your search.

• Include Archived Clients

  Toggle this option on to include archived clients in your search.

• Exact Match Only

  Toggle this option on to display only clients that exactly match the search criteria, instead of clients that begin with or contain the search criteria.

  Example: If you have a client named Tim Johnson, and you search for a last name of "John", by default Tim will appear because his last name contains the string "John". However, if Exact Match Only is checked, Tim does not appear because HawkSoft is only searching for the exact last name of "John".

• Client Types

  Select one or more Client Types from the drop-down to filter search results to only customers with those types. Possible Client Types are Customer, Vendor, Carrier, Personal Contact, Agent/Employee, Agency Contact, Emergency Contact, or Other.

• Customer Types

  You can filter by one or more of the following customer types: Personal, Commercial, Life/Health, Allow Cross-Selling, Allow Do Not Market.

• Client Status

  You can filter by one or more client statuses, such as Active Any client with at least one Active Policy. An Active Policy, or Policy in Force, is any policy with an active status. This includes any policy with a status of Active, Issued, New, Reinstate, or Rewrite, except for when those statuses include (pending). Polices with a status of Renew or Renew (pending), Cancel (pending), NonRenew (pending), or Replaced (pending) are also active., Prospect Clients who have not purchased insurance coverage or clients that have cancelled policies and the agency has changed the status to prospect to continue soliciting., Lead Marketing term used to describe businesses or individuals a company has identified as a potential prospect, even though they have not directly expressed any interest in the company or its products., and Dead File Status assigned to a client file that, for any number of reasons, the agency does not want to maintain as a part of the active/inactive database..

  See Name and Address Information for a description of these statuses.

• Offices

  Search for clients associated with a specific office. The Office filter is not available if you do not have multiple offices configured in HawkSoft.

To change the default focus for Standard Search

You can change which of the fields the cursor defaults to for Standard Search, making it easier to start a search with your most used search criteria.

1. Click Search Settings.

   The Search Settings dialog launches.

2. Select the field you want searches to default focus to, using the drop-down menu.

3. Click Save.

4. Close and relaunch HawkSoft.

   Standard Search now defaults to your selected field when performing a Standard Search.

Once you click Search, a list of detailed results displays the clients and matching criteria.

Search results are displayed in a table listing the client information that the search matched on, and basic client contact information for each result:

• Name

• Customer ID

• Agency Info (Office, Producer, CSR, etc)

• Status

• Client Type

• Contact Info

You can expand or collapse multiple lines of information on a client result to one line using the and buttons on the left of each entry, or use the buttons in the header to expand or collapse all results at once.

If you do not find the client, you can click Insert New to insert a new client (with or without a policy), as long as you have the necessary User Permissions to insert clients.

You can click and drag on the borders between column headers to resize the search result columns. To reset columns to heir default size, click the gears button , then select Reset Column Sizes from the drop-down.

You can also hover over a piece of information to see the full details, even if it is cut off by the current column width.

To filter search results by Match Type

By default, client search displays matches from all fields. You can filter your search results to show only matches of a specific type, such as names or addresses, by clicking one of the Match Type buttons above the search results:

Not all Match Types are displayed on all searches. Only those match types with results on this search are shown.

To launch a client

To open a client from these search results, select the client and then click LAUNCH, or double click on the client in the search results.

If you have a client currently open in HawkSoft, you can check the Open in New Tab toggle to open this client in a new tab, leaving your previous client open on a separate tab. If this option is un-checked, once you click Launch, the previously opened client will close, with the client you've selected in the search results opening in its place.

The status of the Open in New Tab toggle is remembered the next time you open the Search dialog.

Once you launch a client, you can use the  Previous and  Next arrows located in the HawkSoft toolbar to browse through all of the clients from the search results as needed.