HawkSoft provides a variety of ways in which users can correspond with customers, prospects, and other contacts entered into the HawkSoft database.
Emails, letters, memos, proposals, and text messages can be created, and then printed and/or sent from the client files using the Action menu. Data from client files can be inserted into correspondence using merge fields.
These correspondences will be documented and attached to the client file. This is important for future reference, as well as Errors & Omissions concerns. See Correspondence Setup Overview for more information.
Some template setup is necessary to get the most from these correspondence features. See Correspondence Setup Overview for more information.
Text Messages
If your agency is looking to deliver real-time customer service to your clients, it's hard to beat the convenience of text messaging. HawkSoft offers two options for text messaging:
- HawkSoft Text Messaging: Enables real-time text message conversations with clients from HawkSoft. A subscription to this feature can be purchased through the Marketplace.
- Email-to-SMS: Sends text messages to clients via email in HawkSoft. Replies from clients are sent back to an email address. This option requires a paid subscription from a supported Email-to-SMS provider.
Form Letters
HawkSoft enables you to merge client and policy information from the client into a letter, modify the letter as needed, and attach a copy for documentation purposes.
Once a letter is attached to the client, you can perform actions from the Attachments List, such as emailing the letter or sending the letter for an electronic signature.
This article explains how to create and edit a letter from a client using a previously created form letter template.
See Form Letter Templates for information on creating templates using the HawkSoft Letter editor.
Microsoft Word Form Letters
Batch Letters
HawkSoft's Batch Letters feature enables your agency to print a batch of letters for all (or selected) clients on a report using the same template.
Mailing Labels
You can print mailing labels by exporting a list of customers, and then use the Mail Merge feature in Microsoft Word.
Memos
HawkSoft enables you to use pre-formated templates to create memos intended for an insured, company, or additional interest as the recipient. Each template contains relevant merge fields, depending on the recipient of the memo.
Additional correspondence that does not fit into one of these three categories should be created using a form letter or email.
Proposals
HawkSoft enables you to create proposals to market or re-market to prospective and existing clients.
HawkSoft includes three types of documents that together, create a proposal. Each of these documents are based on a customizable template.
- Cover Letter – A basic letter template.
- Line of Business – The lines of business in a proposal template include the ACORD Terms and Definitions, where applicable, and merge fields to insert data from client or policy files.
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Post Letter – The post letter is blank by default and is fully customizable.
This article explains how to create proposals in HawkSoft using these three templates.
Policy Overview Summaries
Policy summaries are documents that describe the policies in varying levels of detail. The Policy Overview is a simplified summary with carrier, term, and coverage information.
Client, Policy, and Claims Summaries
Modifying Correspondence (Letters, Memos, Proposals, and Policy Overview)
HawkSoft enables you to make formatting changes and insert merge fields, signatures, and other elements into your letters, memos, proposals, and the Policy Overview.
Modifying Correspondence (Letters, Memos, Proposals, and Policy Overview)
The HawkSoft email feature enables you to create and send emails from within a client or policy, and keep a documented history of those emails by automatically logging and attaching them to the relevant client/policy.
HawkSoft is able to integrate with the Outlook desktop application, Microsoft Office 365, or Gmail accounts directly, and with most other email providers by using SMTP configuration.
The following articles will help you learn how to configure your email integration and leverage the email features in HawkSoft.
Batch Emailing
The HawkSoft Batch Emailer enables you to send the same email to a designated group of clients all at once, saving you time with customer communications. The Batch Emailer is accessed through HawkSoft Reports, enabling you to quickly select which contacts to send your batch email to by running a report based on your desired criteria.
This article describes how to use a report to send an email to a large list of customers or prospects with a single action.
Modifying Email
HawkSoft enables you to make formatting changes and insert merge fields, logos and other elements to your emails.
Merge Field Descriptions
The HawkSoft Letter Editor enables you to create form letters and other types of correspondence. You can add HawkSoft merge fields that pull information from clients and policies into correspondence templates and letters.
This article describes each HawkSoft merge field used in the letter editor. Each merge field represents the information that appears in the finished letter.