Email 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.
General notes on Email
When emails are sent using HawkSoft, a log note is created documenting the date, time, sender, recipient, and content of the email. In addition, the email is automatically attached to the selected client or policy as an .MSG or .EML email attachment, and can be accessed from the Attachments list as well as from the associated log note.
For email files to automatically attach to log notes and to the Attachments List, your agency administrator must enable the Auto Attach Sent Emails setting in General Settings. The instructions in this article assume that you have the setting turned on.
If Auto Attach Sent Emails is disabled, the contents of the email will still automatically be copied to the log note; however, HawkSoft will not create and attach an .MSG file to the client/policy.
User Email Integration
Prior to creating and sending emails, each HawkSoft user needs to configure their Email settings to link their HawkSoft user profile with your email provider.
Email Templates
HawkSoft enables you to create Email Templates for composing standardized emails to send to clients. These emails can include fields that merge in the appropriate data from the client or policy that you send the email from, saving you time and avoiding transcription errors.
Sending emails from HawkSoft
HawkSoft's email integration enables you to send an email from a client, which creates a log note on the client/policy for automatic documentation. This can save time and ensure that emails sent to clients are logged properly. A copy of the attached email is created in the Attachments tab for easy review of sent emails. You can also start an email from an item in the Attachments tab, to automatically include it as an attachment on the email.
This article explains the steps to email a client from the action menu, the client view, or the attachments tab.
Compose emails with Microsoft Office 365
Sending emails in HawkSoft through Microsoft 365 is done much like any other email integration type. However, there are few things to be aware of before sending emails with this integration type.
This article discusses the differences and important information to be aware of when sending emails from HawkSoft using Microsoft 365.
This information applies to the Microsoft 365 integration type, not "Microsoft 365 (HawkSoft Editor)". See User Email Integration for more information about selecting and configuring an email integration type.
Compose emails with Microsoft 365
Formatting email
HawkSoft enables you to make formatting changes and insert merge fields and logos into your emails when using the HawkSoft Email Message window.
This article describes the various formatting options available when modifying emails within HawkSoft, and the fields you will fill out when completing the details of an email.
The information in this article applies to emails created with the HawkSoft Email Editor. If your email integration is set to "Classic Outlook (Local)", "Microsoft 365", or "Microsoft 365 with Entra/Intune" (not "Microsoft 365 (HawkSoft Editor)", for which the information in this article does apply), formatting options may differ and merge fields are unavailable outside email templates. See User Email Integration for more information on integration types and the editor each type uses.
Drag and Drop received emails into a client
Although emails are not received by HawkSoft, you can drag and drop emails from most email programs (such as Outlook or Thunderbird) into the Attachments list on a client or policy.
Once the email is in the Attachments list, you can open the email for viewing, and reply to or forward the email. See Email Overview for more information.
This article explains how to drag and drop an email from an email program into a client in HawkSoft.
Drag and Drop emails into a client
Replying to or forwarding an attached email
HawkSoft enables you to open, and reply to or forward, an email from the Attachments list or from a log note. When replying to an email attached to a log note, a new log note is created and linked to the original log note.
This article explains the steps to reply to or forward an email attached in HawkSoft from an associated log note, or from the attachments list.
Replying to or forwarding an attached email
Sending multiple emails in a batch
You can configure Batch emailing for specific users. Once set up, HawkSoft enables mass emailing to customers and prospects in conjunction with HawkSoft Reports.
This article provides instructions on how to configure Batch Email in your own user preferences.
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.
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