Formatting Emails

To complete the email details

To add merge fields

To add images/logos to email 

To add website links to an email

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

Client Actions > Action Menu

See User Permissions for more information.

During the process of sending an email, you can make modifications to the email in the HawkSoft Email message window. The following steps assume you have the HawkSoft Email message window open. For more information about the different email editor and email integration options, and required permissions for sending an email, see Email Overview.

1. From the Email Recipients dialog, select or enter the recipients of the email, and then click OK.

   Email Recipients

   You can display and select email addresses from the customer, carrier, and more using the following filters:

   You can filter for a certain name or email address by typing into the "Search Results" dialog.

   • [customer's Client Type] – This check box is determined by the Client Type selected on the Name and Address screen for the selected client. For example, if the selected client is a Customer, you will see a Customer check-box, or if the customer is a Vendor, you will see a Vendor check-box. Includes all email addresses entered for the client, including the named insured and any other personal profiles.

     See Name and Address Information for more information on Client Types and instructions on entering client contact information.

   • Policy Carrier – Includes all email addresses associated with the carrier on the selected policy. If the Client tab is selected, you will see carrier email addresses for each policy on the Client/Policy bar.

     See Editing Carrier/MGA Information for instructions on entering contact information for the carrier.

   • Policy Agent(s) – Includes email addresses for Agents 1, 2, and 3 listed on the policy, as well as the customer Producer and CSR.

   • All Users – Includes email addresses for all HawkSoft users in your agency.

     See My Account Information and Signature for instructions on entering user contact information.

   You can also see a list of email addresses associated with vendors and other carriers by checking one or both of the following boxes in the "Show emails from these Client types" section:

   • Vendor - Displays all email addresses associated with all clients in your agency designated as a Vendor.

   • Carrier - Displays all email addresses associated with all clients in your agency designated as a Carrier, as well as all email addresses entered in Carrier/MGA Setup for all carriers in your agency.

     See Insert Misc. Agency Contacts for instructions on entering contact information for Vendor and Carrier-type clients.

     See Editing Carrier/MGA Information for instructions on entering contact information for the carrier in carrier setup.

     If there are no clients in your agency designated with a Client Type of Vendor and/or Carrier, then the checkbox(es) will be disabled.

   Select a recipient from the list, and then click To, Cc, or Bcc, to insert the address in that field. Repeat this as needed to send this email to multiple contacts.

   To manually enter a recipient, type the email address in the To, Cc, or Bcc field. Use a ; semicolon to separate multiple entries.

2. Conditional: If your agency has Email Templates, select a template to use for this email and then click OK.

   • You can select **No Template** to create a blank email.

   • You can filter email templates using the Select Category drop-down.

     If you have a long list of templates, you can also search for a specific template title by entering text into the "Filter" field.

   • You can Add customer/policy information to Subject line. This will not override subject lines created by an email template, but will add this information to the subject line for blank emails or templates with no default Subject.

   • If your email integration is set to MAPI, then any HTML formatting is removed from the email template.

     See Email Templates for more information.

   The New Message window launches.

   If your User Email Preferences are set to Microsoft 365, then you may be required to sign-in to your Microsoft 365 account and authorize HawkSoft to access your Microsoft 365 account prior to completing the remaining emails details.

3. Complete the subject line and body of the email.

4. Optional: To attach a document to your email, you can drag and drop an attachment from your computer's files into the email, or click Attach to open the Windows File Explorer and search for the file to attach.

   Dragging and dropping from files not on your desktop or File Explorer, such as web mail attachments, may not work as expected. For best results, save the file to your computer before attaching to the email in HawkSoft.

5. Click Send.

   If your email integration is set to MAPI, you might need to click Allow.

6. Click Finish to close the Action menu.

   The Finalize Log dialog opens.

7. Add log comments and create a Task as needed, and then click Save Log.

   The body of the email and a link to open the email are included in the log note. The email is also listed in the Attachments list for the selected client or policy.

Merge fields are used to insert information from clients or policies into emails at the time the email is generated. For example, you can insert a merge field to include a policy number or carrier name in correspondence.

Merge fields are typically intended for use in email templates, but if you are sending an email using the HawkSoft Email Editor, you can add a merge field into a new email if needed.

Some field selections activate the Merge Field Properties dialog. Follow on-screen prompts to insert the field.

1. With the Email message window open, position your cursor where the merge field information should appear, and then click Insert > Field from the editing menu bar.

   The Select Merge Field to Insert dialog opens.

2. Select a field from the list.

   Use the Filter Fields and Filter Category to quickly find a field name.

3. Optional: If available, select a capitalization format for the field from the Formatting drop-down list.

   • Proper Case – The first letter of each word is capitalized.
   • Upper Case – All letters are capitalized.
   • Lower Case – All letters are lower case.

4. Click Insert.

   The merge field is inserted into the email and the dialog stays open to add more fields as needed.

5. Reposition your cursor to insert another merge field, as needed.
6. Click Close to exit the Select Merge Field to Insert dialog when all fields have been inserted.

To format merge fields

Edit the font, font size, or color

1. Highlight the entire field, including chevrons: <<text>>.

2. Modify the field, as needed.

   Use the Format menu or toolbar icons to apply formatting and edit the font, font size, or color.

   

3. Click Save when all changes are made.

Delete a merge field

1. Highlight the entire field, including chevrons: <<text>>.

2. Press Delete on your keyboard.

3. Click Save when all changes are made.

1. With the Email message window open, position your cursor where you want the image to appear, and then click Insert > Image.

   The Image URL dialog opens.

2. Enter the image URL.

   This must point to an image on a website, such as www.example.com/logo.jpg.
   
   Paths pointing to an image on your computer or network, such as C:\pictures\logo.jpg, will not correctly send the image.

3. Click OK.

1. With the Email message window open, highlight the text to be used for the link.

2. Click Insert > Hyperlink.

   The Hyperlink dialog box opens.

3. Select the hyperlink type from the Type drop-down list.
4. Enter the web address in the URL field.
5. Click OK.