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.

For example, you might want to create a Renewal Letter to all insureds renewing next month, or a Cancel Letter to all insureds who canceled last month. Each letter can include specific client and policy information depending on the merge fields inserted in the selected letter template.

To print Batch Letters from a report, your agency must first create Form Letter Templates.

This article explains how to print a batch of letters from a report.

To print batch letters

1. Run a report that includes the clients or policies you want to print letters for.

   For more information on running reports, see Agency Reports Overview.

2. Conditional: Click to select each item on the report that you want to print batch letters for.

   You can use shift+click to select a range of rows. Selecting no entries will print a batch letter for all entries on the report.

3. Select Batch Actions from the report toolbar, and then select Batch Letter.

   The Batch Letter dialog launches.

4. Enter a Batch Letter Description.

5. Click Save.

   The Print Form Letters tool launches.

6. Select a Form Letter template to use.

   See Form Letter Templates to learn how to create consistent letters for your agency.

7. Optional: Check the box for Add log text for each Letter Printed to add additional information to the resulting log note which will be saved to each client/policy.

   Enter the text in the field below the checkbox.

8. Optional: Check Create Task for each Letter Printed to create a task for each letter which will be added to the log note in each client/policy.

   1. Select a task category from the Category drop-down to categorize the tasks created from this batch.

   2. Select a user or role from the Assign User drop-down to assign the tasks to.

      Tasks created by the Batch Letters process can only be assigned to a single user.

   3. Enter a Due Date for these tasks, or click the down arrow on this field to open a date selector.

      You can leave the due date blank to create tasks with no specific due date.

   4. Select the Priority for these tasks.

9. Click OK to print the batch of letters.

   OR

   1. Click Preview to see the letters before printing.

      After processing, the letters open in the HawkSoft Letter Editor.

   2. Use the Next and Previous buttons in the toolbar to examine different letters in the batch.

   3. Click Print to print the batch.

   Your device's Print dialog launches to complete printing.

You can run Activity Reports and filter for the "Letter" action to review previously printed letters. However, this will also include individual letters printed from the action menu.

Batches of letters can be distinguished by the log time stamp, which is roughly the same for all letters in a batch, or by log text you may have chosen to add.

Mailing Labels

At this time, Batch Letters does not support the creation of mailing labels or envelopes.

See Mailing Labels for instructions on exporting your reports to create mailing labels using Microsoft Word.