Form Letters

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

Client Actions > Action Menu

See User Permissions for more information.

1. Retrieve a client, and then select the Client tab or a policy within that file.

   When using a template that contains policy level merge fields such as the Carrier Name or Policy Number, be sure to select a policy, not the Client tab.

2. Click Action, and then select one item in each of the first three lists to describe what prompted this transaction.

3. Select Print/Create > Letter.

   The Form Letter dialog opens.

4. Select a form letter template. For more information on Templates, see Form Letter Templates.

   Use the Select Category drop-down to filter the template list.

5. Click OK.

   A preview of the letter displays in the HawkSoft Letter Editor.

6. Modify the letter, as needed.

   See Modifying Correspondence to learn about available editing options.

7. Optional: Save an editable copy to the Attachments List that can be opened and modified in the future.

   Click File, and then check Save Editable Copy On Close.

   When the letter is printed or attached, an editable copy as well as a PDF are saved to the client file.

   Once a user selects Save Editable Copy On Close, that feature is enabled for all future letters and memos. Uncheck this option to turn this setting off for future letters.

8. Use the File menu to print and/or attach the letter.

   • Print and Close – Select to print the letter. A PDF of the letter is attached to the log note and client.

     The Print dialog opens. Modify settings as needed, and then click Print. The HawkSoft Letter Editor automatically closes.

   • Attach and Close – Select to attach a PDF to the log note and client without printing. The HawkSoft Letter Editor automatically closes.

9. Click Finish to close the Action menu.

   The Finalize Log dialog opens.

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

The letter is attached to the client as a PDF and can be accessed from within the log note or from the Attachments tab. If Save Editable Copy on Close was selected, a second copy that can be edited, is also attached.

See Attachments Overview to perform actions from the Attachments List, such as emailing the letter or sending the letter for an electronic signature.

When an editable copy of the letter is saved and attached to the Attachments List, the letter can be modified and saved as a new attachment.

1. Retrieve the client, and then select the appropriate policy, or the Client tab.
2. Select the Attachments tab.

3. Locate the editable copy of the letter.

   The Attachment File Type column identifies the editable copy as a Letter. The PDF version is identified as an Adobe Acrobat Document.

4. Double-click the editable copy.

   The letter opens in the HawkSoft Letter Editor.

5. Edit the letter, as needed.

   See Modifying Correspondence (Letters, Memos, Proposals, and Policy Overview) to learn about available editing options.

6. Use the File menu to print and/or attach the letter.

   Print and Close – Select to print the letter. An edited copy of the letter is attached to the log note and client as a new PDF file.

   The Print dialog opens. Modify settings as needed, and then click Print. The HawkSoft Letter Editor automatically closes.

   Attach and Close – Select to attach an edited copy of the letter to the log note and client as a new PDF file, without printing. The HawkSoft Letter Editor automatically closes.

7. Click Finish to close the Action menu.

   The Finalize Log dialog opens.

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

The modified letter is attached to the client as a new PDF. If "Save Editable Copy on Close" is enabled, a new .RTF file ("Letter" file) containing the modified letter is attached to the client as well.. See Attachments Overview to perform actions from the Attachments List, such as emailing the letter or sending the letter for an electronic signature.