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.
See Base Templates for more information on modifying existing memo templates.
See Form Letters and Email Overview for more information regarding creating letters and sending email.
Required Permissions
In order to complete this task, user permissions must be set to include:
Client Actions > Action Menu
See User Permissions for more information.
To create and print a memo
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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. See Base Templates for information on setting up a template.
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Click Action, and then select one item in each of the first three lists to describe what prompted this transaction.
- Select Print/Create > Memo.
- Select one of the following:
- To Insured
To Carrier
To Additional Interest
Additional Interest appears as an option only if a policy was selected in Step 1. If more than one Additional Interest exists on the policy, you will be prompted to select one.
The HawkSoft Letter Editor opens.
- Replace <<Body of Letter>> with the content of your memo.
- Optional: Save a working copy that can be opened, edited, and printed again.
Click File, and then check Save Working Copy On Close.
By default, HawkSoft attaches a copy of the memo, which cannot be edited.
Once a user selects Save Working Copy On Close, that feature is enabled for all future letters and memos. Uncheck this option to turn this setting off for future letters.
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Use the File menu to print and/or attach the memo.
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Print and Close – Select to print the memo.
The Print dialog opens. Modify settings as needed, and then click Print. The HawkSoft Letter Editor automatically closes and a PDF of the memo is attached to the log note and client.
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Attach and Close – Select to attach a PDF to the log note and client file without printing. The HawkSoft Letter Editor automatically closes.
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Click Finish to close the Action menu.
The Finalize Log dialog opens.
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Add log comments and create a Task as needed, and then click Save Log.
The memo is attached to the client file as a PDF and can be accessed from within the Log Note or from the Attachments tab.
When your agency creates forms associated with a policy, HawkSoft uses the Writing Carrier in the form's "Carrier Name" field by default. If no Writing Carrier has been selected on the policy, HawkSoft will use the Program Name. If neither a Writing Carrier nor a Program Name have been selected on the policy, HawkSoft will use the Carrier/MGA Display Name.
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