E-Signature Templates

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

Agency Setup > Correspondence Templates

See User Permissions for more information.

1. Click the  Settings icon, and then select Correspondence Templates.
2. Click the E-Signature tab.

3. Click Add.

   The Edit E-Signature Template dialog opens.

4. Enter a Template Name.

   This is the name of the template as it will appear in HawkSoft. The recipient will not see this name.

5. Optional: Enter a Subject line that will appear on the message when this template is selected.

   If the Subject is left blank, the user can enter a subject before sending the message with the documents to be signed.

   Optional: You can also use merge fields to automatically pull in relevant client, policy, or agency data into the Subject field at the time the template is chosen.

   To use merge fields

   1. Click the spot in the subject where you want to insert the merge field, and then click .

      The Select Merge Field to Insert dialog opens.

   2. Find and select your desired merge field from the dialog.

      You can use the Filter Category drop-down to change which merge fields are shown, and enter text into the Filter Fields drop-down to search for specific fields.

      1. Optional: Use the Formatting drop-down to choose how the data pulled into the merge field appears: in Upper Case, Lower Case, or Proper Case.

         For example, if you've selected a name merge field, choose Proper Case formatting to ensure the first letter in each first and/or last name pulled in is formatted in upper case, and every other letter is in lower case.

      2. User Input field only: Enter a Description to describe what the user should enter into this field.

         For example, if you want to create a User Input field to ask what the client's birth date is, you can enter "What is the client's birth date?" as the description. When a user chooses this template, a dialog will appear asking "What is the client's birth date?", with a field below for the user to enter the answer.

   3. Click Insert.

      The selected merge field is inserted into the subject at the spot where your cursor is placed.

   4. Add additional merge fields, as desired.

      The Select Merge Field to Insert dialog remains open until manually closed, making it easy to add as many merge fields as needed.

   5. Click Close to return to your E-Signature Template.

6. Optional: Type the Message to be sent when this template is selected.

   You can click to use the spell check feature.

   You can also use merge fields to automatically pull in relevant client, policy, or agency data into the Message at the time the template is chosen.

   To use merge fields

   1. Click the spot in the message where you want to insert the merge field, and then click .

      The Select Merge Field to Insert dialog opens.

   2. Find and select your desired merge field from the dialog.

      You can use the Filter Category drop-down to change which merge fields are shown, and enter text into the Filter Fields drop-down to search for specific fields.

      1. Optional: Use the Formatting drop-down to choose how the data pulled into the merge field appears: in Upper Case, Lower Case, or Proper Case.

         For example, if you've selected a name merge field, choose Proper Case formatting to ensure the first letter in each first and/or last name pulled in is formatted in upper case, and every other letter is in lower case.

      2. User Input field only: Enter a Description to describe what the user should enter into this field.

         For example, if you want to create a User Input field to ask what the client's birth date is, you can enter "What is the client's birth date?" as the description. When a user chooses this template, a dialog will appear asking "What is the client's birth date?", with a field below for the user to enter the answer.

   3. Click Insert.

      The selected merge field is inserted into the message at the spot where your cursor is placed.

   4. Add additional merge fields, as desired.

      The Select Merge Field to Insert dialog remains open until manually closed, making it easy to add as many merge fields as needed.

   5. Click Close to return to your E-Signature Template.

7. Optional: You can Attach Documents that will be included when this template is used. For example, you could include a disclaimer, agency questionnaire, or a supplemental information form.

   Attached documents can be removed before sending, if needed.

   Check with your e-signature provider for supported file types.

8. Click OK to save and close the e-signature template.
9. Click Close to exit Correspondence Templates.

1. Click the  Settings icon, and then select Correspondence Templates.

   The Correspondence Templates dialog opens.

2. Select the E-Signature side-tab.

3. Select a template from the list, and then use the following buttons as needed:

   	Click to open the Edit E-Signature Template dialog and modify the template as needed, and then click OK. See the steps in To add an E-Signature template to modify the subject, message, or attachments.
   	Click to enter a new template description.
   	Click to create a new copy of the template, and enter a new description for the copy.
   	Click to delete the template.

4. Click Close to exit Correspondence Templates.