Creating a Batch Log Note

HawkSoft enables you to create a batch log note for selected clients from your reports. When creating a batch log note, you can set a Task for further action. This will create an identical copy of the log note and task on each policy listed in the report, enabling you to create multiple identical logs and/or tasks all at once. Additionally, you can apply a client tag to each client the batch log note is applied to.

For example, you might run a report that includes all clients with policies set to renew in the next 30 days. You could then run a batch log note on the policies in this report and set a Task for an agent/producer to contact each client and conduct an annual review.

This article explains how to create a batch log note for selected clients, and to optionally create a Task.

To create a batch log note

1. Run a report containing the clients or policies you wish to create batch logs for.

   You can run this report from Quick Reports, Activity Report, or Download Report, or by drilling into a detailed report from Agency Intelligence or Sales & Retention.

2. Optional: Use Summarize, New Report From Selection, or Filters, as needed, to narrow down your report results.

   For more information on summarizing and filters, seeCustomize, Summarize, and Filter Report Data.

3. Optional: Select any number of rows on the report. You will have the option to create batch logs for only these selected rows in a later step.

   To quickly select a range of rows, you can click the first row, hold Shift on your keyboard, and then click the last row to select a range of rows.

4. Select Batch Actions from the report toolbar, then select  Batch Log / Task / Client Tag.

5. Conditional: If you selected rows on the report, select whether to create a log note for All Rows or only for Selected Rows.

6. Conditional: If you ran a policy report, then select One Log per Client or per Policy.

   One Log per Client is the default selection and prevents HawkSoft from creating multiple log notes on the same client, if they are listed multiple times on the report.

7. Optional: Click + Add Task and then enter the task details as needed to create a Task associated with each created log note.

   When running a policy report, you can use a Due Date Rule to set the Due Date for each Task based on a date from the policy. This includes the Policy's Effective Date, Expiration Date ,Status Date, and Inception Date. For more information about Due Date Rules, see To create a Task Template.

8. Enter a log note that will be added to each client or policy in this batch action.

   Log Templates are not available when creating batch log notes.
   Attachments cannot be added to batch log notes.

9. Optional: Select any number of Activity Tags.

10. Optional: Add a Client Tag to each client you are creating a log note for.

    To add a Client Tag

    1. Click Add Client Tag.

    2. Select a Categoryfrom the drop-down.

    3. Optional:Type in a Reason.

    4. Optional: Check the Tag can only be edited / archived by current user box.

    5. When you are finished creating the Client Tag, click Save.

    The Add Client Tag button includes a red dot to indicate that one or more client tags will be included with this batch log note.

    For more information, seeClient Tags

11. When you are finished, click Create Logs.

You will receive a message confirming Batch Logs created successfully.

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