Data Replace

Because of the possibility of making unintended changes to your client database, always thoroughly and carefully review the report you want to run a Data Replace on before performing the replace.

1. Run a report containing the clients or policies you wish to run a Data Replace on.

   You can run this report from Quick Reports, Agency Intelligence, or Sales & Retention.

   Running a Policy report enables you to replace both Client and Policy data simultaneously.

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

   For example, if you want to update policy carrier data, you can summarize a report by Carrier, and then run a data replace on policies for each carrier, as needed.

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

3. To run a data replace on all clients and/or policies visible on the report, click  Batch Actions in the reports toolbar, and then select Data Replace.

   OR

   To run a Data Replace on specific customers or policies, select one or more items, and then right-click and select Data Replace

   To make changes for carrier related fields, select one specific carrier at a time.

   The Data Replace dialog opens.

4. Check the boxes of the Client Data and/or Policy Data to be replaced, and then click Next.

   Client Data - Replaces data only at the client level (fields on the Name and Address screen).

   For example, you might run a policy level report on all Commercial policies and want to replace the Client Office for those policies. In this case, you would check the Client Office box from the Client Data column.

   Policy Data - Replaces data at the Policy level (i.e. Policy Source, Policy Office, Writing Carrier/NAIC, and Agent).

5. For each field data you want to replace, click on the field, and then select the new desired value.

   Details about specific fields

   Data Replacing some fields requires additional consideration.

   • Writing Carrier/NAIC, Program, Agent Code, and Application Type can be replaced one carrier at a time. To replace these fields across multiple carriers, run multiple data replaces.

   • When data replacing Policy Status, your selection in the When Policy Status is field determines what options are available in the Replace Policy Status With field. For example, when you are Data Replacing Expired policies you can select Cancelled, Replaced, or DeadFile as the new status.

   • The Policy Status Date can only be data replaced if you are also replacing Policy Status.
     

6. When you have finished and you are ready to review the data that will be replaced, click the Next button.

7. Optional: Click the Title field, and then edit the name for this Data Replace.

   This title will be visible when viewing previous Data Replaces, and will make it easier to find the completed data replacement to revert these changes if needed.

8. Review the list of clients or policies that will be impacted, and the list of data that will be replaced by the data listed above the summary table, then click the Confirm button.

   A confirmation message will appear, telling you that HawkSoft has begun updating clients and policies. You can check on the status of this Data Replace by following the steps in the next section.

   Archiving clients will prevent them from showing on reports. Mass archiving can impact historical reporting.
   
   Instead of archiving clients, consider updating their Client Status to DeadFile. DeadFile clients will not show up on Agency Intelligence or Sales & Retention reports, but they are still reportable using the All Clients Quick Report.

   If the Data Replace has an error, you can Revert it. Depending on the error, you may try reprocessing it, running it again, or modifying the parameters first. If you are unsure, consider contacting Product Support.

HawkSoft allows you to view all Data Replaces that your agency has run, including a full list of which clients and policies were affected, and the replaced data.

1. Open the HawkSoft Business Intelligence webpage using one of the two methods:

   1. Navigate to https://reports.hawksoft.app/ in your web browser, and log in using your HawkSoft credentials.

   2. Select the Reports menu inside the HawkSoft desktop application, and then choose Quick Reports, Agency Intelligence, or Sales & Retention.

2. Click the  More Options button at the top-right, and then select Data Replace Batch Processes.

   The Data Replace Batch Processes dialog opens on the webpage, and displays a table of all Data Replaces previously run by the agency.

3. Click on a specific Data Replace to see more details about the clients or policies included in the replace, what was changed, and verify that the data has been replaced as you intended.

HawkSoft displays the status of each Data Replace that has been run at your agency, and will specify if any errors occurred. You can click on a Data Replace to see a list of all clients or policies impacted by the Data Replace.

Data Replaces have a Status of Created while they are running, and a status of Completed after HawkSoft has confirmed that all data has been updated.

HawkSoft enables you to revert the changes made to clients or policies by a Data Replace. You might need to revert a Data Replace if you discover later that the data changed was erroneous, or if you notice the wrong clients or policies were included in the replace.

You can only revert a Data Replace that was run within the past 10 days.

HawkSoft will not revert any client or policy where a replaced field was updated after the Data Replace was run.

Example: You've run a Data Replace on 100 clients to replace the Client CSR field. Before you are able to revert the Data Replace, the Client CSR field gets updated on one of these clients. HawkSoft will revert the Data Replace on the 99 clients that haven't been manually changed, but skip the one client that was manually changed.

1. Open the HawkSoft Business Intelligence webpage using one of the two methods:

   1. Navigate to https://reports.hawksoft.app/ in your web browser, and log in using your HawkSoft credentials.

   2. Select the Reports menu inside the HawkSoft desktop application, and then choose Quick Reports, Agency Intelligence, or Sales & Retention.

2. Click the  More Options button at the top-right, and then select Data Replace Batch Processes.

   The Data Replace Batch Processes dialog opens on the webpage, and displays a table of all Data Replaces previously run by the agency.

3. Next to the Data Replace you wish to undo, click the  Revert this batch process button in the Actions column.

   A confirmation dialog appears asking if you are sure you want to revert this Data Replace.

4. Click the Confirm button.

   HawkSoft will set the Data Replace's Status to Revert and will create another Data Replace, which you can review by clicking the  Expand button next to the Data Replace you reverted.

If any client or policy was not reverted successfully, you will see an Error status. Click the Data Replace to see which clients or policies were not reverted, along with a message explaining why. A summary of each Data Replace is retained indefinitely, while detailed data is retained for one year.