Saving and Sharing Report Data

This article explains the different ways you can save, share, and export report data in HawkSoft, including copying data to your clipboard, saving and sharing reports with other users, printing, and exporting to CSV or AL3 format.

For more information on saving a report as a template, see Saving and Sharing 1-Click Reports.

For more information on what reports are available and to learn how to run reports, see Agency Reports Overview.

When you run a report in HawkSoft, the report is retained as a Recent Report for 7 days, allowing you to go back and view a previously run report during that time. These reports are stored to your local computer, and are only available to the user who originally ran the report.

By saving a report, you'll be able to view it from any computer where you're logged into HawkSoft, and the 7 day time limit no longer applies. The report is saved until you delete it.

Each user can have a maximum of 100 reports saved at one time. You can view the number of reports you currently have saved from the side-bar on the reports dashboard.

  1. Run a report.

    See the information in the linked articles to generate the initial report.

  2. Click the  Save Report Options button at the upper-right of the finished report, and then select  Save Report.

    The Save Report dialog opens.

  3. Enter a descriptive name for the report.

    The default name uses the base report type and the current date.

  4. Click Save Report.

    The report is added to your Saved Reports tab on the Reports dashboard.

This action is performed from the detail screen of any completed report.

Once you have drilled down into any HawkSoft report, you can copy some or all data on a report to your computer's clipboard, and paste it into a text document, email, or spreadsheet.

  1. Run a report.

  2. Use the check boxes to select the rows you want to copy.

    OR

    To copy all rows, check the box at the top of the report, next to the column headers.

  3. Right-click the selected rows, and then select Copy.

  4. Copy Selected Row(s) or Copy All Rows.

  5. Optional: Click Include Headers to include a label for each column.

  6. Click Confirm.

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

Reports > Allow exporting of Report Data

See User Permissions for more information.

When sharing reports, you could possibly be sharing client and policy information with a user who does not have permissions to those clients and policies. For example if a user doesn't have permissions to commercial lines customers, but commercial customers are included in the shared report, that user will be able to view the client and policy information of those commercial lines customers on the report. Opening clients from the report requires the appropriate permissions.

Share a saved report

To find a report to share, select one of the following options from the left-side of the Business Intelligence dashboard.

  • 1-Click Reports

  • Saved Reports

  1. Locate the report that you want to share from the list.

  2. Click the  Share Report button in the Actions column.

  3. To share the report, select one or more users from the Share Report To drop-down.

  4. Click Share.

Share from the Recent Reports list (ran in the last 7 days)

To find a recent report to share, select one from the Recent Reports list from the left-side of the relevant report tab (Quick Reports, Activity Reports, Download Reports, or Commission Reports).

Agency Intelligence and Sales and Retention reports are not available as Recent Reports.

  1. Locate the report that you want to share from the list.

  2. Click the  Save & Share button in the Actions column.

  3. To share the report, select one or more users from the Share Report To drop-down.

  4. Click Save & Share.

Share a new report

If you are sharing a new report click the  Save Report Options in the upper-right corner of the report, and then select  Save & Share.

  1. Modify the Report Title as needed.

  2. Select one or more users from the Share Report To drop-down.

  3. Click Save & Share.

The report is shared to the selected user(s) and displays on their Shared With Me list.

This action is performed from the reports dashboardon the Quick Report, Activity Report, Download Report, or Commissions Report tab.

Shared Agency Intelligence and Sales and Retention Reports are accessed from the Quick Reports tab.

  1. Select Shared With Me on the left-side of the relevant report tab (Quick Reports, Activity Reports, Download Reports, or Commission Reports).

  2. Review the reports shared to you.

    If a report has been shared with you by another user, their user name and initials will display in the Shared By column.

  3. Optional: Click the  Discard Report button to remove a shared report from your list.

    If you need to access the report again after discarding, the user who saved the report would need to share it to you again.

Once a report is shared with a team member, several actions can be performed directly from the shared report.

The following table lists the actions that users can perform on reports shared with them, provided they have the necessary permissions:

Actions that are available on a report shared with you: Actions that are unavailable on a report shared with you:

  • Refresh data on the report

  • View report parameters (how the report was run)

  • Revert to a higher-level report (for example, you are not able to undo a summary)

  • Apply filters

  • Save the report

  • Share a report with someone else

This section shows you how to tell if a report you created has been shared with other users and how to manage sharing settings to confirm access.

You can only share reports you create. If another user shares a report with you, you can't share it with others.

  1. Locate the Report on the Report Dashboard.

  2. Check the Shared column. If the report has been shared, you'll see a number indicating how many users have access.

  3. Click the Open Shared List icon.

    View the list of users who currently have access to the report.

  4. To remove a user's access, click the Delete button next to their name.

Only the first 9 columns will display on a printed report.
Before printing a report, you can customize your report view. Click Column Options to edit and/or reorganize the columns that you want to display on the printed report.

You can also create a report layout with your saved column selections to quickly change what columns are visible on your report, and in what order.

If you need to print a report with more than 9 columns of data, you can export the report to a CSV spreadsheet, then open and print the CSV from a program such as Excel.

  1. To print report data, click  Print in the toolbar at the top right of the report.

    Your browser's Print dialog opens.

  2. Optional: Modify the print settings, such as Layout, Paper Size, or Scale, as needed.

  3. Select your printer, then click Print.

For additional options when printing, export the report to a CSV spreadsheet, then open the report from Excel. This enables you to add headers to each page, add formatting, customize column width, and more.

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

Reports > Allow exporting of Report Data

See User Permissions for more information.

This option is only available on policy reports and will not appear on client reports.

HawkSoft enables you to export policy data from reports in AL3 format. This can be useful when you need to roll your book of business from one carrier to another. After exporting these policies, you can send the AL3 files to a designated carrier for quoting, making it easier to evaluate and potentially transition a large volume of policies to the new carrier.

  1. Click  Batch Actions.

  2. Select  Batch AL3 Export.

    The Batch AL3 Export dialog opens.

  3. Name your Report and click Save.

    The Batch AL3 Export List dialog opens.

  4. Click the download icon under Actions to download the batch (.zip) file.

    This button will only be available once the Status column shows the export is complete.

    Click the button to update the page and check the Status.

To access the list of AL3 Exports, go to the Report Dashboard, click More Actions, and select Batch AL3 Export Report. You can access this report at any time as needed.

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

Batch Actions > Batch AL3 Export

See User Permissions for more information.

HawkSoft enables you to export report information from HawkSoft to a CSV spreadsheet file. You can then open the exported data in a spreadsheet program, such as Microsoft Excel.

If you have an existing spreadsheet that you want to add this data to, you can right-click on the report and Copy the selected rows. This data can then be pasted into the existing spreadsheet.

See To copy report data to your clipboard for more detailed steps.

  1. Click   Export CSV.

    The Export Report dialog opens.

    By default, the spreadsheet will be named "Export-[mm/dd/yyyy]".

  2. Optional: Re-name the exported file.

  3. Optional: Select the Export for third party (includes client and policy IDs) checkbox to include the client IDs and policy numbers on the report.

  4. Optional: If you've selected specific report entries, check Export Only Selected Rows to only include the selected entries in the exported spreadsheet.

    If Export Only Selected Rows is un-checked, all entries in the report will be exported to the spreadsheet file.

  5. Click Download CSV.

    The CSV spreadsheet will be saved to your computer's local Downloads folder.

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

Reports > Allow exporting of Report Data

See User Permissions for more information.

After you save a set of columns to a report layout, you can share a copy of that layout with other users.

Users you share the layout with receive their own copy so they can make any changes they may need, without affecting your layout or the layout of any other users you shared with.

  1. From the top of any reporting dashboard, click More Options in the upper right, then select Layouts from the drop-down menu.

    The Layout Manager dialog launches.

  2. Locate the layout you want to share and click Share Layout under the Actions column to the right.

    The Share Report Layout dialog launches.

  3. Optional: Edit the Layout Title before sharing.

    This affects the title of the layout for users you share with. The title of your own layout is unaffected.

  4. Click to open the Share Layout To list, and select one or more users in your agency to share the layout to.

  5. Click Share to finalize the share process and return to the layout manager.

The following tasks require specific permissions:

• To copy report data - Reports > Allow exporting of Report Data

• To print a report - Reports > Allow exporting of Report Data

• To export as AL3 - Batch Actions > Batch AL3 Export

• To export as CSV - Reports > Allow exporting of Report Data

Permissions are needed for the type of report you are running. See Agency Reports Overview for a list of reports.

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