Merge Field Descriptions
The HawkSoft Letter Editor enables you to create form letters and other types of correspondence. You can add HawkSoft merge fields that pull information from clients and policies into correspondence templates and letters.
This article describes each HawkSoft merge field used in the letter editor. Each merge field represents the information that appears in the finished letter.
See Correspondence Setup Overview for details on creating correspondence templates.
Required permissions
In order to complete this task, user permissions must be set to include:
Agency Setup > Correspondence Templates
See User Permissions for more information.
Merge Field Descriptions
The available merge fields are listed below the following categories in the Filter Category drop-down. To add custom merge fields to correspondence, see Modifying Correspondence.
Agency
These merge fields pull data from the Agency Information dialog.
See Agency Information Setup for more information.
Agency fields
| <<Agncy_Address>> | Agency Street Address or PO Box |
| <<Agncy_City>> | Agency City |
| <<Agncy_Email>> | Agency Email Address |
| <<Agncy_Fax>> | Agency Fax Number |
| <<Agncy_LicNum>> | Agency License Number |
| <<Agncy_Name>> | Agency Name |
| <<Agncy_Phone>> | Agency Phone Number |
| <<Agncy_State>> | Agency State |
| <<Agncy_Zip>> | Agency Zip Code |
Client
These merge fields pull data from the Client Name and Address screen.
See Name and Address Information for more information.
The Client CSR Signature and Client Producer Signature fields are available only when creating form letters.
Client fields
| <<Cli_Address>> | Client Street Address or PO Box |
| <<Cli_Address2>> | Additional space for Client's street address or PO Box |
| <<Agency_ID>> | Client Agency ID (this field must be enabled in General Settings) |
| <<Cli_Email>> | Client Email(s) |
| <<Cli_HomeEmails>> | Client Home Email(s) (multiple Home email addresses) |
| <<Cli_OtherEmails>> | Client Other Email(s) (multiple Other email addresses) |
| <<Cli_WorkEmails>> | Client Work Email(s) (multiple Work email addresses) |
| <<Cli_BusDBAName>> | Business DBA Standard business abbreviation for Doing Business As. Name |
| <<Cli_BusName>> | Business Name |
| <<Cli_CellPh>> | Client Cell Phone Number |
| <<Cli_City>> | Client City |
| <<Cli_CSRSignature>> | Client Producer Signature |
| <<CLI_ProducerSignature>> | Client Producer Signature |
| <<CSR>> | CSR (3 character user ID) |
| <<CSRFull>> | CSR (Full Name) |
| <<CSRCellPhone>> | CSR Cell Phone Number |
| <<CSREmail>> | CSR Email Address |
| <<CSRFirstName>> | CSR First Name |
| <<CSRHomePhone>> | CSR Home Phone |
| <<CSRWorkPhone>> | CSR Work Phone |
| <<Cust_ID>> | HawkSoft assigned Customer ID |
| <<Cli_Fax>> | Client Fax Phone Number |
| <<Cli_FeinNum>> | Client Federal Tax ID Number |
| <<Cli_First>> | 1st Named Insured First Name |
| <<Cli_First2>> | 2nd Named Insured First Name |
| <<Cli_Phone>> | Client Home Phone Number Phone |
| <<Cli_Last>> | 1st Named Insured Last Name |
| <<Cli_Last2>> | 2nd Named Insured Last Name |
| <<Cli_LicenseNum>> | Client's business license number |
| <<Cli_MsgPh>> | Client Message Phone Number |
| <<Cli_Middle>> | 1st Named Insured Middle Name |
| <<Cli_Middle2>> | 2nd Named Insured Middle Name |
| <<Cli_NAICSCd>> | Client NAICS Code Number (North American Industry Classification System) |
| <<Cli_NAICS>> | Client NAICS Description |
| <<Cli_NamedInsureds>> | Business or First & Last Name of 1st & 2nd Named Insured |
| <<Cli_NamedInsuredsAll>> | Business or First & last names of all named insureds (if all last names are the same, the last name will print with the last named insured) |
| <<Cli_Name1>> | 1st Named Insured |
| <<Cli_Name2>> | 2nd Named Insured |
| <<Cli_NamedInsuredsContacts>> | First & Last Name of 1st & 2nd Named Insured |
| <<Cli_NamedInsuredsContactsAll>> | First & last names of all named insureds (if all last names are the same, the last name will print with the last named insured) |
| <<Cli_FirstNames>> | First Name of 1st & 2nd Named Insured |
| <<Cli_NamedInsuredsAllFirstNames>> | First names of all named insureds |
| <<Cli_FirstNamesPreferred>> | Preferred names of the 1st & 2nd Named Insured |
| <<Cli_NamedInsuredsAllPreferred>> | Preferred names of all named insureds (if a named insured does not have a preferred name, that named insured’s first name will print) |
| <<Cli_OtherPh>> | Client Other Phone Number |
| <<Cli_Pager>> | Client Pager Phone Number |
| <<Cli_Preferred1>> | Preferred name of the 1st Named Insured |
| <<Cli_Preferred2>> | Preferred name of the 2nd Named Insured |
| <<Cli_PrimaryEmail>> | Client's Primary email address |
| <<Cli_ProducerSignature>> | Client Producer signature |
| <<Cli_HomeEmail>> | Client Home Email (1st Home email address listed) |
| <<Cli_OtherEmail>> | Client Other Email (1st Other Email Address listed) |
| <<Cli_PrimPh>> | Client Primary Phone Number (1st Phone Number listed) |
| <<Cli_WorkEmail>> | Client Work Email (1st Work Email Address listed) |
| <<Producer>> | Producer 3 character user ID |
| <<ProducerFull>> | Producer Full Name |
| <<ProducerCellPhone>> | Producer Cell Phone Number |
| <<Producer Email>> | Producer Email Address |
| <<ProducerFirstName>> | Producer First Name |
| <<ProducerHomePhone>> | Producer Home Phone Number |
| <<ProducerWorkPhone>> | Producer Work Phone Number |
| <<Cli_State>> | Client State |
| <<Cli_Title>> | Title for first Named Insured |
| <<Cli_Title2>> | Title for Second Named Insured |
| <<Website>> | Client Website |
| <<Cli_WorkPh>> | Client Work Phone Number |
| <<Cli_Zip>> | Client Zip Code |
<<CLI_MiscL##>> appear in the Client Filter Category as a merge code if you have set up Client Miscellaneous Information. These merge fields pull from the Client Misc Info dialog. See Client Custom Fields for details.
Carrier
These merge fields pull data from Carrier Setup.
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.
See Carrier Setup Overview for more information.
Carrier fields
| <<Comp_Address>> | Carrier Address |
| <<Comp_City>> | Carrier City |
| <<Comp_ClaimPhone>> | Carrier Claims Phone Number |
| <<Comp_Name>> | Carrier Name |
| <<Comp_CustPhone>> | Carrier Customer Service Phone Number |
| <<Comp_Email>> | Carrier Email Address |
| <<Comp_Fax>> | Carrier Fax Number |
| <<Comp_Note>> | Carrier Notes |
| <<Comp_State>> | Carrier State |
| <<Comp_UnderPhone>> | Carrier Underwriting Phone Number |
| <<Comp_WebSite>> | Carrier Website |
| <<Comp_Zip>> | Carrier Zip Code |
Lists
These merge fields pull data from various lists throughout HawkSoft. These list merge fields are also available below their relevant category. For example, <Driver List> is also found in the Policy category.
List fields
| <<AI_List>> | Additional Interest List |
| <<Contact_List>> | Contact List |
| <<Coverage_Summary_List>> | Coverage Summary List |
| <<Driver_List:secure>> | Driver List (secure) |
| <<Driver_List>> | Driver List |
| <<Hazard_Detail_List>> | Hazard Detail List |
| <<Hazard_Summary_List>> | Hazard Summary List |
| <<Location_List>> | Location List |
| <<Policy_Summary_List>> | Policy Summary List |
| <<Premium_Detail_List>> | Premium Detail |
| <<Schedule_Detail_List>> | Schedule Detail List |
| <<Schedule_Summary_List>> | Schedule Summary List |
| <<Vehicle_List>> | Vehicle List |
| <<Work_Hazard_Detail_List>> | Workers Compensation Hazard Detail List |
| <<Work_Hazard_Summary_List>> | Workers Compensation Hazard Summary List |
Miscellaneous
These merge fields pull data from the Mailing Address section, accessed from the Client Name and Address screen.
See Name and Address Information for more information.
Misc fields
| <<To_Address>> | To Address |
| <<To_Address2>> | To Address 2 |
| <<To_City>> | To City |
| <<To_Name>> | To Name |
| <<To_State>> | To State |
| <<To_Zip>> | To Zip |
| <<Today>> | Today's Date |
Person
These merge fields pull data from the Add/Edit Personal Profile dialog, accessed from the Client Name and Address screen.
When you insert a merge field from this category, you will be prompted to select which profile you want to pull data from, if more than one Personal Profile exists on the selected client.
See Name and Address Information for more information.
Personal Profile fields
| <<PP_Anniversary>> | Personal Profile Anniversary |
| <<PP_DoB>> | Personal Profile Date of Birth |
| <<PP_Education>> | Personal Profile Level of Education |
| <<PP_Employer>> | Personal Profile Employer |
| <<PP_Name>> | Personal Profile First and Last Name |
| <<PP_email>> | Personal Profile Email |
| <<PP_First>> | Personal Profile First Name |
| <<PP_Phone>> | Personal Profile First Phone Number |
| <<PP_Gender>> | Personal Profile Gender |
| <<PP_Hobbies>> | Personal Profile Hobbies |
| <<PP_Income>> | Personal Profile Income |
| <<PP_Last>> | Personal Profile Last Name |
| <<PP_License>> | Personal Profile Driver License Number |
| <<PP_LicenseState>> | Personal Profile Driver License State |
| <<PP_MaritalStatus>> | Personal Profile Marital Status |
| <<PP_Occupation>> | Personal Profile Occupation |
| <<PP_Relationship>> | Personal Profile Relationship to Insured |
| <<PP_Residence>> | Personal Profile Residence |
Policy
These merge fields pull data from the Policy Information screen.
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.
See Policy Information for more information.
Policy fields
| <<Pol_AccountNum>> | Policy Account Number |
| <<AI List>> | Additional Interest List |
| <<Pol_Address>> | Policy Garaging Address |
| <<Pol_Agent>> | Policy Agent 1 - Three-character User ID |
| <<Pol_AgentFull>> | Policy Agent 1 - Full Name |
| <<Pol_AgentCellPhone>> | Policy Agent 1 - Cell Phone Number |
| <<Pol_AgentEmail>> | Policy Agent 1 - Email Address |
| <<Pol_AgentFirstName>> | Policy Agent 1 - Full Name |
| <<Pol_AgentHomePhone>> | Policy Agent 1 - Home Phone Number |
| <<Pol_AgentSignature>> | Policy Agent 1 - Signature |
| <<Pol_AgentWorkPhone>> | Policy Agent 1 - Work Phone Number |
| <<Pol_Agent2>> | Policy Agent 2 - Three-character User ID |
| <<Pol_Agent2Full>> | Policy Agent 2 - Full Name |
| <<Pol_Agent2CellPhone>> | Policy Agent 2 - Cell Phone Number |
| <<Pol_Agent2Email>> | Policy Agent 2 - Email Address |
| <<Pol_Agent2FirstName>> | Policy Agent 2 - First Name |
| <<Pol_Agent2HomePhone>> | Policy Agent 2 - Home Phone Number |
| <<Pol_Agent2Signature>> | Policy Agent 2 - Signature |
| <<Pol_Agent2WorkPhone>> | Policy Agent 2 - Work Phone Number |
| <<Pol_Agent3>> | Policy Agent 3 - Three-character User ID |
| <<Pol_Agent3Full>> | Policy Agent 3 - Full Name |
| <<Pol_Agent3CellPhone>> | Policy Agent 3 - Cell Phone Number |
| <<Pol_Agent3Email>> | Policy Agent 3 - Email Address |
| <<Pol_Agent3FirstName>> | Policy Agent 3 - First Name |
| <<Pol_Agent3HomePhone>> | Policy Agent 3 - Home Phone Number |
| <<Pol_Agent3Signature>> | Policy Agent 3 - Signature |
| <<Pol_Agent3WorkPhone>> | Policy Agent 3 - Work Phone Number |
| <<Pol_AgentCode>> | Company Agent Code |
| <<Pol_Application Type>> | Application Type field on General Policy Information screen |
| <<Pol_City>> | Policy Garaging City |
| <<Pol_Company>> | Company Name - HawkSoft will use Formal Name OR Program Name if Use Program as Formal Name is checked |
| <<Pol_CompanyUnique>> | Unique Company Name |
| <<Contact List>> | Contact List |
| <<POL_County>> | County |
| <<Coverage Summary List>> | Policy Coverage Summary List |
| <<Driver List>> | Policy Drivers list (personally identifiable information unmasked) |
| <<Driver List:secure>> | Policy Drivers list (Personally identifiable information masked) |
| <<Pol_EffectDate>> | Policy Effective Date |
| <<Pol_ExpireDate>> | Policy Expiration Date |
| <<Hazard Detail List>> | Policy Hazard List |
| <<Hazard Summary List>> | Policy Hazard Summary List |
| <<Pol_InceptDate>> | Policy Inception Date |
| <<Pol_LOBs>> | Lines of Business Codes |
| <<Pol_LOBDescriptions>> | Lines of Business Descriptions |
| <<Location List>> | List of Locations |
| <<Pol_NAICCode>> | Policy NAIC (National Association of Insurance Commissioners) code |
| <<Policy_Form>> | Policy Form |
| <<Pol_PolNum>> | Policy Number |
| <<Policy Summary List>> | Policy Summary List |
| <<Pol_Title>> | Policy Title |
| <<Pol_State>> | Policy State |
| <<Pol_Premium>> | Policy Current Rate |
| <<Premium Detail List>> | Premium Detail List |
| <<Pol_Program>> | Program Name |
| <<Quoted_Premium>> | Quoted Premium |
| <<Schedule Detail List>> | Schedule Detail List |
| <<Schedule Summary List>> | Schedule Summary List |
| <<Pol_Source>> | Policy Source |
| <<Pol_St>> | Policy Garaging State |
| <<Pol_Status>> | Policy Status |
| <<Pol_StatDate>> | Policy Status Date |
| <<Pol_Term>> | Policy Term Period (e.g. 6 months, 12 months) |
| <<Vehicle List>> | Policy Vehicle List |
| <<Work Hazard Detail List>> | Workers Compensation Hazard Detail List |
| <<Work Hazard Summary List>> | Workers Compensation Hazard Summary List |
| <<Pol_Zip>> | Policy Garaging Zip Code |
User
These merge fields pull data from the User Profile screens.
See Manage Agency Users for more information.
User fields
| <<User_Address>> | Address of User who is logged into HawkSoft |
| <<User_City>> | City of User who is logged into HawkSoft |
| <<User_Email>> | Email Address of User who is logged into HawkSoft |
| <<User First>> | First Name of User who is logged into HawkSoft |
| <<User Initials>> | 3 character User ID of User who is logged into HawkSoft |
| <<User Name>> | Full Name of User who is logged into HawkSoft |
| <<User_Notes>> | Notes found in the User List of User who is logged into HawkSoft |
| <<User_Phone1>> | 1st Phone Number of User who is logged into HawkSoft |
| <<User_Phone2>> | 2nd Phone Number of User who is logged into HawkSoft |
| <<User_Phone3>> | 3rd Phone Number of User who is logged into HawkSoft |
| <<User_PhoneTitle1>> | Title (e.g. home, work, etc.) of 1st Phone Number of User who is logged into HawkSoft |
| <<User_PhoneTitle2>> | Title (e.g. home, work, etc.) of 2nd Phone Number of User who is logged into HawkSoft |
| <<User_PhoneTitle3>> | Title (e.g. home, work, etc.) of 3rd Phone Number of User who is logged into HawkSoft |
| <<User_Signature>> | User Signature |
| <<User_State>> | State of User who is logged into HawkSoft |
| <<User_Zip>> | Zip Code of User who is logged into HawkSoft |
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