Base Templates
Base Templates are the foundational templates used to create standardized email and letter templates. They provide the core structure, formatting, and styling elements that ensure consistency across all other email and letter templates. In addition to serving as the starting point for new email and letter templates, base templates are also used directly for memos and Policy Overview documents.
The Base Templates can be modified to meet the needs of your agency. For example, you can set up the Base Email Template to always include the customer’s name and policy number in the Subject line using merge fields. When creating a new email template, those merge fields will already be included on the template, saving you time.
HawkSoft comes with four default base template types that can be edited to suit your agency’s needs:
| Base Template | Purpose |
|---|---|
| Base Email Template | Provides the basic formatting for all email templates. |
| Base Form Letter Template | Provides the basic formatting for all form letter and proposal templates. |
| Memos | Provides the layout for the three memo formats available in CMS: Memo to Additional Interests, Memo to Company, Memo to Insured. You don't need to create an additional memo template. |
| Policy Overview | This is a simplified summary of the policy that describes the carrier, lines of business, coverages, and effective dates for a policy. This template determines how the Policy Overview will appear when printed from a policy. You don't need to create an additional Policy Overview template. |
This task is typically performed by an Owner/Administrator or Manager.
Because Email and Letter Base Templates provide the starting point for any new email and letter templates, they should be configured to fit general correspondence needs. For more information on creating specific correspondence templates, please see the Correspondence Setup Overview.
Required Permissions
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.
This template provides the layout and formatting for all new email templates created in HawkSoft.
Click the
Settings icon, and then select Correspondence Templates.
The Correspondence Templates dialog opens.
Select Base Templates.
The list of Base Templates is displayed.
Select Base Email Template, and then click Edit.
The Email Template Editor displays the default merge fields and layout for this template.
- Format the template according to your agency preferences.
Select the HTML or Plain Text option from the template editor icon bar.
Users who have enabled MAPI email configuration can only send Plain Text messages, because MAPI is incompatible with HTML. See Email Templates for more information.
Add text, merge fields, hyperlinks, and images, as needed.
For information on formatting text and inserting merge fields, images/agency logos, and objects, see Email Template - Formatting Options.
Format text fields.
This might include changes to the font, font size, color, or other text effects (bold, underlined, etc.).
- When all changes have been made, click Save, and then close the template.
These templates provide the layout and formatting for new form letter templates created in HawkSoft, as well as the Memos and the Policy Overview printed through HawkSoft.
All of these correspondence templates use the HawkSoft Letter Editor. The basic formatting features are the same for all three.
Click the
The Correspondence Templates dialog opens.
Select Base Templates.
The list of Base Templates is displayed.
Select a template, and then click Edit.
The CMS Letter Editor displays the default merge fields and layout for the template.
- Format the template as needed.
For information on formatting text and inserting merge fields, images/agency logos, and objects, see Correspondence Templates - Formatting Options (Letters, Memos, Proposals, and Policy Overview).
- When all changes are made, click Save & Close.
You can reset a modified base template back to the original template installed with HawkSoft.
- Select a Base Template from the list.
Click Reset, and then select Yes to confirm.
A confirmation message appears.
- Click Yes to replace the modified template with the original template.
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