Migration Logic Guide

This article is intended to help identify how your agency information migrates from HawkSoft 5 to HawkSoft 6. Your Migration Specialist will help you understand this process - we provide this guide for users who want more or specific details about the migration process.

This article is not a comprehensive guide about the migration process, nor the changes between HawkSoft 5 and 6. For more information about the migration process, see HawkSoft Migration Overview.

We also encourage you to learn more about setting up your HawkSoft database in version 6 in our HawkSoft 6 for Admins course.

For a summary about Settings that migrate from the Sandbox, and which settings must be configured after final migration, see Settings Migrated from the Sandbox.

Migration Overview

We use the term "migrate" to HawkSoft 6 because while we have focused our efforts to make your user experience as familiar as possible, it is fundamentally a different product.

For example, when you "update" your cell phone's software, it does not affect your contacts, your pictures, or your installed apps. When you "migrate" to a new cell phone, you need to move your contacts and pictures, and then reinstall all of your apps.

HawkSoft 6 modernizes the way that your data is compiled, stored, and accessed, which means that you can access your data faster, with fewer connection issues, and fewer errors. This also reduces your financial burden because you do not need to pay for a central server (or pay HawkSoft to provide one).

Almost all of your data will migrate to HawkSoft 6, but some information may move or change. For example, many features that were in General Settings will be found in Agency Setup. In this guide , we will cover the information that has moved, changed, and what information does not migrate.

If you have any questions, contact your Migration Specialist.

For an overview of the migration steps, see HawkSoft Migration Process Overview.

The Sandbox is part of the migration process that enables you to continue working in HawkSoft 5 while you can also log into a copy of your database in HawkSoft 6 to get familiar with HawkSoft 6 features. This is intended to ease the transition process.

We have several training materials available in the Sandbox to help you and your agency quickly learn the key differences between the two versions.

If you have any questions, contact your Migration Specialist.

Agency Data Does it Migrate?
Agency Settings Most agency settings migrate. Some agency settings have changed and have no equivalent between HawkSoft 5 and 6, and will need to be reviewed by your agency.
Client and Policies All client and policy data migrates. Some policy data is structured differently, especially package policies.
Attachments All attachments migrate.
Other Agency Documents Unprocessed downloads may not migrate. ACORD forms saved to the client migrate.
Reports Saved and memorized reports do not migrate.
Accounting Unpaid (open balances) migrate. All recent transactions migrate. Old, closed transactions do not migrate.
Commissions Commission transactions on policies do not migrate. Commission statements migrate. Some commission settings migrate.

For more information, see the relevant sections.

Yes. HawkSoft Online agencies can download a read-only copy of their database as part of the migration process. Local agencies can continue to use their already installed HawkSoft 5 as a read-only database.

For more information, see Read Only Database.

Agency Settings

Learn which settings have moved and which settings have changed in HawkSoft 6.

Agency Data Migrate? Notes
General Configuration See Notes Many General Configuration options have been changed, moved, or deprecated.
Agency Information / Offices Yes Agency Information has been replaced with Agency Setup.
User List Yes User-specific settings have been reorganized. User information and permissions have been moved to User Setup.
Client Misc Info Yes All Client Misc Info has been renamed to Client Custom Fields. All Client Misc Info fields migrate, but some fields have a different type after migrating.
Policy/Company Setup Yes Policy/Company Setup has been redesigned as Carrier/MGA Setup.
Correspondence Templates Yes Correspondence templates migrate, but some merge fields are no longer available when creating new templates in HawkSoft 6.
Customize List See Notes Some customized lists have been deprecated. The rest have moved to Agency Setup > Settings and the settings migrate.
AI/Cert Holder Database Yes Unchanged from HawkSoft 5. All data in the AI/Cert Holder Database migrates.
Trust Accounting See Notes Trust Accounting has been redesigned in HawkSoft 6.
Download Configuration No Download has been redesigned and moved to Activities > Downloads Dashboard > Configure.
Direct Company Integration See Notes NY ID Card integration migrates. All other direct integrations have been deprecated and do not migrate.
Folder Locations No Folder Locations has been deprecated and does not migrate. Folder locations are not relevant in HawkSoft 6.
Computer Specific Settings Yes Computer Specific Settings remain in each user's workstation, and do migrate.
Bridges Yes Bridges settings remain on each user's workstation.
Subscription No The Subscription window has been deprecated.
Marketplace Yes The Marketplace has been redesigned, which does impact which users can access Marketplace. All other Marketplace settings migrate.

For more information, see the relevant sections.

General Configuration

Status definitions:

  • Removed: The setting has been removed, but the underlying feature still exists.

  • Deprecated: The underlying feature no longer exists, and there is no equivalent feature in HawkSoft 6.

  • Replaced: The setting, and the underlying feature, have been replaced with a new, equivalent feature in HawkSoft 6.

  • Moved: The setting still exists, but has been moved to a different tab or window.

Setting Status Note
Force Log on Close of Suspense Replaced Suspenses have been replaced with Tasks in HawkSoft 6.
Show Actions to Perform Box on New Policy Deprecated This feature is not planned for HawkSoft 6. For more information, see X Dates.
Force Edit Cross-Sell/XDates Tool to On Deprecated

Cross Sell X Dates are not planned for HawkSoft 6, but can be used to create Log Notes and Tasks during migration. For more information, see X Dates.
Prompt for X-Dates on Insert of Prospect Deprecated

Cross Sell X Dates are not planned for HawkSoft 6, but can be used to create Log Notes and Tasks during migration. For more information, see X Dates.
Terminal Services/Citrix Client Deprecated This feature is no longer relevant due to changes in HawkSoft 6.
Commission Tracking Removed This setting is no longer relevant. Commission tracking is always enabled in HawkSoft 6.
Use Agency ID Removed The Agency ID Field is always available in HawkSoft 6.
Launch PDF with viewer associated with Windows Removed PDF will always launch with viewer associated with Windows
Mask Personally Identifiable Info in Personal/Driver Screens Replaced This setting has moved to Agency Setup > Settings > General Settings and defaults to Enabled in HawkSoft 6. User can still unmask in the client/policy.
Internal Log Removed Internal Action menu will always create a log note.
Archive Attachments (Does not delete attachments) Removed Attachments will always be archived, never deleted.
Show HawkSoft Cloud Manager Replaced All data in HawkSoft 6 is stored in the cloud, with the exception of some user-specific settings (e.g. printer settings).
Show Logo on Start Page Moved This setting is available directly on the HawkSoft Start Page.

Your custom Toolbar options configured in v5 will carry over to HS6. Any configured settings which included a specific policy type, will now be available for any type of policy.

This may cause duplicate toolbar options if you had multiple workflows set up for different policy types.

All Required Fields settings migrate to HawkSoft 6, and use the same screen.

Default Suspenses do not exist in HawkSoft 6, and do not create Default Tasks.

You will need to configure Default Tasks after migrating to HawkSoft 6 to replace your Default Suspenses.

All Phone Dial Out settings migrate to HawkSoft 6, and use the same screen.

The setting to enable Agency Announcements is now available directly from the Start Page. Agency Announcements do not migrate.

HawkSoft Data Sync does not apply to HawkSoft 6 and has been deprecated.

Agency Information

Agency Information

The Agency Information screen has moved to Agency Setup > Agency.

These settings controls what agency name and address is added to forms for agencies that use multiple names and addresses.

If you had multiple offices configured in HawkSoft 5, the office information will migrate to HS6.

Some Multi-Office Settings in the Agency Information Setup window have moved, and some have been deprecated. Your settings will migrate to their closest equivalent in HawkSoft 6, and should be reviewed after migration.

Multi-Office settings have been redesigned, and are now called Print Settings, which is located in Agency Setup > Settings > Print Settings. Print Settings in HawkSoft 6 are fundamentally different and need to be configured after migration.

Offices has moved to Agency Setup

  • For Clients and Policies that have an invalid office in HawkSoft 5 (e.g. the office was deleted from Office setup), HawkSoft will assign an office id of "0" in HawkSoft 6.

  • For Multi-Office Agencies, the Default Agent settings have moved to a new Office Default Agency Users tab, accessed from Agency Setup > Offices.

Agency Codes

Agency Codes has been replaced with Agent Codes, which are accessed from the Policy Info screen in Carrier/MGA Setup and must be configured after migration.

Users

The Users tab has been moved from the Offices screen of Agency Information and is now combined with the main Users Setup.

Advanced Configuration

Advanced Configuration is deprecated in HawkSoft 6. In HawkSoft 5, Advanced Configuration provided some multi-office configuration options, such as correspondence templates by office.

User List

The User List is available from Agency Setup in HawkSoft 6. The User List migrates, along with all information, except as noted here. 

For users listed in logs/client records:

  • HawkSoft looks at the users entered in the Producer, CSR, Agent 1-2 fields in the client records and user names associated with logs, and then tries to match those users to the user list. If a user is not found (because the user was deleted from the User List), HawkSoft will create a user in the database to be used as a historical reference.

    Users created during migration for this purpose exist so that the correct user initials appear on Logs. The missing users do not display in Agency Setup > User List and do not have a name.

  • Any lower case user initials will convert to upper case during the migration process.

For users that are designated as Main Contacts for the agency in HawkSoft's customer database:

  • Users who are "Main Contacts" (listed with the HawkSoft Billing department) will become Administrator users and have full access to HawkSoft (all permissions enabled). The users Account email in the user profile must match the email address HawkSoft has on file in order for the user to be migrated as an Administrator.

User Templates

User Templates do not migrate. HawkSoft provides a new set of default HawkSoft User Templates in HawkSoft 6.

User Profile Permissions

User permissions migrate, but we highly recommend that you review each user's permissions as many permissions were moved, changed, or deprecated in HawkSoft 6.

This table lists Permissions from HawkSoft 5 that have modified in HawkSoft 6. Some permissions have been renamed, combined, or reorganized into new permission groups in HawkSoft 6.

5x Permission Name Notes 6x Permission Name 6x Group
Customer This permission has moved. Customer Client Access
Vendor This permission has moved. Vendor Client Access
Carrier This permission has moved. Carrier Client Access
Personal Contact This permission has moved. Personal Contact Client Access
Agent/ Employee This permission has moved. Agent/ Employee Client Access
Agency Contact This permission has moved. Agency Contact Client Access
Emergency Contact This permission has moved. Emergency Contact Client Access
Other Client Types This permission has moved. Other Client Types Client Access
Commercial This permission has moved. Commercial Client Access
Cross-Sell This permission has moved. Cross-Sell Client Access
Life This permission has moved. Life Client Access
Personal This permission has moved. Personal Client Access
General Configuration This permission has moved. General Configuration Agency Setup
Agency Information This permission has been renamed and moved. Agency/Office Setup Agency Setup
User Setup This permission has moved. User Setup Agency Setup
Policy Company Setup This permission has been renamed and moved. Carrier Setup Agency Setup
Correspondence Templates This permission has moved. Correspondence Templates Agency Setup
Additional/ Other Interest/ Certificate Holder Database This permission has moved. Additional/ Other Interest/ Certificate Holder Database Agency Setup
Client Misc Info This permission has been renamed and moved. Client Custom Fields Agency Setup
Direct Integration This permission has moved. Direct Integration Agency Setup
Texting Administration This permission has moved. Texting Administration Agency Setup
Bridges This permission has moved. Bridges Agency Setup
Add to Action Menus This permission has moved. Add to Action Menus Agency Setup
Suspense Log Templates This permission has been renamed and moved. Log Templates Agency Setup
Cross Sell/ XDate Items/ Types of Claims This permission has been renamed and moved. Types of Claims Agency Setup
Sources This permission has moved. Sources Agency Setup
Attachment Descriptions/ Categories This permission has moved. Attachment Descriptions/ Categories Agency Setup
Insert Client This permission has moved. Insert Client Client Actions
Change/Correction (Action Menu) This permission has been renamed and moved. Edit Client Client Actions
Change Client Type, Status This permission has moved. Change Client Type, Status Client Actions
Change Client Office This permission has moved. Change Client Office Client Actions
Change Client Producer/ CSR This permission has moved. Change Client Producer/ CSR Client Actions
Change Agent 1 This permission has moved. Change Agent 1 Client Actions
Change Agent 2 This permission has moved. Change Agent 2 Client Actions
Change Agent 3 This permission has moved. Change Agent 3 Client Actions
Change Policy Office This permission has moved. Change Policy Office Client Actions
Change Inception Date This permission has moved. Change Inception Date Client Actions
Change Agent Code This permission has moved. Change Agent Code Client Actions
Allow Sending Text Messages This permission has moved. Allow Sending Text Messages Client Actions
Allow Edit/ Removal of Exclusive Tags This permission has moved. Allow Edit/ Removal of Exclusive Tags Client Actions
Edit/ Create Submissions This permission has moved. Edit/ Create Submissions Client Actions
Action Menu This permission has moved. Action Menu Client Actions
Internal Menu This permission has been renamed and moved. Action Menu > Internal Client Actions
Duplicate Policies This permission has moved. Duplicate Policies Client Actions
Archive/ Move Policies This permission has moved. Archive/ Move Policies Client Actions
Archive Client This permission has moved. Archive Client Client Actions
Agency Intelligence This permission has been renamed. Access Agency Intelligence Reports
Sales & Retention This permission has been renamed. Access Sales & Retention Reports
Create New Reports This permission has been renamed. Run Quick Reports Reports
Do not allow Printing, Saving, and Exporting of Report Data This permission has been combined with Allow Printing, Saving, and Exporting of Report Data. Allow exporting of Report Data. Reports
Allow Printing, Saving, and Exporting of Report Data This permission has been combined with Do not Allow Printing, Saving, and Exporting of Report Data. Allow exporting of Report Data. Reports
Edit Attachment/ Form Properties This permission has moved. Edit Attachment/ Form Properties Document Mgmt
Delete /Archive Attachments This permission has moved. Delete /Archive Attachments Document Mgmt
Batch Email This permission has moved. Batch Email Batch Actions
Batch Log This permission has moved. Batch Log Batch Actions
Search and Replace/ Data Replace Data Replace exists in HawkSoft 6. Search and Replace has been deprecated. Data Replace Batch Actions
Suspense Reports This permission has been renamed and moved. View Agency Tasks List Tasks
Allow Locked Suspenses This permission has been renamed and moved. Allow User to select "Must be assignee to edit" Tasks
Trust Accounting This permission has been renamed and moved. Access Trust Accounting Settings Accounting
View Customer Receivables This permission has been renamed. Enable Client Trust Accounting Accounting
Create Invoices Credit Memo This permission has been renamed. Allow Invoice/Credit Memo Creation Accounting
Edit Invoice Dates, Addresses This permission has been renamed. Allow Edit of Invoice Date/Time during creation Accounting
Edit Invoice Amounts/Void Invoices This permission has been split into Allow Apply/Unapply of Credit to Invoices and Allow Voiding of Accounting Items on Clients. Allow Apply/Unapply of Credit to Invoices Accounting
Allow Payment Processing This permission has been renamed and moved. Allow Payment Creation Accounting
Allow Edit of Receipt Date/ Time This permission has been renamed and moved. Allow Edit of Payment Date/ Time during Creation Accounting
Edit Invoice Amounts/Void Invoices This permission has been split into Allow Apply/Unapply of Credit to Invoices and Allow Voiding of Accounting Items on Clients. Allow Voiding of Accounting Items on Clients Accounting
Receipt Report Access - New, Edit, Void, Reissue, and Export Receipts This permission has been split into Allow QuickBooks Integration workflows and Allow Voiding of Accounting Items on Reports. Allow QuickBooks Integration workflows Accounting Reporting
Receipt Report This permission has been renamed and moved. Access Trust Accounting Report Accounting Reporting
Last 2 Days This permission has been renamed and moved. Access Transactions back two Days Accounting Reporting
All This permission has been renamed and moved. Access Transactions with any date Accounting Reporting
User Receipts Only This permission has been renamed and moved. Access Transactions created by user only Accounting Reporting
All User Receipts This permission has been renamed and moved. Access Transactions from all users Accounting Reporting
Receipt Report Access - New, Edit, Void, Reissue, and Export Receipts This permission has been split into Allow QuickBooks Integration workflows and Allow Voiding of Accounting Items on Reports. Allow Voiding of Accounting Items on Reports Accounting Reporting
Accounts Recievable/Payable Reports This permission has been split into Access Customer Accounting Reports and Access Company/Agency Payable Reports and Workflows. Access Customer Accounting Reports Accounting Reporting
Accounts Recievable/Payable Reports This permission has been split into Access Customer Accounting Reports and Access Company/Agency Payable Reports and Workflows. Access Company/Agency Payable Reports and Workflows Accounting Reporting
Perform Downloads This permission has been combined with Download Report. If the user had either permission, they will have the combined permission. Downloads Dashboard and Report Downloads
Download Report This permission has been combined with Perform Downloads. If the user had either permission, they will have the combined permission. Downloads Dashboard and Report Downloads
Download Configuration This permission has been renamed and moved. Download Configuration and Tasks Downloads
Unmatched Documents Inbox This permission has been renamed and moved. Unmatched Downloads Downloads

The following permissions have been deprecated - they have no equivalent permission in HawkSoft 6.

5x Permission Name Notes
Documents for Review This feature has been replaced with Tasks.
Allow access/ updating Documents for Review This feature has been replaced with Tasks.
Active (Access to Customer Status) HawkSoft 6 no longer restricts client access by Client Status.
Prospect/ Lead (Access to Customer Status) HawkSoft 6 no longer restricts client access by Client Status.
Deadfile (Access to Customer Status) HawkSoft 6 no longer restricts client access by Client Status.
Allow Field Mapping in HawkLink Browser HawkSoft 6 does not require any permissions to map client data fields to carrier or other website fields using HawkLink.
Check for Updated/ Accepted License Agreements In HawkSoft 6, only Administrator users can access Seat License or other features that have billing consequences.
Seat License Administration In HawkSoft 6, only Administrator users can access Seat License or other features that have billing consequences.
HawkSoft Communication Messages This feature has been deprecated. Billing information within HawkSoft is handled by Administrator users. Communication from the HawkSoft Billing Team is handled based on the billing contact information we have on file for your agency.
Folder Locations Folder Locations are not relevant to HawkSoft 6.
Computer Specific Settings This feature has been renamed to My Workstation Settings; no permissions are needed.
Email/ Text Messaging/ E-Signature

This permission does not migrate. Some functions of this permission have been preserved in alternative permissions:

  • Allow Sending Text Messages allows users to send text messages.

  • Texting Administration allows users to view unprocessed texts.

  • Using e-Signature does not require specific permissions.

  • Sending an email does not require specific permissions.
Insert Policies Users with the Action Menu permission can insert policies.
Internal Correction Users with the Action Menu > Internal permission can perform any actions they have permission for using the Internal Action menu. Client/Policy corrections do not require a specific permission to perform as an internal action.
Edit Policy History Policy History is now Policy Snapshot and
Internal Quote Users with the Action Menu > Internal permission can perform any actions they have permission for using the Internal Action menu. Quotes do not require a specific permission to perform as an internal action.
Internal Scan Users with the Action Menu > Internal permission can perform any actions they have permission for using the Internal Action menu. Scanning does not require a specific permission to perform as an internal action.
Internal ACORD Forms Users with the Action Menu > Internal permission can perform any actions they have permission for using the Internal Action menu. Viewing and editing ACORD Forms does not require a specific permission to perform as an internal action.
Internal Print/ Blank ACORD Forms/ Send Email Users with the Action Menu > Internal permission can perform any actions they have permission for using the Internal Action menu. These actions do not require a specific permission to perform as an internal action.
Access Advanced Reports This permission does not migrate. The sub-permissions, such as Agency Intelligence do migrate.
Run Memorized Reports Memorized Reports has been replaced with Report Templates. Users can save and run Report Templates for any report they have permissions to run; using report templates does not require an additional permission.
Allow Voiding of Logs No permissions are needed to void logs in HawkSoft 6.
File Maintenance File Maintenance is not relevant to HawkSoft 6.
Backup HawkSoft automatically maintains backups.
Export client files from reports Users can export report data to CSV, or export client files using Data Export and Book of Business Export.
Bookkeeper Overrides

Bookkeper overrides does not migrate; the underlying functions have been split into separate permissions:

  • The Update QuickBooks option on payments has been renamed to Do not transfer to QuickBooks, and requires no additional permission.

  • Allow Edit of Invoice Date/Time during creation and Allow Edit of Payment Date/Time during Creation are separate permissions.

  • The Allow QuickBooks Integration Workflows permission allows users to export items to QuickBooks and to reverse transfers to QuickBooks for any items they have permission to see based on their Accounting Reporting permissions.
Allow "Browser Other Location' when opening a receipt book HawkSoft 6 does not use receipt books. Bookkeepers can run reports by calendar year.
Edit Carrier Commission Settings Commissions permissions are grouped under Commissions and must be configured after migration.
Edit Policy Commissions Commissions permissions are grouped under Commissions and must be configured after migration.
Commission Report Commissions permissions are grouped under Commissions and must be configured after migration.
Allow Agent Portal Access All users can access the HawkSoft Browser App.

User Profile Preferences

User Preferences has moved from User Profile to [User Name] > User Preferences. Some settings have been moved elsewhere, removed, or the feature has been deprecated.

Notification Preferences are unchanged.

On Launch of Customer settings have been moved to the Policy bar on the client. To access, you can right-click on the policy bar, or click the Filter button. For more information, see our HawkSoft Essentials eLearning course.

  • Removed: The setting has been removed, but the underlying feature still exists.

  • Deprecated: The underlying feature no longer exists, and there is no equivalent feature in HawkSoft 6.

  • Replaced: The setting, and the underlying feature, have been replaced with a new, equivalent feature in HawkSoft 6.

  • Moved: The setting still exists, but has been moved to a different tab or window.

Search Preference Change Notes
Default Focus Unchanged  
Partial Text Search Removed This feature is always enabled.
Search Archived Clients Moved Available from Advanced Search.
Open in New Tab Deprecated This feature is always enabled.
Client Type Moved Available from Advanced Search.
Cust Type Moved Available from Advanced Search.
Status Moved Available from Advanced Search.
Policy Lookup on Search Deprecated  

 

Settings Preference Change Notes
Check spelling as you type in Log Notes Removed This feature is always enabled.
Show IVANS Appetite button on toolbar Unchanged  

 

Notification Preference Change Notes
Enable Notifications Unchanged  
Enable Notification Sounds Unchanged  

 

Attachments Preference Change Notes
Group By Deprecated Attachment groups have been replaced with Searching and Filtering.
Group Expand/Collapse Deprecated  
Sort Column Removed HawkSoft remembers your most recent attachment sort preference.
Sort Order Deprecated  

 

The following sections are unchanged:

  • File menu and Quick Launch

  • Quick Launch menu

  • Website

The following User Profile Preference options have been Deprecated:

  • Partial Text Search

  • Search Archived Clients

  • Open in New Tab

  • Client Type

  • Cust Type

  • Status

  • Policy Lookup on Search

  • Show Logs for All Policies

  • Default Client tab

  • Group By

  • Group Expand/ Collapse

  • Sort Column

  • Sort Order

The following User Profile Preference options have been moved and will need to be reconfigured in HawkSoft 6. They are now located in either the Filter or Preferences menu on the Policy bar:

  • Show Active Policies

  • Include policies active in the last 60 days

  • Show Prospect Policies

  • Show All Cancelled/ Expired Policies

  • Show Archived Policies

For more information about Filter and Preference menus, see Tour of the Client and Policy View.

Client Misc Info

Client Misc Info fields have been renamed to Client Custom Fields, moved to Agency Setup > Settings, and has been redesigned. User Defined fields migrate as Text fields. All other Client Misc Info fields migrate without changes.

Correspondence Templates

All correspondence templates migrate. Some merge fields from HawkSoft 5 cannot be selected when creating a new merge field. These fields will continue to work on existing templates.

  • CLI_MiscR1

  • CLI_MiscR2

  • CLI_MiscR3

  • CLI_MiscR4

  • CLI_MiscR5

  • CLI_MiscR6

  • CLI_MiscR7

  • CLI_MiscL1

  • CLI_MiscL2

  • CLI_MiscL3

  • CLI_MiscL4

  • CLI_MiscL5

  • CLI_MiscL6

  • CLI_MiscL7

  • Comp_Name

  • Pol_Companyunique

  • Auto_DaysLap
  • Policy_DaysLap
  • Mopro_Lockout
  • Mopro_Rental
  • Mopro_Tow
  • Mopro_Veh1
  • Mopro_Veh2
  • Mopro_Veh3
  • Mopro_Veh4

Customize Lists

Customized Lists has moved to Agency Setup > Settings > Customize Lists. Unless otherwise noted,

  • Removed: The setting has been removed, but the underlying feature still exists.

  • Deprecated: The underlying feature no longer exists, and there is no equivalent feature in HawkSoft 6.

  • Replaced: The setting, and the underlying feature, have been replaced with a new, equivalent feature in HawkSoft 6.

  • Moved: The setting still exists, but has been moved to a different tab or window.

Setting Change Migrates?
Action Menu From/To Replaced Yes
Attachment Categories Replaced Yes
Attachment Descriptions Replaced Yes
Auto Communication Menu Deprecated No
Auto T-File Menu Deprecated No
Boat Communication Menu Deprecated No
Boat T-File Menu Deprecated No
Cancellation Sub-Statuses Unchanged Yes
Client Communication Menu Replaced Yes
Client T-File Menu Deprecated No
Client Tag Categories Replaced Yes
Commercial / All Other Communication Menu Deprecated No
Commercial Hazard Classifications Unchanged Yes
Cross-Sell/XDates Items Deprecated No
Home Communication Menu Deprecated No
Home T-File Menu Deprecated No
Mopro Communications Menu Deprecated No
Mopro T-File Menu Deprecated No
Receipt for Items Deprecated No
Sales Pipeline Sub-Statuses Unchanged Yes
Sources Unchanged Yes
Suspense Categories Replaced No
Suspense/Log Templates Replaced Yes
Types of Claims Unchanged Yes
Workers' Compensation Classification Codes Unchanged Yes

Carrier/MGA Setup

In HawkSoft 6 the Policy-Company Setup has changed to Carrier/MGA Setup and has been redesigned.

  • All carrier profiles will migrate from HawkSoft 5 to HawkSoft 6, unless otherwise noted in this article. Some carrier profiles will be merged together (see below).

  • "Base Policy Type" (Auto, Home, Boat, Mopro, and Commercial/All Other) has been removed. You no longer need to create multiple carriers for different policy types.

  • You no longer need to create separate carriers for each State.

  • HawkSoft works with carriers to provide "Managed Carriers" (Carriers that download into HawkSoft), which automatically includes corresponding Writing Carriers and NAIC codes to improve downloads processing.

  • HawkSoft 6 supports "Custom Carriers", which is any carrier that does not download into HawkSoft.

  • When a download is processed for a carrier not listed in Carrier/MGA Setup, HawkSoft will check for that carrier in the list of Managed Carriers and will automatically create the carrier if it finds a match.

Agency administrators should carefully review Carrier/MGA setup in the Sandbox, and again after Final Migration.

For more information about configuring Carriers and MGAs in HawkSoft 6, see Carrier Setup Overview.

Which carriers are NOT migrated?

Any carrier in HawkSoft 5 that meets at least one of these conditions will NOT migrate to HawkSoft 6.

  • Any carrier whose name contains "Copy" and/or "Template".

  • Inactive carriers, unless they are listed in an active policy.

Which carriers are merged?

HawkSoft will merge carriers identified as duplicates across states and the Base Policy Types found in HawkSoft 5 (AUTO, HOME, BOAT, MORPO, and OTHER). All of the coverage information will be retained. Any carrier that meets at least one of these conditions are counted as duplicates:

  • All <Prospect> carriers are merged into a single <Prospect> carrier.

  • Carriers with the same Name, ignoring case.

  • Carriers with the same name as a Managed Carrier will become a Managed Carrier.

For example, "Progressive", "PROGRESSIVE", and "progressive" will merge. "Progressive - OR" will NOT merge with "Progressive - CA".

HawkSoft strongly recommends reviewing carrier names BEFORE migration. Verify that the Name of all carriers you wish to merge is identical. For more information, see Clean up your Carriers.

What happens when a carrier migrates?

  • HawkSoft will check for duplicate carriers across all base policy types and attempt to merge them.

  • HawkSoft will check for duplicate carriers across all states and attempt to merge them. These will be added as Carrier States on the merged carrier.

  • If the carrier only existed in the Commercial/Other base policy type, HawkSoft will add all Agency states to that Carrier. Agencies can then remove states they do not need.

  • HawkSoft will attempt to match the carrier to a Managed Carrier, which will automatically include Writing Carriers and NAIC codes.

  • If HawkSoft is unable to find a matching Managed Carrier, the carrier will migrate as a "Custom" carrier.

Changes by Field

In HawkSoft 6, the Carrier/MGA Setup has been restructured from Policy-Company Setup in HawkSoft 5. The table below lists the v5 fields and where they are now located in HS6. Due to changes to the layout, even features that are otherwise unchanged are listed in the table below to help you locate them.

5x Field Name Migration Logic and Notes 6x Field Name 6x Location
Unique Name Duplicate carriers will only be merged if they have identical Unique Names. Display Name Carrier/MGA Info
Formal Name Formal names are not migrated, and may need to be entered as a Writing Carrier in HawkSoft 6. Writing Carrier Carrier/MGA Info > Writing Carrier
Inactive Inactive carriers will not migrate unless otherwise noted in this article. Carrier/MGA Active Carrier/MGA Info
Address, City, State, Zip HawkSoft 6 enables you to enter multiple carrier addresses. Merged carriers will preserve all unique addresses. Address, City, State, Zip Contact Info
Notes Merged carriers will migrate and combine all notes into the Notes field of the merged profile in HawkSoft 6. Carrier/MGA Notes Carrier/MGA Info
Manual Cmd. Line Deprecated.    
Company Number

Company numbers do not migrate and will need to be configured after migration.

Company numbers are used for AUTO policies in NY, NJ, and FL.

 Company Number Carrier/MGA Info > Edit [Writing Carrier]
NAIC List Each NAIC code is now associated with a single Writing Carrier. HawkSoft will attempt to match each NAIC code with a Writing Carrier, and mark unmatched NAIC codes as "Not Provided". Merged carriers will preserve all unique NAIC codes. NAIC Code Carrier/MGA Info
Programs

All programs are preserved as follows:.

  •  All programs are preserved for non-merged profiles.

  • For merged profiles, if "Use as Formal Name" is enabled, that carrier's programs will not be preserved.

The character limit for Programs is 48 characters. This was also the case in HawkSoft 5, so it should not affect most agencies.

 Programs Carrier/MGA Info
Policy Form In HawkSoft 6, Policy forms are configured by Line of Business. All forms are preserved during migration and are applied to Lines of Business relevant to the base policy type. Commercial/Other forms are applied to all Lines of Business when migrating. Forms Lines of Business > [Application Type] > Edit [Line of Business]
Term All unique terms are preserved. Terms Policy Info
Receipts Reference The most common selection is preserved. Reference Policy Info > Receipt
Receipts Payee The most common selection is preserved. Payee Policy Info > Receipt
Policy Snapshot Override Policy Snapshot Override now applies to application type (e.g. Personal, Commercial). AUTO, BOAT, and HOME carriers will migrate to the Personal Application Type. Commercial/Other carriers will migrate to the Commercial Application Type. When merging carriers, the most common selection is preserved. Policy Snapshot Override Lines of Business > [Application Type]
Use Custom Policy Titles All unique Custom Policy Titles are preserved. Custom Policy Titles Lines of Business > [Application Type] > Custom Policy Titles
Customer Service Phone, Claims Phone, Fax Number, Underwriting, Email

HawkSoft 6 enables you to enter multiple carrier phones, faxes, and emails. Merged carriers will preserve all unique contact information.

The character limit for Phone Numbers is 68 characters. If the contact info exceeds this limit, then HawkSoft will only migrate the first 68 characters.

 Primary Contact Information Contact Info
Link to Carrier File

Linked Carrier Clients, and the link to the Carrier in Setup, are preserved during migration. Merged carriers will list all unique Carrier Clients that are set to a client type of "Carrier".

HawkSoft 6 does not support multiple linked Carrier Clients. After migration, review and merge duplicate Carrier Clients.

Link to Carrier/MGA Client

OR

Open Carrier/MGA Client

 Contact Info
Agent Codes Agent codes are preserved during migration, including any associated office(s). Merged carriers will preserve all unique Agent Codes and are assigned associated office(s) if the same code is listed on multiple carriers with different office assignments. Agent Codes Policy Info
Website HawkSoft 6 enables you to enter multiple carrier websites. Merged carriers will preserve all unique instances of Website and Browser Settings. Agent Websites Website
Quote HawkSoft 6 enables you to enter multiple carrier websites. Merged carriers will preserve all unique websites. You can set any Agent Website to Quotes. Quotes Website
Billing Inquiry (Website) Deprecated.    
Payment Upload (Website) Deprecated.    
Company Integration (Website) Deprecated.    
Username/Password (Website) Deprecated. Login information has been removed from carrier profiles in HawkSoft 6. This includes username, password, and login settings. This data is not migrated.    
Browser HawkSoft 6 enables you to enter multiple carrier websites. Merged carriers will preserve all unique instances of Website and Browser Setting. Browser Website > [Agent Website]
Lines of Business In HawkSoft 6, Lines of Business are configured by Application Type. AUTO, BOAT, and HOME carriers will migrate to the Personal Application Type. Commercial/Other carriers will migrate to the Commercial Application Type. When merging carriers, HawkSoft will preserve all unique lines of business, available coverages, and default coverages for each Application Type.   Lines of Business > [Application Type]
Coverages, Defaults, Limits, Deductibles In HawkSoft 6, Lines of Business are configured by Application Type. AUTO, BOAT, and HOME carriers will migrate to the Personal Application Type. Commercial/Other carriers will migrate to the Commercial Application Type. When merging carriers, HawkSoft will preserve all unique lines of business, available coverages, default coverages, limits, and deductibles for each Application Type and State.   Lines of Business > [Application Type] > [Line of Business]
Commissions, Agent, Basis Commission settings that were listed by Carrier in HawkSoft 5 will not migrate, and will need to be entered after migration. Commission settings are not applied to the carrier in HawkSoft 6. For more information, see Commission Tracking Overview.    

Client and Policies

All clients and policies will migrate from HawkSoft 5 to HawkSoft 6, except as noted in this article. During migration, keep in mind these two things that will have significant impact on how policies are migrated:

  • "Base Policy Type" (Auto, Home, Boat, Mopro, and Commercial/All Other) has been removed in HawkSoft 6. This allows additional flexibility when adding lines of business and coverages to policies.

  • HawkSoft 6 allows you to create package policies with any lines of business. For example, you can create a package policy containing HOME and AUTO. HawkSoft will automatically merge policies that should be a package policy as part of the migration process. For more information, see Package Policies.

Migration Logic for Specific Fields

When migrating from HawkSoft 5 most client and policy fields migrate to an identical field in HawkSoft 6. This table lists the fields that are exceptions and have additional logic:

Special Case Migration Logic
Garaging Address

The Garaging Address from HawkSoft 5 has been deprecated. During migration HawkSoft will create a location for the garaging address on auto policies, using the following, in order of preference:

  1. HawkSoft will look for a Location that matches the garaging zip code, and the first match will become the garaging address.

  2. If HawkSoft does not find any matches, then HawkSoft will create a new Location using the garaging address.
Vehicle Zip

Vehicle Zip code has been deprecated. During migration HawkSoft will compare the Vehicle Zip to the Locations on the client, using the following order of preference and assign the vehicle to a Location:

  1. HawkSoft first checks each Location on the policy, starting with Location #1, and assign the vehicle to the first address with a matching zip code.

  2. HawkSoft then checks the zip code on both the physical and mailing addresses. If either matches, then HawkSoft assigns the vehicle to Use Client Address.

  3. If HawkSoft does not find any matches, then HawkSoft will create a new location, with only the Vehicle Zip code.
Billing Plan Deprecated. This field does not migrate.
Broker Fee Deprecated. This field does not migrate.
MOPRO Policies with a base policy type of MOPRO in HawkSoft 5 will migrate with a Line of Business of MOPRO, and an Application Type of Personal. All vehicles listed in the policy will migrate.
Scheduled PP (HOME) In HawkSoft 5 HOME policies, Scheduled PP had fixed fields. Any field with a limit or premium migrates as Personal Property Scheduled Items in HawkSoft 6 with an Item Description of "Migrated from 5x" and Use Item Premium Totals checked.
Locations (HOME)

When a HOME policy migrates, HawkSoft creates a Location on the policy, using the first address it finds, in this order:

  1. Location of Property Address

  2. Physical Address

  3. Mailing Address
Underwriting Underwriting information from HOME policies in HawkSoft 5 migrates to the Underwriting tab of the Location/Building in HawkSoft 6.
Watercraft (HOME) Watercraft fields on HOME policies in HawkSoft 5 migrate to the Watercraft tab on the HOME Line of Business in HawkSoft 6.
AUTO/BOAT Mismatch Some carriers download BOAT policies as AUTO policies. In HawkSoft 5, this created an AUTO policy with a Line of Business of BOAT. HawkSoft 6 uses the Line(s) of Business to determine which type of policy is created during migration.
Certificates Certificate data migrates normally, except as noted here. HawkSoft 6 does not support the old 2001 Certificate Form sections (e.g. Garage). Data on the old 2001 Certificate Form sections is converted to the new form and unsupported data is not migrated. Garage Liability and Excess Liability Limits 2, 3 are not migrated.
Quoted Premium

Quoted Premium migrates normally, except as noted here. If there is a Quoted Premium AND there is no premium in the Coverages/Fees/Taxes, HawkSoft creates a "Quoted Premium" coverage with a premium equal to the Quoted Premium.

Log Notes

Unless otherwise noted in this article, all log notes in HawkSoft 5 migrate to HawkSoft 6. This includes voided and archived Log Notes, but does NOT include Purged Log Notes. The following changes are made to log notes as part of migration:

  • Log Numbers in HawkSoft 5 become Reference Numbers in HawkSoft 6.

  • Almost all Log Notes should display in same order in both HawkSoft 5 and 6. However, Log Notes that were created within one minute of each other may not display in the same order in HawkSoft 6.

    HawkSoft 5 used Log Numbers to sort Log Notes. HawkSoft 6 uses the Date and Time of each log note.

  • If a Log Note was created by a user that is no longer listed in the User List, then HawkSoft will create a user with that User ID (User Initials).

    Users created in this way exist so that the correct user initials appear on Logs. The missing users do not display in Agency Setup.

  • If an appended log does not have user initials, then HawkSoft will use the parent log's user initials.

X Dates

Cross Sell X Dates are not planned for HawkSoft 6, but can be used to create Log Notes and Tasks during migration.

  • Suspenses created from X Dates migrate as Tasks.

    Tasks created in this way do not contain X Date information in the Log Note.

  • Optional: If requested, HawkSoft can create a Log Note for each X Date.

    Log Notes created in this way do contain X Date information.

  • Optional: If requested, HawkSoft can create a Task for each X Date during migration. This is useful if your agency did not create Suspenses for X Dates in HawkSoft 5.

    Tasks created in this way do contain X Date information in the associated Log Note.

Package Policies

HawkSoft 6 has enhanced abilities to create package policies. In HawkSoft 5 some package policies, such as HOME and AUTO, required multiple policy tabs with the same policy number. As part of migrating to HawkSoft 6, HawkSoft will combine these package policies into a single package policy tab.

Combining package policies enables downloads to update all lines of business with one download file.

The original policies from HawkSoft 5 will also migrate; these policy tabs will be archived to avoid duplicate policies on reports. This enables you to check the previous policy tabs if there are any questions about how specific policies were merged during migration.

How HawkSoft identifies package policies during migration

When migrating from HawkSoft 5 to HawkSoft 6, HawkSoft will merge policies that meet all of the following conditions:

  • All policies being merged are on the same client.

  • The policy numbers are identical.

  • The policies are not Archived.

  • The Carrier is not set to <Prospect>.

  • The Policy Status is one of the following: Active, Reinstate, Renewal, or Rewrite.

    Downloads do not apply a Policy Status of New, so HawkSoft will assume that New policies have not received downloads, and will not merge them.

  • The policy is either current or expired within the past year, measured by comparing the Expiration Date to the date of migration.

  • The policy must have at least one policy download. This only includes AL3 downloads that do not have a description of Policy History.

For example, if Larry Lastname has three policies, AUTOP, HOME, and PUMBR, all with the same policy numbers, but the PUMBR policy is archived, then HawkSoft will create a package policy with the AUTOP and HOME lines of business, but not include the PUMBR.

In addition, HawkSoft will not merge any policies if the resulting package will contain duplicate lines of business. In this case if there are conflicting Lines of Business on a policy, the policy that has a download with the most recent Date Attached will be used in the package policy. Conflicting policies will retain their Attachments, Logs, and Working Docs.

Policies that do not receive downloads (i.e. policies from non-downloading carriers) are not merged into package policies. You can update these policies into a package policy manually, after migration.

How HawkSoft merges package policies during migration

When combining package policies, HawkSoft will combine all qualifying policies into a new package policy, and archive all of the policies used to create the package. HawkSoft will create a log note explaining that they were archived as a part of the migration process. Attachments, Logs, and Working Docs will be moved to the newly created package policy.

HawkSoft will use the policy with the newest Status Date as the "Primary" policy.

  • Term

  • Status

  • Status Date

  • NAIC

  • Source

  • Application Type

  • Carrier

    During migration, HawkSoft also merges duplicate carriers across base policy types and states. See Carrier/MGA Setup.

  • Program

  • Office

  • Agent Code

  • Billing Type

  • Payment Plan

  • Annualize Premium (check box)

  • Account #

  • Agent 1-3

HawkSoft will retain all buildings and locations when merging package policies, even duplicates. In addition, locations, buildings, and underwriting are handled differently in HawkSoft 6. HawkSoft recommends a careful review of all locations and buildings after migration.

The following dates are determined using the oldest date among all of the combined policies:

  • Inception Date

  • Sold Date

  • Effective Date

The expiration date is determined using the furthest future date among all of the combined policies.

Policy Title is determined using the following logic:

  1. If the Application Type is Personal, then the Policy Title is PPKGE.

  2. Otherwise, the Policy Title is CPKGE.

Quoted Premium is calculated by adding together the quoted premium from all of the combined policies.

Attachments and other Documents

Under Construction

All Attachments and other documents stored in HawkSoft 5 migrate to HawkSoft 6, unless otherwise noted in this article. This includes downloads, files added by users, files created by HawkSoft, pending/unmatched downloads, and commission statements.

HawkSoft strongly recommends running and processing download shortly before final migration to help reduce the workload while users are learning HawkSoft 6.

Agencies migrating from HawkSoft Online

Attachments for HawkSoft Online agencies is handled by the migration team - you do not need to take any action.

Agencies who host their own server

Attachments are uploaded using the Attachment Uploader. You can enable the Attachment Uploader from the Utilities menu.

TBD - How to enable.  How to check.

Working Docs

Other Files

ACORD Form Files

  • Download to app data on demand?

Pending Commission Statements

  • Pending commission statements migrate, and are visible when processing commissions in HawkSoft 6 .

 

Suspenses/Tasks

Under Construction

Reports

Under Construction

Accounting

Under Construction

Commissions

Under Construction

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