Default Task Rules

You can configure Default Task Rules to automatically trigger the creation of default tasks when specific actions are performed on a client/policy. You also have the option to apply specific conditions to a default task rule, such as Application Type and/or Client Office, that must be met in addition to the policy action in order to trigger a default task.

When triggered, default tasks are automatically created and attached to the log note of the policy that the action was performed on.

To learn more about taking actions on clients and policies, see Client Changes Overview and Policy Changes Overview.

Default Task Rules enable your agency to automatically create standardized default tasks, consistently set reminders for your staff to follow-up on policies, and easily organize tasks more efficiently.

This article is intended to teach you how to configure, edit, and delete default task rules for your agency.

This task is typically performed by an Owner/Administrator or Manager.

  1. Click Activities > My Tasks from the main menu bar

    OR

    1. Log into the HawkSoft Web app, accessed from any computer.

    2. Click the Task Center icon in the left column of the HawkSoft web start page.

      For more information about logging into the HawkSoft web app, see Logging In and Out of HawkSoft.

  2. Click the Settings tab in the Task Center, and then select the Default Tasks side-tab.

The Default Tasks screen displays all of the default task rules for your agency. The rules are sorted into expandable and collapsible groups based on their trigger and the total number of tasks displays for each group.

From the Task Center, you can configure the specific details that apply to each default task rule, such as the client/policy action and condition(s) that will trigger the creation of a default task, and the template that will be applied to the default task. Once created, when a user performs the triggered action from the Action menu, the default task is automatically created.

 

For example, if you would like to automatically create a default task every time a personal policy from your home office is inserted, you would configure the following settings for the default task rule:
 

  • Select Inserted Policy for the Trigger.

  • Select the Template your agency created for the specific default task.

  • Select Personal for the Application Type.

  • Search for and select the name of your home office for Client Office.

  1. Click + Create Rule.

  2. Required: Select a Trigger and a Template.

    • Trigger - The client/policy action that enables the automatic creation of a default task on the log note.

      To learn more about taking actions on clients and policies, see Clients and Policies Overview, Client Changes Overview, and Policy Changes Overview.

    • Template - The task template with details that will automatically be applied to the default task.

      When configuring a default task rule, you can select an existing template or select <Create New Template> to create a new template.

      HawkSoft recommends creating a new task template for each default task rule to ensure the settings and details of the template correspond with the action taken on the policy. The template is added to the Task Templates list and available to any user creating tasks.

      To learn more about creating task templates, see Task Categories and Templates.

  3. Optional: Select any Conditions, as needed. If you do not select any conditions, the default task rule applies to all application types and offices.

    When conditions are applied, a default task can only be created when both the Trigger and Conditions are met. Submissions and Accounting triggers do not support policy-level conditions.

  4. Click Save.

    The Default Task Rule is added to the Default Tasks list.

You can edit an existing default task rule to quickly update how the default task is triggered, the template that is applied, and the conditions that must be met. You can also delete a default task rule if it is no longer needed.

When an existing default task rule is edited or deleted, any default tasks that were previously created using the original default task rule are not updated or affected.

To edit a Default Task Rule:

You may need to edit a default task rule if an exclamation icon appears in the Event Trigger column, indicating the template associated with the rule has been archived. This rule will no longer apply until it is updated with an active Task Template.

  1. Click  Edit on the default task rule you would like to modify.

  2. Edit the trigger, template, and/or conditions as needed, and then click Save.

    A notification appears stating that the default task rule has been updated successfully.

To delete a Default Task Rule:

Once a default task rule is deleted, it cannot be restored.

  1. Click  Delete on the default task rule you would like to remove.

  2. Click OK to delete the default task rule.

    A notification appears stating that the default task rule has been deleted successfully.

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

Tasks > Access Tasks Configuration

See User Permissions for more information.

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