These items should be completed before the initial data migration to the HawkSoft 6 sandbox.

1. Review the features that will be different or enhanced in HawkSoft 6
   • Review the HawkSoft 6 Feature Differences page for for general information on the features that will be changing in HawkSoft 6. 
     
   • Review the HawkSoft 6 training course/s applicable to your agency role to get an idea of which workflows will be different in HawkSoft 6. 
2. Clean up data in your current HawkSoft database to prepare it for migration
   
   • Review and remove any old or irrelevant items, including:
     • Carriers (IMPORTANT not to have duplicate carriers when migrating to new Carrier Setup)
       
     • Users
     • Correspondence templates
     • Suspenses (by running suspense reports) and suspense categories (under Customized Lists)
   • Process Unmatched Documents
   • Close out all Working Documents
   • Run accounting reports and close out as many open invoices as possible (only open accounting items created in the last two years will be migrated to HawkSoft 6). 
   • Perform any other needed cleanup to ensure the data you start with in HawkSoft 6 is as clean, consistent, and organized as possible. You can find information on running relevant reports and cleaning up important data in our data cleanup help article. 
      
3. Enable necessary settings & configuration
   • Enable the Data Sync setting in HawkSoft Marketplace if it is not already enabled (see instructions here). This is necessary for the migration of your data.
   • Obtain Microsoft Office licenses for local workstations (Outlook, Office, etc) directly through Microsoft if the agency does not already have them (see details here). 
   • Agencies currently paying by check: Autopay by ACH or credit card is required for HawkSoft 6. Please contact billing@hawksoft.com to update your payment method before migration. 
     
   • Agencies using IMAP/SMTP for email: export contacts/calendars to a PST (migration team can provide instructions).
     
     
4. Ensure staff is ready for the sandbox training period
   • Appoint a HawkSoft 6 champion at the agency to learn about the changes and assist others.
   • Communicate expectations to staff around training on HawkSoft 6 during the upcoming sandbox period.

 

 

 

These items should be completed during the HawkSoft 6 sandbox period.

1. Practice and train on your agency's workflows in the HawkSoft 6 sandbox (HawkSoft 5 database remains the source of truth)
   
   • Do double entry on each process at least once to compare workflows (do the process in your HawkSoft 5 database as well as in HawkSoft 6).
     Note: New items created in your previous HawkSoft database during this time will not appear in your HawkSoft 6 database until after the final migration. 
   • Complete the sandbox exercises listed in the Customer Center (click the question mark icon on the right side of the start page in your HawkSoft 6 sandbox).
     
   • Utilize training resources to learn about the features:
     • Training courses in the Help Portal (courses for all staff, CSRs/Producers, Admins, and more) 
     • Feature walkthroughs in the HawkSoft 6 sandbox (popups appearing in different areas of the system)
       
       
2. Configure agency settings that will not be overwritten upon final data migration 
   Unlike other data in the sandbox, these items will not be overwritten during the final data migration to the HawkSoft 6 sandbox. These items can be configured at the agency level by the agency owner or HawkSoft administrator. Set them up now to train staff on new workflows for these areas.
   
   1. Task Templates
   2. Activity Tags
   3. Carrier Download Setup (Note: new downloads will not come into the HawkSoft 6 database until after the final data migration)
      
      
3. Complete accounting items and practice exercises if needed
   If your agency uses accounting workflows in HawkSoft and will have accounting data migrating to HawkSoft 6 (settings and open transactions), you will need to complete the following items during the sandbox period. See detailed instructions for each of these items in the Sandbox section of our Accounting Migration Checklist.
   
   • Ensure customer balances from your current HawkSoft database match the open transactions migrated to your HawkSoft 6 sandbox
   • Check Settings to ensure items came over as expected 
   • Practice creating invoices and paying them
   • Practice creating a direct bill receipt
   • Practice creating payables using the company payables workflow
   • Practice using the agency revenue workflow
     
     
4. Test staff on HawkSoft 6 knowledge before the sandbox period ends
   The agency is responsible for all training on HawkSoft 6.

 

 

 

Items to complete one day prior to the final data migration to HawkSoft 6:

1. Each user must run the migration utility to update the following settings in their HawkSoft 6 database: 
   • External tools
   • Computer specific settings
   • Bridge integrations for raters
   • Desktop files
   • My Documents
   • PSTs (and/or exporting contacts and calendar)
   • Agency principals can also download:
     • Unmatched Documents inbox
     • Agency documents
     • Local read-only copy of database (without attachments)
       
       
2. Do not run downloads on this day
   • The migration team will disable downloads in your HawkSoft 5 database on this day.
   • Do not run any third-party downloads outsides of Ivans (e.g. Progressive).

 

Accounting items to complete on the day of the final data migration to HawkSoft 6:

These items should be completed in your current HawkSoft database on the day of your final data migration, if your agency uses accounting workflows in HawkSoft and is migrating accounting data to HawkSoft 6. See detailed instructions for each item in the Final Migration section of our Accounting Migration Checklist. If your agency has a bookkeeper, they should be involved in these steps.

1. Transfer all items in your "To Be Exported" list to QuickBooks
   Export any items in your current HawkSoft database that need to be sent to QuickBooks. All open items migrated to HawkSoft 6 during the final migration will automatically be marked as "Do Not Transfer" to QuickBooks. 
   
   
2. Pay all "transfer" items, or items you recognize income in Company Payables
   For migrated items where the payable has not been paid, open payables will be created for them. For items that may have been paid outside of HawkSoft, such as transfer items, you will need to create and void payables for them to ensure reports are not affected. 
   
   
3. Create "migration" line items 
   HawkSoft 6 has a new Agency Revenue feature that allows you to create checks for items you expect to recognize income on. You will need to create line items in your current HawkSoft database to be identified as Agency Revenue when they are migrated. 

 

 

These items should be completed after the final data migration to HawkSoft 6 is complete.

1. Review and reconfigure items in HawkSoft 6 as necessary after the migration
   The migration team will demonstrate how to set up downloads, email, and third-party tools on one workstation. The agency will be responsible for the configuration on remaining workstations.
   • Set up Outlook/email on local PCs (instructions will be provided)
   • Set up rater bridge integrations on local PCs
   • Review/configure Carrier Setup
   • Review/configure Print Settings
   • Review/configure customized toolbar
     • Some settings may have migrated, while others may not.
   • Review/configure User Preferences
     • Some settings may have migrated, while others may not.
   • Review/configure accounting items if needed (see the Post Final Migration section of our Accounting Migration Checklist for detailed instructions on each of these items)  
     • Mark migrated line items as inactive
     • Create "payable" accounts if needed (if "Company Payables (Local)" was not checked in your previous database under Settings > Trust Accounting)
   • Accept HawkLink mappings
     
   • Agencies with the Self-service Certificates add-on enabled:
     Re-publish any existing master COIs to the website portal (GetMyCerts.com)
     
     
2. Create necessary items in HawkSoft 6
   • Activity Tags (if not created already during sandbox period)
   • Task Templates (if not created already during sandbox period)
   • Agency Announcements on start page
   • Reports based on past Saved/Memorized Reports (optional)
     
     
3. Embrace change!
   • Have staff direct questions to your HawkSoft 6 champion moving forward, who can contact Product Support with questions if needed.
   • Understand that it may take some time to adjust to new workflows – be patient with yourself and the platform!

 

 

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Checklists on this page:

Preparatory checklist

Sandbox checklist

Final migration checklist

Post-migration checklist

Accounting migration checklist

 

More migration resources: