These are answers to questions submitted by attendees on the December 17 HawkSoft 6 Activity Tags & Attachments webinar. You can listen to the recording here.
Resources
HawkSoft 6 Help Resources
- Activity Tags learning module overview and in-depth help articles and videos
- Attachments learning module overview and in-depth help articles with videos
- Logs learning module overview and in-depth help articles with videos
- All learning module training courses for HawkSoft 6 (courses by agency role)
- Migration resource page (checklists, FAQs, process overview for migrating agencies)
Who to contact with questions
- In Migration/Sandbox: Reach out to your Migration Specialist
- Live on HawkSoft 6: Contact Product Support
See all upcoming HawkSoft 6 Webinars and past recordings and Help resources.
Questions & Answers
- Where are the folders?
A. HawkSoft 6 does not have the ability to group attachments in various ways - we now allow filtering by various properties such as category, user, etc. - Will we be able to rearrange the order of the attachments?
A. You can sort attachments by clicking column headers. If you're looking to arrange them in a custom manner you could change the "effective date" and then sort by that. If you're talking about dragging attachments up and down the list, that's not currently supported, but sounds like a great suggestion for the HawkSoft Community. - How do I set up description categories?
A. You are able to setup description categories in the Agency setup, under the customize lists. - Is it possible to drag and drop an attachment (.pdf) in a task?
A. You are not able to drag and drop onto a Task directly. You can create a Task from the attachment while dragging & dropping. - When will you be increasing the size of the Description field? It is too small to read or edit the name.
A. Great feedback, I would advise checking the HawkSoft Community and providing this feedback so we can gauge importance to agencies. - Can I still drag and attach items from my Cloud Folder that is NOT in HawkSoft Desktop folder?
A. Yes, you can drag and drop any attachments that are on your computer, so if your cloud folder (like OneDrive, Apple Cloud, Dropbox) has the files locally downloaded you can drag them in! - If you attach multiple attachments, can you log and attach each individually or is it grouped?
A. Dragging and dropping multiple at once will create one log note. If you need separate logs, I would suggest dragging & dropping them individually, or starting a new linked log, and then dragging the next set of attachments. -
After the update, I can only copy or move attachments to another client or policy by using their name, phone number, email, or address. Can we manually add the client’s ID number?
A. We will be adding more capability for searching/moving attachments soon! We want it to match more closely to the normal client search.
- What's the difference between an internal log and an activity tag?
A. Internal logs are just text you are adding to a log, activity tags allow you to document what you talked about on that log. - If I've created a client folder, am I able to upload and log the entire folder?
A. You can drag and drop multiple items into a client to attach them. If you have the log open already, it will attach anything you drag onto the log. - Is it your recommendation that we access the Carrier website via the HawkLink tool?
A. Yes. HawkLink will speed up all kinds of workflows on carrier websites! Especially if others have already mapped the carrier sites for you. - We would like to re-arrange the order of the columns, can this be done?
A. We have this slated for a future enhancement. Thank you! - Are the activity tags automatically determined or does our administrator have to determine which ones?
A. Activity tags are customized by your agency! What you see here was curated by our HUG team to demo what it could look like. Visit hawksoftusergroup.org/resources to see an Activity Tag List Example created by a HUG member. - To add a new tag, is that availability for everyone or is it set by the system administrator?
A. System administrator only. They will configure it for the entire agency. -
Is there a way for us to REMOVE an activity tag from a Log? The reason I ask is because a deal may go from Cold to HOT. I do not want to see Cold any more. Once it goes HOT, I just want to report on HOT deals. Is this possible to remove tags from a Log?
A. Activity Tags are immutable. They should describe what happened during an interaction and a log note. If a sale goes from cold to hot you would be indicating in the next log note that it is now hot. - So we may not have the ability to void the tag as it may be incorrect - what would be best way to rectify that?
A. If an incorrect activity tag is used, it would be best to void the log note and recreate it, or simply append the log note indicating that the activity tag was incorrectly used and add the correct activity tag in the append - Is there a way when entering an internal log, that it doesn't create a log?
A. Not at this point in time. However, we do have plans to make it so you can hide internal logs in the future! - Can we add closure notes to activities? It seems that feature was removed and now I am forced to leave a log or no note at all.
A. I think you're talking about Tasks. We advise always creating a log note when saving a Task for proper documentation and reportability. Closure notes were removed in an effort to create a single workflow to complete Tasks rather than various different ways to do any one thing. - What if I put the attachment on the wrong client?
A. You can right click on the attachment and move it to the correct client or you can use right click to archive the attachment and create it on the correct client. - When in the Client Tab in HawkSoft 5 you could group attachments by Policy Number. Will we be able to do that in HawkSoft 6?
A. Not currently, but this is great feedback and something we might want to add in there. You'll only see the policy tab when enabling the "Show attachments for all policies". - I need to be able to email the attachment from a task window - I create a task, pull the attachment into the task, save and assign the task. My CSR needs to email that attachment. Why can't we select the attachment in the task and send the attachment from there?
A. Please post this to the HawkSoft Community. This is great feedback and a workflow I think we should take a look at implementing! -
If we need to move the attachment to another client, can we move it by client ID?
A. Not at this point in time, but this is coming soon! We want to make all search look more similar to the normal client search. -
Send for e-Signature, what is that?
A. We offer E-Signature integration. This will send the attachment to the e-signature vendor of your choice. You can check out the marketplace for HawkSoft E-Signature. -
How does copying to clipboard work?
A. We download the attachment to your computer then place that attachment onto your clipboard so you can paste it somewhere. - When emailing the attachment does it automatically open Outlook and enter the main email address on the account?
A. You can right click and select "Send as Attachment" which will start the email workflow for that client (same as using the Action menu to select Send Email), and the attachment will be automatically attached to that email. -
Does it work for Google email?
A. You can use SMTP with Google email if you don't have Outlook already. This will use our proprietary emailer. -
So when it says "Saved 0 of 200 available report templates" it doesn't mean that there are 200 templates from which to choose?
A. It means that you can save up to 200 report templates, which is custom to your agency! -
How do we find the available report templates?
A. Report templates are created by the user. You can run these reports and then summarize/filter to your heart's content- then save this as a template. Thereby creating a one-click report. - Can you attach photos separately or do you have to drag the email over?
A. You can drag and drop the email into HawkSoft, and any attachments in that email will still be in the email itself on the client. You can also optionally drag and drop additional documents or photos if you so choose. -
Can you advise where to find a user seminar on Logs, attachments, tasks rather than mangers and reports? How to best document when and how to use each and in combination with each other.
A. Please see the links at the top of this page for specific training and Help articles and videos. You can access the Help portal at hawksoft.com/help. -
Are we now allowed to use NEW Outlook? I did not think we could.
A. Full integration with New Outlook is coming soon.
