HawkSoft to Applied Epic Conversion
A HawkSoft to Applied Epic conversion takes the agency and client databases in a HawkSoft data export, combines them into one verified staging database, maps clients, policies, carriers, users, activity history, and attachments to Applied Epic codes, and prepares the import files, with every record reconciled back to the export.
The Source
What a HawkSoft conversion starts from
HawkSoft data reaches a conversion as a set of SQLite database files rather than a single backup: one agency database and a series of client databases that split the book across multiple files. Together they hold the client, policy, carrier, user, log, claim, and attachment tables, and a conversion needs all of them.
The most common early problem is an incomplete or duplicated delivery, so the first check is whether every file is present exactly once. A conversion readiness assessment can confirm that before a timeline is set.
Data Domains
What moves from HawkSoft
Actual scope is set per engagement. These are the HawkSoft data domains we extract and map:
Clients
Client detail, personal and business information, custom fields, and tags.
Contacts
Client contacts and main contacts for each account.
Policies and lines of business
Policy terms, status and dates, lines of business with premium, coverages, and policy history.
Carriers
Agency carriers, the lines they write, and writing carriers.
Producers and users
Agency users, the producer and CSR on each client, and the agents assigned to each policy.
Activities and tasks
Client log entries, emails, tasks, calendar events, phone logs, and claim notes.
Attachments
Client and policy attachments, matched to the physical files.
Commissions
Commission records where they are in scope.
Vehicles, boats, buildings, and locations
Policy-level risk detail, available for summary activities on the account.
Known Quirks
HawkSoft-specific challenges and how we handle them
The data arrives as many separate SQLite databases
A HawkSoft export is not one database. It is an agency database plus a series of client database files ("shards"), often inside a ZIP, sometimes in nested folders, and sometimes with duplicate copies of the same shard.
How we handle it: Before anything is loaded we inventory the delivery: duplicate shard copies are reduced to one, empty placeholders and SQLite side files are set aside, and the intake stops if the agency database is missing or a file cannot be classified. A partial export is caught at intake, not after the import.
Every shard has to land in one database without loss
Each shard carries its own copy of some reference tables, and long text values can exceed column limits if the target is sized carelessly.
How we handle it: We merge the schemas from the agency database and every shard into one SQL Server staging database, de-duplicate repeated reference rows on their primary keys, and stop the load rather than truncate an oversized value. Row counts are then checked table by table against the export, and any difference fails the step.
History is spread across several logs
HawkSoft keeps client log entries, emails, tasks, calendar events, phone logs, and claim notes separately, and a task often has its fuller notes on a linked log entry.
How we handle it: We combine these sources into one Applied Epic activity feed, pull the linked log text into each task, and remove exact duplicates. Every removed row is written to a duplicates log so nothing disappears without a record.
Attachment files are named by ID, not by client
The physical attachment files are named after HawkSoft's attachment ID rather than the client or document name, and the delivery also contains carrier download files.
How we handle it: We inventory the files on disk and match each one to its attachment record by ID. Carrier download formats such as AL3 files are excluded by default unless your team wants them included.
Client numbers have to become Applied Epic lookup codes
HawkSoft identifies accounts by its own client number, which is not an Applied Epic lookup code.
How we handle it: Each HawkSoft client number is paired with its Applied Epic lookup code in an approved mapping. Matching runs on the client number first, then the matched prior account ID, then the HawkSoft client ID, and we never substitute the HawkSoft number as the Epic code. A coverage check reports any rows still without a code.
Vehicle, boat, and building detail
HawkSoft stores vehicles (with VIN, year, make, and model), drivers, boats, and buildings on each policy.
How we handle it: Where your team wants that detail visible in Applied Epic, the conversion can add a dated summary activity to the account listing the active vehicles, boats, or buildings. The option can be switched off.
The Process
How the HawkSoft conversion runs
Every engagement follows our seven-stage Applied Epic conversion process. For HawkSoft the work concentrates in four places:
- Intake checks on the HawkSoft delivery, including an expected shard count, before the export is loaded into SQL Server with row-count parity verified.
- Extraction and OldNew mapping: the client numbers, users, carriers, and lines of business actually in use are listed for your team to confirm in Applied Epic terms.
- Validation by domain (profiles, contacts, policies, producers, commissions, coverages, activities, attachments) before files are built.
- An Applied Epic package covering lookups, companies, clients, contacts, policies, commissions, activities, attachments, and tasks, followed by import, exception resolution, and reconciliation.
For the full service scope, see Applied Epic data conversion services; for how import files are built, run, and reconciled, see Applied Epic BOB import preparation.
Have a HawkSoft export ready to review?
Tell us what you received from HawkSoft and we will tell you what the conversion will require.
Deliverables
What you receive
Related
Converting more than one agency?
HawkSoft agencies are often one source among several in an acquisition pipeline. Our agency acquisition data migration work treats each source system as a repeatable conversion. Related source-system pages: EZLynx to Applied Epic conversion and Applied TAM to Applied Epic conversion. Terms are defined in the Applied Epic conversion glossary.
FAQ
HawkSoft Conversion Questions
Can you convert HawkSoft attachments into Applied Epic?
Attachments can be in scope. We inventory the attachment files, match each one to its HawkSoft attachment record by ID, and report anything unmatched. Carrier download files such as AL3 are excluded by default.
What do we need to send from HawkSoft?
The full data export: the agency database and every client database file, plus the attachment files if attachments are in scope. We check the delivery for missing or duplicate files before it is loaded.
Will our HawkSoft notes, emails, and tasks come across?
They can. Client log entries, emails, tasks, calendar events, phone logs, and claim notes are combined into Applied Epic activities, with exact duplicates removed and logged.
What happens to vehicles and drivers?
HawkSoft stores vehicles, drivers, boats, and buildings on the policy. The conversion can record the active vehicles, boats, or buildings as a dated summary activity on the account; we confirm with you during scoping exactly how that detail should appear in Applied Epic.
Do you keep our HawkSoft client numbers?
The HawkSoft client number is kept as the prior account reference and paired with an Applied Epic lookup code in an approved mapping, so every Applied Epic account can be traced back to its HawkSoft record.
More questions? Read the full Applied Epic Conversion FAQ.
Bring Us the Backup. We Will Help Carry the Conversion Across the Finish Line.
Whether you need overflow capacity for one acquisition or a repeatable conversion partner across an active pipeline, we'll help you define the scope, inspect the source data, and build a practical path into Applied Epic.
Built for insurance agencies, brokerages, aggregators, and acquisition teams that need experienced conversion capacity without building another internal department.