Osprey home	The Osprey home dashboard is what users will be shown when they log in. The dashboard is not customisable and includes a standard set of blocks to help you navigate around your clients, matters and Osprey features.
Client Workspace	The client workspace is your hub for managing your clients. It provides a dashboard of key information including client data, related matters, and top-level account controls The workspace provides one click access to the key tools within Osprey including custom data pages and global documents.
Matter Workspace	The matter workspace is your hub for managing a matter. It provides a dashboard of key information including client and matter data, workflow progress, and top-level account controls. The workspace provides one click access to the key tools within Osprey including matter history, key dates, custom data pages, client ledger and the time recording ledger.

2.2 Clients & matters

Conflict of interest	Performing a conflict of interest search checks for conflicts across live and archived matters looking at standard client fields including forename, surname, address, phone numbers, email addresses. The search can include custom data fields which the user will select as part of the search process. Potential conflicts will be shown and ranked according to how likely they are to be a conflict. Results are colour coded. You’ll be able to see the data which triggered the match so you can determine whether it’s a conflict or not. Once the search is complete, the results can be saved into the Matter History for a new or existing matter. If the results aren’t saved, the results will be lost.
Adding and editing a client	When users create a new client, Osprey will automatically generate a client number or the user can manually set one. Client numbers are either numeric or alphanumeric. Osprey standard fields (see section 1 for more details) will be available to complete when adding a new client. To capture additional information on a client, at the stage of adding them, a client extension needs to be set up in the system settings (see section 1 for more details) A client can be flagged as an individual or a company. A new client can be marked as a prospect and / or a high risk client. If a client is flagged as a prospect, all case management functions will be available with the exception of posting to the ledger. Up to four additional client names can be added to each client. Credit limits and group codes can be selected when adding a client. Credit limits will apply to all matters associated to that client. Client information can be edited in the future.
Adding and editing a matter	When adding or editing a matter, the following information is available: Matter description: A user-definable matter description Prospect matter: Checkbox used to identify whether a matter is a prospect. All actions against a live matter may be conducted against a prospect matter with the exception of posting to the ledger. Prospect matters may be included / excluded from some reports and / or search features Branch: A dropdown selection field containing your branch or office locations (used for reporting and accounts). Departments: A dropdown selection field containing your departments i.e. residential conveyancing, family, wills and probate etc. Used for reporting. Fee earner: The primary matter owner. Supervisor fee earner: A supervisor who will be able to view matters for review and key dates from their own dashboard. Work type: The type of work being conducted (more information in section 1) Private or LA: Used to define whether the matter is private or Legal Aid. If LA is selected the remuneration types available will be filtered to only those available to LA. UFN: A Unique File Number (UFN) field is available if Legal Aid is selected as the remuneration rate. Users may either manually enter a UFN or have the system generate an automated one. Franchise category: If Legal Aid is selected within the Private or LA dropdown users will be able to select from civil or crime options. Remuneration rate: Configurable hourly rates such as fixed fee, low, standard and high. When posting time, the remuneration rate will default to this setting. If Legal Aid is specified under the Private or LA setting the standard LA remuneration rates will be visible. Limits: Assign debtor, disbursement and WIP limits. These limits will be applicable to the current matter. Date opened: Defaults to the date the matter is opened. This be edited if needed. Date completed: The date the matter is completed. Date archived: The date the matter is archived. Review date: A specific date you wish to receive a reminder to review a matter. Reminders are presented on your home dashboard. Review type: An option to choose whether you receive recurring reminders. Options include weekly, monthly, bi-monthly, quarterly or annually Review period: Enter the number of days to be reminded based on file inactivity i.e. last movement date. Publish: The option to allow a client to view shared matter details via the online client portal. Load default workflow: If checked, the matter will be created and will include the default workflow actions as defined within the supervisor work type settings. An unchecked setting will result in no workflow being loaded. Create label: The ability to create a label that may be printed and included as part of a paper file. The information included within the label will be based upon your pre-configured label template. Workflow status bar: Ability to enter a matter status description that is visible when entering a matter. The status may also be updated automatically as part of workflow actions.

2.3 Matter History

Matter functionality and actions	Case bundles – Provides the ability to create a single, indexed and paginated PDF typically used for court hearings.  Functionality includes: ·       Ability to a add court name, hearing date and parties ·       Ability to add folders and section lettering (used for indexing and paginating) ·       Ability to add content from your Matter History (Word, PDF, emails etc.) ·       Ability to add/remove folders and content ·       Flexibility to move content up and down within a folder to change its order within the final bundle ·       Hyperlinked bookmarks will be added to the bundle based on the folder names and item description When downloaded, a single, indexed and paginated PDF with hyperlinked bookmarks will be created.   Packages – Provides the ability to create either a single Zip file or PDF.  Typically used for sharing single or multiple files and documents that are too large to send via email.  Functionality includes: ·       Package Type – PDF and Zip file options ·       Expiry Date – date when the generated share URL will expire ·       Prefix Reference Numbers – Prefixes the downloaded file name with the document reference number.  Used for retaining the order in which the files were added to the Matter History ·       Filter by – Allows content to be added to be filtered by specific Matter History folders ·       Order Package – Allows for the order of the downloaded files to be amended through use of up and down buttons against each file Once the content for your package is added and saved, a secure URL link will be generated.  This may be copied or by clicking on the send an email option it will be automatically embedded for you.   Archive – Archives the current matter Print – Prints summary details of the current client and matter Search – Multiple search options enables you to search custom data fields, other clients and matters, files stored in the Matter History, and searching for contract work form data fields. Send an email – Brings up a blank email. Functionality includes: ·       To, Cc and Bcc, subject, importance fields ·       Template selection.  Select from a list of available mail-merge templates ·       Attach Files (from Matter History or local computer) ·       Assign a folder ·       Assign a description ·       Assign a signature (system, branch or user-defined) ·       HTML editor SMS – Send a SMS message. Requires TextAnywhere integration. (See section 7 for more details)
Folders	Standard folders: Recycle bin – list of items recently deleted. Deleted items can be restored within 30 days Favourite item – list of items you’ve tagged as a favourite. Recent items – lists the last 10 items worked on for this matter. Subscribed items – allows users to receive notifications against specific Matter History documents and files.  Notifications are available against: edits to metadata, check out, check in, undo pending changes, delete, restore, purge, erasure request, (approval, cancel request, undo) data request (approval, cancel, request, undo), retention policy (add, extend) and Matter History disposed. Deal room – a list of documents and files made available through the online client portal.  Signature requests – a list of DocuSign signature requests that have been made available to the online client portal will be visible here.  Entries will be categorised by signed and outstanding.   User-definable folders: Work-type level folders – user-definable folders available against specific work types Matter History folders – user-definable folders available against all work types
Document and email options	A preview pane will show when selecting any file within the Matter History. Right-clicking the item will provide the following functionality: New – allows for a new item to be added (text note or file upload) Send Email – opens a new email and appends the file Edit Details – allows for details including item description, global checkbox (whether it is visible across all the clients matters), custom type (tag), processed date (user-definable date which may be used for modifying and changing the file chronology order), retention period and web enabled (allows for the file to be made visible within the online client portal). Clone – duplicates a file and allows it to be copied to another client and matter Check Out / In – allows a draft document to be re-opened and modified.  The process of ‘check out’ will lock the file.  When saving the file using ‘Check in’, users are able to enter a description of the changes made.  These will be visible in the documents ‘revision history’ which allows for a full audit trail of changes to a document Delete –  deletes the file and moves it to the recycle bin Preview – previews the file in a pop-up window Download –  allows the file to be download View Revision History – if amendments are made to a document, the revision history will provide an audit trail of each revision allowing for users to revert back to a previous version if needed View Security – displays users with access and to the file and their associated permissions Subscribe to Notifications – allows a user to be notified when certain actions occur against a file.  See Matter History | Subscribed Items for further details Unsubscribe – allows a user to unsubscribe from file notifications Add Retention Policy – allows for a retention policy (selectable from a dropdown list) to be quickly added to a file Change Owner – allows for the owner of a file to be changed Publish to Deal Room – makes the selected file available within the online client portal.  The ‘Deal Room’ is a dedicated area that allows for collaboration on files i.e. to be checked out, modified and checked back in.  A full audit trail is maintained against the file Finalise Version – prevents a file being shared within the deal room from being amended

2.4 Key dates

Review dates

Review dates are a reminder to review the status of a matter, and are set at matter-level. Review dates are visible on the Osprey home dashboard and are colour-coded based on the proximity to the date (red overdue, amber due today and green within the next 30 days).   Review dates may be configured using one of two methods:   Review Date – a user-defined date, works in conjunction with Review Type. Review Type – a recurring date (weekly, monthly, bi-monthly, quarterly or annually).   Review Period – a number of days. This will be based on a period of inactivity against the file and is calculated from the Osprey last movement date.

Key dates

Key dates act as matter-level tasks, reminders or notes. As per review dates above they are presented on a user’s home screen and colour-coded based on proximity to the date.  Key dates may be added in one of three ways: Manually – by selecting a specific matter and adding a user-defined key date Via Automated workflows – Workflows may incorporate key dates which may be added automatically i.e. chase client.  Workflows may also bring up a key date onscreen allowing users the flexibility to amend the details prior to it being added. Assignment – Fee earners may be assigned a key date by another user of the system.  The key date will appear on the FE’s home screen but will also appear under the creators ‘Assigned to’ key dates listing so they may ensure the task has been completed When creating a key date the following options are available: Date – the date for the reminder or task Key date type – a user-defined categorisation i.e. chase client, chase bank etc.  The list of categorisations is defined within supervisor settings Notes – the reminder or task details Fee earner – a list of available fee earners to whom the key date is assigned to Date met – a checkbox to confirm the task or reminder has been completed Create diary appointment – This will add the task or reminder to your Outlook calendar.  Users will need to authenticate with their O365 credentials.  Two options are included. All day, for an all day appointment and At, a specific time Published – this will make the key date visible within the online client portal for your clients to see Published to all – this will make the key date visible within the online client portal for both your clients and any added associates to see Key dates may be edited as well as being mass re-directed to another user for example ,if someone has left the practice or is away on vacation

2.5 File and correspondence production

Overview	Documents, letters, forms and emails can be generated: ·       On an ad-hoc basis by selecting a template manually ·       Via the automated workflows ·       Via an integration
Document production	The document production functionality requires Microsoft Word (see section 7 for more details). Functionality supported includes: Document List: A list of document templates which are available for selection Expert Type: Allows users to filter the document list by intended recipient i.e. client, solicitor, medical expert etc. Document Type: Allows users to filter the document list by type (Word, PDF, Excel) Description Search: Allows users to filter the document list by description Include Global: Defines whether the list displays global templates (those available across all work types) or just work type specific Running a Document: Users may run a document template by selecting it. The document will open: – In Word or Online Editor for Windows users (MS Word required if opening in Word) – In Online Editor for MacOS users Amendment may be made to your document as required Online Editor: This provides access to an online editor allowing changes to be made to your document. Functionality is restricted to those available within the online editor and not comparable to those found in MS Word Saving a Document: When saving a document, users have access to the following functionality: – File description: An internal document description – Folder: a list of user-defined folders – Custom types: a user-definable tag i.e. court forms, phone call notes etc. – Retention period: a dropdown list of retention periods ranging from 1 week to 20 years -Time recording: the ability to record time against the period of time taken to produce the document. This may be automated based on the value pre-configured against the document or a user-defined number of units. Users will have the ability to record the activity and any attendance note details. A separate time entry will be posted to the time ledger
Emails	Osprey integrates with Microsoft Outlook so emails sent via Outlook can be exported into Osprey and use data and files from Osprey.   You also have the option to send emails directly from Osprey. Message sent direct from Osprey is not connected with the user’s Outlook account and will only be stored in the Matter History.   Sending emails in Osprey An emailcan be sent on behalf of the firm, the fee earner assigned to the matter, or the user themselves. Emails can be sent to email addresses stored in Osprey. The subject and body of the email can typed freely or can be pre-populated with a template. You can attach items from Matter History or from the user’s PC.   Creating email templates A supervisor user can create their own email templates for all users to access. Standard email templates are included as part of the focused workflows. Data merge fields can be added to email templates so data stored in Osprey is automatically populated.   Email signatures Email signatures can be created to use when sending emails directly from Osprey. Signatures can be created for the firm, the branch, or individual users can create their own. Supervisor users can lock down the email signature options to restrict users from creating their own. Signatures can be created using the controls or by entering HTML content.

2.6 Contacts and organisations

Overview	Contacts and organisations is an address book for third parties. They can be assigned against matters, details can be mail merged into templates, and can be included in prompts with workflows.
Organisation manager	Manages third party organisations.  Details include: ID – a unique ID Name – organisation name Expert type – a user-definable categorisation type used for filtering purposes Communications – phone email and website details Notes – for the adding of any additional notes
Contacts manager	Manages third party contacts.  Details include: Personal information – title and name details Contact Expertise – includes a user-definable expert type (categorisation of contact i.e. solicitor, medical experts etc.) and user-defined area of law categorisation Communications – phone email and website details Organisation ID – used for associating a contact with an organisation as configured within the organisations manager above

2.7 Workflows

Overview

Osprey workflows are a combination of tasks and actions, connected to make up a process. Osprey includes over 50 templated workflows across numerous areas of law. A full list is available here: Focused Workflows Archive – Osprey Approach Customer Support & Training | Osprey Academy   All workflows are customisable. Tasks and actions can be added, removed, or re-ordered as required.   Workflows can be built by scratch using the workflow editor or by our professional services team as a paid-for service.   All steps within a workflow must be ran by the user to complete the action or task. Multiple workflows can be added to a single matter.

Features and functionality

Workflow options: Work type – a workflow may be defined against a specific work type or globally allowing it to be used across all work types Run sequentially – if ticked, the workflow may only be run in the order in which the tasks have been setup Customise at matter level – if ticked, users may delete tasks from the workflow that may not be required Default workflow: A workflow may be defaulted against a work type. Only those defined against a work type will be available to select from Workflow tasks: These are the logical sections of a workflow into which actions may be added. Examples of these may include file opening, compliance and file closure Workflow actions: These are the individual actions added within a task. Some of the more commonly used actions are highlighted below: Custom questionnaires – questionnaires to capture data. Information captured may be used in letters documents and form as part of a mail-merge. Custom questionnaires can be completed internally or be configured for completion via our online client portal (see section 6 for more details). Document creation – letters, documents and forms may be included within workflows. Key dates – Workflows may automatically add key dates (see section 2.4 for more details) which have their category, notes and reminder date pre-defined i.e. chase client for signed paperwork x days after client care guide has been sent. Workflows may also prompt users to enter a user-defined key date Display prompt – Displays a message to prompt the user Time recording – Prompts the user to time record Email/SMS – Ability to include an email or SMS template Update workflow status bar – This updates the workflow status bar which is visible at the top of each matter.

2.8 Time recording

Time recording options	Time recording configuration is undertaken within the Supervisor area of Osprey and allows for both zero value hourly rates (may be used for fixed fee or prospects) or multiple hourly rates i.e. low, medium and high.  These remuneration rates may be assigned against fee earners.    Time recording within Osprey may be conducted in a number of ways:   Timers: allows a user to record single or multiple timers across single or multiple clients and matters. Timers may be paused, restarted deleted and posted. Time recorded will be converted into a monetary value based on the units recorded, the remuneration rate and activity selected Automated Workflows: users may be prompted to enter time as part of your automated workflows. Manual postings: the ability to manually add an ad hoc time recording entry (single and / or multiple entries supported). Document production: when a document or letter is created users will have the opportunity to record time. Exporting emails: when exporting emails from Outlook users will have the opportunity to record time. Timesheets: for uploading multiple time entries across various clients. You can review and make amendments before posting the time to the relevant client ledgers. Time recordings are not posted until the timesheet is submitted. Smart action timesheets: the ability to upload a csv file that contains time entry information
Time recording data	Fee earner: The fee earner who has posted the time (multiple fee earners are able to record time against a single matter). Posting date: The date the time recording is applicable to. Remuneration rate: The hourly rate defaults to that assigned to the matter but may be changed to take into account for higher or lower rate requirements. Activity: Allows for the recording of an activity flag which may influence the hourly rate.  Rate, units & value: The hourly rate will be pulled from the matter remuneration rate and activity selected. The units will entered by the user with the system then calculating the value of the entry. Phase / Task code /activity codes (j codes): J Codes allow for further categorisation of charges and expenses incurred during litigation, based on the experience of the litigator. Phase limits: Phase limits may be added within the system and reported on.  These are typically for the recording of budgets and estimates. Detail: Further details of the activity being conducted. Attendance note: Users may add further detail and context to the activities conducted. For activities conducted on a regular basis, attendance note templates may be pre-configured to negate the need to type details manually. Single / multiple entries: The system supports adding both single and multiple time entries. Multiple time entries allows users to select multiple activities and units when using the same remuneration rate.  The system will have a single attendance note for all entries however these may be amended individually after the time has been posted.
Time recording options	Prospect time recording Dedicated prospect time recording and reporting is supported.  When a client and matter is marked as a prospect a prospect time recording ledger is available. All of the functions available against live matter time recording are available against prospect time recording.    When a matter is converted from a prospect to a live matter users will have the option of writing off the time or transferring the time to the general time recording ledger allowing for it to be used for billing purposes Time Billing: Additional sub features are available including: Create a bill template: allows for an invoice template to be designed, amended and previewed. Your template will open in Microsoft Word allowing for editing and the inclusion of mail merge information. Print bills: a list of bills ready to be printed will be listed. You may search for specific bills and/or apply date filters. Users may decide which bills to print.  Options exist to save a copy of the invoice to the matter history in PDF or Word formats.  When printing the invoices they will open within Microsoft Word as well as being copied to the matter history View billed time: displays a list of time that has been billed against the matter Billing guide: this will provide you with details of all unbilled time and unbilled disbursements for the client and matter selected.  You may select from either summary or detailed versions. Ticked billed time: Osprey allows you to allocate time to a bill after the bill has been produced. The ticked billed time will allow for bills created with the ‘deferred tick time’ option to have their time ticked when using this option. A variety of selection criteria may be used to the time entries for ticking. Write off: Time recording entries may be written off so they will no longer appear on the ledger. Users may select to filter time to write off based on: Manual: manually select individual time entries. Fee earner: specify time based on specific fee earner(s). Date: a date range. Written off time entries will be reportable on using our core ‘time spent’ reports or against the individual matter when selecting the ‘View written off time’ option. Written off time may be reinstated if required. Print Ledger: Prints a copy of the time ledger Running record of costs – displays billed time (units and value), along with WIP and disbursements . Fee earner summary: Displays the WIP for the fee earner.  Criteria may include: Fee earner: a single fee earner selection Date filters: from and to date range Summary type: displays how the report will be grouped and totalled: Full list – displays individual time entries for all WIP Activity within client – totals entries by activity for each client Activity – displays WIP totals by activity Prospect time recording may be included or excluded Mark ups: The Mark Up Ledger available in Osprey will allow you to vary the amount chargeable for time postings.  Marking up time entries is supported along with a range of selection and filter  criteria: Fee earner: a specific fee earner or all available Remuneration type: a specific remuneration type or all available Activity: a specific activity or all available Markup method: select from percentage or a new rate Percentage: the percentage rate to markup values Date: a date range of time entries Multiple timers: Single or multiple timers are supported. Only a single timer may be running at any point in time. Timers may be paused and restarted as required. Timers may be added to existing client and matters or as blank entry which allows for the client and matter to be defined at the point of posting. Transfer time: Osprey offers the ability to transfer unbilled time between matters.  Users may select a destination client and matter and then select from options to filter time entries. Manual: manually select time from a list Fee earner: filter time entries by fee earner Date: filter time entries based on a date range Phase limits: J Codes allow for further categorisation of charges and expenses incurred during litigation, based on the experience of the litigator.  When adding time entries both the phase / task code along with and activity code may be entered.  J Codes may be configured within the supervisor area of Osprey.  To supplement these, users may also add phase limits. Custom reporting is available that can provide phase limits and task code details
Time ledgers	The time ledger supports two functions: Time ledger listings: Displays outstanding WIP you have against a specific client and matter.  Information displayed will include time, units, value, rate, activity, fee, J Codes and access to add or amend attendance notes information. You may filter the view based on a specific date range, fee earner or description. Time entries may also be undone (deleted) from this screen. Time postings: Single or multiple time postings may be made directly from the time ledger screens. Multiple postings allow for several time entries / activities to be combined within a single posting. All entries will have a single attendance note assigned to them, which can be amended after posting.

2.9 Smart actions

Overview

Smart Actions enable certain activities to be conducted on mass.   To use the Smart Actions functionality a CSV file must be correctly formatted and follow certain protocols and formatting to match the database in Osprey.   Smart Actions are available for: ·       Client and matter data import ·       Auto-billing ·       Timesheets ·       Matter History notes

Features and functionality

Clients, matters and custom data: Clients and matters – allows for the importation of client and matter information Clients, matters and custom data – allows for the importation of clients and matters as well as custom data fields.  Custom data fields will need to be available within Osprey prior to data being imported Auto billing: Action type – select from bill or timesheet options Configure defaults – allows for default options to be configured i.e. fee earner, remuneration rate, date etc. Timesheets: Data sources – you may import a csv file that is in our requested format or use the manual method as described below Predictive Editing – enable automatic tabbing across the fields. For example, select the client number and matter (if enable defaults has not been used), you are then tabbed to the next box, you fill in the details, this then automatically tabs to the next box etc. Activity ID – a list of activities available for selection Rate – will auto populate once the activity has been selected  (please note that the rate cannot be overwritten). Time – ability to enter the amount of time spent on the activity. Value –  auto-calculates based on time pent and activity Description – can be overwritten with your own narrative Attendance Note – an area where you can add any notes as required Entry options – amend, clone and delete entries as required Saving and posting – you can save your time for editing later or save and post your time Matter history notes: Adds a text-based note to the matter history

2.10 Contract work forms

Overview

Contract work forms allows for the collection of data required by the ·       LAA for cost submissions. ·       Personal data ·       Civil ·       Investigations ·       Proceedings ·       Appeals and review ·       Prison law ·       Associated CLS ·       Class completion ·       Civil immigration

2.11 General file system

Overview

The general file system within Osprey is a central repository for storing files.  Access to this may be restricted via our access templates.

3. Accounts

3.1 Office accounts

Banks and journals	All of your office and client banks current balance can be viewed within the Banks and Journals area. Here, you can access the Petty Cash, VAT control, Fees, Deposit accounts, Write Offs, Unpaid (Anticipated) Disbursements and Provisional Bills Journals.
Bank reconciliation	The bank within Osprey can be reconciled to your bank statements. Osprey can read a bank statement in a CSV file, but must be formatted with a specific layout and headings. The reconciliation feature will then select any matching entry on your Osprey bank and your bank statement. The selection process can be done in four ways: show unticked statement items, find exact matches, find first batch, match on account only. You can tick groups of entries (such as cost transfers) which are made on the same day with the same reference, giving you a total of the ‘group’ entries.     Bank entries can be unticked if they are found to be incorrect. You are also able to return to previous periods should you need to amend any bank reconciliations, and it is also possible for “future” postings to be made, meaning that if your banks are not quite reconciled, there is no need to fall behind in next period’s postings.
Purchase ledgers	For firms using the standard method of VAT, purchase ledger accounts can be set up to keep track of balances owed to each supplier. Multi-line postings for purchase invoices can be made, allowing you to split different items from an invoice into their respective nominals. Each supplier can have payment terms set up, with a Suggested PL Payments report available to show the invoices which are due for payment at any time. Provided that all payments are allocated to their correct invoices, you can also produce an Aged Creditors report showing the age of balances of any outstanding purchase accounts. Purchase ledger accounts can be taken out of use if you no longer use a supplier.
Nominal ledgers	Nominal ledgers can be set up in groups with separate Sub Analysis Codes (SACs). The Trial Balance report details the overall balances for all SACs on a nominal, or for each individual SAC. Payments and receipts on nominal ledgers can be made from any one of your office banks, or from Osprey’s built in Petty Cash journal. Budgets can be set and reported on either by period or quarterly for the full year, with the ability to copy last year’s budget with a percentage increase. Transfers between nominals can be multi-line. You can also set up schedules for direct debits to post monthly outgoings.
VAT & MTD	VAT Registration Type can be set for Standard, Cash Accounting or None for firms who are not yet VAT Registered.   A VAT Journal is built into Osprey and can be viewed or printed at any time. At each period end you can view the current VAT total for the quarter using the VAT Summary report. At quarter end, a VAT Form report is produced to view the totals calculated for the VAT Return.   Osprey links to HMRC’s Making Tax Digital API so that your VAT Return can be created and submitted within Osprey without the need for additional bridging software. All previously submitted VAT returns are available to be viewed at any time.
Period and year end	You can set your own year dates and VAT quarter ends, with a year being any number of periods up to 13. Only accounts users can be authorised to post outside of the current period (both future and retrospective postings). Once all banks have been reconciled, the period end can be run. All reports from period and year ends run within Osprey can be reprinted or exported at any time. You can return to previously closed periods to add missing entries.
Audit adjustments	Audit adjustments can be made within Osprey, as well as multi-line last year’s profit adjustments. This can be done in a previous period if requested by your accountant.
Cheques	Cheque templates can be set up for each bank to align with your bank’s cheque stationery. When posting an entry from the bank, ticking the ‘Cheque Required’ box will allow you to enter the payee, date and amount which will then be stored in the Cheque Printing area. You can print a run of cheques should you need to. You can add an amount to an existing cheque to amalgamate separate amounts into one cheque.

3.2 Client accounts and billing

Requisitions	All users can raise a requisition to request any type of financial transaction to be posted to the system. Requisitions are sent to the Banks & Journals area for an accounts team member to reject or approve and post. Requisitions can have a two-stage approval process so supervisors can review first before accounts users. Accounts users can be assigned different access rights for approving certain types of postings. Fee earners can use the Fee Earner Bill requisition type to easily select and total the WIP time entries and disbursements to bill.
Client ledgers	Each client and / or matter can be assigned credit limits set for WIP, disbursements and debtors. You can set a limit percentage which will trigger a warning before posting to inform users they’re close to the limit. Credit limit warning reports can be run for both matters which are currently over their limits, or those which have breached their limits historically.   Once your client pays a balance or partial balance of any bills owing, you can transfer costs from the client account of the matter, or post an office bank receipt, allocating this to the bill(s) which are being paid.   Disbursements can be posted as Unpaid (an anticipated disbursement – this sits on its own journal in the banks and journals areas until such time as it is paid), an office bank or petty cash payment, or from a nominal such as search or land registry fees. Multiple deposit ledgers are available with a transfer posting type between the deposit and client ledgers. Phases and expense codes for litigation can be linked to each posting on your ledger to assist you with producing the Precedent H form.   Using a correctly formatted CSV of transactions, you can mass import postings of cost transfers, client bank receipts and client bank payments.   Interest can be calculated on the client ledger to enable you to predict the interest owed. There is a batch interest calculator report. Your firm is responsible for setting up and maintaining the interest rates, bands and accrual periods.   Osprey handles an unlimited number of currencies. If you have multiple currencies on one matter, this is viewed on separate ledgers. If you handle multiple currencies across your firm, you can view revenue / profit reports per currency. Ledgers don’t handle currency conversion and so you cannot transfer costs between currency ledgers.
WIP	Time recording rates are fully customisable for private work and Osprey holds current and historic legal aid rates, that are automatically updated.   Current WIP is shown and stored separately to billed time entries. Fees receivable can be analysed by the matter owner, the group of fee earners who recorded the costs billed, or by a manual apportionment between fee earners  during the bill posting routine.
Billing	Fully customisable bill / invoice templates can be created either as a Word document, or for more detailed requirements a custom report. Both templates can be printed and posted or emailed to your clients.   When posting a bill you’ll have various options to allocate paid or anticipated disbursements, calculate or manually enter VAT, allocate time, and apportion costs between fee earners.   Mass billing can be completed with the ‘auto bill’ smart action functionality. A correctly formatted CSV file can be uploaded – this can be populated using Osprey’s WIP report including disbursements. Presuming that all disbursements and costs are vatable, you can import and post the values in the file and also tick to auto credit the bills from an office bank of your choice.   Templates for aged debtor letters, for each ageing period of the Aged Debtor report (0-30, 31-60, 61-90 and 91+ days), can be customised and completed in batches to send to clients. Bad debts can be written off with their balances moving to the inbuilt Write Offs journal.
Legal Aid billing	You can automatically post all Criminal Legal Aid bills and receipts, from the LAA, onto your Legal Aid client ledgers. The CRM6 and 11 can be produced with or without the auto billing feature being switched on and includes the CSV file for uploading to the LAA portal.   The CRM6 and 11 report can be set to automatically post all bills and Legal Aid receipts onto the system.   Where the auto billing is turned on, Osprey will automatically post all of your LA bills and a corresponding office bank receipt to a designated control bank. When your LAA receipt comes into the office bank, a transfer can be made between this and your regular office bank to net off the control bank. Where a non-standard fee is claimable, the CRM7 can also be produced.

4. Compliance

4.1 COLP & COFA

Oaths	A storage area to record details about Oaths given including date, comments, type, and authoriser. A document and the associated client and matter number can be stored against each Oath.
Storage	A digital record of documents which are stored by the firm e.g. deeds or copy wills.  The type of document is recorded, together with the location, reference, date deposited, person who deposited the item, retrieval date and person, reason for retrieval, returned location (if item returned) date returned and comments.
Fee sharing and referrals	A record for details about fee sharing and referrals. Checkboxes are used to capture information such as whether fees were shared, if there are referrer interests, a fee sharing arrangement etc. Documents and the associated client and matter number can be stored against each entry.
Introductions to third parties	A record for details about third party introductions. Data can be recorded such as the third party name, address, business, purpose and details. Documents and the associated client and matter number can be stored against each entry.
Equality and diversity breach	A record of equality and diversity breaches. Data can be captured against each entry including associated parties, reported to and by, and investigation, action required, next action details. Documents and the associated client and matter number can be stored against each entry.

4.2 GDPR

Data erasure	In line with GDPR regulations, you can erase client data so that it will no longer appear in your Osprey site. This removes client details (e.g. names, phone numbers and addresses), matter details (e.g. matter description, which are both replaced with the text “Erasure request”), all Matter History items, and all dossier values are deleted. Time recordings are left in place to preserve historic WIP, but with descriptions altered to “Erasure request”.   A two-step approval process is required. Two separate users, with specific permissions, are needed to request and approve a GDPR erasure request. The process takes around 24 hours to take place, which means that the approval can be stopped if needed. Once an erasure has taken place, the data is permanently removed with no way to retrieve.
Data requests	In line with GDPR regulations, Osprey Approach offers you the ability to request all client data to send to your clients. This process is carried out by two separate users at the firm and specific permissions are needed in order to request or approve a GDPR data request.   Once a request is approved, the requester will then receive an email stating that the data request is ready to download. The data will be available in the Matter History as a zip file. The zip file will contain client information such as name and address etc., COLP/COFA information, dossier data, a copy of the Matter History, a copy of the client ledger, key dates information, a copy of the time ledger and workflow actions completed information. The file may take up to 24 hours to generate.
File retention	In line with GDPR regulations, you can set retention dates on your Matter History items. You can also set retention periods on any of the templates added or edited in the Supervisor area. Any items saved with a retention period will remain in the Matter History until a user, with the relevant permissions, chooses what to do with that document from the dispositions area of Osprey. Users have the options to extend the retention policy, dispose of the document, or undo the disposition. Once authorised, the data will remain in the system for a further 24 hours before being erased.

5. Reporting

Core reporting suite	Over 50 core reports are available in Osprey covering financial, clients, time, and business performance. All reports can be exported to Excel or a PDF and can be set-up to be scheduled and set via email.     Supervisor users can determine access and restrictions, for users, to certain reports in the access templates area. See area 1.2 for more details.   Each user’s login can determine the KPI graph views on the Osprey welcome dashboard to view their own or department’s performance in file opening, time recording and billing.    Core reports include, but not limited to:   Financial Management: trial balance, profit & loss, budget analysis, balance sheet, aged creditors, batch interest calculation, credit limit warnings, period and year end reports, audit trail,  purchase ledger reports, and MTD VAT submission to HMRC.   Client Financial: aged debtors and aged debtor letters, client ledger listing, bills reports, unpaid disbursements and case cost reports.   Analysis: live, archived and all matters, fees analysis, key date lists and matter review lists.   Time: work in progress, and full lists of all time recording between specified dates.   Miscellaneous: client list, last movement dates, restricted matters audit, and contract work.   Our full list of standard reports can be viewed here: Standard Reports List – Osprey Approach Customer Support & Training | Osprey Academy
Custom reports	Supervisor users can also access the report writer to build custom reports using any data stored in Osprey. The report writer software must be installed on the user’s PC and connected to the Osprey site by pasting in your Osprey site URL. Database objects must be selected to determine the datasets you’d like to use in the report. You can amend the report set-up including page orientation, margins, fonts, headers, graphs etc.   Labels, datasets, column headings etc are then created in the report area to build the custom report from scratch. You can add filters and groups to sort the data.   Custom reports can be saved in custom groups in the report section of Osprey.   Alternatively, you can purchase professional services for the Osprey team to create the custom report for you. You’ll provide your requirements, we’ll complete a report scope for approval, and then build the report for you to access.
Microsoft Power BI	Osprey integrates with Microsoft Power BI to provide interactive dashboards. Full details on the integration can be found in part 7.

6. Web portal

Configuration	The web portal can be branded to your firm’s colours for the header, footer, and buttons, include your logo, and link to your Facebook, X, and LinkedIn accounts.
Access	Access to the web portal is designed for two personas: ·       Clients – the individual / company who is employing your services ·       Associates – a third party who may require access to certain case information e.g other side solicitor, expert, cost draftsman etc   Access to matters and the content within them, via the web portal for clients and associates, is determined by Osprey users. Access can be managed within a matter or can be configured against clients and associates. ·       Web published (matter level) – this controls whether a matter is accessible online ·       Web published (document level) – this controls whether a specific document is accessible online The ‘publish’ checkbox in Osprey must be ticked for matters / documents to be visible in the web portal.
Login	Users of the portal will be granted access via Osprey users and will need their client ID, email address, and password to enter. An email with their credentials can be sent via Osprey. You can set up two-factor authentication for users of the portal to increase security.
Questionnaires	You can capture data from your clients / associates via the web portal using questionnaire. Questionnaires are a set of customisable fields to be completed that automatically link directly back to the data fields in Osprey.   Questionnaires can be incorporated into workflows so they appear within the web portal at the applicable time. Questionnaires are designed to be completed immediately and cannot be saved as ‘draft’ to be returned to. Upon log in of the web portal, if a questionnaire is available to be completed the user can either submit the responses now or select to complete it later.   Fee earners are alerted via email that the questionnaire has been completed.
Documents	Documents you’ve chosen to ‘web enabled’ show in the documents area of the web portal. Users of the portal have the option to send an email regarding a document, download the document, preview it, view the document version history.   Documents can also be collaborated on via the web portal. Clients / associates can ‘check-out’ the document to modify it and make change suggestions before checking back in. Osprey will retain a full version history. The document can then be ‘finalised’ in Osprey to ensure no further additions are made.   Users of the web portal can also upload their documents to the portal. A copy of the document is automatically uploaded to the Matter History and emailed to the fee earner.   Documents can also be electronically signed, via the DocuSign integration, via the web portal. More information on the DocuSign integration can be found in section 7.
Matter details	When a matter is ‘enabled’ in Osprey and visible in the portal, the users of the portal can see: ·       Matter status – completed and outstanding tasks are visible along with the completion date where applicable. The matter status relates to the associated work type workflow. ·       Messages – emails sent via Osprey or the Outlook add-in can be selected to also show in the messages area of the web portal

7. Integrations

7.1 Set-up and configuration

Set-up

All integrations require an account directly with the service provider. This may require an annual subscription or credits to be purchased, depending on the integration.   Quotes and prices will be communicated directly with the partner.   Set-up of the integration within Osprey is free of charge and completed via request by the support team. The integration may require API code details, usernames and passwords. You’ll be guided as to what to provide.

7.2 Integration features and functionality

Microsoft Outlook	The Osprey Approach Outlook add-in allows users to manage email and their calendar using data within Osprey. The add-in can be installed from office.com, or directly from Outlook, and will automatically be synchronised to all your devices. Users will need to be signed in to their Office 365 account otherwise the add-in will be disabled.     When an email is received in Outlook, you can connect it to the relevant matter in Osprey using the add-in to the email is saved in the Matter History. You can select which attachments to export to the Matter History. Once you have connected an email chain to Osprey, it’ll automatically select the relevant matter. Users will need to click ‘export’ for every email that you want to include in the Matter History.   You can record time when exporting the email.   You can also access additional matter information to use in your emails or access to the Matter History to attach files to new emails or replies.
Microsoft Word	All document production facilities in Osprey utilise Microsoft Word.   The Microsoft 365 add-in can be installed from office.com, or directly from Word, and will automatically be synchronised to all your devices.   Users will need to be signed in using an Office 365 account otherwise the add-in will be disabled.   Users can create document templates in Word that can be used as global or work-type specific templates. Data fields can be merged into the document to enable data saved on the client or matter to be auto-populated. Specific templates (Include Documents) must be used to enable header and footers to be merged.   Word documents can be run from the case management area. This enable you to run the merge data fields but also free-type edits to the document. Once closed, the document saved back into the Matter History. Revisions to a document are saved for audit purposes. Word documents are also used in workflows to create documents from templates pre-agreed. See section 2 for more details on workflows.   Word documents created outside of the Osprey software can be dragged and dropped into Osprey to be saved to the Matter History.
Microsoft Power BI	Microsoft Power BI connects with the Osprey database to enable you to view any of your data fields in interactive dashboards and reports.   If you’ve opted to receive our template dashboard pack, you’ll be provided with a series of template dashboards of all the key data points and reports necessary for an SME law firm. These template are customisable and will be mapped to your data fields.   You can build your own dashboards using any data within Osprey. You can connect other data sources (like spreadsheets or other software systems). This will be the responsibility of the law firm.   Data in the Power BI reports refresh every hour.
DocuSign	The Osprey integration with DocuSign enables users to request signatures in documents through the web portal. Users can request signatures from their client or associates. See section 6 for more details on the web portal features.   Microsoft Word document templates can be mapped to include DocuSign fields including a space for electronic signatures. Signed and completed document are automatically saved to the Matter History.
InfoTrack	All InfoTrack services can be accessed via Osprey.   When integrated, the data you store in Osprey about your clients and matters, that apply to the InfoTrack services, will be automatically populated into the fields required. Once completed the results (searches, reports, documents) will be automatically saved into the corresponding Matter History.   For each service, the related disbursements will be automatically posted to the ledger. This can go via the default bank for the related branch, or a specific InfoTrack bank can be chosen.   Supervisor users link the Osprey fields to those in InfoTrack.
Lexis Smart Forms	exis Smart Forms are updated in Osprey weekly.   Supervisor users add forms individually, as templates, to work types. Osprey data fields can be mapped to the forms to enable data to be automatically populated.   You run Lexis forms from Case Management, these are saved directly to Matter History. If changes are needed, forms are checked out and downloaded locally, to open with a PDF Editor. When users save the changes locally, they can check the form back into Osprey by uploading the updated version.
TextAnywhere	Supervisor users can create SMS templates to use when sending text messages via TextAnywhere. From the matter dashboard, you can send a SMS message by free typing or using a template.   Copies of the SMS sent are stored in the Matter History.
Perfect Portal	You can convert a prospect client in Perfect Portal to an active matter in Osprey. Before creating a new client, the integration completes a duplicate check. If the client exists in Osprey, a new matter for the existing client will be created.   Key client and matter data will be automatically populated in Osprey from Perfect Portal including quote details. You can map all work types in perfect Portal to Osprey.   When used in conjunction with workflows, the integration shares the workflow status in Osprey to Perfect Portal to keep clients updated in the portal.
Coadjute	A conveyancing product which allows all involved parties to share information about the progress of a transaction using secure blockchain technology.   Once you have been invited to a Coadjute deal room, you can link it to your Osprey matter. Each task in your workflow can be linked to a milestone in Coadjute, so all parties can see the status of the transaction in real time. Coadjute’s messaging system is built into Osprey to allow you to communicate with other parties.