Osprey Academy - Customer Support & Training

Workflows

Over 50 templated, configurable workflows that help you save time and money

Task 1 File Opening/Data Collection

Display a message to the user

Enter as much Information as you hold into the following questionnaires. An Opportunity to add further details throughout the transaction will be available. This task can be un at any time to update these details as required.

Allocate a Custom Questionnaire

Number of parties

Allocate a Custom Questionnaire

Vendor 1 Details

Allocate a Custom Questionnaire

Vendor 2 Details – This will only display if 2 vendors were selected in the number of parties questionnaire at the beginning of the task.

Allocate a Custom Questionnaire

Vendor 3 details – This will only display if 3 vendors were selected in the number of parties questionnaire at the beginning of the task.

Allocate a Custom Questionnaire

Vendor 4 Details – This will only display if 4 vendors were selected in the number of parties questionnaire at the beginning of the task.

Allocate a Custom Questionnaire

Purchaser 1 Details

Allocate a Custom Questionnaire

Purchaser 2 Details – This will only display if 2 purchasers were selected in the number of parties questionnaire at the beginning of the task.

Allocate a Custom Questionnaire

Purchaser 3 Details – This will only display if 3 purchasers were selected in the number of parties questionnaire at the beginning of the task.

Allocate a Custom Questionnaire

Purchaser 4 details – This will only display if 4 purchasers were selected in the number of parties questionnaire at the beginning of the task.

Allocate a Custom Questionnaire

Property Information

Allocate a Custom Questionnaire

Organisation Details

Allocate a Custom Questionnaire

Mortgage/Help to Buy Details. Criteria applied Mortgage/No Mortgage is Mortgage.

Task 2 Client Care Pack

Allocate a Custom Questionnaire

Client Salutation

Send Standard Document

Display a message to the user

Prepare TA Forms

Add an automatic keydate to matter

5 days – client to return signed client care pack (Published description: Client to return the signed client care pack within 5 days so work can begin on the file)

Add an automatic keydate to matter

8 days – prepare contract pack and send to purchaser’s solicitors (internal keydate)

Allocate a Web Questionnaire

Client Instructions
– How do clients want sale proceeds sent to them, if any?
– Client 1 account name
– Client 1 bank name
– Client 1 sort code
– Client 1 account number
– Client 2 account name
– Client 2 bank name
– Client 2 sort code
– Client 2 account number
– Client joint account name
– Client joint bank name
– Client joint sort code
– Client joint account number
– Mortgage Lender 1
– Mortgage Lender 1 account number
– Mortgage Lender 2
– Mortgage Lender 2 account number
– Help to Buy Lender
– Help to Buy Lender account number
– Occupier 1 title, forename(s), surname
– Occ 1 address
– Occupier 2 title, forename(s), surname
– Occ 2 address

Task 3 Receipt of Estate Agent’s Memorandum of Sale

Allocate a Custom Questionnaire

Organisation Details

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Allocate a Custom Questionnaire

Number of Parties

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Allocate a Custom Questionnaire

Purchaser 1

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Allocate a Custom Questionnaire

Purchaser 2 – This will only display if 2 or more purchasers were selected in the number of parties questionnaire at the beginning of the task.

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Allocate a Custom Questionnaire

Purchaser 3 – This will only display if 3 or more purchasers were selected in the number of parties questionnaire at the beginning of the task.

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Allocate a Custom Questionnaire

Purchaser 4 – This will only display if 4 purchasers were selected in the number of parties questionnaire at the beginning of the task.

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Send Merged Email Template

Initial email to Estate Agent FWRCSI

There must be an organisation selected to run this email.

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Send Standard Document

Solicitors Initial Letter

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Task 4 Draft Contract

Meet unmet keydates by type

CLI_CHASE

Meet unmet keydates by type

REMINDER

Allocate a Custom Questionnaire

Property information

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Allocate a Custom Questionnaire

Mortgage / Help to buy details – Criteria applied, the field Mortgage/No Mortgage is Mortgage

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Allocate a Custom Questionnaire

Organisation Details

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Display a message to the user

Please Obtain Title Documents and return to this Task

Display a message to the user

Please prepare the Contract and return to this Task

Send Standard Document

Sol Sending Contract Pack

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Send Standard Document

Managing Agent Initial Letter

Criteria Applied – only where the property is leasehold or is freehold subject to contributions towards communal areas

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Send Standard Document

Lender request redemption statement

Criteria applied – only if there is a mortgage/help to buy loan

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Send Merged Email Template

Estate Agent Contract Pack sent to Buyer FWRCSI

Criteria applied an organisation must be selected

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Send Merged Email Template

Client confirm contract pack sent to Buyer FWRCSI

Criteria applied: Mortgage/No Mortgage must be set to Mortgage

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Add an automatic keydate to matter

1 week – chase purchaser’s solicitors for enquiries if not received (Published description: Chase the purchaser’s solicitors for any enquiries regarding the contract pack, if none received within one week)

Add an automatic keydate to matter

5 days – chase lender for redemption statement if not received (criteria applied) (internal date)

Add an automatic keydate to matter

5 days – chase management company if reply not received (internal date) A Managing Agent Organisation must be set

Task 5 Received Lender’s Redemption Statement

Meet unmet keydates by type

Chase lender for redemption statement

Send Standard Document

Client received redemption statement

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Task 6 Received Management Company initial reply

Meet unmet keydates by type

chase management company if reply not received

Send Standard Document

Client Rc’d Managing Agent’s Reply

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Add an automatic keydate to matter

3 days – has client provided money on account to meet management company costs? (Published description: Client to provide money on account within three days to meet the Management Company’s costs for preparing the Management Pack)

Task 7 Request Management Pack

Meet unmet keydates by type

Payment Cleared

Allocate a Custom Questionnaire

Managing Agent’s Fee

Send Standard Document

Managing Agent enc. Payment for Pack

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Display a message to the user

Request cheque or bank transfer to pay for management pack through the Cheque Requisitions App

Add an automatic keydate to matter

10 Days Chase Man Co Pack

Task 8 Send Management Company Pack to purchaser’s solicitors

Meet unmet keydates by type

chase management company for pack if not received

Send Standard Document

Sol enc. Management Pack

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Task 9 Received enquiries from purchaser’s solicitors

Meet unmet keydates by type

chase purchaser’s solicitors for enquiries if not received

Send Standard Document

Client enc. Enquiries

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Send Merged Email Template

Estate Agent confirming enquiries received and sent to client for replies

Estate Agent Enqs. received, sent to client FWRCSI

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Task 10 Replies to enquiries

Send Standard Document

Sol Replies to Enqs.

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Send Merged Email Template

Client confirm replies to enqs. sent to Buyer FWRCSI

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Send Merged Email Template

Estate Agent Confirm replies to enqs. sent to sol

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Add an automatic keydate to matter

3 days – chase purchaser’s solicitor for TR1 if not received (Published description: Chase the purchaser’s solicitor for the draft Transfer Deed, so it can be approved and sent to the client for signature)

Add an automatic keydate to matter

3 days – chase purchaser’s solicitor for TA13 if not received (internal date)

Task 11 Contract to Client for Signature

Send Standard Document

Client enc. Contract for Signature

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Add an automatic keydate to matter

3 days – chase client for return of signed contract (Published description: Client to sign and return the Contract within three days)

Task 12 Send Contract to Occupier

Meet unmet keydates by type

chase client for return of signed contract

Allocate a Custom Questionnaire

Occupier Details

Send Standard Document

Occupier enc. Contract for signature

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Add an automatic keydate to matter

3 days – chase the occupier for return of the signed contract (Published description: The Occupier is to return the signed Contract within three days)

Task 13 Approve Draft Transfer and send to Client

Meet unmet keydates by type

Chase purchaser’s solicitor for TR1 if not received

Send Standard Document

Sol Approving TR1

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Send Standard Document

Client Sending TR1 for Signature

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Add an automatic keydate to matter

3 days – chase client for signed Transfer (Published description: Client to sign the Transfer Deed and return it within three days)

Task 14 Replies to TA13

Meet unmet keydates by type

chase purchaser’s solicitor for TA13 if not received

Display a message to the user

Prepare Replies to TA13

Send Standard Document

Sol enc. Replies TA13

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Task 15 Draft Completion Statement for client information

Allocate a Custom Questionnaire

Allocate a Custom Questionnaire: Apportionment Figures
Criteria: This questionnaire will display if the matter is either leasehold or freehold with a managing agent.

Allocate a Custom Questionnaire

Allocate a Custom Questionnaire: Completion Statement Figures

Send Standard Document

Completion Statement

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Send Standard Document

Client enc. Draft Completion Statement

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Task 16 Pre-Exchange Checklist

Allocate a Custom Questionnaire

Enter the relevant information for the Pre-Exchange. This information is used to pre-populate letters and fields:

Task 17 Exchange

Meet unmet keydates by type

chase client for signed contract

Meet unmet keydates by type

chase the occupier for return of the signed contract

Allocate a Custom Questionnaire

Enter the relevant information for the Exchange. This information is used to pre-populate letters and fields:

Send Merged Email Template

Estate Agent Confirm exchange.req. invoice FWRCSI

Criteria Applied: an Estate Agent Organisation must be selected

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Send Standard Document

Client Confirm Exchange

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Send Standard Document

Sol Exchange Letter

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Send Standard Document

Lender Request Final Redemp Stat

Criteria applied: Mortgage/No Mortgage is Mortgage

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Add a keydate linked to dossier field

1 week before completion – set file up for completion

Task 18 Pre-Completion

Meet unmet keydates by type

Chase client for signed Transfer – CHASE_TR1

Display a message to the user

Create the necessary requisitions via the Cheque Requisitions App

Allocate a Custom Questionnaire

Allocate Custom Questionnaire: Apportionment Figures
Criteria: This questionnaire will display if the matter is either leasehold or freehold with a managing agent.

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Allocate a Custom Questionnaire

Allocate Custom Questionnaire: Completion Statement Figures

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Send Standard Document

Completion Statement

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Send Standard Document

Invoice Template

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Send Standard Document

Client enc. Final Comp Stat

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Task 19 Completion

Allocate a Custom Questionnaire

Enter the relevant information for the Clients New Address. This information is used to pre-populate letters and fields:

Send Standard Document

Sol Completion Letter

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Send Standard Document

Client Confirm Completion

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Send Standard Document

Estate Agent Completion Letter

Criteria applied: Estate Agent Organisation must be selected

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Send Standard Document

Lender Confirm Completion

Criteria applied: Mortgage/No Mortgage is Mortgage.

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Task 20 Post Completion

Send Standard Document

Sol send evidence of mtg discharge

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Document pack for this workflow

Client Care Letter

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Solicitors Initial Letter

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Sol Sending Contract Pack

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Managing Agent Initial Letter

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Lender request redemption statement

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Client received redemption statement

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Client Rc'd Managing Agent's Reply

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Managing Agent enc. Payment for Pack

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Sol enc. Management Pack

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Client enc. Enquiries

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Sol Replies to Enqs.

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Client enc. Contract for Signature

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Occupier enc. Contract for signature

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Sol Approving TR1

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Client Sending TR1 for Signature

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Sol enc. Replies TA13

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Completion Statement

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Client enc. Draft Completion Statement

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Client Confirm Exchange

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Sol Exchange Letter

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Lender Request Final Redemp Stat

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Invoice Template

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Client enc. Final Comp Stat

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Sol Completion Letter

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Client Confirm Completion

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Estate Agent Completion Letter

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Lender Confirm Completion

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Sol send evidence of mtg discharge

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Initial email to Estate Agent FWRCSI

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Estate Agent Contract Pack sent to Buyer FWRCSI

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Client confirm contract pack sent to Buyer FWRCSI

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Estate Agent Enqs. received, sent to client FWRCSI

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Client confirm replies to enqs. sent to Buyer FWRCSI

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Estate Agent Confirm exchange.req. invoice FWRCSI

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Estate Agent Confirm replies to enqs. sent to sol

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