Using Include Documents to Populate Headers & Footers

Updated Jul 19th, 2021

Who is this guide for?

Case Management Supervisors and System Supervisors

The Osprey Approach Include Documents function allows you to upload your header and footer into your Osprey documents and then update them all in one go where the uploaded headers or footers are stored should the need arise.

This means that any of your off-site workers can also produce letters, since the headers and footers are stored on the Osprey server, rather than on your own local machines.

We have also produced a short video if you prefer to watch these steps.

Each of the include documents can be linked to a branch, so that each of your branches may have a different header on their letters.

IMPORTANT: You must have your header and footer saved locally to upload them to the Include Documents area. The details must also be in the MAIN BODY of the document to be uploaded.

Graphic in Main Body of Document:

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Graphic in Header of Document:

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Add a new Include Document

Step 1


Once your header or footer document is saved locally, go to the Supervisor area of Osprey and then select Include Documents.

Please note that only users with Supervisor level access will be able to add or edit Include Documents.

Now select the ‘New’ link at the top of the screen.

Step 2


You will now be asked to enter an ID and Description for your document. In this example, we will add a new header. Select ‘Save’ when you have completed these details.

Your new header will now be visible on the Include Document screen. Now right-click on it and select the ‘Link’ icon, as highlighted below.

You will now be asked to select a branch. If you have just one branch, or you wish to use the same header/footer for all branches, this can be left as default.

Once a branch has been chosen, select the ‘Browse’ to open an explorer window. Select your header/footer from here and the ‘Document’ area should now display the relevant file path.

Click the ‘Save’ icon to add the document.

Step 3


Once added, you can use the ‘View’ icon to ensure that the header has been uploaded correctly should you wish.

Edit an existing Include Document

Step 1


Navigate to Supervisor > Include Documents. Right click the document you wish to overwrite, and select Link.

Step 2


To download a copy of the existing document, right click on the relevant branch, and select View. Choose whether to Open or Save the document.

Click to enlarge

Step 3


To overwrite the Include Document, select the branch you wish to overwrite in the top section of the screen, then Browse to the folder that has your new document in it. Select the document, and then click Save. You should see a message advising that The selected branch content has been overwritten.

Click to enlarge

Linking your Include Document to your standard documents

Step 1


Navigate to the Standard Documents area available under the Supervisor > Case Management Setup menu as shown here to bring up a list of all available documents on the system.

Locate the document you wish to add your header/footer to and right-click on it. Now select the option for ‘Fields’ as highlighted below.

Step 2


The letter overview will now open. You will have a series of radio buttons along the top which will allow you to select an area from which to choose fields to link into the document. Select the ‘Include Document’ button to bring through your header.

Now place a tick in the ‘Link/Unlink’ box and then click the ‘Save’ icon. The field should now show a green dot to denote that it has been successfully linked.

Step 3


Once linked, you may now select the ‘Design Letter’ option at the top of the screen to open up your Word document.

Access the document header, either by double-left clicking on it, or by going to the ‘Insert’ tab and selecting ‘Footer’, then clicking on ‘Edit Footer’.

Once the mouse cursor is present in the header, go to the ‘Mailings’ tab and then select ‘Insert Mergefield’ to bring up a list of fields which have been linked to this document. Your header field will be present at the foot of this list.

Step 4


Clicking this will insert the header into your document as shown here.

Now close the document using the X in the top-right corner and select ‘Save’. You may now preview the document to ensure that the header appears as needed. The above process can also be repeated for any footers which need to be included.

Troubleshoot Images in Headers and Footers

You may find that when using the Online Editor, or the Case Management App, your header and footer images do not show. This is due to differences in the way that the images are shown across the different technologies. To resolve this, you can amend your header/footer include documents to embed the images in a table.

  • Navigate to Supervisor > Include Documents.
  • Right click the Include Document you want to amend, and click the Link option.
  • Select the branch header or footer you want to amend, right click and View – this will download a local copy of your document.
  • In the document, insert a table, and set it to have no borders.
  • In the table cell where you want the image to appear, select Insert > Object:
  • And then choose Bitmap Image:
  • The Paint program will open. Copy and paste your graphic into this window, then close it:
  • Save your changes locally, then upload the Include Document, overwriting the old one. To do this, from Supervisor > Include Documents, right click the document you want to overwrite and select Link.
  • Choose the branch you want to overwrite, browse for your recently saved document, and then select Save:

The Online Editor now displays the graphics when the document is run: