Lesson #27
Production – Repository function
In RB, you can store documents linked to a case, job, task, witness, invoice, firm, contact, location, resource, or all resources in their related repository. In the Repository function, you can:
- Search for files in a single repository or across all repositories.
- Search for files by name, file type(s), job/invoice/order/upload date(s), who uploaded the file, job number, invoice number, case, and/or related firm/contact/resource/job location.
- Classify files for proper user access and availability.
- Download files for viewing, archiving, or emailing.
- View who has downloaded a file and when.
- Delete files you no longer need to store.
- Upload files to the All-Resource repository to share with your resources.
- Re-arrange columns, designate sticky columns, stretch/shrink columns, and hide columns you don’t need to see in the Repository results grid.
- Choose which column(s) to sort results by. If you select more than one column, choose in what column order to sort the list and in ascending or descending order in each selected column.
- Save your custom grid as your default. Your customizations do not affect other users, and you can restore the original RB grid layout anytime.
- Export the list of repository files as an Excel spreadsheet or a CSV(comma-separated values) file to save, print, share, or use in other applications.
Classify files
In the Repository function, you can classify individual files for proper user access and availability. Set what types of users can access a file (office, client, resource, or some combination), in which functions the file will be accessible, what kind of file it is, and if access via RB Connect is permitted. If multiple files will have the same file type and/or RB Connect access, you can set them all at once.
Give resources access to same files
In addition to the Resource repository, where files uploaded to individual resources’ repositories are stored, RB has an All-Resource repository for files you want to share with all resources. Instead of loading generic files, such as blank billing sheets, copy order forms, and instructions, to each individual resource’s repository or each job, you can upload the file(s) once to the common All-Resource repository for all resources to access. (Maximum file name length for repository files is 256 characters.)
If you want to include certain generic files with Assignment Notifications, upload the files to the All-Resource repository and set their file type so they will attach automatically to each Assignment Notification you send out, without having to upload each file to each job.
Customize how you view your Repository
The grid in which you view Repository listings is customizable to your individual preference. You can:
- Set the order of the columns so you can have the information most important to you in the most prominent place.
- Designate up to 10 columns as “sticky,” meaning they do not move when you scroll across a long grid so they are always visible.
- Stretch or shrink the width of columns to better fit the information presented.
- Hide any columns you don’t want to see in the results.
- Choose which column to sort listing by, and choose whether to sort in ascending or descending order.
When you have arranged your Repository the way you want it to look, you can save your layout so RB will display it this way each time you access it. You can always change or refine your layout, or return it to the default RB layout.
TL;DR: Manage files in the central repository.
RB concepts in this lesson
Contact: Person who works for a firm you do business with, such as attorneys, paralegals, secretaries, legal assistants, claim adjusters, and court clerks.
Firm: Business you provide services to, usually law firms, but can also be other court reporting firms, vendors, insurance companies, corporate clients, and courts.
Job: Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources. More >
Location: Place where jobs occur, such as court rooms, hospitals, schools, doctors’ offices, or private residences.
Resource: Person or thing that provides your business with a service, such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.
Task: Service requested with a job, such as reporting, interpreting, or video, that require a separate resource (person, company, thing) to accomplish. More >
