Lesson #28
Production – PDF Transcripts function
Use the included PDF transcript creator to generate PDF transcripts (including condensed versions) that automatically include job and case information from your RB9 database. You can also:
- Customize the look of transcripts, and create transcript profiles to match client, court, and other requirements.
- Attach original ASCII and AMICUS files automatically.
- Add word lists and word indexes, either as attachments, appended to the transcript, or as separate files. Customize their appearance.
- Include a word index as PDF bookmarks for easy navigation.
- Hyperlink exhibits in the transcript.
- Apply your own stamps, such as “original” or “certified copy.”
- Add custom cover pages. Create cover page templates for different clients or other purposes.
- Attach errata sheets. Create templates for different uses.
- Set security restrictions, such as passwords and what actions users are allowed.
- Digitally sign transcripts with reporter and agency signatures.
- Generate PDF/A transcripts for archival purposes.
- Duplicate, rename, or delete PDF transcript files.
RB-PDF Transcripts are PDF versions of your reporters’ ASCII transcripts. As PDFs, they retain the appearance of the original document and can be easily shared with others because PDF is a universal format.
What you can do
You generate RB-PDF Transcripts from “page image” ASCII files or any ASCII file which includes line numbers, page numbers, and page breaks, as generated by most CAT systems and word processing applications. While the transcripts mimic the look of the original ASCII transcript, you can apply a variety of customizations to satisfy client requests, court requirements, and other restrictions.
Set up different transcript profiles to cover different transcript requirements and save time when creating RB-PDF Transcripts by selecting a specific profile. You can override any of the preferences in a profile when creating individual transcripts.
You define the appearance and basic options of transcripts in transcript profiles with specifications for paper size (including custom sizes), margins, border appearance (how many, thickness, location), line number treatments, text treatments (including separate options for Q&A bolding), attachments (such as the original ASCII), and PDF format (including PDF/A for archival purposes). You can also tailor header and footer content and appearance, including logos, in transcript profiles.
Transcripts can automatically include job and case information, like the case name, job number, and witness name, in headers, footers, cover pages, and errata sheets.
If clients want condensed transcripts, you can create 2- or 4-pages/sheet condensed transcripts, which are exact replicas of full-sized transcripts but reduced in size so that 2 or 4 transcript pages fit on one sheet of paper. Like full-sized transcripts, you can customize the look and options of condensed transcripts.
You can create and apply stamps to RB-PDF Transcripts without leaving RB9. Set up stamps that say “original” or “certified copy,” then when generating transcripts, select and place stamps wherever you want in the document. You can apply stamps to full-sized and condensed transcripts as well as word lists and word indexes if you create them as separate documents. You can apply as many stamps to a document as you want.
You can have RB9 automatically add hyperlinks in RB-PDF Transcripts to related exhibits, so your clients can view exhibits in context by clicking the links in the transcript. You designate which file name patterns link to which text patterns in the transcript (e.g., Exhibit 1, Exhibit 2, etc. in transcript refer to file names EX01, EX02, etc.), either by selecting these alias patterns from your default list (set in Link Exhibits Patterns) or entering linking patterns manually in the transcript. (You can also perform this task in the stand-alone Link Exhibits function.)
If desired, you can set security restrictions to limit access to an RB-PDF Transcript. Set passwords and restrict certain features, such as printing, editing, copying, and commenting, on any transcript when finalizing it in RB9.
Apply reporters’ free digital signatures to RB-PDF Transcripts through ReporterBase Digital Signature Proxy (RB-DSP), which makes the production process easy while maintaining the reporters’ control of their own signatures. You can also use the system to create and apply agency digital signatures.
If you require a different PDF format for archival reasons, you can create RB-PDF Transcripts in PDF/A formats, which include limited features.
You can duplicate, rename, or delete the PDF transcript RB automatically generated according to your preferences. If you select to have word lists, word indexes, and/or condensed transcripts generated as separate documents when the PDF transcript is created, you can also duplicate, rename, or delete any of them.
How it works
The RB-PDF Transcript creator is a separate function in RB9, but can also be accessed directly from jobs in Turn In. If you do not use RB Connect to have reporters turn in transcripts online, your production staff can access the PDF Transcript Creator from within Turn In as they add witnesses and upload ASCII files and exhibits, so they can create RB-PDF Transcripts without going to a separate function.
In the separate PDF Transcripts function, you can search for ASCII transcripts to turn into PDF transcripts by job number, job or upload date, witness name, and/or business unit.
Listing in the results include both ASCII transcripts and any RB-PDF Transcripts already created including condensed transcripts, word lists, and word indexes. Each listing includes its information from the search categories (except business units), plus the file name, number of pages in the transcript, file type, whether it has been published on RB Connect and who can access it, file description, ordering client, and case.
You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB9 will revert back to the default order). From the results grid, you can view and update details about any listed job, witness, or transcript, and export the grid as an Excel spreadsheet or a CSV(comma-separated values) file to save, share, print, or use in other applications.
While the results list all related transcript files, you can only create RB- PDF Transcripts from the ASCII files listed. The already created RB-PDF Transcripts are listed so you can monitor what has already been done plus you can download any file listed and view who else has downloaded the file and when.
The function works like a wizard app, paging you through the steps so you can easily and quickly produce transcripts without missing anything.
If you offer RB Connect, you can also create interactive Transcript Packages in RB9, that are designed to work in browsers and on mobile devices. With these bundles of an interactive transcript and attached files, such as exhibits and video, users can highlight and make notes on the transcript, plus export it in various formats, including RB-PDF Transcripts.
NOTE: This is an RB9-only function. It is not included in RB Lite.
TL;DR: Use the built-in PDF transcript creator to create PDF versions of transcripts (including condensed versions) with transcript-specific features, such as hyperlinked exhibits, digital signatures, word lists/indexes, and errata sheets, and that automatically include case and depo information.
RB concepts in this lesson
Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.
RB Connect: Online repository, calendar, and access to your office for clients and resources.
ReporterBase Digital Signature Proxy (RB-DSP): Free digital signatures for reporters and agencies that agencies apply to RB-PDF Transcripts. Reporters retain control of their signatures while agencies are able to apply the signatures through their normal production process.
Transcript Package: Interactive transcript that includes related files, including video and PDF transcripts, and can be used by your clients through RB Connect on their computers or through RB Connect Mobile on their mobile devices. Users can highlight text, make notes, view hyperlinked exhibits and other files, and export the transcript in a variety of formats, including condensed or word list only.
