Lesson #125
Setup – PDF Transcript Preferences function
RB9 includes a PDF transcript creator which you can use to generate PDF transcripts from ASCII files. As PDFs, RB-PDF transcripts retain the appearance of the original document and can be easily shared with others because PDF is a universal format.
Use the PDF Transcript Preferences function to define preferences for how your RB-PDF transcripts will appear and what options they will include. You can create multiple transcript preference profiles to cover different transcript requirements. When generating a PDF transcript, you apply one of these profiles and edit it as needed for the transcript.
You can define preferences for a multitude of measurements, database inclusions, appearance options, and transcript-only requirements like:
- Line number treatments
- Attachments such as the original ASCII
- Word lists and indexes
- Condensed versions
- Cover pages & errata sheets
- Words to exclude from word lists/indexes.
Create your own RB-PDF Transcript profiles
RB9 comes with a basic transcript profile that might cover all of your needs. But if you have clients with different transcript requirements or state laws that you have to abide by for some transcripts, you can create profiles for individual clients and states. Edit the basic profile to work as your default for most transcripts, then copy it and edit the copies to create other profiles.
Specifications you can set in a transcript profile are broken into 8 main categories:
1. General
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)
- Timestamps
- Attachments (such as the original ASCII)
- PDF format (including PDF/A for archival purposes)
You can also give staff the ability to edit the original ASCII before generating the PDF.
2. Header & Footer
Tailor header and footer content and appearance:
- Select which automatic database inclusions (like the case name, job number, witness name, even resource name and certification number) should appear, and where in the headers/footers they should appear.
- Specify whether headers and/or footers should always appear.
- Choose if and where company logos should appear in transcripts.
3. Word Index & Word List
Choose whether or not to include both/either, then customize the appearance of each, including:
- How many columns per page
- Where pagination starts
- Fonts, borders, and margins. Also specify where each appears: attached, within the transcript, or as a separate document.
- For word lists, you can choose to include how often each word appears in the transcript.
You can also choose to include a simple hyperlinked word index in the navigation pane of transcripts.
4. Condensed Transcript
Choose uniquely condensed options like:
- Page layout
- Font scaling
- Page orientation
- Line number dividers
- Q&A styling
Then further customize the look and options of condensed transcripts, including fonts, borders, and margins.
You can choose to include word indexes and/or word lists (and where they appear in relation to the condensed transcript), and choose where condensed transcripts appear in relation to the full sized transcript.
5. PDF File Properties
Select the RB9 data fields that will appear as transcript metadata:
- Title — could be RB9’s Witness Name field
- Author — the Business Unit or resource’s Full Name field
- Subject — the Case Name field
- Keywords — Job Number, Job Date, Case No., etc.
6. Cover Page & Errata Sheet
Choose whether or not to include either, then choose which forms to use for each that automatically include job and case information (set up in Form Templates).
Give errata sheets headers and footers, And include options to preview/edit the cover pages and errata sheets.
7. Digital Signature
RB-PDF Transcripts include the option to apply both reporter and agency digital signatures generated using the free ReporterBase Digital Signature Proxy. You can choose to have a bookmark labeled, “Validate Signer,” automatically included so that the reader of the PDF transcript can validate the signer’s digital signature identity.
8. Exclude Words
Compile a list of words that are excluded from the word index and word list of transcripts that are generated using this profile. You can export the list as an Excel spreadsheet or a CSV(comma-separated values) file to save, share, print, or use in other applications.
Archival PDF limitations
If you choose one of the PDF/A formats for archival reasons, not all of the customization features will be allowed. You cannot include attachments, including cover pages and errata sheets, nor allow digital signatures and their validation.
Using PDF Transcript Preferences
You can add and update PDF Transcript profiles at any time. Except for the default profile, you can delete any profile you no longer use.
When generating RB-PDF transcripts, the Select PDF Transcript Preferences window displays your default preferences. You can change which profile to apply, and update preferences for the current transcript.
NOTE: This is an RB9-only function. It is not included in RB Lite.
TL;DR: Use the PDF Transcript Preferences function to define preferences for how your RB-PDF transcripts will appear and what options they will include. Generate multiple preference profiles to cover individual client requirements and other situations.
RB concepts in this lesson
RB-PDF Transcript: PDF version of a transcript with built-in transcript-specific features like hyperlinked exhibits, word lists/indexes, errata sheets, and enhanced headers/footers containing case and depo information from your RB9 database. It can be branded and customized extensively to match client requirements; and can include digital signatures, condensed transcripts, security restrictions, stamps, and archival formats for the courts.
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. RB-DSP is a free and easy way to apply digital signatures to electronic transcripts efficiently in-house while maintaining the integrity of the signature.
