Lesson #132
Setup – System Preferences function
Production System preferences
Set up your accounts and printing specifications, then you can print shipping labels and envelopes for correspondence from RB9. You can also record repository activity after setting download preferences.
Envelopes
You can print addresses from your RB database directly onto a variety of envelopes in RB9. Specify defaults for the envelope size and setup you use the most to minimize printing time.
You can specify which standard envelope size — such as #10 — to use. Or enter custom dimensions if the available sizes do not match your most-used envelopes. Designate where addresses print on envelopes measuring in inches from the top and left sides. And choose a typeface and size for how addresses will appear visually.
Your default settings for printing envelopes will appear in the Envelopes and Labels panel when you print envelopes. You can change any of the specifications when printing.
NOTE: Envelopes and Labels is an RB9-only function. It is not included in RB Lite.
FedEx Accounts for Shipping Labels
If you use FedEx to ship items to clients, set up RB9 so you can print FedEx labels from within RB9. Then you can track FedEx shipments without having to leave the system.
You can set up multiple FedEx accounts in RB9. There are 2 ways to use FedEx accounts in RB9:
1. Include all company FedEx accounts in RB9
If you have multiple FedEx accounts, set up RB9 to include all of your company’s FedEx accounts.
2. Accounts = label templates
RB9 FedEx accounts can also used for different label templates. So even if you have only one account with FedEx you can set up different accounts — i.e., label templates — in RB9 that use the same FedEx account credentials, but have different options set for the account preferences. For example set up accounts/label templates for the different priority options (overnight, 2-day, etc.) or accounts to match specific client requirements.
System Preferences lists all of the FedEx accounts already set up including your default account. Set up as many FedEx accounts as you need. You can update or delete any of these accounts, designate a different account as the default, and export this list as an Excel or CSV file to save, print, share, or use in other applications.
Get developer credentials first
Before you can use RB9 to print FedEx labels and track shipping you have to update your external Federal Express account to a developer account so you can obtain the extra information such as your Client ID and Secret that will allow you to print labels from RB9. The Help menu in System Preferences for FedEx labels includes step-by-step instructions for obtaining this information and adding it to your RB9.
Once you have your developer information added to RB9, you can set your other default shipping specs for the account you are creating. All of these options can be overridden when creating a new shipment.
Label template options
Options you can set defaults for include:
- Service type (e.g., Priority Overnight)
- Pickup/drop-off location
- Whether or not you require a recipient signature acknowledging delivery and if so what kind of signature.
- If you want the recipient to be alerted via email so they can track their shipment online.
- If you want to receive email alerts about the shipment.
- Saturday delivery
- Saturday pickup
- Packaging options (e.g., FedEx envelope)
- Package dimensions (length, width, height) measured in inches
- Package weight in pounds
- Declared value for insurance purposes
- If you want to give the recipient the ability to return the package to you with the delivery fee charged to your account, and which delivery method to use for the return.
- If you want to use the standard FedEx pricing or the simpler FedEx One Rate pricing.
- If you want to include the related RB9 invoice number, job number, and/or witness name on the label.
- Any other information that you want to appear on the outside of the package
- If you have a special printer that requires a particular type of file, you can specify the file type.
NOTE: Shipping is an RB9-only function. It is not included in RB Lite.
Repository
Choose whether the default when uploading files to the repository is published or not. You can change the selection when uploading files and if publishing you also have to specify who will have access to the files.
If you want to track file downloads in RB9 by clients, resources, or internal staff, turn on repository logging options for one or more of these types of entities. Best practice is to track all 3 activity streams as required by general security rules for business applications.
If you turn on one or more of these options, the Repository Download Log will track the selected activities and report all relevant activity for a specified time period.
When you turn on tracking for download activity by contacts, your contacts can also see their download activity in RB Connect’s Repository. A Reviewed column will be included in the Repository results grid, and any file they download will record the date and time in that column so your clients can see at a glance if they have downloaded a file or not.
NOTE: Repository Download Log is an RB9-only function. It is not included in RB Lite.
UPS Accounts for Shipping Labels
If you use UPS to ship items to clients, set up RB9 so you can print UPS labels from within RB9. Then you can track shipments without having to leave the system.
You can set up multiple UPS accounts in RB9. There are 2 ways to use UPS accounts in RB9:
1. Include all company UPS accounts in RB9
If you have multiple UPS accounts, set up RB9 to include all of your company’s UPS accounts.
2. Accounts = label templates
RB9 UPS accounts can also used for different label templates. So even if you have only one account with UPS you can set up different accounts — i.e., label templates — in RB9 that use the same UPS account credentials, but have different options set for the account preferences. For example set up accounts/label templates for the different priority options (overnight, 2-day, etc.) or accounts to match specific client requirements.
System Preferences lists all of the UPS accounts already set up including your default account. Set up as many UPS accounts as you need. You can update or delete any of these accounts, designate a different account as the default, and export this list as an Excel or CSV file to save, print, share, or use in other applications.
Get developer credentials first
Before you can use RB9 to print UPS labels and track shipping you have to update your external UPS account to a developer account so you can obtain the extra information such as your User ID and Password that will allow you to print labels from RB9. The Help menu in System Preferences for UPS labels includes step-by-step instructions for obtaining this information and adding it to your RB9.
Once you have your developer information added to RB9, you can set your other default shipping specs for the account you are creating. All of these options can be overridden when creating a new shipment.
Label template options
Options you can set defaults for include:
- Packaging type (e.g., UPS letter or express box)
- Package dimensions (length, width, height) measured in inches
- Package weight in pounds
- Declared value for insurance purposes
- Service type (e.g., UPS next day air)
- If you want the recipient to be alerted via email so they can track their shipment online.
- If you want the recipient to confirm to you via UPS that they received the shipment.
- If you do not require the recipient to sign for the shipment.
- Saturday delivery
- If you want to include the related RB9 invoice number, job number, and/or witness name on the label.
- Any other information that you want to appear on the outside of the package
- If you have a special printer that requires a particular type of file, you can specify the file type.
NOTE: Shipping is an RB9-only function. It is not included in RB Lite.
TL;DR: Store credentials and options for FedEx & UPS shipping. Define specs for envelope printing. Set tracking options for repository usage.
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.
RB Connect: Online repository, calendar, and access to your office for clients and resources. More >
Repository: RB has 9 repositories where you store files for safekeeping and quick retrieval.
Resource: Person or thing that provides your business with a service, such as reporters.
