Lesson #129
Setup – System Preferences function
RB comes with default options for its different functions. Some cannot be altered but generally you can customize functions to fit your company by editing, adding, and deleting options. System Preferences is where you set global options for different features in your RB system.
These global preference settings are used throughout your RB system by all users. You must be part of the Administrators group to change System Preference settings.
System preferences can be customized at any time. The only one you need to set before using RB is entering your company’s email settings in General > Email if you will be sending emails from RB.
Options you can customize in System Preferences include:
- Company email address(es)
- Text of “Forgot Password” emails
- Upgrade to Standard or downgrade to Lite editions of RB9. This feature is only available to Administrators.
- Which credit card to use for your RB subscription payments. You can also view your billing history and pay overdue invoices.
- How many Named User Licenses access your RB9
- Login security — such as requiring strong passwords and 2FA verification
- How long RB saves messages sent internally
- How long a period of inactivity allowed before RB logs a user off automatically
- Company time zone default & other time zones to select
- Job confirmations & cancellations
- Task assignments & cancellations
- Job statuses displayed as calendar search options
- Future calendar emails
- Holidays observed
- Job & task calendar view options
- Job status colors
- Job status automatic updates
- New job defaults
- Overdue tasks emails
- Resource Blast (last minute job announcement emails & texts) contents and defaults
- Zoom account settings, preferences, and other customizations
- Envelope printing specs
- FedEx & UPS account information
- Repository publishing default & use tracking options
- RB Digital Signature Proxy settings
- Invoices, statements, and payment receipts & related emails’ contents and other invoice options
- LEDES 1998B exported files
- Reward points
- Pay statements & related emails’ contents
- Payment wait periods
- 1099 Form & check printing
- Direct deposit payment settings
- Default settings for new firms, contacts, & resources
- QuickBooks settings
- Company contact information for RB Network membership
- Email Logs tracking
System Preferences sections
With so many options to describe each section is broken out into a separate lesson:
System Preferences vs. Lists
RB separates out list customization from other system preferences. If you want different options in a list you would make those changes in the Lists function. All other options are grouped by module under System Preferences.
Some System Preferences options work with Lists — such as the file types you can have RB automatically attach to assignment notifications. They are generated in Lists under Repository, which you can then select from in System Preferences under Calendar.
Personal preferences
Some system preferences can be overridden by personal preferences set by individual users. Preferences that only affect your individual RB setup are available under User Preferences.
TL;DR: Use RB’s default options or customize these systemwide options to match your company.
RB concepts in this lesson
Administrator: RB user who has access to and control of all areas of RB. You can have any number of RB administrators but each RB system must have at least one administrator. Administrator rights include setting up user accounts, assigning users to groups (which authorize what actions users can perform in RB and what kinds of notifications and messages they receive), and setting global system preferences.
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. More >
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Users: You and your staff who directly access RB.
