Customize & create your own forms

RB gives you the ability to email and print forms and letters to clients, resources, and others. The forms and letters that are produced are all customizable to fit your business

Lesson #97
Tools – Form Templates function

Some RB emails are form letters or include attachments that automatically contain RB information. You can customize the content of these forms — even add new forms — in Form Templates.

Form Templates is a word processor with mail merge, so you don’t need Microsoft Word to manage forms, letters, and other documents that use RB data. It’s a simpler word processor than Word, but includes data merge fields and is designed to work with RB functions.

Complete set of forms included

RB comes with a starter set of form templates to cover a variety of needs, such as job confirmations, letters to witnesses, and collections letters. You can use the included templates as is, edit them to match your business better, import forms from other applications, create templates from scratch, and copy templates to create additional templates.

You can create form templates in RB for:

  • Job confirmations & cancellations
  • Assignment confirmations (AKA resource worksheets) & cancellations
  • Letters to contacts, witnesses, & others related to a job
  • RB-PDF Transcript cover pages & errata sheets
  • Collections letters

Use RB’s Form Templates to create your own company-branded letters, notices, transcript cover pages, and errata sheets. You can include your own content, formatting, company logo, and merge data fields.

Customize & create your own

When editing templates or creating new ones, you can:

  • Enter your own content, including images and simple graphics.
  • Insert headers, footers, and tables.
  • Add RB data fields.
  • Format everything to match your needs and corporate culture.

Any edits you make to an existing form are saved system-wide in the form. And when you create a new form, it is saved on the RB server and is available to other RB registered users in your company.

RB’s Form Templates is easy to navigate and use, but powerful and full of options. All existing forms in your system are grouped by the functions they are used in, so you can find forms easily. You can also create your own subgroups to further organize your forms when the main groups are not enough.

The many tools in Form Templates are grouped into major categories on tabs, with each tab displaying all of its tools organized in subgroups so you minimize searching for a particular tool. And some tool groups have a popup option so you can change multiple related options at once.

Full styling toolkit

This full-featured word processor with mail merge contains many controls and options in all aspects of form creation:

Text

Tools for styling your forms include most common text controls present in word processor applications, such as font types, sizes, colors, weights, and styling. You can style bulleted or numbered lists, and set text alignment, indents, tabs, borders, and backgrounds on paragraphs. You can choose different pagination options for multi-page forms, such as widow and orphan control, and set up re-usable character and paragraph styles.

Inserts

You can insert headers, footers, page numbers, images, graphics, blank pages, page breaks, tables, special symbols, hyperlinks, and text frames into forms. At a minimum, you can customize all of your forms by inserting your company logo. You can further customize the appearance of your logo or other graphics by setting text wrap options, positioning (including on the z axis), and size.

Tables

If you have a table in your form, you can customize it by adding or deleting rows/columns, and setting the properties of frame lines in the table, such as line colors, line widths, and cell background colors, or not having frame lines at all. You can also add custom formulas to your forms, such as sum totals.

Layout

Customize the layout of your template’s pages by setting margins, orientation, paper size, columns, content breaks, background color and borders, and paragraph spacing.

View

Form Templates has typical word processor View controls, so you can zoom in/out, or select a set view percentage. You can toggle rulers, status bar, table gridlines, control characters, and other guides on and off.

Lots of merge field options

Along with tools for styling your forms and adding boilerplate content, Form Templates includes several types of merge data fields:

  • Contextual data fields – Only relevant RB data fields appear as options when inserting a merge data field in the form you are editing/creating, instead of listing every available RB data field for you to scroll through. When you insert a merge data field, RB only displays fields related to the category of form you are updating, logically grouped into sets, so you can quickly find a specific merge field.
  • List data fields – You create tables of related merge fields that you select. You can re-arrange the order that the fields appear as columns in the table, or have the information display in paragraph format. For example, you can easily add a list of parties scheduled to appear to a Job Worksheet, that includes each party’s firm name, the party’s email address, party type, and services requested.
  • Special fields – You customize their formatting, such as a Date field where you can select the order and appearance of day/month/year, and even include time stamps.

Merge fields are important because, when inserted into a form, real data from the job/client/resource/location you’re sending the form for will automatically merge into the place of the field, so you don’t have to manually re-key any of the information.

If you want a copy of a form template outside RB, you can print or export the form in a variety of formats, such as PDF, Word, HTML, or text.

TL;DR: Some RB functions include email-able/printable forms that automatically include RB information. These forms can be used as is or modified if needed in the Form Templates function. You can also import forms from other applications, and create your own forms.

RB concepts in this lesson

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.

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.

Resource: Person or thing that provides your business with a service, such as reporters.

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