Tag Archives: email second round

Lesson #18

Calendar – Assignment Analysis function

Do you have resources who are complaining about not getting enough good assignments? If you have a big case with many daily copies, how do you evenly distribute the lucrative work among your reporters? Use the Assignment Analysis report to see how often each resource has been assigned.

View assignment info in 2 different formats

Static reports

You can generate static Assignment Analysis reports that display the total amounts of assigned, canceled, and net jobs by resource for a defined time period. You can generate similar static reports that further break down each resource’s assignments by case.

Static reports can be sorted alphabetically by resource or in descending order of net assignments. You can use search criteria to narrow your results.

You can search for a word or phrase in the static report and RB9 will highlight all instances of your searched word/phrase in the report plus list them in a scroll box along with the page number where they occur.

Interactive reports

Generate an interactive report that displays the same information overall by resource but which you can drill down into by month-, quarter- and year-to-date totals.

Refine your report

The default static report lists assignments ordered in the past month sorted in order from the most assigned resource to the least. You can sort the list by resource name instead, group each resource’s assignments by case, switch to the interactive report,  and/or use different search criteria to view assignments:

• Job Date or Order Date range — Order Date includes assignments for write-ups ordered for previously billed non-transcribed jobs.
• All, some, or one Job Type
• A single resource
• A single case
• All, some, or one Business Unit

The static Assignment Analysis report’s footer will display which search criteria you used to generate the particular report with the exception of blank search fields, ALL list selections, or a selected resource. If you select two or more items in a list the report will display that as “(multiple values selected).”

The default interactive report uses the same search criteria and displays the same information broken down by year which you can drill down into to see each year’s monthly totals. You can choose to also include quarterly totals if you are viewing a long date range to make it easier to analyze your data.

Using the report

To figure out how to distribute job assignments more evenly on a case that your resources are asking for, run the Assignment Analysis report to see who has been given jobs on that case and how many times they’ve been assigned to it over a specific period. You will be able to see at a glance how evenly the workload is distributed between your resources and be able to make any adjustments necessary in future assignments.

You can export the static report in a variety of formats or print it from RB9. You can export the interactive report in Excel format to save, share, use in other applications, or print.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR: Use the Assignment Analysis report to see how often each resource has been assigned and balance out the workload in future assignments.

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 — such as branch offices, other companies you own, affiliates, and profit-sharing operations.

Job: Usually the reporting of a deposition but can also be any kind of service you provide with your reporters or other resources. More >

Job Type: Categories of jobs requested by clients such as Deposition or Real-Time.

Order Date: Instead of a job’s scheduled date, this category also includes assignments for write-ups ordered for previously billed non-transcribed jobs.

Resource: Person or thing that provides your business with a service — such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Lesson #17

Calendar – Send Overdue Tasks Report function

In addition to monitoring the tasks resources are working on with the Tasks in Progress function, you can give each resource their own prioritized To-Do list of outstanding tasks with the Send Overdue Tasks Report. This static report lists the tasks for which each resource has missed their deadlines in chronological order — and you can email any resource their list of overdue tasks directly from this function.

Get an overview of overdue tasks

Generate a list of all resources with outstanding jobs with one click, then email everyone their To-Do lists with a couple of clicks more. Or use the search filters to narrow the list to a single resource’s workload, jobs outstanding on a case, or other criteria. Search criteria includes:

• Resource
• Job Type
• Task
• Case
• Task Due Date range
• Business Units

You can sort your results in the grid by one or more columns in ascending or descending order but when you exit the function, RB will revert back to the default order. Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

You can view and update any resource’s details from the list and preview their overdue tasks report. RB generates the resource’s report in chronological order, oldest task first.

Hide tasks that don’t need turning in

Some parts to a job that require separate resources — such as a conference room or catering — don’t need a turn-in deadline. If you designate these kinds of tasks as “No Turn-in” when setting them up, they will not appear in your Tasks in Progress or Send Overdue Tasks Report results.

Email reports to whoever needs a reminder

You can email Overdue Task Reports to all resources, a single resource, or select a set of resources manually from the list of resources with overdue work product.

The report is sent as a PDF attachment to email, and you can customize the Subject and Message from the defaults included to match your business. You can also edit the email and attach additional files on the fly when you send the report.

RB automatically logs the date, time, and number of tasks in the resource’s Notes Log. It also records the email sent in the Email Log function in Tools (RB9 only), so you can refer back to it later.

TL;DR:  Email your resources their own prioritized To-Do list of outstanding tasks.

RB concepts in this lesson

Business Unit (BU): Your company’s revenue centers or any entity in your business that you want to track separately, such as branch offices, other companies you own, affiliates, and profit-sharing operations.

Job Type: Categories of jobs requested by clients such as Deposition or Real-Time.

Notes Logs: Un-editable internal-use only notes entered either by a user or automatically by RB appear in chronological logs in the database record where they occurred such as a case, job, invoice, or entity.

Resource: Person or thing that provides your business with a service such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Task: Service requested with a job such as reporting, interpreting, or video, that require a separate resource (person, company, thing) to accomplish. More >

Lesson #15

Calendar – Job Analysis function

Job Analysis is a report that shows new and canceled jobs in the calendar by firm, broken down by contact, so you can see how many calendar settings you are getting from each client.

You can easily see who your best clients are by looking at the number of settings each contact generates. This is better for your marketing staff to know because total invoice amounts can be misleading: A lot of work is billed to third parties — such as insurance companies whom you don’t market to — and a lot of a law firm’s invoices might be copy orders on jobs they didn’t initiate.

Generate gift lists

In addition to learning which contacts at which firms are scheduling and canceling jobs, you can also use this report to come up with a meaningful holiday gift list. Generate the report sorted by the number of net jobs per firm and contact in descending order to see which clients are generating the most business for your firm and to whom you want to send gifts of appreciation.

Static or interactive reports

You can generate static Job Analysis reports that display the total amounts of scheduled, canceled, and net jobs by firm and each firm’s contacts for a specific date range. Static reports can be sorted alphabetically by firm or in descending order of net jobs.

Or generate an interactive report that displays the same information overall by firm but which you can drill down into by firm contacts and month-, quarter- and year-to-date totals.

Default reports list all clients who ordered any type of job in the past month in descending order of net jobs with grand totals of the scheduled, cancelled, and net number of jobs at the end of the report. The static report includes the net percentage of jobs too.

You can use additional search criteria to narrow your report:

• Job Date or Entered Date (as a date range or single date)
• One or more Job Types
• A single firm
• A single case
• One or more Business Units

You can export the static report in a variety of formats or print it from RB9. You can export the interactive report in Excel format to save, share, use in other applications, or print.

NOTE: This is an RB9-only function. It is not included in RB Lite.

TL;DR:  See who your best clients are based on the number of jobs they order from you instead of invoice amounts which can be inaccurate due to 3rd-party billing on a lot of jobs.

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 — such as branch offices, other companies you own, affiliates, and profit-sharing operations.

Firm: Business you provide services to, usually law firms but can also be other court reporting firms, vendors, insurance companies, corporate clients, and courts.

Job: Usually the reporting of a deposition but can also be any kind of service you provide with your reporters or other resources such as realtime, videoconferencing, or read & sign. Jobs can be linked to cases, linked to other jobs, or stand alone. More >

Job Entered Date From/To: Date range of when a job was added to the calendar, not when the job is scheduled to occur.

Job Type: Categories of jobs requested by clients such as Deposition or Real-Time.