Tag Archives: email second round

Lesson #26

Production – Send Originals Out function

Track the location of original transcripts, affidavits, and errata sheets, plus keep detailed notes about where and when you sent them and when they were returned.

This information is available in Turn In for each witness, but Send Originals Out gives you the ability to enter and track this information in a dedicated function so you can see at a glance witness transcript information — plus enter transcript location and other witness related information faster.

The main grid shows all jobs that meet your search criteria with the witness name, transcript’s page number info, resource, when the transcript was sent, when it was returned or expected to be returned, related case name, and business unit involved. If you need more information or are updating a witness’s info, you can access it here with a single click.

You can sort your results in the main grid by one or more columns in ascending or descending order (but when you exit the function, RB9 will revert back to the default order). Export the grid as an Excel spreadsheet or a CSV(comma-separated values) file to save, share, print, or use in other applications.

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

TL;DR: Use Send Originals Out to quickly see the location status of a transcript, plus update related witness information.

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 >

Lesson #25

Production – Letters function

Correspond with contacts, witnesses, and third parties about turned-in jobs — with relevant details about the jobs filled in by RB9 automatically.

RB9 includes its own word processor with mail merge so you don’t need Word to manage forms, letters, and other documents that use RB data. It includes an extensive variety of form letters to streamline your correspondence. Edit the included form letters in Form Templates and create your own to match your business needs.

Then use the Letters function to correspond with contacts, witnesses, and third parties about a turned-in job. Search for the job by number, date(s), one or more job statuses, case, and/or one or more of your 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, RB9 will revert back to the default order). You can export the list of jobs returned as an Excel spreadsheet to save, print, share, or use in other applications.

Automatically include info from your database

When you correspond with contacts about a job you select which party to the job to contact and which witnesses to include. If the party is not listed, you can add them from your contacts database. When you correspond with witnesses RB9 automatically includes all parties attached to the job — but you can manually override that for any letter, deleting parties that don’t need to be included in the email or adding others from your database. RB9 will fill in the recipient’s email address if it’s in the database already. Otherwise you enter it manually. You can also send emails to other persons related to the job by entering their information manually.

Customize email’s content & appearance

You choose which email form to use from your collection of form letter templates. The list of available forms is contextual: e.g., when sending a letter to a contact only the forms you designated in Form Templates as for contacts appear. You can edit individual letters on the fly before sending.

Email letters can include cc’s, bcc’s, custom subject lines, and attachments. You can customize the appearance of the text in individual emails with different font treatments, text styling, colors, etc.

Send attorneys complete email packages including letters, transcripts, and relevant files — no need to print out and deliver if everything is digital. RB9 records the emails sent in the Email Log function in Tools so you can refer back to them later.

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

TL;DR: Correspond about turned-in jobs and transcripts using RB9’s form letters that automatically include job data. Customize individual emails and include attachments.

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.

Contact: Person who works for a firm you do business with — such as attorneys, paralegals, secretaries, legal assistants, claim adjusters, and court clerks.

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 Status: Stage a job is in, e.g., New or Cancelled. You can designate your own job statuses in RB.

Lesson #24

Production – Shipping function

When clients call to find out where their order is, you don’t have to leave RB9 to check the shipping status. Use the Shipping function to send products via FedEx or UPS, then quickly follow up an order’s current location anytime from within RB9.

You can also use this function to keep track of when and via what other methods you sent jobs out, and update the job status of any shipped job or any other information about the shipping and its related job, case, and contacts.

Use Shipping to:

• Ship out produced service items.
• Print FedEx & UPS shipping labels that automatically include addresses from your RB9 database and your shipping preferences, and are tied to your FedEx/UPS account. If contact information is incorrect you can update it here and RB9 will update the contact’s listing.
• Track UPS & FedEx shipments from inside RB9.
• Note if you used another sending method such as via courier or email.
• Record notes about a shipment.
• Search for shipments using job or invoice number, shipping date(s), delivery method(s), and/or business unit(s) to quickly locate a shipment to track. You can sort your search results by one or more columns in ascending or descending order. (When you exit the function RB will revert back to the default order.)
• Create a new shipment with the same job, case, and invoice information as a previous shipment.
• Export the list of shipments to an Excel or CSV file to save, print, share, or use in other applications. (Similarly you can export the witness/service item list from any shipment.)
• Change a job’s status to Shipped. RB9 will automatically alert your billing department that the job is ready to be billed if they do not invoice a job until it has shipped.

Shipping is a stand alone function but you can also access it directly within Turn In when entering service items to be billed.

FedEx/UPS tracking in RB9

When you generate a FedEx or UPS shipping label in RB9 it automatically:

• Enters the receiver’s address, phone number, and email. It will also validate the address before generating the label unless you deselect that option.
• Sets the Ship From address, phone number, and email to the assigned business unit of your company. (You can select a different business unit.)
• Enters your shipping preferences. (You can set up multiple profiles with different preferences and the same or different business unit.)
• Enters the tracking number in the shipment’s record.
• Enters today as the ship date.
• Adds the estimated shipping cost to the shipment’s record in RB9. Estimated Shipping Cost appears in the Shipping function’s results grid and in individual shipping label windows.

When you click the tracking number in RB9 it opens the related delivery service website in your browser and shows the shipment’s current status.

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

TL;DR: Use the Shipping function to send products via FedEx or UPS, and track an order’s current location without leaving RB9.

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 Status: Stage a job is in, e.g., New or Cancelled. You can designate your own job statuses in RB.

Lesson #23

Production – Envelopes and Labels function

Print addresses on labels and envelopes with information from your RB database automatically included. Start from a case, contact, firm, invoice, job, location, or resource to generate mailing addresses, then select which ones to print.

If entities have multiple addresses in their RB listing — such as office and home addresses — you can choose which type of address to print. You can also create labels and envelopes manually for one-off printing.

Print DYMO labels for correspondence and packages. Use RB9 default label layouts or create your own custom layouts. (Label printing out of RB9 requires a DYMO printer.)

If you want to address envelopes, use this function to generate a PDF file to print addresses directly on envelopes. Before printing, you can specify defaults in System Preferences for the envelope size and setup you use the most to minimize printing time.

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

TL;DR: Generate labels and envelopes with information from your RB database automatically included.

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.

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

Location: Place where jobs occur — such as court rooms, hospitals, schools, doctors’ offices, or private residences.

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 #22

Production – Production Sheets function

Production Sheets show on a job-by-job basis who’s ordering what and how many units need to be produced. This static report includes any production and billing notes associated with jobs in the report — so your production staff doesn’t forget any particulars about a client’s order.

You decide which service items are included on production sheets (in the Service Item Master), because not all service items need production — such as reporters’ appearance fees. After all jobs are turned in for the day, production sheets listing required service items for those jobs can be printed or exported as PDF, Excel worksheet, or another file format.

You generate productions sheets for either a single job or turned in date. You can customize them to specific rush types (like next day) and one or more of your business units. You can also include already produced items in the report.

Any styling that you applied to Production/Billing Notes in a job, firm, or contact entry — such as bolding or colors — will appear on the report. This can be helpful in making important information stand out on the page.

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

TL;DR: Production Sheets show who’s ordering what and how many units need to be produced for a specific job or from jobs that were turned on a particular day.

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.

Service items: Regular charges that you bill to your clients. Service items are listed on your invoices to provide itemized details for your clients and third-party payers. In-house they provide information to help you analyze your revenue streams.

Lesson #20

Production – Turn In function

RB Turn In is a 2-part process. First, production staff compiles invoices for all parties ordering services on a job. Then billing staff fills in the financials and finalizes the invoices.

In Turn-in, you:

• Enter information about witnesses (witness records), attending parties, firms to bill, and services ordered. If resources submit billing sheets through RB Connect this information is entered into RB9 automatically. You can have multiple witnesses on the same invoice.
• Upload files, such as exhibits, to the repository. When uploading exhibits you can have RB automatically number them with stamps that include RB job information. (You create your own exhibit stamp templates.) If you have RB Connect resources can upload files to the repository  — and stamp exhibits too — and clients can download them.
• Generate RB-PDF Transcripts. (You can also generate transcripts in the PDF Transcripts function.)
• Grant clients and resources access to transcripts, related files (like exhibits), and invoices online through RB Connect. You can control which contact can access which file. Send contacts email alerts that files are ready for download. RB9 records the emails sent in the Email Log in Tools, so you can refer back to them later.
• Access the Shipping function to generate FedEx & UPS labels, then track shipments.
• Add explanations about specific services that will appear on the related invoice.
• Correspond with witnesses. Email transcripts and related files to witnesses and attorneys. Apply Read & Sign requirements to transcripts. Attach affidavits and errata sheets. Track original transcript location.
• Generate invoices with custom headers and messages you select from a list or create on the fly.
• After your production staff produces all service items requested, finalize invoices by applying billing rates, pay rates, and rush charges. Then calculate and post invoices.

While turn in is a complex process RB makes it easy with powerful search tools, guided turn-in, and other time-saving features.

Powerful search tools

There is no default search in Turn In. You choose your search criteria including:

• Job number
• Job date or date range
• One or more job statuses
• A single case
• A single resource
• One or more of your business units

Search results are color coded by job status and display their information that matches the search categories (except resource). They also show the job type, date and time the job status changed, and ordering client to help you identify the correct job to turn in. 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.

Guided turn-in

After selecting a job in the results grid the turn-in process starts with the essentials, then reveals additional steps as you progress. This means:

• Less errors: You won’t overlook important steps in turn-in due to information overload.
• Quicker turn-in: Less second-guessing the process since you are lead through it automatically.
• Easier training: Process is easy to understand and master.

Time-saving features

In addition to guiding you through the turn-in process RB Turn In includes other features to make it more convenient and faster.

The first step — adding witnesses — includes these time-saving features:

• You don’t have to be in Turn In to start turn-in: If you handle both job scheduling and turn in you can turn in a job from its job window in Calendar functions.
• You don’t have to know the job number to start turn-in: You can search Turn In by job date(s), job status, associated case, resource turning in the job, and/or the associated business unit(s).
• Jobs are color coded by status: When searching for jobs, results are color coded so you can quickly see which jobs in the list have already been turned in, billed, shipped, canceled, etc. You can export the list if desired as an Excel or CSV file to save, share, print, or use in other applications.
• Case & job information accessible in screen: If you want to view or edit the related case or job information it is all accessible from the Turn In window. You do not have to go into separate functions to look up or update related info. Similarly Remarks are included in the Witness grid so you do not have to go into a witness record to see notes about the witness.
• Witness email field: You do not have to go into a separate function to send witnesses their transcripts to read and sign.
• Create RB-PDF Transcripts: After uploading an ASCII file of a transcript to the Witness repository in Turn In you can generate a PDF transcript without having to go to the separate PDF Transcripts function.
• Look up resources by task: One job can have multiple tasks with different resources. You can easily find assigned resources for all the parts of a job tied to a single witness — for example reporter, videographer, and scopist — within the witness.
• Enter attorneys and services with one click: Instead of adding attorneys or services one at a time to invoices, add an entire group at once with RB’s Prefill concept. Ordering parties can be added from the case, job, or recent turn-ins. When prefilling parties you can have the services they ordered previously included too. Additionally services can be added from clients’ standing orders, case or job requests, or set menus of frequently billed together items (Billing Sets). When prefilling you can also choose to consolidate invoices for the parties so that each firm’s orders on a job will be billed on a single invoice.
• Remove tasks from To-Do lists: When you create an invoice RB will prompt you to check off which tasks have been completed and it will update the Tasks in Progress list for you.
• Uniform list of services customizable to your unique business offerings: Clients’ online requests, reporters’ job turn-ins (both through RB Connect), and in-house production and billing are all consistent because users choose items from lists instead of typing in information.
• Customizable witness list: If you have multiple witnesses/tasks for a job you can enter the information in any order that’s convenient. Then you can easily shuffle the order of the witness list to change how it will appear on the invoice. You can export the witness list if desired as an Excel or CSV file to save, share, print, or use in other applications.
• Other invoice options: You can create multiple invoice messages in addition to a default message to select from for different occasions such as a holiday greeting. You can edit the chosen message on individual invoices and write something from scratch too. You can also have additional information appear on invoices to third party payers — such as insurance companies — that will appear along with the claim number, name of insured, and date of loss. The contents of both the invoice message and additional billing information can be as long as you want and you can style the texts’ appearance.

The next step — calculating invoices — speeds up your work process even more:

• Set rates directly: Within an invoice you can select billing and pay rates plus select rush types in a fly-out panel — instead of opening additional windows on top of the invoice that obscure the invoice’s details. And if you already defined billing rates for your clients in their accounts RB will select those for you.
• Customizable service list: Just like with the witness list, if you have multiple service items for a job you can enter them in any order, then shuffle their order to appear differently on the invoice. You can also provide explanations on invoices about specific service items if you think something requires more detail.
• Locate invoices in a job easily: It is not uncommon to have multiple invoices for the same job (original and copy clients). Since each invoice listed also lists the services being billed, the background color for the invoice line is yellow while witness and service line items have white backgrounds so it is easier to scroll to each invoice. (You can “collapse” an invoice to hide the services so the list is shorter.) Also the invoice line text color indicates invoice status: black for invoices in progress, green for posted invoices, and red for voided invoices to quickly differentiate them from each other. You can export the invoice list if desired as an Excel or CSV file to save, share, print, or use in other applications.
• Adjust pay on invoices: You can add pay for miscellaneous charges you are not billing to the client but want tied to an invoice — such as the resource’s mileage or parking fees — and add pay for other resources for miscellaneous charges you are not billing to the client without going to the separate Override Resource Pay function.
• Send invoices immediately: When posting invoices from Turn In RB will ask if you want to send the invoices to the clients now. If you do, RB will open the Send Invoices function with the posted invoices already selected so you only have to choose whether to email from within RB or print them out for regular mail. If emailing you can also attach other related files from your Repository.

TL;DR:  A 2-part process where your production staff compiles invoices for all parties ordering services on a job. Then after producing service items ordered, billing staff fills in the financials and finalizes the invoices.

RB concepts in this lesson

Billing Sets: Like a fast food combo meal, RB9 Billing Sets are preset groups of service items. Selecting billable services by set, instead of individually, speeds up the billing process. More >

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

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 Status: Stage a job is in, e.g., New or Cancelled.

Prefill: Save time when invoicing by having RB enter parties to a job and entering services billed from set menus of frequently billed together items.

RB Connect: Online repository, calendar, and access to your office for clients and resources, including interactive transcripts, downloadable invoices and e-commerce for clients, and online turn-in, one-touch job acknowledgements, and downloadable pay statements for resources. More >

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. More >

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 >

Witness Record: Deponent, proceeding, conference, or video/audio recording. Each witness record is associated with a task and the resource who performed the task.

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 include:

• 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 #16

Calendar – Tasks in Progress function

The interactive Tasks in Progress report lists the backlog of tasks resources are working on, in chronological order with the oldest first. You can see all resources with outstanding tasks with one click or you can use the search filters to view a single resource’s workload, tasks outstanding on a case, or other criteria.

Search criteria include:

• Ordered date and due date ranges
• Job type (all, some, or one)
• Task type (all, some, or one)
• Single resource
• Single firm
• Single contact
• Single case
• Outstanding only or include completed tasks
• Business Units (all, some, or one)

The resulting report includes all of those criteria as column heads, plus the job number and date, the status of the job and task, turned in date, how many days old, estimated and delivery dates, and witness so you can see task information without having to click into a job.

Customize how you view tasks in progress

Tasks are grouped by resource with each resource’s tasks’ average days old and total estimated pages listed in the footer of their outstanding tasks list. You can add additional grouping categories to the results, remove any grouping category, and re-arrange the grouping order.

For example if you add grouping by case to grouping by resource, tasks will be grouped by resource and subdivided under each resource into tasks related to cases they are assigned to. If you switch the order, tasks will be grouped by case and subdivided by each resource working on the case.

You can also:

• Re-arrange the columns so the most important information is most prominent
• Stick up to 10 columns to the left side of the grid so they do not scroll when you have a results grid wider than your screen.
• Stretch/shrink columns to fit the results.
• Hide columns you don’t need to see.
• Choose which column(s) to sort results by.
• If you select more than one column, choose in what column order to sort the list.
• Choose whether to sort info by ascending or descending order in each selected column.
• Save your custom grid as your default.

You can save your personal grouping parameters and custom grid as your default. Your customizations do not affect other users, and you can restore the original RB grid layout anytime.

From the report, you can:

• See complete job and task details for outstanding tasks.
• Update tasks with benchmark dates and other information — such as task and job status — as they progress and are completed.
• Turn in jobs.
• View completed tasks along with their completion date if the job has been turned in but not invoiced yet.
• Export the grid as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Integrated with other functions

Tasks in Progress is a function in the Calendar module but it is a good example of RB9’s interrelated functions and modules. Some Tasks in Progress examples:

• Before assigning a resource to a task you can check their workload without leaving the job window. The selected resource’s Tasks in Progress appear in a panel within the job and includes estimated pages for each task the resource has yet to turn in, so you can get a better idea of the resource’s workload before assigning them to a new task.
• The Send Overdue Tasks Report emails each resource their own To-Do list from Tasks in Progress to remind them of their overdue work product.
• If you have RB Connect (and RB Connect Mobile), resources can view their own Tasks in Progress online (or on their mobile devices) in chronological order from the oldest to today.
• When you create an invoice in Turn In RB gives you the option to check off job-related assignments as completed. This keeps your Tasks in Progress reports accurate. (You can also update your resources’s To-Do lists manually by entering the completed dates and times in the Tasks in Progress function.)

TL;DR: Monitor & manage how busy resources are. Begin turning in jobs. View completed tasks that have not been invoiced.

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.

Contact: Person who works for a firm you do business with — such as attorneys, paralegals, secretaries, legal assistants, claim adjusters, and court clerks.

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. More >

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

RB Connect: Online repository, calendar, and access to your office for clients and resources including interactive transcripts, downloadable invoices and e-commerce for clients, and online turn-in, one-touch job acknowledgements, and downloadable pay statements for resources. More >

RB Connect Mobile: Clients and resources can access your RB Connect on their smart phones and tablets in an interface optimized for mobile devices. More >

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.