Tag Archives: Jobs (List View)

View your calendar as a list

List View provides the most information on a single screen about all of the jobs displayed …

Lesson #4
Calendar – Jobs (List View) function

List View, as the name implies, displays your schedule as a list with important information about each job, such as date and time, client, and location, in a grid. You can also choose to view your schedule in a monthly calendar format (Monthly View) or a week at a glance (Weekly View).

List View displays more information about jobs in your schedule than other views with 21 fields for each listing, so you don’t have to click into individual jobs to find most relevant information. It also has more search criteria so you can refine which jobs are shown.

The default List View is all jobs for tomorrow. It displays:

  • Job number
  • Date
  • Start and end times
  • Time zone
  • Location
  • Job status
  • Job type
  • When the job was last updated
  • Witness
  • Ordering client
  • Who scheduled the job
  • Job task(s) & assigned resource(s)
  • Related case
  • Type of case
  • Your assigned business unit
  • Sales rep
  • Your custom notation

List View search criteria are:

  • Job Number
  • Job Date range
  • Ordering Firm/Contact
  • Attending party (firm/contact)
  • Scheduling Contact (Scheduled By)
  • Job Status(es)
  • Job Type(s)
  • Witness
  • Business Unit(s)
  • Sales Representative
  • Case
  • Case Type(s)
  • Parent Firm
  • Job Location
  • Job Location City
  • Job Location State(s)
  • Job Entered Date range
  • Notation

Customize how you view your job listings

Group jobs by one or more parameters to more easily see the job information you want to know. For example, you could group jobs by Job Status, then Job Date to find your calendar priorities quicker. You can add additional grouping categories to the results, remove any grouping category, and re-arrange the grouping order.

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 RB9 grid layout anytime.

On a system wide basis, you can make additional customizations. Listings in List View are color coded based on their job status. You can create your own job statuses (RB9 comes with a set of defaults to get you started), plus designate which color each status has.

From the calendar, you can:

  • Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, share, print, or use in other applications.
  • Add a new job.
  • View/update/cancel/reschedule existing jobs.
  • Send job confirmations.
  • Change the status of a job.
  • Begin turning in a job.

TL;DR: List View provides the most information on a single screen about all of the jobs displayed. If you want to search your calendar by job number, a date range other than monthly, or witness, use List View.

RB9 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.

Case Type: Categories of cases by work type, e.g., Civil or Personal Injury.

Contact: Person who works for a firm you do business with.

Firm: Company you do business with, such as a law firm that schedules depositions with you.

Jobs Usually the reporting of a deposition, but can also be any kind of service you provide with your reporters or other resources. 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 Status: Stage the job is in, e.g., New or Cancelled.

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

Notation: Short codes you create yourself to give key information about a job (such as “V” for video, “RT” (for realtime), “1 of 2,” or “Daily”) in a results grid, so you don’t have to click into a job’s detail window.

Ordering Contact: Contact at the firm that is responsible for a job with your company.

Ordering Firm: Firm that is responsible for a job with your company.

Scheduled By: Contact who initiates a jobs with your company. Can be different from the Ordering Contact.

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

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Calendar

Calendar is one of the largest functions in RB with many features to speed up scheduling while minimizing errors …

Lesson #2
Most important module in RB?

Maybe the most important module in RB is the Calendar. It is where you schedule and manage jobs (e.g., depos), set up and manage cases, assign tasks to reporters and other resources, and manage assignments.

It is one of the largest modules with 16 functions, all related to your job calendar. What you can do with those functions includes:

  • Start a job with as little information as ordering client, date, and time.
  • Start a new job by copying an existing job and updating it.
  • Automatically import job information clients include in job requests made via RB Connect.
  • Include jobs in cases so they automatically share case parties and information.
  • Use the job wizard to set up multiple related jobs including their shared information at once.
  • Create linked jobs that share information but can be billed separately and canceled independently of each other.
  • Include complete information about cases and individual jobs, including parties, requirements, location, and LEDES e-billing information.
  • Grant parties access to jobs and related files online through RB Connect.
  • View jobs as a list, a monthly calendar, or week by week.
  • Search jobs by multiple criteria including job location, client, and witness.
  • Update, confirm, reschedule, and cancel jobs.
  • Notify clients when their requests for services are received.
  • Send clients their upcoming job calendars.
  • Email clients job confirmations as you set jobs or send a batch at a time.
  • View tasks as a list or a monthly calendar.
  • Assign, notify, and confirm reporters and other resources to job tasks.
  • Assign resources to job tasks before or after job confirmations.
  • Assign resources on the fly or print out your job calendar to make your list, then assign and notify resources in batches.
  • Include worksheets and other files in assignment notifications.
  • Send assignments via email, text, or printout.
  • Send email and text blasts to resources about last-minute jobs.
  • Update, confirm, and cancel job tasks.
  • Schedule conference rooms.
  • Log resources’ acknowledgements.
  • Audit new and canceled jobs for errors.
  • Analyze jobs by client to see how many jobs they are ordering.
  • Analyze jobs by resource so you can distribute work better.
  • View and update outstanding tasks as they progress.
  • Give resources To-Do lists.
  • Initiate a job’s turn-in.
  • Award redeemable points to contacts.
  • Upload case-, job-, and task-level files, such as notices, to the repository.
  • Maintain log of job milestones and client interactions.
  • Make hard copies of your future calendar.
  • Update and track resource’s time off.

Calendar functions by name

Calendar functions are where you will probably first see how RB’s automated processes save time and reduce errors:

  • Information entered anywhere in the system — whether by your staff entering job information in RB, a client requesting a depo through RB Connect or RB Connect Mobile, or a reporter acknowledging a job online  — automatically flows to where it’s needed. No re-keying.
  • Information and processes are easier to access than in previous versions. For example, instead of remembering shortcut keystrokes or dealing with drop-down menus, there is a New Job button in Calendar. In addition, the New Job window opens with a fly-out panel for selecting the Ordering Firm. Not a single click required to get to the first thing you will probably know when contacted about a job. Enter a few keystrokes to find the firm or add a new firm right there in the job.
  • Enter a job location’s zip code, and RB will automatically populate the city and state fields correctly.
  • RB prompts you to do certain tasks, like send notifications after scheduling a job, so nothing gets overlooked. And if you prefer, it also offers batch options for things like notifications, so you can do a day’s worth at once.
  • RB automatically enters log entries for certain activities to help you maintain a paper trail, so you know who did what when in RB9. Sometimes, it includes other information too, such as when you send a job confirmation email, RB makes an entry that includes the receiver’s email address.

TL;DR: If you schedule depos or other services, you can maintain complete details about everything in your RB calendar easily and error-free.

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 >

Linked Jobs: Jobs, such as video done by a third party of a depo, that are listed separately on the calendar and billed separately, but because they are tied together, you will be notified when one is canceled that there is a linked job, so you can cancel that job too and notify the resource.

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 one-touch job acknowledgements, online turn-in, and downloadable pay statements for resources.

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

Repository: RB has 9 repositories where you store files for safekeeping and quick retrieval. When you store files in a case, they are in R9’s Case Repository; when you store files in a job, they are in RB’s Job Repository; etc.

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.

Tasks: Service requested with a job, such as reporting, interpreting, or video.

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