Tag Archives: parties

What is Prefill?

Instead of entering parties and services one at a time every time, use prefill to automatically add parties and/or services to a job, case, or invoice

Concept #5
Prefill

When you prefill a job, case, or invoice, RB automatically adds related parties and/or service items — saving time and reducing the chance of incomplete invoices.

Without prefill, you have to enter parties and services one at a time every time. With prefill, you check first for previously entered choices — such as parties to a case or a client’s standing orders — and add some or all of them at once. Prefilling saves time and reduces the chance of overlooking something by automatically including related parties and/or services.

Standing orders

If your clients have certain services they always want — for example the original ASCII file and a condensed transcript — you can enter these standing orders in their profile. Both firms and contacts can have standing orders — which can be different if contacts at a firm have their own service requirements in addition to or in place of the firm’s requirements. You can add these standing orders when prefilling parties.

Prefill parties

Parties and their requested services can be entered at any time:

  • In a case starting in the pre-trial discovery phase where you can prefill services from firms’ and contacts’ standing orders.
  • To a job where you can prefill from a case.
  • In Turn In when creating invoices where you can prefill from the job, case, and recent related turn-ins.
  • If you have RB Connect, resources enter parties and services when turning in jobs online. You can give them the option to prefill parties from the job, case, or previous turn-ins.

The Recent Turn-ins option when creating invoices is useful because when parties are added to a case during pre-trial discovery, it’s usually so they can access the case calendar and repository files through RB Connect. They might not have any preferred services. However it’s highly likely that parties to a case that have ordered services on previous jobs in the case will order the same services for similar jobs on the same case, which would be included in Recent Turn-ins so you can easily add them to an invoice.

Prefill services

When you prefill parties in Turn In who have standing orders or previously ordered services, RB creates invoices that automatically include those service items. You can save time entering other service items in batches using Prefill Services.

Use Prefill Orders & Services to include service requests from:

  • Billing SetsLike a fast food combo meal, you can select a preset list of services commonly ordered together.
  • Firm’s and/or contact’s preferred services: If you didn’t include them when prefilling parties, you can add them when prefilling services.
  • Case’s preferred services: If the party to the case requested services for all jobs on a case.
  • Job’s preferred services: If the party to the job requested services when scheduling the job.

These readymade lists might include services that were not ordered for the job being billed. That’s okay: After prefilling you can remove any services not ordered for this invoice.

TL;DR: Instead of entering parties and services one at a time every time, use Prefill to automatically add parties and/or services to a job, case, or invoice.

Related RB concepts

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

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, such as realtime, videoconferencing, or read & sign. More >

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.

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RB is case-based system

RB is case based, so depositions and other services related to a case can automatically share information

Lesson #3
Calendar – Cases function

Case-based means information entered under a case, such as the parties involved and the services each party requests, automatically fills into the relevant fields in jobs linked to that case (usually depositions).

Case information includes:

  • Case Name, both brief (nickname or caption) and full names
  • Case Status
  • Case Number
  • Internal Case Number (automatically applied by RB helps distinguish cases in results and is searchable)
  • Case Type
  • Trial Date
  • Federal Case or Court/County of Jurisdiction
  • Sales Representative/Client Of resource assigned to the case
  • Any internal warnings or remarks about the case
  • Notes to reporters about the case
  • Notes to third-parties (such as insurance agencies) about the case
  • Parties to the case, including details about the company, their case affiliation, their RB Connect access and privileges, billing (including 3rd party details plus insurance information and LEDES e-billing), and requested services
  • Jobs associated with the case
  • Files associated with the case
  • Uneditable log notes about the case

Flexible setup, easy management

Cases can be set up prior to any related jobs being scheduled, or they can be set up on the fly when a case-related job is scheduled. The minimum amount of information needed to set up a case is the brief case name, and information can be added or updated at any time.

You can merge cases, if for example, you accidentally entered the same case in the system but with slightly different names, and the merged cases will retain the historical data of both cases. Or delete a case if you don’t need it and no jobs are attached to it.

Use the search criteria to find cases. Search for a case by name (partial) or number; by one or more case types, case statuses, and/or job statuses; by firm, contact, or sales rep;  and/or by date range for jobs associated with the case.

Search results will display case name, number, type, status, and sales rep/Client Of resource. 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 results as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Jobs can be created at the same time a case is set up, and they can be added later. Jobs can be added one at a time or in bulk. Jobs tied to cases can also be canceled one at a time or in bulk.

When adding parties to a case, you can enter multiple contacts at the same firm at once. When a case party’s information changes or they request additional services, you can update the party in the case and have their information updated in all existing jobs on the case they are party to.

TL;DR: If your client gives you work related to a case, set up the case in RB and tie jobs to it so they automatically share case information.

RB9 concepts in this lesson

Client Of: Resource that receives a commission for jobs their clients scheduled or that are part of a case the resource was designated as the Client Of resource. You can also give reporters right of first refusal on their clients/cases’ jobs by displaying unassigned jobs from their clients/cases in Resource-side online calendars in RB Connect.

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

Case Status: Stage the case is in, e.g., In Progress or Settled.

Case Type: Category by work type, e.g., Civil or Personal Injury.

RB Connect: Online repository, calendar, and access to your office for clients and resources. More >

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