Tag Archives: PDF Transcript Preferences

Lesson #126

Setup – PDF Transcript Stamps function

Make stamp templates that can be applied to RB-PDF Transcripts so you don’t have to switch to a different program to stamp a transcript “original” or “certified copy.”

Templates can be styled with different text formatting, border treatments, and stamp colors. Create as many stamp templates as needed. Update templates or delete templates when no longer needed.

You can apply stamps to full-sized and condensed transcripts as well as word lists and word indexes if you create them as separate documents. You can apply as many stamps to a document as you want.

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

TL;DR: Apply stamps like “original” or “certified copy” to PDF Transcripts & exhibits without leaving RB9.

RB concepts in this lesson

RB-PDF Transcript: PDF version of a transcript with built-in transcript-specific features. More >

Lesson #125

Setup – PDF Transcript Preferences function

RB9 includes a PDF transcript creator which you can use to generate PDF transcripts from ASCII files. As PDFs, RB-PDF transcripts retain the appearance of the original document and can be easily shared with others because PDF is a universal format.

Use the PDF Transcript Preferences function to define preferences for how your RB-PDF transcripts will appear and what options they will include. You can create multiple transcript preference profiles to cover different transcript requirements. When generating a PDF transcript, you apply one of these profiles and edit it as needed for the transcript.

You can define preferences for a multitude of measurements, database inclusions, appearance options, and transcript-only requirements like:

• Line number treatments
• Attachments such as the original ASCII
• Word lists and indexes
• Condensed versions
• Cover pages & errata sheets
• Words to exclude from word lists/indexes.

Create your own RB-PDF Transcript profiles

RB9 comes with a basic transcript profile that might cover all of your needs. But if you have clients with different transcript requirements or state laws that you have to abide by for some transcripts, you can create profiles for individual clients and states. Edit the basic profile to work as your default for most transcripts, then copy it and edit the copies to create other profiles.

Specifications you can set in a transcript profile are broken into 8 main categories:

1. General

Define the appearance and basic options of transcripts in transcript profiles with specifications for:

• Paper size (including custom sizes)
• Margins
• Border appearance (how many, thickness, location)
• Line number treatments
• Text treatments (including separate options for Q&A bolding)
• Timestamps
• Attachments (such as the original ASCII)
• PDF format (including PDF/A for archival purposes)

You can also give staff the ability to edit the original ASCII before generating the PDF.

2. Header & Footer

Tailor header and footer content and appearance:

• Select which automatic database inclusions (like the case name, job number, witness name, even resource name and certification number) should appear, and where in the headers/footers they should appear.
• Specify whether headers and/or footers should always appear.
• Choose if and where company logos should appear in transcripts.

3. Word Index & Word List

Choose whether or not to include both/either, then customize the appearance of each, including:

• How many columns per page
• Where pagination starts
• Fonts, borders, and margins. Also specify where each appears: attached, within the transcript, or as a separate document.
• For word lists, you can choose to include how often each word appears in the transcript.

You can also choose to include a simple hyperlinked word index in the navigation pane of transcripts.

4. Condensed Transcript

Choose uniquely condensed options like:

• Page layout
• Font scaling
• Page orientation
• Line number dividers
• Q&A styling

Then further customize the look and options of condensed transcripts, including fonts, borders, and margins.

You can choose to include word indexes and/or word lists (and where they appear in relation to the condensed transcript), and choose where condensed transcripts appear in relation to the full sized transcript.

5. PDF File Properties

Select the RB9 data fields that will appear as transcript metadata:

• Title — could be RB9’s Witness Name field
• Author — the Business Unit or resource’s Full Name field
• Subject — the Case Name field
• Keywords — Job Number, Job Date, Case No., etc.

6. Cover Page & Errata Sheet

Choose whether or not to include either, then choose which forms to use for each that automatically include job and case information (set up in Form Templates).

Give errata sheets headers and footers, And include options to preview/edit the cover pages and errata sheets.

7. Digital Signature

RB-PDF Transcripts include the option to apply both reporter and agency digital signatures generated using the free ReporterBase Digital Signature Proxy. You can choose to have a bookmark labeled, “Validate Signer,” automatically included so that the reader of the PDF transcript can validate the signer’s digital signature identity.

8. Exclude Words

Compile a list of words that are excluded from the word index and word list of transcripts that are generated using this profile. 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.

Archival PDF limitations

If you choose one of the PDF/A formats for archival reasons, not all of the customization features will be allowed. You cannot include attachments, including cover pages and errata sheets, nor allow digital signatures and their validation.

Using PDF Transcript Preferences

You can add and update PDF Transcript profiles at any time. Except for the default profile, you can delete any profile you no longer use.

When generating RB-PDF transcripts, the Select PDF Transcript Preferences window displays your default preferences. You can change which profile to apply, and update preferences for the current transcript.

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

TL;DR: Use the PDF Transcript Preferences function to define preferences for how your RB-PDF transcripts will appear and what options they will include. Generate multiple preference profiles to cover individual client requirements and other situations.

RB concepts in this lesson

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 from your RB9 database. It can be branded and customized extensively to match client requirements; and can include digital signatures, condensed transcripts, security restrictions, stamps, and archival formats for the courts.

ReporterBase Digital Signature Proxy (RB-DSP): Free digital signatures for reporters and agencies that agencies apply to RB-PDF Transcripts. Reporters retain control of their signatures while agencies are able to apply the signatures through their normal production process. RB-DSP is a free and easy way to apply digital signatures to electronic transcripts efficiently in-house while maintaining the integrity of the signature.

Lesson #110

Customize your RB setup

You can run your business using the setup defaults that RB includes. Or use this module to edit them, delete any you don’t need, and add your own options to tailor RB to your work processes. You can update any Setup function at any time. In this module, you can:

• Customize lists by adding, editing, merging, and deleting list entries. Set the default entry that appears in any field tied to a list.
• Set up users, store work-related and personal information about them, and give them user names and passwords to access RB. Group them according to their access levels and job functions, so they can perform their jobs and receive internal messages. 
• Customize the default Chart of Accounts to match your general ledger or accounting software.
• Set up service items and group related service items so you can locate them quickly in their subgroups when billing, instead of scrolling through a long, undifferentiated list of all miscellaneous service items.
• Enter billing, pay, and rush rates for services, including e-billing information.
• Set up billing rate groups for different categories of clients so you don’t have to scroll through all of your billing rate tables each time you invoice a client. Set up pay rate groups for resources too.
• Group service items into billing sets to speed up billable services selection because you only have to choose the set, not each of the items individually.
• Set the year’s pay dates and their corresponding cutoff dates for each pay period. 
• Create your own invoice headers and messages for different circumstances.
• Set up tracking items to match your production workflow, then define the steps each item goes through in your process.
• Define preferences for how your RB-PDF transcripts will appear and what options they will include. Create multiple transcript preference profiles to cover different transcript requirements.
• Create stamps like “Original” or ”Certified Copy” to apply to transcripts.
• If exhibit file names and exhibit references in transcripts follow a pattern, for example they are numbered consecutively, save production time by setting up those patterns before producing hyperlinked transcripts.
• Set up exhibit stamp templates that will automatically include RB job information and number PDF exhibits sequentially.
• Set global preferences for difference features in RB.

Setup functions by name

• Lists
• Users and Groups
• Chart of Accounts
• Service Item Subgroups
• Service Item Master
• Rush Type Master
• Billing Rates
• Pay Rates
• Billing Sets
• Pay Dates
• Invoice Headers
• Invoice Messages
• Tracking Steps – RB9-only function
• PDF Transcript Preferences – RB9-only function
• PDF Transcript Stamps – RB9-only function
• Link Exhibits Patterns – RB9-only function
• Exhibit Stamps – RB9-only function
• System Preferences

TL;DR: Customize RB to match your business better.

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 >

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.

Service items: Regular charges that you bill to your clients are called service items in RB.