Tag Archives: RB9

Add boilerplate text to notes without typing

Eliminate redundant typing by creating templates of boilerplate text for job and case notes

Lesson #160
Tools – Notes Templates function

Instead of typing the same notes for each case/job — or copying and pasting the info from a Word doc — create templates of boilerplate text to fill the notes fields in cases and jobs. 

With the Notes Templates function, you can create templates of text for different types of notes. Create as many templates as you want for specific notes fields in cases and jobs, such as scheduling notes for different types of jobs or even for specific firms or contacts.

Then select the appropriate template when scheduling a job/setting up a case/etc. If needed, you can edit the note to fit the case/job you applied the template to, but that will still be less typing than starting each note from scratch.

Notes templates are saved on the RB server, and are available to all of your RB registered users. You can edit your saved templates to update them as needed.

Contextual notes templates

Notes templates are organized into Notes Groups so that when selecting a template in a Notes field, only the relevant ones appear. For example, templates saved in the Cases-Remarks Notes Group will be available to select in the Remarks field in a case listing.

Notes templates are organized into the following Notes Groups:

  • Case-Remarks
  • Job-Confirmation Notes
  • Job-Production/Billing Notes
  • Job-Resource Notification Notes
  • Job-Scheduling Notes

Notes Groups are preset by RB9, you cannot edit or add new groups.

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

TL;DR: Save time entering notes by setting up templates of boilerplate text you can apply to notes fields in cases and jobs.

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 >

Resource: Person or thing that provides your business with a service, such as reporters.

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What is RB Lite?

RB Lite is a smaller version of RB9 containing essential functions only.

Concept #8
RB Lite overview

RB Lite is the smaller version of RB9 online application for managing court reporting agencies and other legal support businesses. RB Lite contains essential functions to meet the unique scheduling and billing needs of legal support businesses.

It has about half of the functions that RB9 has and costs less. Functions in RB Lite work the same way as they do in RB9. In addition to scheduling and billing, it includes some RB9 production, receivables, payables, and client management functions needed for running a legal support business.

It also includes a few RB9 tools to make using RB Lite easier, such as Bulk Import, which gives you the ability to import your existing clients and resources instead of having to enter them manually. See the comparison chart below for the complete list of RB9 functions included in RB Lite.

Who is RB Lite is for?

  • People just starting out in business. RB Lite clients can move up to RB9 anytime, seamlessly.
  • People who hesitate to make a big commitment. Like RB9, RB Lite is month to month, cancel anytime.
  • People with cyclical or seasonal business income. RB clients can switch between RB Lite and RB9 as needed, with no loss of data.
  • People on a tight budget. RB Lite costs less than RB9.
  • People who already have apps for creating transcripts, shipping products, marketing their business, etc. RB Lite doesn’t include those functions.
  • People at the end of their career who don’t need everything RB9 offers anymore. When an RB9 client is scaling back services, RB Lite only includes the essentials.
  • People who provide legal support services, but not court reporting. Businesses like interpreting agencies or legal videographers don’t produce transcripts, and don’t need to ship, share, or track them either.

What functions are in RB Lite?

This chart lists all RB9 functions and indicated which ones are also in RB Lite.

O = included X = not included

Function RB Lite RB9
Personal options
Notifications and Messages O O
Change Password O O
Locked Data O O
User Preferences O O
Close All Tabs O O
Log Out O O
Calendar module
Cases O O
Jobs (List View) O O
Jobs (Monthly View) O O
Jobs (Weekly View) X O
Send Job Confirmations/Cancellations O O
Tasks O O
Resource Availability O O
Quick Assignments X O
Resource Blast X O
Send Assignment Notifications/Cancellations O O
Daily Calendar Audit O O
Send Future Calendar X O
Job Printout O O
Job Analysis X O
Tasks in Progress O O
Send Overdue Tasks Report O O
Assignment Analysis X O
Production module
Turn In O O
Tracking X O
Production Sheets O O
Envelopes and Labels X O
Shipping X O
Letters X O
Send Originals Out X O
Repository O O
PDF Transcripts X O
Create Master Word List X O
Link Exhibits X O
Billing module
Post Invoices O O
COD Invoices O O
Send Invoices O O
Transfer Invoices O O
Export Invoices X O
Inquiry module
Invoice Inquiry O O
Client Activity O O
Client Analysis X O
Resource Activity O O
Resource Analysis X O
Witness Inquiry O O
Receivable Transaction Inquiry O O
Anniversary Inquiry X O
Marketing Inquiry X O
Receivables module
Receive Payments O O
Enter Other Transactions O O
Resource Billings Report X O
Daily Register O O
Daily Balance Log X O
Finance Charges O O
Monthly Journals O O
Aged A/R O O
Send Statements O O
Client Account Activity X O
Paid Invoices X O
Voided Invoices X O
Collection Letters X O
Collection Follow-up X O
Collection Forecast X O
Payables module
Override Resource Pay O O
Pay Adjustments O O
Pay Resources O O
Send Resource Pay Statements O O
Print Checks X O
1099 Pay Detail X O
Print 1099 Forms X O
Sales Commission Report X O
Override Sales Commission X O
Additional Resource Production Report X O
Total Payable Report O O
Sales Tax X O
Liability Balance Log X O
Reward Points Summary X O
Reward Points History X O
Reward Points Analysis X O
Reports module
Business Analysis X O
Gross Profit X O
Misc. Sales X O
Client Rating Report X O
Insurance Billing X O
Resource Production X O
Original Page Production X O
Task Turnaround Analysis X O
Daily Tracking Summary X O
Tracking Productivity Analysis X O
Tools module
Bulk Import O O
Bulk Update O O
Tag Manager X O
Form Templates O O
Label Templates X O
Notes Finder X O
Repository Download Log X O
Download Backup File X O
Email Log X O
Query Maker X O
QuickBooks Integrator X O
Entities module
Firms O O
Contacts O O
Resources O O
Locations O O
Business Units O O
Setup module
Lists O O
Users and Groups O O
Chart of Accounts O O
Service Item Subgroups O O
Service Item Master O O
Rush Type Master O O
Billing Rates O O
Pay Rates O O
Billing Sets O O
Pay Dates O O
Invoice Headers O O
Invoice Messages O O
Tracking Steps X O
PDF Transcript Preferences X O
PDF Transcript Stamps X O
Link Exhibits Patterns X O
Exhibit Stamps X O
System Preferences O O
Connect module
Transcript Ordered X O
Publish COD Invoices X O
Fulfill Points Redemption Orders X O
Transcript Packages X O
Create Full-Text Search X O
Approve Time-off X O
Activity Log X O
Support Tickets X O
Connect Preferences X O
Help module
User Guide O O
Online Training O O
Update History O O
Online Support: Team Viewer O O
Live Chat O O
Send Feedback O O
About O O

More ways RB Lite is like RB9

Function in RB Lite come with built-in defaults so you don’t have to start from scratch defining common items. And you can customize RB Lite to meet your unique business needs.

Like RB9, RB Lite runs on any computer or tablet with internet access. Nothing to install. No other software or hardware need to run the system. And no maintenance or backup responsibilities.

RB Lite is available by subscription only, month-to-month contracts, no long-term obligations, cancel anytime.

TL;DR: RB Lite is a smaller version of RB9 containing essential functions only. Visit omti.com/rb for complete details, including pricing.

RB concepts in this lesson

Resource: Person or thing that provides your business with a service.

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Save work before logging out

A couple of important points about RB log-outs

Lesson #158
Personal – Log Out function

RB9/RB Lite automatically logs you out of the program after a certain period of inactivity for security reasons. You can also manually log out of RB; for example, when you want to switch to working on a different computer or are finished working for the day.

However, before using this function to log out, be sure to save your work: RB does not automatically save your work for you whether it logs you out automatically or you log out manually.

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Clear out your screen immediately

Clear your window by closing all tabs at once

Lesson #157
Personal – Close All Tabs function

Every time you log out of RB, RB automatically closes all open tabs (RB functions). However, while working in RB, all functions you open stay open unless you specifically close them.

You can close individual tabs one at a time; or if you have too many tabs open, you can close them all at once with this function to clear your window while staying in RB.

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Set up your RB the way you want

Before using RB9/RB Lite, you must set 2 personal defaults; but there are a lot of other options you can set to customize your RB experience

Lesson #156
Personal – User Preferences function

In addition to system-wide preferences that are the same for all users of your RB system, you can set your own user preferences that customize your experience in RB9/RB Lite.

When you log into RB for the first time, the User Preferences function will automatically appear because there are a couple of defaults that you must set before using the system.  You can also customize what your RB windows and emails look like and set other defaults and preferences. Some preferences entered here override global system preferences, but for your account only; they won’t affect other users. You can update your user preferences at any time.

General

The first default you must set before using RB is which business unit (BU) you plan to use most often when setting new jobs and billing jobs.

The other 2 general options are already set, but you can change them. The default row count for results grids is 50 rows per page. You can choose from 20, 50, 75, or 100 rows to display in result grids. Higher row counts take longer loading results and require more scrolling; lower row counts will load faster, but require more page flipping.

The default RB visual theme is dark text on light backgrounds, but you can choose to set your RB windows to reverse/light on dark mode. Be aware that when you change between these modes, your browser will refresh and you will lose any unsaved changes in other open RB tabs. So always save your data before switching modes.

New Job

Customize default settings for new jobs. Set your RB job clock to your time zone, and choose whether you want RB’s job clock to change with daylight savings time (the default is to automatically change). Enter a default city and/or state where most of your jobs take place to speed up new job entries.

Report

The other default you must set before using RB is which BU you want to associate with your reports. It does not have to be the same as your default BU.

Notifications and Messages

If you would like to have messages you receive in RB’s internal message system also sent to your email address, you can turn on the option to have RB automatically forward carbon copy messages to your email. Hyperlinks in forwarded messages will not work; and reminder messages from RB are not forwarded.

Email

The default is to use the email address(es) that were set up in System Preferences. If you are not going to use the email address(es) the rest of the office is using, you can set up your own email address(es) and preferences.

When you do, the Email section lists any email addresses already entered with the main email address selected as the default sender address for RB email. You can add email addresses; change the default sender address; and view, edit, delete, or test any listed email address. You can export this list of email addresses as an Excel or CSV file to save, print, or use in other applications.

When entering a new email address, you can designate that it use either the standard email protocol or Microsoft 365 Office email protocol. If using the default email protocol, you must include the email server address and you can add security measures like SSL encryption of your email and SMTP authentication. If using a Microsoft 365 email account, you verify the account through RB before using it.

The rest of the email setup is the address, user name, and any Bcc email addresses to include in emails by default (if you like to keep copies your sent emails, enter your email address here). Plus you can create a signature using formatted text, images, hyperlinks, and even tables that appends automatically to the end of your emails. You can edit your signature in the default WYSIWYG word processor environment or as HTML markup.

Finally you can make this email address your primary email address for messages sent in RB. Depending on the function, you may have the option to override which email address you use when sending an individual email.

After setting up an email address, you can test it within this same function to see if you have the correct settings for sending emails within RB from this address. You can also view the sent email to see if you want to make any changes to the signature.

Whether you use the system-wide or your own personal email address(es), if you like to review your emails before sending them, turn on the “show mail composer” option. Then before you send an email from RB, the default will be to show you a preview of your email. In the preview, you can check the email and its attachments, and update them if needed before sending the email. Whether you turn on this option or not, you can override the setting when sending individual emails.

TL;DR: Set 2 required user preferences before using RB9/RB Lite, plus customize other options to work better for you.

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 >

Users: You and your staff who directly access RB.

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Override data locks when needed

When you absolutely need to edit something that another user is currently editing, you can take this extreme measure

Lesson #155
Personal – Locked Data function

To prevent two or more people from working on the same data at the same time and overwriting each other’s work when they save, RB “locks” data when someone accesses it so that only that person can edit it until they save, cancel, or close the data window. You can use this function to release a lock to switch access from the current user to yourself.

When you attempt to access data that another user is already accessing, you can view the data, but you cannot edit it. If you attempt to edit the locked data, RB displays a popup that tells you the data is currently being edited and identifies who is editing it.

If you can’t wait for the other RB user to finish and you can’t contact them to save their work and “unlock” the data, but you need immediate access, you can use this function to override a lock to access the data. We don’t recommend this also except as an emergency procedure because it overrides anything the other user has entered but not saved yet.

TL;DR: Only one person at a time can edit data in an RB function, but you can use this function to switch access to yourself. 

RB concepts in this lesson

Users: You and your staff who directly access RB.

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Change your password anytime

Update your password periodically

Lesson #154
Personal – Change Password function

When you are first given access to RB9/RB Lite, you are issued a password. You can change this password at any time using this function. You can also change it at log-in if you forget your password so you are not locked out of the system.

We recommend using strong passwords for better security, meaning your password should:

  • Be at least eight characters long.
  • Contain characters from each of: upper-case letters, lower-case letters, numerals, and symbols.
  • Not contain your name, login name, or birthday.
  • Not contain 3 or more characters in sequence (e.g., 123 or abc).

It is good business practice to change your assigned password to a strong password that only you know, and also to change it periodically. You can change your password as often as you like; plus your system administrator might require you to reset it periodically (although they might allow you to reset it to your current password). When you change your password, no one else will know it nor can it be retrieved from the system.

Don’t know your password? Use Forgot Password

If you forget your password, you can ask your system administrator to issue a new one for you; or you can save time and generate a new one yourself by using the Forgot Password function on the log-in screen.

If your log-in name is in the system, RB will send you an email with a link for resetting your password. This also works if you weren’t given a password: If you are in the system, RB will allow you to access the Forget Password function to set a password so you can use RB without waiting for an administrator.

Using Forgot Password is a good way to avoid account lock-outs when you don’t remember your password. If you attempt to log into RB with an incorrect password too many times, RB will lock you out of the system. And the only way to unlock your account is to contact an administrator. Instead of going through this hassle, you can use Forgot Password to set a new password before you get locked out of your RB account.

Also if your login name is not your email address, you can change your assigned login name if you like. The system will not allow you to choose a login name that is already in the system, but otherwise if the system is not using your email address for your login name, you can customize that too.

TL;DR: Change your password at any time for better security and/or a password you prefer.

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Send and receive notifications and messages within RB

Communicate within RB using this quasi-email function

Lesson #153
Personal – Notifications and Messages function

Receive automatic notifications from the system, and send and receive messages from other RB users using the same system in a format similar to an email system. 

In Notifications and Messages, you can:

  • Receive automatic notices and alerts from the system.
  • Exchange messages with others within your RB system.
  • Send messages to pre-determined groups of RB users.
  • Delete old/unneeded messages to manage your message list.

Notifications and Messages works like email but is not an email system; you can only exchange messages with other RB users in your company.

Access messages

When a message arrives for you, RB displays an alert dialog box in the notification area of your browser, which will take you directly to the Notifications and Messages function. You can also check messages anytime by selecting the function in your personal menu.

The default view in the Notifications and Messages window is your Inbox with messages listed from most recently received first.

  • Priority messages are marked with a red flag. All collection reminders and messages originating from RB Connect are treated as priority messages.
  • Unread messages are marked so you can see at a glance which messages you haven’t read yet. And the total number of unread messages are displayed onscreen too.
  • Listings include the sender’s name, the subject line, and date and time sent.
  • Reminder messages have the followup date and time listed so you can see at a glance which messages are reminders.

From this main screen, you can access any message listed. You can also send a new message to any RB user or message group in your company. You can also view messages you have sent and messages you have moved to the trash but not removed from the system yet.

Reading & acting on messages

When you select a message from the list to read, you can click on any hyperlinks in the message to view more information/act on it. You can also reply to the message or forward it to other RB users, either individually or to an entire message group at once.

When you reply to a message, RB automatically fills in the recipient. You can change the recipient and/or add other RB users and groups from the attached list. You can also add carbon-copy (Cc) and blind carbon-copy (Bcc) recipients from the same list.

Like most email systems, the  subject line defaults to Re: [subject] of the original message in replies and Fw: [subject] of the original message in forwarded messages, and is editable. Also the message defaults to include the original message.You can edit and format the information as you would an email.

If you want to compose a message now, but send at a later time, you can schedule a delivery date and time. You can flag messages so your recipient sees in their Notifications and Messages listing which messages are important before reading them. You can also request a receipt to have the recipient automatically acknowledge receiving your message.

When you send a message, your message is saved to your Sent Message directory where it is stored for a set amount of days determined in System Preferences.

If you do not need to save a message after viewing it, you can delete it. You can also select multiple messages in your Notifications and Messages inbox to delete at the same time. Deleted messages are moved to your Trash directory, where they are stored for the same set amount of days as your sent messages.

TL;DR: Receive reminders and other messages from the system and other RB users. Act on messages by clicking hyperlinks within messages. Send messages to other users in your company.

RB concepts in this lesson

Groups: Categories of RB users that define who can access which functions in RB, what they can do within accessible functions, and what kinds of notifications and messages group members receive.

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

Users: You and your staff who directly access RB. Contacts and resources are different entities — not users in RB — and access RB9 through RB Connect or RB Connect Mobile.

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Personal

The personal section is accessible under the user name on screen

Lesson #152
Your corner in RB is literally in the corner

The personal section is accessible under the user name in the top right corner on screen. What you can do in this module includes:

  • Receive automatic notifications from the system and send and receive messages from other RB users in a format similar to an internal email system. 
  • Change your password at any time. Can also change it at log-in if you forget your password.
  • Release a lock on data in RB to switch access from the current user to yourself.
  • Update user preferences, including overriding some global system preferences for your account only.
  • Clear your window by closing all tabs at once.
  • Log out of the program.

Personal functions by name

TL;DR:  Communicate with others in your office, manage your RB9, and shortcut some work in the system.

 

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Help

Find user guides, view training videos, get support, and more

Lesson #151
Get RB help in a variety of ways

RB has contextual help in every function. However, sometimes what you are looking for can’t be found inside the program. In those cases, check the Help module to find exactly what you need.

Help functions

What you can do in each function in this module:

  • User Guide
    Look up information in the online user guide or download it as a PDF.
  • Online Training
    View RB training videos on our website.
  • Update History
    Look up what was in each RB9 update without leaving RB. Print out/export as PDF any update list.
  • Online Support: Team Viewer
    When directed by OMTI Support, connect your screen with us via remote support to solve issues in real time.
  • Live Chat
    Get support by chatting with OMTI Support during our regular business hours.
  • Send Feedback
    Access the Idea Collaborator in our customer portal to submit feedback about RB.
  • About
    Look up the current version of RB you are using.

TL;DR:  When the contextual help in RB is not enough, check the Help module for additional options.

RB concepts in this lesson

Idea Collaborator: Online forum for RB users to submit feedback and suggestions for improving RB. OMTI’s development team monitors this forum and uses client suggestions to determine future RB development.

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