Tag Archives: RB9

Lesson #132

Setup – System Preferences function

Production System preferences

Set up your accounts and printing specifications, then you can print shipping labels and envelopes for correspondence from RB9. You can also record repository activity after setting download preferences.

Envelopes

You can print addresses from your RB database directly onto a variety of envelopes in RB9. Specify defaults for the envelope size and setup you use the most to minimize printing time.

You can specify which standard envelope size — such as #10 — to use. Or enter custom dimensions if the available sizes do not match your most-used envelopes. Designate where addresses print on envelopes measuring in inches from the top and left sides. And choose a typeface and size for how addresses will appear visually.

Your default settings for printing envelopes will appear in the Envelopes and Labels panel when you print envelopes. You can change any of the specifications when printing.

NOTE: Envelopes and Labels is an RB9-only function. It is not included in RB Lite.

FedEx Accounts for Shipping Labels

If you use FedEx to ship items to clients, set up RB9 so you can print FedEx labels from within RB9. Then you can track FedEx shipments without having to leave the system.

You can set up multiple FedEx accounts in RB9. There are 2 ways to use FedEx accounts in RB9:

1. Include all company FedEx accounts in RB9

If you have multiple FedEx accounts, set up RB9 to include all of your company’s FedEx accounts.

2. Accounts = label templates

RB9 FedEx accounts can also used for different label templates. So even if you have only one account with FedEx you can set up different accounts — i.e., label templates — in RB9 that use the same FedEx account credentials, but have different options set for the account preferences. For example set up accounts/label templates for the different priority options (overnight, 2-day, etc.) or accounts to match specific client requirements.

System Preferences lists all of the FedEx accounts already set up including your default account. Set up as many FedEx accounts as you need. You can update or delete any of these accounts, designate a different account as the default, and export this list as an Excel or CSV file to save, print, share, or use in other applications.

Get developer credentials first

Before you can use RB9 to print FedEx labels and track shipping you have to update your external Federal Express account to a developer account so you can obtain the extra information such as your Client ID and Secret that will allow you to print labels from RB9. The Help menu in System Preferences for FedEx labels includes step-by-step instructions for obtaining this information and adding it to your RB9.

Once you have your developer information added to RB9, you can set your other default shipping specs for the account you are creating. All of these options can be overridden when creating a new shipment.

Label template options

Options you can set defaults for include:

• Service type (e.g., Priority Overnight)
• Pickup/drop-off location
• Whether or not you require a recipient signature acknowledging delivery and if so what kind of signature.
• If you want the recipient to be alerted via email so they can track their shipment online.
• If you want to receive email alerts about the shipment.
• Saturday delivery
• Saturday pickup
• Packaging options (e.g., FedEx envelope)
• Package dimensions (length, width, height) measured in inches
• Package weight in pounds
• Declared value for insurance purposes
• If you want to give the recipient the ability to return the package to you with the delivery fee charged to your account, and which delivery method to use for the return.
• If you want to use the standard FedEx pricing or the simpler FedEx One Rate pricing.
• If you want to include the related RB9 invoice number, job number, and/or witness name on the label.
• Any other information that you want to appear on the outside of the package
• If you have a special printer that requires a particular type of file, you can specify the file type.

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

Repository

Choose whether the default when uploading files to the repository is published or not. You can change the selection when uploading files and if publishing you also have to specify who will have access to the files.

If you want to track file downloads in RB9 by clients, resources, or internal staff, turn on repository logging options for one or more of these types of entities. Best practice is to track all 3 activity streams as required by general security rules for business applications.

If you turn on one or more of these options, the Repository Download Log will track the selected activities and report all relevant activity for a specified time period.

When you turn on tracking for download activity by contacts, your contacts can also see their download activity in RB Connect’s Repository. A Reviewed column will be included in the Repository results grid, and any file they download will record the date and time in that column so your clients can see at a glance if they have downloaded a file or not.

NOTE: Repository Download Log is an RB9-only function. It is not included in RB Lite.

Signature Proxy

Draw or upload an image of your designated agency transcript signer’s “wet” signature.

Designate which staff members are alerted when a reporter grants you proxy which also transmits their Signature Proxy ID and password to their RB9 listing in your database. You can have any number of RB9 users alerted, and add or delete users at any time. You can export this list of users as an Excel or CSV file to save, print, share, or use in other applications.

Edit the default Signature Proxy invitation email’s subject line and message. Format the message text and further customize its appearance with colors, images, hyperlinks, and tables. Automatically include relevant RB9 data in the message contents. Edit he message text in the default WYSIWYG word processor environment or as HTML markup.

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

UPS Accounts for Shipping Labels

If you use UPS to ship items to clients, set up RB9 so you can print UPS labels from within RB9. Then you can track shipments without having to leave the system.

You can set up multiple UPS accounts in RB9. There are 2 ways to use UPS accounts in RB9:

1. Include all company UPS accounts in RB9

If you have multiple UPS accounts, set up RB9 to include all of your company’s UPS accounts.

2. Accounts = label templates

RB9 UPS accounts can also used for different label templates. So even if you have only one account with UPS you can set up different accounts — i.e., label templates — in RB9 that use the same UPS account credentials, but have different options set for the account preferences. For example set up accounts/label templates for the different priority options (overnight, 2-day, etc.) or accounts to match specific client requirements.

System Preferences lists all of the UPS accounts already set up including your default account. Set up as many UPS accounts as you need. You can update or delete any of these accounts, designate a different account as the default, and export this list as an Excel or CSV file to save, print, share, or use in other applications.

Get developer credentials first

Before you can use RB9 to print UPS labels and track shipping you have to update your external UPS account to a developer account so you can obtain the extra information such as your User ID and Password that will allow you to print labels from RB9. The Help menu in System Preferences for UPS labels includes step-by-step instructions for obtaining this information and adding it to your RB9.

Once you have your developer information added to RB9, you can set your other default shipping specs for the account you are creating. All of these options can be overridden when creating a new shipment.

Label template options

Options you can set defaults for include:

• Packaging type (e.g., UPS letter or express box)
• Package dimensions (length, width, height) measured in inches
• Package weight in pounds
• Declared value for insurance purposes
• Service type (e.g., UPS next day air)
• If you want the recipient to be alerted via email so they can track their shipment online.
• If you want the recipient to confirm to you via UPS that they received the shipment.
• If you do not require the recipient to sign for the shipment.
• Saturday delivery
• If you want to include the related RB9 invoice number, job number, and/or witness name on the label.
• Any other information that you want to appear on the outside of the package
• If you have a special printer that requires a particular type of file, you can specify the file type.

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

TL;DR: Store credentials and options for FedEx & UPS shipping. Define specs for envelope printing. Set tracking options for repository usage.

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.

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

Repository: RB has 9 repositories where you store files for safekeeping and quick retrieval.

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

Lesson #131

Setup – System Preferences function

Calendar system preferences

The largest module in RB has the most customization options.

Assignment Cancellation

When you cancel a job, RB will ask if you want to notify the assigned resource of the canceled assignment. You can send Assignment Cancellations via text, email, and/or print. While the actual Assignment Cancellation form comes from the Form Templates function (where you can customize it and create additional ones to cover different situations), the accompanying email and text messages are customized in System Preferences.

You have 3 options for including the Assignment Cancellation form in the email. The recommended method is to embed the form in the email body and also attach a PDF version. That way the email’s body will contain the actual cancellation form. And if the resource needs a printable copy, they have the same form attached as a PDF. You can also just embed the form in the email body or attach it as a PDF file.

You can customize the default header and body of the email and the SMS (text) message. You can change the default text in the fields and insert contextual data fields, meaning that only data fields relevant to the cancellation are listed. Adding these fields allows real data from the job to merge into the email, so you don’t have enter any information as you send them. RB will merge the data from the job automatically.

If you are not embedding the form in the email body, you can also customize the appearance of the body of Assignment Cancellation emails with text formatting, colors, images, hyperlinks, and tables. You can edit your email contents in the default WYSIWYG word processor environment or as HTML markup. (This only works if you are attaching the Assignment Cancellation as a PDF. If you embed the form in the email, it replaces any text in the Message field.)

You can override these defaults in any Assignment Cancellation emails sent from RB.

Assignment Notification

Typically, after you confirm your calendar for tomorrow’s jobs, you will email worksheets to assigned resources for tomorrow’s jobs. You can also send these Assignment Notifications via text and print. Plus you can include iCalendar entries and additional automatic file attachments, such as notices, in emailed notifications.

Like Assignment Cancellations, the Assignment Notification form comes from the Form Templates function, and System Preferences is where you set up the communications you use to send the form to your resources.

For emails and text messages notifying resources of assignments, you have the same options as for Assignment Cancellations. You can also include custom iCalendar entries using contextual data fields like the email and SMS options. If you choose to include iCalendar, RB will attach an .ics file to the email. When the assigned resource opens the file, they can save the job setting to their personal calendar.

If you have RB Connect, you can insert a special URL data field in emails, text messages, iCalendar entries — even the embedded worksheet form — so your resources can acknowledge jobs with one click. When resources click the link, it connects to your RB Calendar through your RB Connect to automatically set the task’s Acknowledged Date to the current date.

Attach repository files automatically

Assignment Notification emails can automatically include file attachments from the relevant firm, job, task, and case repositories, as well as the All-Resources repository. In System Preferences, you select which file types you want to include from these repositories. (File types are set up in Lists.) Then if any files matching these file types are uploaded to one of the repositories in the job being assigned, they will automatically attach to the Assignment Notification emails.

The All-Resources repository works a little differently from the other repositories. This is where you can upload files that you want all of your resources to have for their jobs — files like copy order forms, instructions, and blank billing sheets. Instead of uploading these generic files to every job in order for the resources to receive them when you send Assignment Notifications, upload them to the All-Resource Level Repository and set their file type to one that you select here in System Preferences so they are automatically included.

With each Assignment Notification email, you can automatically include all of the job files that your assigned resource will need for the job without having to individually attach specific files each time. And if you don’t want to include certain files on an assignment notification, you can delete those files before sending the email from the Mail Composer in RB.

Default Job Status

After you set up job status categories and select a default status in Lists, use this function to choose which statuses will be included as default Job Status search criteria for searching the job calendar in List View, Monthly View, and Weekly View. You can export this list as an Excel or CSV file to save, print, share, or use in other applications.

Future Calendar

You can email clients a Future Calendar report when they request a copy of their upcoming schedule with you. The automatically generated PDF report will be attached to an email that you can customize like Assignment Notifications and Cancellations.

You can change the default text in the Subject and Message fields and insert contextual data fields so that real data from RB9 related to the client and job dates merge into the email automatically. You can also customize the appearance of the body of the emails with text formatting, colors, images, hyperlinks, and tables. You can edit your email contents in the default WYSIWYG word processor environment or as HTML markup.

You can override these defaults in any Future Calendar emails sent from RB9.

NOTE: Send Future Calendar is an RB9-only function. It is not included in RB Lite.

Holidays

RB includes a list of all the major holidays observed in the U.S. You select the holidays your office observes and closes for on this list so those days are not calculated in the due days for your reporters to turn in their jobs. You can export this list as an Excel or CSV file to save, print, share, or use in other applications.

Job Cancellation

When a client lets you know that a job is cancelled, you cancel it in RB and email a Job Cancellation notice to the ordering client confirming they cancelled a job on the calendar.

Like Assignment Cancellations, the Job Cancellation form comes from the Form Templates function, and System Preferences is where you set up the email you use to send the form to your contacts.

You have the same send methods for the Job Cancellation form: embedding the form in the email body, attaching it as a PDF file, or the recommended method (embedding the form in the email body and also attaching a PDF version). Likewise, you have the same formatting options as for Assignment Cancellations, and the ability to insert text and contextual data fields in the header and body of emails (except if you embed the Job Cancellation form in the email, it replaces any text in the Message field).

Job Confirmation

When a client schedules a job with you, you can send them a confirmation that you added the job to your calendar. Or maybe you wait and send out confirmations the day before a job to confirm tomorrow’s calendar. Either way you can customize the emails and optional iCalendar messages you send with the Job Confirmations. (You customize the Job Confirmation form and create alternative ones in the Form Templates function.)

Job Confirmation options are the same as Assignment Confirmation options except they are for email and iCalendar only. You choose how you want the Job Confirmation form included, add text and contextual data fields to headers and bodies of both emails and iCalendar entries, and format the appearance of the email body (if you do not embed the Job Confirmation in the email).

Similar to Assignment Confirmations, if you have RB Connect, you can insert a special URL data field in emails, iCalendar entries — even the embedded form — so your clients can go directly to the related Job detail screen when they click the link.

Job Status Automation

Job Status (e.g., New, In Progress, Billed) can update automatically when:

• A Job Confirmation is sent to the client.
• A resource is assigned to a task.
• An Assignment Notification is sent to a resource.
• A new shipment has been added.

You can select which Job Status each of these events will trigger. You can export this list of events as an Excel or CSV file to save, print, share, or use in other applications.

Job Status Color

Jobs in RB main function screens like the Job Calendar or Turn In are color coded by Job Status. This way, at a quick glance, you can tell the current Job Status of a job without having to read its Job Status. You can customize the Job Status colors for both light/default mode (dark text on white background) and dark/reverse mode to suit your company.

You can define status colors by picking from a chart of pre-defined colors, entering a hexadecimal code, or selecting a hue on a rainbow scale and adjusting its lightness/darkness visually. You can export the list of default Job Status colors as an Excel or CSV file to save, print, or use in other applications.

Jobs (Monthly View)

You can customize what information appears in month-at-a-glance job calendars. Each job listed is identified by 2 pieces of job data, and you can select which types of job data are displayed. “Start Time” and “Firm Name” are recommended, but you can also choose to display by job number and witness name, or several other options.

If multiple jobs are scheduled on the same day, the month-at-a-glance calendar can list up to 10 a day. You can choose a different maximum number to appear in each day’s box on the calendar, from 3 to 10. (If more jobs are scheduled for a day than your maximum, they are included in the number in the bar at the bottom of the day’s box and are accessible by clicking the bar.)

Jobs (Weekly View)

You can set one of the job parameters that display in week-by-week job calendar listings. “Start Time” and “Job No.” are fixed data in weekly calendar entries and cannot be changed; but you can select the third type of information to appear on the weekly calendar to identify jobs.

You can also specify how many listings can appear in each workday’s space. If any day contains more listings than your specification, it will include a scroll bar so you can access the hidden jobs.

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

New Job

By default, every new job saved in RB automatically includes a task of your default task type. (Default task type is set in Lists.) If you do not want RB to create a task automatically every time you save a job, you can disable this option.

If you want to reset your job numbering system from now on, you can designate the next job number RB will use when it creates a new job.

You can have RB display a warning when you create a new job for a firm that has overdue invoices. You select how many days past due and the minimum dollar amount past due for when the flag appears.

You can also set the default End Time for new jobs, which can you can change if needed when entering a job in the job calendar.

Overdue Tasks Report

You can email resources a report of their overdue tasks. The automatically generated PDF report will be attached to an email that you can customize like Assignment Notifications and Cancellations.

You can change the default text in the Subject and Message fields and insert contextual data fields in the email body, so that real data from the RB related to the resource and tasks merge into the email automatically. You can also customize the appearance of the body of the emails with text formatting, colors, images, hyperlinks, and tables. You can edit your email contents in the default WYSIWYG word processor environment or as HTML markup.

You can override these defaults in any Overdue Tasks Report emails sent from RB.

Resource Blast

If you use Resource Blast to send out bulk emails and text messages to alert resources of immediate job opportunities like last-minute depos, you can customize the communications. Like Assignment Cancellations, you can insert text and contextual data fields in the header and body of emails and SMS messages, and format the text in the body of emails. You can override these defaults when sending any Resource Blast emails and text messages.

You can also designate the maximum number of resource email addresses to “blast” at a time, balancing your speed requirements with the security precautions of your resources’ mail servers. (Some servers perceive higher numbers sent at once as spam mail.)

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

Tasks (Monthly View)

You can customize what information appears in month-at-a-glance Task Calendars. Each job listed is identified by 2 pieces of data, and you can select which types of data are displayed — either “Job Number” or “Start Time” and either “Resource Assigned” or “Task Name.”

If multiple jobs have tasks that are scheduled on the same day, the month-at-a-glance calendar can list up to 10 a day. You can choose a different maximum number (3–10) to appear in each day’s box on the calendar. (If more jobs with tasks are scheduled for a day than your maximum, they are included in the number in the bar at the bottom of the day’s box and are accessible by clicking the bar.)

Time Zone

Select which time zones appear in Time Zone drop-downs in RB. Users select which time zone is their personal default in User Preferences from the list you create here. You can export this list as an Excel or CSV file to save, print, share, or use in other applications.

Zoom

You can use RB to set up and host Zoom meetings. Set up a Zoom developer account, then enter your credentials here. Include your Zoom account settings and preferences, and customize your Zoom meeting invitation email so you can save time setting up Zoom when your job location is online. You can override any defaults when scheduling a Zoom meeting.

TL;DR: Set preferences for job calendar functions in Calendar preferences. Some preferences can be overridden by individual users in User Preferences.

RB concepts in this lesson

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

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.

Mail Composer: RB’s included email app for emailing contacts, resources, locations, and other RB users from within RB. You can customize the email contents and include attachments. You can send individual emails or send emails in batches.

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 >

Repository: RB has 9 repositories where you store files for safekeeping and quick retrieval. When you store files in a case, they are in RB’s Case Repository; when you store files in a job, they are in RB’s Job Repository; etc. If you have RB Connect, you can give clients and/or resources access to specific repository files.

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

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

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

Lesson #130

Setup – System Preferences function

General system preferences

As the name implies, these are preferences for features that span more than one module or are basic to the system, like log in.

Email

Email is integrated into many RB functions. If you will be sending emails from RB, this is the one system preference that you are required to customize by entering your primary company email address settings. Other preferences can be customized at any time.

The Email preferences panel 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.
• View, edit, delete, or test any listed email address.
• Export this list of email addresses that can be used systemwide as an Excel or CSV file to save, share, 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 before using it because RB does not store your email’s password in the database.

The rest of the email setup is the address, user name, and any Bcc email addresses to include in emails by default; plus you can create a signature using formatted text, images, hyperlinks — 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.

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.

General vs. personal email addresses

You do not have to enter every user’s email address in System Preferences. If your staff should use their own address when emailing from RB, they can set up their email address in User Preferences (preferences that affect their RB account only, not the entire system). Then, in most instances, their address will be the sender address when they send an email through RB.

If you have a small staff and want to have users share addresses, enter the addresses in System Preferences, not User Preferences. Then they can use the default company email address or choose any of the other addresses as the sender when sending an email.

Email & RB Connect

Another reason to set up email accounts in System Preferences is if you have RB Connect. All RB Connect calendar communications for the contact side of RB Connect will be sent from the email account listed as the default in the System Preferences.

Or you can designate one of the other General email addresses as the source for auto confirmations and cancellations that are sent to clients regarding RB Connect job schedulings. This is so in case a client responds to the auto confirmation email they receive, their response needs to go to a validated email account. Set this up in RB Connect General Preferences.

Forgot Password Email

If one of your users forgets their RB password, they can request a new password from the sign-in screen. RB will automatically send them an email so they can reset their password. You can change the default text of the header and body of this email.

You can automatically insert relevant RB data with contextual data fields for who requested the reset, when they requested it, and the link to reset their password. You can also customize the appearance of the body of the email with text formatting, images, color, hyperlinks, and tables.

License Info

In these section, find information about your RB licenses and other product information. It contains:

• Your RB product code
• Your current number of paid-for user licenses, which you can increase or decrease at any time
• Date your RB licenses will expire if not renewed
• Version of RB software you are using — you can request to change your version (Standard RB9 or RB Lite) here
• Web address of your RB
• Entity your RB is licensed to
• Amount in gigabytes of storage you are currently using for your RB repository
• Number of files in your RB repository
• Any plug-ins you currently subscribe to are checked in the Active column of this pane (you can export this list as an Excel or CSV file to save, print, share, or use in other applications)
• Any RB custom programming you have is listed in this pane (you can export this list as an Excel or CSV file to save, print, share, or use in other applications)
• Billing information including history, individual invoices, and your credit card(s) you have authorized to pay your RB subscription with. You can also pay overdue invoices and any prorated amount for increased user licenses here.

Login

RB follows general security rules for business application user log-ins. You can change some of these security features. In System Preferences, you can:

• Protect user accounts from hacking attempts by selecting a set amount of incorrect login attempts before RB locks out the user. Single-system users can select the “Never locked out” option.
• Require complex passwords that contain a number, lowercase letter, capital letter, and symbol.
• Force users to reset their password periodically. You can set the duration to every 30, 60, 90, or 180 days before RB users must change their password.
• If you require users to change their password periodically, you can allow them to keep the same password when they update their password.
• Use email addresses as the log-in name for all of your user accounts, instead of custom log-in names. With custom log-in names, users can change their log-in names, but everyone must have a unique log-in name. They do not have that option with email addresses.
• Require users to verify their identity upon RB sign-in with a second factor in addition to their user name and password. A verification code will be sent to the user’s preferred method of communication, which they must then enter into RB before accessing the site. Authentication is per device, and users can decide to authenticate a device once or every time they sign in on that device.

Notifications and Messages

You can select 30, 60, 90, or 180 days for how long RB will keep old messages in the Sent Message and Trash folders in the system’s message center before deleting them.

Session Timeout

Because RB is web based, you can work anywhere you have a web browser and internet connection. However, RB stores sensitive data — including information about your business units, accounting, contacts, and resources — so it will automatically log you off after staying inactive for a set period of time to deter prying eyes from compromising any sensitive data. It is exactly like how online banking sites sign you off after a predetermined length of inactive time.

The default is that you are automatically logged out of RB after 20 minutes of inactivity, but you can change the session timeout. You can set the interval at any 5-minute increment from 5 minutes to 60 minutes. Your changes will take place the next time you log in. Since this is a system preference, all users will be affected, including contacts and resources that use RB Connect, the next time they log in.

Since RB does not automatically save your information when it logs you out, it’s a good idea to set an interval that balances security with your work processes, and to let other users know what the interval is so they remember to save their work periodically.

System Time

Set your RB job clock to the time zone that your company is in. (The list of time zones is set in Calendar System Preferences.) Users can select a different default time zone for jobs they schedule in User Preferences.

You can also set the system to automatically adjust the job clock for Daylight Saving Time.

TL;DR: Set preferences for aspects of RB that impact multiple modules or the entire system in General preferences. Some preferences can be overridden by individual users in User Preferences.

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.

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

Repository: RB has 9 repositories where you store files for safekeeping and quick retrieval. When you store files in a case, they are in RB’s Case Repository; when you store files in a job, they are in RB’s Job Repository; etc. If you have RB Connect, you can give clients and/or resources access to specific repository files.

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

Users: You and your staff who directly access RB.

Lesson #129

Setup – System Preferences function

RB comes with default options for its different functions. Some cannot be altered but generally you can customize functions to fit your company by editing, adding, and deleting options. System Preferences is where you set global options for different features in your RB system.

These global preference settings are used throughout your RB system by all users. You must be part of the Administrators group to change System Preference settings.

System preferences can be customized at any time. The only one you need to set before using RB is entering your company’s email settings in General > Email if you will be sending emails from RB.

Options you can customize in System Preferences include:

• Company email address(es)
• Text of “Forgot Password” emails
• Upgrade to Standard or downgrade to Lite editions of RB9. This feature is only available to Administrators.
• Which credit card to use for your RB subscription payments. You can also view your billing history and pay overdue invoices.
• How many Named User Licenses access your RB9
• Login security — such as requiring strong passwords and 2FA verification
• How long RB saves messages sent internally
• How long a period of inactivity allowed before RB logs a user off automatically
• Company time zone default & other time zones to select
• Job confirmations & cancellations
• Task assignments & cancellations
• Job statuses displayed as calendar search options
• Future calendar emails
• Holidays observed
• Job & task calendar view options
• Job status colors
• Job status automatic updates
• New job defaults
• Overdue tasks emails
• Resource Blast (last minute job announcement emails & texts) contents and defaults
• Zoom account settings, preferences, and other customizations
• Envelope printing specs
• FedEx & UPS account information
• Repository publishing default & use tracking options
• RB Digital Signature Proxy settings
• Invoices, statements, and payment receipts & related emails’ contents and other invoice options
• LEDES 1998B exported files
• Reward points
• Pay statements & related emails’ contents
• Payment wait periods
• 1099 Form & check printing
• Direct deposit payment settings
• Default settings for new firms, contacts, & resources
• QuickBooks settings
• Company contact information for RB Network membership
• Email Logs tracking

System Preferences sections

With so many options to describe each section is broken out into a separate lesson:

• General
• Calendar
• Production
• Billing
• Receivables
• Payables
• Entities
• Tools

System Preferences vs. Lists

RB separates out list customization from other system preferences. If you want different options in a list you would make those changes in the Lists function. All other options are grouped by module under System Preferences.

Some System Preferences options work with Lists — such as the file types you can have RB automatically attach to assignment notifications. They are generated in Lists under Repository, which you can then select from in System Preferences under Calendar.

Personal preferences

Some system preferences can be overridden by personal preferences set by individual users. Preferences that only affect your individual RB setup are available under User Preferences.

TL;DR: Use RB’s default options or customize these systemwide options to match your company.

RB concepts in this lesson

Administrator: RB user who has access to and control of all areas of RB. You can have any number of RB administrators but each RB system must have at least one administrator. Administrator rights include setting up user accounts, assigning users to groups (which authorize what actions users can perform in RB and what kinds of notifications and messages they receive), and setting global system preferences.

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. More >

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

Users: You and your staff who directly access RB.

Lesson #128

Setup – Exhibit Stamps function

Make stamp templates that can be applied to PDF exhibits when uploading them to RB9 which automatically include exhibit numbers and information from your RB9 database, and are customized to your specifications.

You can create as many different stamp templates as you need, then select a template that will apply serially numbered stamps to PDF exhibits when uploading to the Witness-level repository.

Stamp options include:

• Box size and color
• Border thickness and color
• Number of digits and leading character in exhibit numbers
• Text and RB9 data fields to include on the stamp
• Text styling (such as bold face, text size, and color)
• Where the stamp occurs in the document
• Where the stamp is placed on the page

You can also designate stamps resources can choose from to apply to exhibits when uploading them via RB Connect during turn in.

The default view in Exhibit Stamps is to list all of the stamps alphabetically in ascending order. Each listing includes:

• Stamp name
• Its position on the page
• Its occurrence in the document
• Preview
• Whether it is available to resources to use in RB Connect

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

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

TL;DR: Automatically stamp exhibits in RB9 with your custom serially-numbered stamps.

RB concepts in this lesson

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

Repository: RB has 9 repositories where you store files for safekeeping and quick retrieval.

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

Lesson #127

Setup – Link Exhibits Patterns function

If you want to embed exhibits in PDF transcripts using hyperlinks instead of delivering a PDF transcript and its related exhibits as separate files, you can add them as you create RB-PDF Transcripts or use RB9’s Link Exhibits function. Automate the process of adding hyperlinks to transcripts by setting up the Link Exhibits Patterns function first.

In RB-PDF Transcripts, hyperlinks are called aliases and can be either words or phrases used in transcripts to reference the exhibits. If your exhibit file names and transcript references/aliases follow a pattern — for example files and aliases are numbered consecutively (file names like EX01, EX02, and transcript references like Exhibit 1, Exhibit 2) — you will save production time by defining those patterns before producing hyperlinked transcripts.

Setting up your own linking patterns

Before creating hyperlinked RB-PDF Transcripts, customize the included default list of commonly used exhibit file names and aliases as patterns that RB9 can use to automatically link exhibits to the relevant references in a transcript. You can edit and delete patterns — and create new patterns — in the Link Exhibits Patterns function.

Setting up a Link Exhibits Pattern entails creating a file name pattern and its associated alias pattern:

• File name pattern is how the files are named. It includes the common (shared) portion of the name and optionally the numerical file sequence which is designated with a ?.
• Alias pattern is how the exhibits are mentioned in the transcript. Like file name patterns, it includes the common portion of the text mention followed by a ? for the matching number. The common portion of the alias pattern can be different from the file name pattern, for example exhibit vs. EX.

If this is unclear, when creating patterns there is more specific information in legends above the 2 pattern fields about how to create each pattern which is helpful. You can also review the existing patterns to get a better understanding of what patterns look like.

Managing linking patterns

The main screen of Link Exhibits Patterns lists all of your stored patterns in ascending order by file name pattern. Sort the list by either file name or alias pattern in ascending or descending order. If the list is too long to find a pattern, you can narrow the results by searching for a partial/complete file name and/or alias. Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, share, print, or use in other applications.

You can edit or delete any pattern listed. You can also create new patterns with a file name and alias using question marks in the pattern to indicate where numbers appear. If exhibits are referred to by alphabetic characters, you can make patterns but they have to be one-to-one matches (one pattern example: EX A => exhibit A). There is no ? wild card equivalence for alphabetic characters.

After your initial customization of Link Exhibit Patterns, you can update it at any time. Set up as many patterns as you need — there is no limit to the number of patterns you can create.

Using Link Exhibit Patterns

When creating transcripts in the PDF Transcripts function or adding exhibits to existing RB-PDF Transcripts in the Link Exhibits function, you select which link exhibit pattern(s) to apply. RB9 will automatically embed all the exhibit files from the transcript’s witness repository hyperlinked to the aliases in the transcript that match the selected link exhibit pattern(s).

In addition to your stored link exhibit patterns, you can create patterns for individual transcripts that have their own exhibit references that do not fit your general patterns. When linking exhibits to an RB-PDF transcript, if any file names do not fit your patterns you can create one-off custom patterns for those exhibits. Patterns set up in individual transcripts this way are not saved in your Link Exhibits Patterns database.

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

TL;DR: Customize RB9’s Link Exhibit Patterns to match your company’s naming conventions for exhibit files and transcript references. Then apply them automatically to RB-PDF Transcripts.

RB concepts in this lesson

Alias: Link in RB-PDF Transcripts to related exhibit that can be either a word or phrase used to reference the exhibit.

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

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 #124

Setup – Tracking Steps function

If you want to monitor jobs as they move through your production workflow — including the location of physical media such as DVDs — RB9 has a tracking function. Set up tracking items to match your production workflow, then define the steps each item goes through in your process. Once you have your tracking steps set up in this function, you can use Tracking to ensure nothing slips through the cracks.

Tracking is a stand-alone function in RB9 so you have complete freedom in whether you use it or how you use it. If you want to track the status of service items like transcripts, exhibits, and video, you must first customize the module to fit into your workflow.

Set up tracking parameters

There are 6 steps in setting up tracking. The first step is to create categories of service items that your office produces and wants to track (such as DVD, Editing, Exhibit, Scanning, Synching, and Transcript). Set up tracking item types in Lists.

After setting up item types to be tracked, the second task is to create steps that each item type goes through in the production workflow. Use the Tracking Steps function to define the steps each item goes through in your production workflow so you can track jobs as they move through the process. If an item passes through different departments or staffers as it is produced and completed, you can add alerts to specific steps to automatically notify people when the item is their responsibility.

The Tracking Steps window lists all of the tracking item types you have set up. When you select an item to add steps or modify a step, any previously set-up steps are displayed. You can:

• Add steps.
• Edit or delete any step.
• Change the order of steps to match your workflow.
• Export the list of steps to an Excel or CSV file to save, print, share, or use in other applications.

When adding a new tracking step, only the step name is required. We recommend giving each step a descriptive label so users can easily understand what each step means. You can also designate:

• Default turn-around time for the step.
• Whether the step is active (meaning it will appear in the Tracking function).
• Which staff member(s) RB9 should alert when a service item reaches the step.

For steps that involve handing work off to another person/department or that additional staff need to know a milestone has been achieved, set up alerts that RB9 will send to their RB9 inbox when the milestone is reached. You can notify multiple users about any step and add or delete users from the notification list for a step at any time.

Finish tracking setup

After setting up tracking steps, return to the Lists function to complete steps 3–6 of setting up your Tracking function by specifying codes for different areas in tracking:

• Archival Status codes describe the current archival status of original media, such as video tapes.
• Media Classification codes specify who has rights to view/handle the media.
• Media Format codes specify the types of media you produce, such as DVD or audio tape.
• Priority codes specify order of importance or urgency.

Once you have finished your tracking setup, you can start tracking jobs through your workflow in the Tracking function.

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

TL;DR: Define the steps each service item goes through in your production workflow so you can track jobs as they move through the process.

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 >

Service items: Regular charges that you bill to your clients.

Lesson #123

Setup – Invoice Messages function

In addition to the descriptive header that appears automatically on invoices, you can add more information to your invoices, such as detailed payment information, company info, and holiday greetings, with custom messages. While you can write messages on invoices as you generate them, you can also save time and ensure consistency by setting up messages in advance in the Invoice Messages function, then simply apply them to individual invoices or in batches.

Customize your invoice messages

You can include any written communications you want to share with clients on your invoices. By creating invoice messages for different circumstances, you can easily give your clients more information when they need it, such as invoice payment options, or to let them know you appreciate them, extend an appropriate holiday greeting, share company news, etc.

You create and group messages in a similar way to invoice headers. Designate which message is the default to minimize the need to select messages each time when invoicing. You can override the default and modify the message on individual invoices during Turn In. You can stylize the appearance of invoice messages with bold/italic/underline treatments, different typefaces, font sizes, and colors.

Creating new messages is easy. They only require a message group, and optionally the message (you can have a blank message if you want). Message groups are categories, which you set up in Lists, for organizing messages to make it easier to locate the desired message when billing by looking within a subgroup instead of the whole list.

When creating a message, the message group defaults to the system default (selected in Lists), so you might only need to enter the content. Message size is unlimited, and you can style the text with font weights, typefaces, colors, and other text treatments.

If you are creating multiple messages in one sitting, use the Save & New option to stay in the new message window, eliminating extra clicks to get back into the window. It will also keep the same message group you used in the last invoice message saved rather than resetting to the default, so that could also save you time. For example if you are setting up a batch of holiday messages you won’t have select that message group before entering each holiday message.

Manage existing messages

You can update existing messages or create new messages at any time. You can change which message is your default at anytime, such as for different holidays. You can delete messages you don’t need anymore so they no longer appear as an option when selecting invoice messages during Turn In.

Messages are stored in the Invoice Messages function, and the default lists all of your stored messages by Invoice Message Group. You can also view the list for a single group or multiple selected groups. Export the list to an Excel or CSV file to save, print, share, or use in other applications. Click any message’s hyperlink to edit or delete it.

Apply messages to invoices

When preparing invoices, your default invoice message appears. You can override the default by entering new text or selecting a different invoice message from your custom list. You can apply messages to invoices one at a time or in batches. Use the Save & New feature to apply different invoice messages to single or multiple invoices without leaving the Set Invoice Messages panel in Turn In.

TL;DR: Save time and ensure consistency by setting up invoice messages in advance, then apply them to individual invoices or in batches.

RB concepts in this lesson

Message Group: Parent structure that contains related invoice messages as its children.