Tag Archives: ReporterBase Digital Signature Proxy

Lesson #30

Production – Link Exhibits function

Instead of delivering a PDF transcript and its related exhibits as separate files, provide your client with a single PDF document with hyperlinked exhibits embedded inside the transcript. RB9 can automatically add hyperlinks in RB-PDF Transcripts to related exhibits so your clients can view exhibits in context by clicking the links in the transcript.

You can link exhibits to RB-PDF Transcripts as you create the transcripts or add them later in the separate Link Exhibits function. Link Exhibits also includes the ability to apply reporter and agency digital signatures (using the free ReporterBase Digital Signature Proxy) to finish the transcript.

When your clients open the PDF they can view/download any exhibit image by clicking a hyperlinked reference to it in the PDF. They do not have to maintain any additional files or file structure to access the exhibits.

Hyperlinks in RB-PDF Transcripts are called aliases and can be either words or phrases used to reference the exhibits. You set which words/phrases identify which exhibits and RB9 automatically inserts the hyperlinks into the transcript when it encounters those words/phrases.

Use naming conventions to speed the process

If you name exhibit files and transcript references according to a pattern — for example you name files EX01, EX02, etc., and transcript references Exhibit 1, Exhibit 2, etc. — you can save production time by setting up those patterns before producing hyperlinked transcripts so RB9 can link all exhibits at once to a transcript.

Link Exhibits includes a default list of commonly used exhibit file names with their transcript aliases which you can edit, delete, and add to, and you can have as many alias patterns as you want to cover all the ways you label exhibits and how they are referenced in transcripts. Exhibit file names and transcript references are case-sensitive so you should take that into account too when setting up alias patterns.

If a transcript has a unique alias pattern you can set it up in the transcript as a one-time thing on the fly when creating the PDF transcript following the same conventions as in Link Exhibits. You don’t have to learn another way or add links manually in another application. The pattern won’t be saved after the one use though.

Finding, linking, & monitoring transcripts

In the separate Link Exhibits function, you can search for RB-PDF Transcripts to automatically link exhibits in by job number, witness name, upload date/date range, and/or business unit.

The results list any RB-PDF Transcripts that match your search criteria. Each listing includes its information from the search categories (except business units) plus the job date, file name, file type, last exhibit marked, and case.

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

While the results list all relevant RB-PDF Transcripts you can only link exhibits to transcripts that don’t already have linked exhibits. The already linked RB-PDF Transcripts are listed so you can monitor what has already been done plus you can download any file listed and view who else has downloaded the file and when.

When you select which alias pattern(s) you want to apply to a transcript RB9 will tell you if there are no matches in either file names or aliases in the text so you can make corrections as needed.

(The Link Exhibits function only works for RB-PDF Transcripts. Exhibits can also be hyperlinked to Transcript Packages in the Connect module following the same conventions.)

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

TL;DR: Automatically add hyperlinks in RB-PDF Transcripts to related exhibits so your clients can view exhibits in context by clicking the links in the transcript.

RB concepts in this lesson

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

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

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

ReporterBase Digital Signature Proxy (RB-DSP): Apply reporters’ and your agency’s free digital signatures to RB-PDF Transcripts through the normal production process. More >

Transcript Package: Interactive transcript that includes related files, including video and PDF transcripts, and can be used by your clients through RB Connect on their computers or through RB Connect Mobile on their mobile devices. Users can highlight text, make notes, view hyperlinked exhibits and other files, and export the transcript in a variety of formats, including condensed or word list only. More >

Concept #6

ReporterBase Digital Signature Proxy

ReporterBase Digital Signature Proxy (RB-DSP) lets agencies apply reporters’ digital signatures to their RB-PDF Transcripts through the 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.

Benefits of RB-DSP

• It is automatic. A court reporting firm’s production department does not need to know reporters’ personal information, such as user IDs and passwords, to apply their signatures.
• It is quick. Applying a signature is a two-click process — production staffers do not need to go to a third-party website or application — it is all within RB9’s PDF Transcripts function.
• It is accurate. Production staff does not choose a reporter’s signature for a transcript — the correct signature is already tied to the transcript based on who turned in the job.
• It is monitored. Anytime a signature is applied via RB-DSP, it is automatically logged in both the reporter’s and the agency’s usage log. Usage logs track when a signature was used, on which transcript, and by which agency. Reporters can also choose to be automatically notified by email anytime their signature is used.

Using RB-DSP

Reporters and agencies sign up to use RB-DSP on reporterbase.com. They set up their free digital signatures on the site — agencies that need to apply a digital version of their designated signer’s wet signature to transcripts can add them here too.

Reporters choose which agencies can apply their signatures to their transcripts. And reporters can monitor which agency applied their signature to which transcript and when through the site.

NOTE: RB-DSP is for RB9 only. It does not work with RB Lite.

TL;DR: 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.

Related RB concepts

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

Lesson #28

Production – PDF Transcripts function

Use the included PDF transcript creator to generate PDF transcripts (including condensed versions) that automatically include job and case information from your RB9 database. You can also:

• Customize the look of transcripts, and create transcript profiles to match client, court, and other requirements.
• Attach original ASCII and AMICUS files automatically.
• Add word lists and word indexes, either as attachments, appended to the transcript, or as separate files. Customize their appearance.
• Include a word index as PDF bookmarks for easy navigation.
• Hyperlink exhibits in the transcript.
• Apply your own stamps, such as “original” or “certified copy.”
• Add custom cover pages. Create cover page templates for different clients or other purposes.
• Attach errata sheets. Create templates for different uses.
• Set security restrictions, such as passwords and what actions users are allowed.
• Digitally sign transcripts with reporter and agency signatures.
• Generate PDF/A transcripts for archival purposes.
• Duplicate, rename, or delete PDF transcript files.

RB-PDF Transcripts are PDF versions of your reporters’ ASCII transcripts. As PDFs, they retain the appearance of the original document and can be easily shared with others because PDF is a universal format.

What you can do

You generate RB-PDF Transcripts from “page image” ASCII files or any ASCII file which includes line numbers, page numbers, and page breaks, as generated by most CAT systems and word processing applications. While the transcripts mimic the look of the original ASCII transcript, you can apply a variety of customizations to satisfy client requests, court requirements, and other restrictions.

Set up different transcript profiles to cover different transcript requirements and save time when creating RB-PDF Transcripts by selecting a specific profile. You can override any of the preferences in a profile when creating individual transcripts.

You 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), attachments (such as the original ASCII), and PDF format (including PDF/A for archival purposes). You can also tailor header and footer content and appearance, including logos, in transcript profiles.

Transcripts can automatically include job and case information, like the case name, job number, and witness name, in headers, footers, cover pages, and errata sheets.

If clients want condensed transcripts, you can create  2- or 4-pages/sheet condensed transcripts, which are exact replicas of full-sized transcripts but reduced in size so that 2 or 4 transcript pages fit on one sheet of paper. Like full-sized transcripts, you can customize the look and options of condensed transcripts.

You can create and apply stamps to RB-PDF Transcripts without leaving RB9. Set up stamps that say “original” or “certified copy,” then when generating transcripts, select and place stamps wherever you want in the document. 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.

You can have RB9 automatically add hyperlinks in RB-PDF Transcripts to related exhibits, so your clients can view exhibits in context by clicking the links in the transcript. You designate which file name patterns link to which text patterns in the transcript (e.g., Exhibit 1, Exhibit 2, etc. in transcript refer to file names EX01, EX02, etc.), either by selecting these alias patterns from your default list (set in Link Exhibits Patterns) or entering linking patterns manually in the transcript. (You can also perform this task in the stand-alone Link Exhibits function.)

If desired, you can set security restrictions to limit access to an RB-PDF Transcript. Set passwords and restrict certain features, such as printing, editing, copying, and commenting, on any transcript when finalizing it in RB9.

Apply reporters’ free digital signatures to RB-PDF Transcripts through ReporterBase Digital Signature Proxy (RB-DSP), which makes the production process easy while maintaining the reporters’ control of their own signatures. You can also use the system to create and apply agency digital signatures.

If you require a different PDF format for archival reasons, you can create RB-PDF Transcripts in PDF/A formats, which include limited features.

You can duplicate, rename, or delete the PDF transcript RB automatically generated according to your preferences. If you select to have word lists, word indexes, and/or condensed transcripts generated as separate documents when the PDF transcript is created, you can also duplicate, rename, or delete any of them.

How it works

The RB-PDF Transcript creator is a separate function in RB9, but can also be accessed directly from jobs in Turn In. If you do not use RB Connect to have reporters turn in transcripts online, your production staff can access the PDF Transcript Creator from within Turn In as they add witnesses and upload ASCII files and exhibits, so they can create RB-PDF Transcripts without going to a separate function.

In the separate PDF Transcripts function, you can search for ASCII transcripts to turn into PDF transcripts by job number, job or upload date, witness name, and/or business unit.

Listing in the results include both ASCII transcripts and any RB-PDF Transcripts already created including condensed transcripts, word lists, and word indexes. Each listing includes its information from the search categories (except business units), plus the file name, number of pages in the transcript, file type, whether it has been published on RB Connect and who can access it, file description, ordering client, and case.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, RB9 will revert back to the default order). From the results grid, you can view and update details about any listed job, witness, or transcript, and export the grid as an Excel spreadsheet or a CSV(comma-separated values) file to save, share, print, or use in other applications.

While the results list all related transcript files, you can only create RB- PDF Transcripts from the ASCII files listed. The already created RB-PDF Transcripts are listed so you can monitor what has already been done plus you can download any file listed and view who else has downloaded the file and when.

The function works like a wizard app, paging you through the steps so you can easily and quickly produce transcripts without missing anything.

If you offer RB Connect, you can also create interactive Transcript Packages in RB9, that are designed to work in browsers and on mobile devices. With these bundles of an interactive transcript and attached files, such as exhibits and video, users can highlight and make notes on the transcript, plus export it in various formats, including RB-PDF Transcripts.

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

TL;DR: Use the built-in PDF transcript creator to create PDF versions of transcripts (including condensed versions) with transcript-specific features, such as hyperlinked exhibits, digital signatures, word lists/indexes, and errata sheets, and that automatically include case and depo information.

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.

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

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.

Transcript Package: Interactive transcript that includes related files, including video and PDF transcripts, and can be used by your clients through RB Connect on their computers or through RB Connect Mobile on their mobile devices. Users can highlight text, make notes, view hyperlinked exhibits and other files, and export the transcript in a variety of formats, including condensed or word list only.

Lesson #19

Producing transcripts & more

In the Production module, you turn in jobs, prepare transcripts and invoices, send out and track your products, and correspond with depo parties, witnesses, and 3rd parties.

Production is where you:

• Turn in jobs: Enter information about witnesses, attending parties, firms to bill, and services ordered. If your resources turn in jobs online through RB Connect, this information is already entered.
• Create invoices and apply billing rates, pay rates, and rush charges, then calculate and post invoices.
• Fulfill client requests.
• Create PDF transcripts (including condensed versions) & apply digital signatures.
• Create Master Word Lists for multiple jobs on a case.
• Ship out produced service items. Track UPS & FedEx shipments.
• Upload finished transcripts and related files, like exhibits, to the repository.
• Alert clients to files uploaded to their repository on RB Connect.
• Restrict individual parties from accessing specific files in their online repository in RB Connect.
• Generate production sheets to tell staff what service items are needed and how many units to produce.
• Email transcripts to witnesses and attorneys. Apply Read & Sign requirements to transcripts. Attach affidavits and errata sheets. Track original transcript location.
• Track production items as they progress through your company. Track electronic and physical files. Track finished transcripts, exhibits, video, and archived files as they move through your production workflow, so you always know their location and current status. Produce tracking reports.
• Produce labels, envelopes, and form letters with information from your RB database automatically merged in.
• Archive and manage files in the central repository.

Production functions by name

• Turn In
• Tracking – RB9-only function
• Production Sheets
• Envelopes and Labels – RB9-only function
• Shipping – RB9-only function
• Letters – RB9-only function
• Send Originals Out – RB9-only function
• Repository
• PDF Transcripts – RB9-only function
• Create Master Word List – RB9-only function
• Link Exhibits – RB9-only function

TL;DR: Production is where you turn in jobs, fulfill client requests, prepare invoices, ship products, and correspond with clients and others.

RB concepts in this lesson

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

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