Tag Archives: Repository

Archive and manage files electronically

Manage files in the central repository

Lesson #27
Production – Repository function

In RB, you can store documents linked to a case, job, task, witness, invoice, firm, contact, location, resource, or all resources in their related repository. In the Repository function, you can:

  • Search for files in a single repository or across all repositories.
  • Search for files by name, file type(s), job/invoice/order/upload date(s), who uploaded the file, job number, invoice number, case, and/or related firm/contact/resource/job location.
  • Classify files for proper user access and availability.
  • Download files for viewing, archiving, or emailing.
  • View who has downloaded a file and when.
  • Delete files you no longer need to store.
  • Upload files to the All-Resource repository to share with your resources.
  • Re-arrange columns, designate sticky columns, stretch/shrink columns, and hide columns you don’t need to see in the Repository results grid.
  •  Choose which column(s) to sort results by. If you select more than one column, choose in what column order to sort the list and in ascending or descending order in each selected column.
  • Save your custom grid as your default. Your customizations do not affect other users, and you can restore the original RB grid layout anytime.
  • Export the list of repository files as an Excel spreadsheet or a CSV(comma-separated values) file to save, print, share, or use in other applications.

Classify files

In the Repository function, you can classify individual files for proper user access and availability. Set what types of users can access a file (office, client, resource, or some combination), in which functions the file will be accessible, what kind of file it is, and if access via RB Connect is permitted. If multiple files will have the same file type and/or RB Connect access, you can set them all at once.

Give resources access to same files

In addition to the Resource repository, where files uploaded to individual resources’ repositories are stored, RB has an All-Resource repository for files you want to share with all resources. Instead of loading generic files, such as blank billing sheets, copy order forms, and instructions, to each individual resource’s repository or each job, you can upload the file(s) once to the common All-Resource repository for all resources to access. (Maximum file name length for repository files is 256 characters.)

If you want to include certain generic files with Assignment Notifications, upload the files to the All-Resource repository and set their file type so they will attach automatically to each Assignment Notification you send out, without having to upload each file to each job.

Customize how you view your Repository

The grid in which you view Repository listings is customizable to your individual preference. You can:

  • Set the order of the columns so you can have the information most important to you in the most prominent place.
  • Designate up to 10 columns as “sticky,” meaning they do not move when you scroll across a long grid so they are always visible.
  • Stretch or shrink the width of columns to better fit the information presented.
  • Hide any columns you don’t want to see in the results.
  • Choose which column to sort listing by, and choose whether to sort in ascending or descending order.

When you have arranged your Repository the way you want it to look, you can save your layout so RB will display it this way each time you access it. You can always change or refine your layout, or return it to the default RB layout.

TL;DR: Manage files in the central repository.

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.

Firm: Business you provide services to, usually law firms, but can also be other court reporting firms, vendors, insurance companies, corporate clients, and courts.

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

Location: Place where jobs occur, such as court rooms, hospitals, schools, doctors’ offices, or private residences.

Resource: Person or thing that provides your business with a service, such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

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

Listed under Function, Lesson, Production | Tagged , , , , ,

Production

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

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

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.

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Calendar

Calendar is one of the largest functions in RB with many features to speed up scheduling while minimizing errors

Lesson #2
Most important module in RB?

Maybe the most important module in RB is the Calendar. It is where you schedule and manage jobs (e.g., depos), set up and manage cases, assign tasks to reporters and other resources, and manage assignments.

It is one of the largest modules with 16 functions, all related to your job calendar. What you can do with those functions includes:

  • Start a job with as little information as ordering client, date, and time.
  • Start a new job by copying an existing job and updating it.
  • Automatically import job information clients include in job requests made via RB Connect.
  • Include jobs in cases so they automatically share case parties and information.
  • Use the job wizard to set up multiple related jobs including their shared information at once.
  • Create linked jobs that share information but can be billed separately and canceled independently of each other.
  • Include complete information about cases and individual jobs, including parties, requirements, location, and LEDES e-billing information.
  • Grant parties access to jobs and related files online through RB Connect.
  • View jobs as a list, a monthly calendar, or week by week.
  • Search jobs by multiple criteria including job location, client, and witness.
  • Update, confirm, reschedule, and cancel jobs.
  • Notify clients when their requests for services are received.
  • Send clients their upcoming job calendars.
  • Email clients job confirmations as you set jobs or send a batch at a time.
  • View tasks as a list or a monthly calendar.
  • Assign, notify, and confirm reporters and other resources to job tasks.
  • Assign resources to job tasks before or after job confirmations.
  • Assign resources on the fly or print out your job calendar to make your list, then assign and notify resources in batches.
  • Include worksheets and other files in assignment notifications.
  • Send assignments via email, text, or printout.
  • Send email and text blasts to resources about last-minute jobs.
  • Update, confirm, and cancel job tasks.
  • Schedule conference rooms.
  • Log resources’ acknowledgements.
  • Audit new and canceled jobs for errors.
  • Analyze jobs by client to see how many jobs they are ordering.
  • Analyze jobs by resource so you can distribute work better.
  • View and update outstanding tasks as they progress.
  • Give resources To-Do lists.
  • Initiate a job’s turn-in.
  • Award redeemable points to contacts.
  • Upload case-, job-, and task-level files, such as notices, to the repository.
  • Maintain log of job milestones and client interactions.
  • Make hard copies of your future calendar.
  • Update and track resource’s time off.

Calendar functions by name

Calendar functions are where you will probably first see how RB’s automated processes save time and reduce errors:

  • Information entered anywhere in the system whether by your staff entering job information in RB, a client requesting a depo through RB Connect or RB Connect Mobile, or a reporter acknowledging a job online  automatically flows to where it’s needed. No re-keying.
  • Information and processes are easier to access than in previous versions. For example, instead of remembering shortcut keystrokes or dealing with drop-down menus, there is a New Job button in Calendar. In addition, the New Job window opens with a fly-out panel for selecting the Ordering Firm. Not a single click required to get to the first thing you will probably know when contacted about a job. Enter a few keystrokes to find the firm or add a new firm right there in the job.
  • Enter a job location’s zip code, and RB will automatically populate the city and state fields correctly.
  • RB prompts you to do certain tasks, like send notifications after scheduling a job, so nothing gets overlooked. And if you prefer, it also offers batch options for things like notifications, so you can do a day’s worth at once.
  • RB automatically enters log entries for certain activities to help you maintain a paper trail, so you know who did what when in RB9. Sometimes, it includes other information too, such as when you send a job confirmation email, RB makes an entry that includes the receiver’s email address.

TL;DR: If you schedule depos or other services, you can maintain complete details about everything in your RB calendar easily and error-free.

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 >

Linked Jobs: Jobs, such as video done by a third party of a depo, that are listed separately on the calendar and billed separately, but because they are tied together, you will be notified when one is canceled that there is a linked job, so you can cancel that job too and notify the resource.

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 one-touch job acknowledgements, online turn-in, and downloadable pay statements for resources.

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

Repository: RB has 9 repositories where you store files for safekeeping and quick retrieval. When you store files in a case, they are in R9’s Case Repository; when you store files in a job, they are in RB’s Job Repository; etc.

Resource: Person or thing that provides your business with a service, such as reporters, videographers, interpreters, scopists, account executives, other agencies that cover jobs for you, or a conference room.

Tasks: Service requested with a job, such as reporting, interpreting, or video.

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