Tag Archives: Setup

Set preferences for logging emails & using QuickBooks Integrator

Set parameters for your Email Log and enter required information for importing RB9 data directly into QuickBooks. Check that RB9 and QuickBooks can communicate

Lesson #137
Setup – System Preferences function

Tools System Preferences

Choose which types of RB9 emails to log into the system and for how long. Set up your QuickBooks Integrator so you can import RB9 data directly into QuickBooks.

Email Log

Emails sent from RB9 are automatically logged in the system by default. Because all attachment files are stored as well when RB9 saves emails in the Email Log, this adds to your repository size and could result in additional repository storage charges.

Reduce the load on your repository by designating which types of RB9 emails you want to keep track of and how long you want to store them.

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

QuickBooks

Enter the information needed for integrating RB9 data into your QuickBooks program.

If you are using the QuickBooks Desktop edition, enter:

  • User ID and password
  • IP or URL of workstation/server where your QuickBooks is installed
  • Open port in your firewall for forwarding traffic to your QuickBooks computer

Once you have your settings input, you can check that the port is open so you can use QuickBooks with RB9. You have another set-up step that involves downloading a free remote connector application from QuickBooks and setting it up to enable secure remote access to your QuickBooks. 

If you subscribe to QuickBooks online, you set up an Intuit developer account then enter your credentials here.

After entering your QuickBooks information for either edition, you check that RB9 can communicate with your QuickBooks. Complete setup instructions for both editions — including downloading and installing the remote connector, setting up a developer account, and checking your connection — are in the RB9 user guide.

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

TL;DR: Set parameters for your Email Log and enter required information for importing RB9 data directly into QuickBooks. Check that RB9 and QuickBooks can communicate.

Listed under Function, Lesson, Setup | Tagged , , , ,

Set preferences for contacts, firms & resources

Set default invoice options for new clients, and default payment terms for new resources

Lesson #136
Setup – System Preferences function

Entities System Preferences

Save time when entering new contacts, firms, and resources by specifying some defaults.

Autofill contact & resource names

If you enable Autofill for Contact and/or Resource names, RB9 will autofill the Full Name field when individual name fields (First Name, Mi., Last Name, Salutation) are entered in individual contact/resource listings. You choose which name fields automatically fill in and in which order.

Invoice options for firms

Default settings for new firms cover invoice options.

If you add late charges (one-time fee added to invoice balance after a certain number of days) and/or finance charges (monthly % of outstanding balance) to your invoices, you can set default percentages including up to 3 decimal placements. Similarly if you need to bill for state sales tax, you can include your sales tax rate as a percentage including up to 3 decimal placements.

You can specify how many days old an invoice has to be when you haven’t received payment yet before RB counts it as being past due and notifies you to start collection efforts.

You can also have RB detail services on invoices as the default for new firm entries.

You can change defaults for individual firms in their Firm listing.

Payment terms for resources

Default settings for new resources cover payment terms for originals and copies. RB will wait the number of days set here to release outstanding payables to resources. The number of days can range from 0 (zero) to 9999.

A term of 0 (zero) means you pay on bill-out: There is no waiting to pay resources. As long the invoice is within the cutoff date for the next payroll, it will be included in the payroll to pay to the resource. Cutoff dates are set up in combination with pay dates.

A term of 9999 means the resources won’t get paid for an invoice until the invoice balance reaches $0.

If you have specific wait periods, for example resources wait 2 weeks (14 days) to get paid for copies, you set the copy term to 14. RB will wait until invoices for copies reach 14 days old to be released for payment to the resource.

You can change defaults for individual resources in their Resource listing.

TL;DR: Set default invoice options for new clients, and default payment terms for new resources.

RB concepts in this lesson

Firm: Company you do business with.

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

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Set preferences for paying resources

From 1099 printing adjustments to direct deposit paycheck setup and more, you can customize RB9 payroll options

Lesson #135
Setup – System Preferences function

Payables System Preferences

In addition to options for fixing printing problems on checks and 1099 forms, you can also set up direct deposit for payroll and other pay options.

1099 Form

In RB9, you have the ability to print each resource’s 1099 directly from the system. RB9 is designed to print in the correct fields on the 1099-NEC forms, but you can adjust the placement if needed to align the RB9 output with the 1099 form’s fields on your printer. Adjustments are in inches. You can increase (or decrease with a negative number) the top and left margins, using up to 2 decimal placements.

NOTE: Print 1099 Forms is an RB9-only function. It is not included in RB Lite.

Check

If you want to print checks directly from RB9, RB9 will create a PDF of the check information, according to your settings to print on your own standard or voucher (2-part check) business checks. You can use Quickbooks-compatible laser checks (standard or voucher). Adjust where RB9 information is printing on your checks by increasing (or decreasing with a negative number) the top and left margins, using up to 2 decimal placements.

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

NACHA (National Automated Clearing House Association)

Instead of printing checks or using a third-party payroll service, use RB9’s direct deposit feature to deposit pay into your resources’ accounts instead. After signing up for direct deposit with your bank, use information provided by your bank to set up your system preferences for direct deposit payables. Some of the information you must get from your bank includes a unique 9-digit number assigned by the bank and a company ID number. (You will need to enter your resources’ banking information in their profiles.) Then all you have to do is send a NACHA-formatted file (exported from RB9) to your bank, and your bank will transfer the funds for you.

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

Draft Pay Statement

Before closing, you can print out or email your resources a draft of their pay statements, so they can review which invoices they will be paid for and how much will be included in their next paycheck.

If you email draft pay statements, you can customize the email that accompanies them. Similarly to invoice emails set up in Billing preferences, you can change the default text in the Subject and Message fields and insert contextual data fields, so that real data from RB related to the resource and payroll 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.

The draft pay statement itself will attach to the email as a PDF. And you can override the defaults set here in any pay statement emails sent from RB.

Pay Statement

After you run payroll in RB and close it, you can print out or email your resources their pay statements, which is the report that shows them exactly which invoices they were paid for on a closed payroll. You have the same settings options for pay statements as for draft pay statements.

Payroll

You have 2 options for when you pay resources:

  1. “Hard Wait” is the default and refers to waiting a set number of days before releasing an invoice for payroll, regardless of whether you received payment from clients. (The default number of days to wait for originals and copies are set in Entities preferences, and can be overridden in individual resources’ settings.)
  2. “Soft Wait” is similar in having your resources wait to get paid after a certain number of days, but there is an exception. If you receive payment for an invoice within the wait period, then RB will release the invoice to the resource in the next payroll you run.

TL;DR: Customize pay statement emails. Specify when resources get paid in relation to invoices. Adjust printing layouts for 1099s and checks. Set up your direct deposit account for paying resources.

RB concepts in this lesson

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

Listed under Function, Lesson, Setup | Tagged , , , , ,

Set preferences for receipts & statements

Customize the subject line of payment receipts, and set up templates for your company’s statements and the accompanying emails

Lesson #134
Setup – System Preferences function

Receivables System Preferences

Set the subject line for payment receipts. Choose a statement template based on your company’s payment options, and set other statement options.

Payment Receipt

Enter default text and RB data fields into the subject line for receipts you send clients for payments received. (Set up receipt forms in Form Templates.)

Statement

Before sending statements to clients, choose your default statement template plus other invoice options, and customize the email that accompanies statements. You can also customize which colors are used to color code open-invoice listings on statements by invoice age. These choices are system-wide.

You have 4 statement templates to select from:

  • Standard RB statement with a remittance section at the bottom of the statement
  • Statement without a remittance section
  • Statement with a credit card payment section that accepts American Express, MasterCard, and Visa
  • Statement that accepts only MasterCard and Visa

You can also have RB automatically include both the client firm’s main phone number & fax number (if they have one) below the address on printed statements.

If you email clients their statements, you can customize the email that accompanies statements. Similarly to invoice emails set up in Billing preferences, you can change the default text in the Subject and Message fields and insert contextual data fields, so that real data from RB related to the billed contact and firm 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.

The statement itself will attach to the email as a PDF. And you can override the defaults set here in any statement emails sent from RB.

Color code the age of invoices listed on statements to help older invoices stand out. You select which colors to use for different time periods (over 30–over 180). You can export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

TL;DR: Customize the subject line of payment receipts, and set up templates for your company’s statements and the accompanying emails.

RB concepts in this lesson

Bill To Contact: The contact responsible for paying the invoice for a job.

Bill To Firm: The firm responsible for paying the invoice for a job.

Contact: Person who works for a firm you do business with, such as attorneys, paralegals, secretaries, legal assistants, claim adjusters, and court clerks.

Firm: Company you do business with.

Listed under Function, Lesson, Setup | Tagged , , , , ,

Set preferences for invoices, LEDES billing, & rewards

Customize invoices, set up electronic billing, and start a booking reward system like a frequent flyer program, to inspire client loyalty

Lesson #133
Setup – System Preferences function

Billing System Preferences

Choose an invoice template based on your company’s payment options, and set other billing options.

Invoice

Before invoicing clients set an invoice-posting alert, choose your default invoice template plus other invoice options, and customize the email that accompanies invoices. These choices are system-wide.

The first option will pop up an alert when posting an invoice if no Pay Rate is selected or the Pay Amount is 0. With this turned on you get a reminder to ensure that resources get paid for invoiced work if you overlooked it when creating the invoice.

Invoice templates to select from:

  • Standard RB invoice with a remittance section at the bottom of the invoice
  • Invoice without a remittance section
  • Invoice with a credit card payment section that accepts American Express, MasterCard, and Visa
  • Invoice that accepts only MasterCard and Visa

Other options you can set include:

  • Have the word “Certified” appear before copy in invoice headers if you certify transcript copies.
  • Give your clients job location information on invoices when the job location is included in your RB database.
  • Have a red “PAST DUE” stamp printed on unpaid invoices that are older than your payment terms. (Set up payment terms in Lists.)
  • Have RB automatically include both the client firm’s main phone number & fax number (if they have one) below the address on printed invoices.

Customize invoice email template

If you email clients their invoices, you can customize the email that accompanies invoices. Similarly to job calendar cancellations and notifications, you can change the default text in the Subject and Message fields and insert contextual data fields so that real data from RB related to the job, case, and invoice merge into the email automatically.

If you have RB Connect, you can insert a pay invoice data field into the Email Message that converts into a hyperlink in the email, which when clicked, automatically sends the user to RB Connect. After the user logs in, the related invoice screen appears for a convenient payment process.

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.

The invoice itself will attach to the email as a PDF. And you can override the defaults set here in any invoice emails sent from RB.

LEDES 1998B

If you have clients that request electronic billing in LEDES 1998B format, RB9 exports invoices as text files. But if your clients require a different file type from TXT, you can change the default file extension to meet their specifications.

You can also set an option to exclude billed $0 amount service items in exported files, so electronic bills only include services that had billable charges.

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

Reward Points

If you want to offer clients an incentive program that awards points for services they order from your company (and your state allows it), turn on RB9’s Reward Points System. Then set the options for how your system generates and redeems points.

  • Choose whether clients accumulate points for original invoices only or all orders.
  • Set the default dollar amount billed on invoices that earns a point, e.g., every $100 billed earns 1 point.
  • Select whether invoiced amounts will be rounded up, down, or split (amounts ending in 1–4 are rounded down, amounts ending in 5–9 are rounded up).
  • Specify the multiplier RB9 will use to convert points to dollars when clients redeem points. You don’t have to use whole numbers, — you can use up to 2 decimal places — and the amount can be less than one.

After setting up your reward point options in System Preferences, you then designate which services earn points and set up individual contacts to earn points for bookings with your company. You can designate different and/or multiple contacts at the same firm to earn points for a contact’s bookings, and boost a contact’s points-earning ability by automatically doubling or otherwise multiplying their points. If you have RB Connect, you can allow contacts to request point redemptions online.

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

TL;DR: Customize your invoices. Optionally, set up electronic billing and a booking reward system like a frequent flyer program.

RB concepts in this lesson

Reward Points: Used to encourage clients to book with your agency by rewarding them with points for different services. (Also referred to as award points.)

Contact: Person who works for a firm you do business with, such as attorneys, paralegals, secretaries, and legal assistants.

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

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Set preferences for shipping labels & other production functions

Store credentials and options for FedEx & UPS shipping, plus set options for other production functions

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.

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.

Listed under Function, Lesson, Setup | Tagged , , , ,

Set calendar module preferences

Set preferences for job calendar functions and options

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 ViewMonthly 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:

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.

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.

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Set preferences that cover more than one module

Set preferences for aspects of RB that impact multiple modules or the entire system

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

This section is for viewing purposes only. In these uneditable fields, find information about your RB licenses and other product information. It shows:

  • Your RB product code
  • Your current number of paid-for RB licenses
  • Date your RB licenses will expire if not renewed
  • Version of RB software you are using
  • 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)

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.

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Set global options for all users

Customize RB to match your company with options that appear systemwide

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
  • 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 and cancellations
  • Task assignments and 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
  • Invoices, statements, and payment receipts & related emails’ contents
  • 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
  • Email Logs tracking

System Preferences sections

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 then select 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.

Users: You and your staff who directly access RB.

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Create auto-numbering exhibit stamps with RB9 data included

Automatically stamp exhibits with your custom serially-numbered stamps

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.

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