Resources provide your business with a service or support.<\/strong> For example reporters, videographers, interpreters, transcriptionists, scopists, and account executives (sales reps) are resources. Basically any independent contractors you hire are resources in RB.<\/p>\n Resources do not have to be individuals.<\/strong> They can also be other reporting agencies that cover jobs for your firm or your conference rooms. You add your conference rooms to RB as resources so that you can schedule them like you do reporters and other resources.<\/p>\n Maintain a deep database of all of these assets in RB in the Resource function. If there is something you want to remember about a resource \u2014 whether it\u2019s contact info, financial history, professional details, availability, or anything else \u2014 chances are there is a slot for it in their RB profile.<\/p>\n You can enter resources from scratch in this function, import them from other applications, or add them on the fly during turn-in<\/a>. If you have an existing database of resources in another application you can import the data into RB from an Excel<\/em> spreadsheet in the Bulk Import function<\/a>.<\/p>\n Before entering a resource into RB check to see if they are already there to avoid duplicate entries. RB does not prevent you from adding multiple instances of the same resource. If there are duplicate entries, you can merge them \u2014 however not all data will carry over from the resource that is being merged. The only information that will be saved from the merged entry is from the Notification Email, Tags, Specialties, Certifications, Repository, and Notes Log panes, plus their assignment availability.<\/p>\n To find resources in your RB database you can use the search criteria singly or in combination:<\/p>\n Each listing displayed in the results shows all of this info \u2014 except any specialties or tags \u2014 and includes the resource\u2019s street address, zip code, main phone number, and any warnings about the resource.<\/p>\n The grid in which you view resource listings is customizable to your individual preference:<\/p>\n You can save your custom grid as your default. Your customizations do not affect other users \u2014 and you can restore the original RB grid layout anytime.<\/p>\n From the Resource results grid you can view and update any listed resource\u2019s details, add new resources, and export the grid as an Excel<\/em> spreadsheet or\u00a0a CSV(comma-separated values) file to save, share, print, or use in other applications.<\/p>\n Whether you are viewing an existing resource listing or adding a new resource, the detail window is broken up into a series of panes that contain related fields. The first pane, General, contains contact information, other basic information, and any warnings.<\/p>\n With 25 fields and options in the General information pane alone, it might seem overwhelming to enter resources into RB. However when entering a new resource, the only required information is their full name.<\/strong> We recommend when entering individuals\u2019 names that instead of entering the name in the Full Name field, you enter names in the separate first and last name fields, then select which order you want the names (first name first, or last name, then first) to appear in the Full Name field. This way you can use the First Name\/Last Name filters when searching for resources in the main Resources window.<\/p>\n You can save time entering resources\u2019 full names by setting up Autofill in System Preferences<\/a>. You select which name parts are included (first name, last name, salutation, middle initial) and in what order. RB will automatically fill out the Full Name field for you as you enter the individual name fields.<\/p>\n You can also enter resources\u2019 nicknames or business names if they are independent contractors in the a\/k\/a field. This information will appear in parenthesis after the resources\u2019 full names in fields and lists, and is searchable.<\/p>\n We recommend entering resources\u2019 email addresses so you can email resources directly from within RB. And we recommend designating the Resource Type so when assigning tasks, you assign reporters to reporting tasks, interpreters to interpreting tasks, etc.<\/p>\n After entering the resource\u2019s street address or P.O. box number, skip the other fields and enter the zip code. RB will fill in the city, state, and country for you.<\/p>\n If a resource has a different business address from their home address you can include both addresses in their listing.<\/p>\n If you have entered resource addresses you can view maps and directions to those addresses in RB. You can also add your own directions to the resource\u2019s listing. Any instructions entered here will appear in the Directions field of a job if the job will be at the resource\u2019s location.<\/p>\n If you have information about a resource that users should know when scheduling jobs enter those notes in the Warning field. They will appear when assigning resources to assist the user in assigning the correct resource.<\/p>\n If a resource is no longer active you can deactivate their listing instead of deleting it so you retain all of your historical data about the resource but they will no longer appear as available for assignments anymore.<\/p>\n In the Additional pane you can enter dates related to the resource \u2014 such as date of birth (only month and day are required) and date of employment \u2014 and credentials for RB Connect<\/a>, ReporterBase Digital Signature Proxy (RB-DSP)<\/a>, and Certified Shorthand Reporters.<\/p>\n Your resources\u2019 RB Connect login names and passwords are stored here. Resources can reset their password any time in RB Connect and you can also reset their login name and password here. This is also where you can unlock their account if they tried to log in too many times with the incorrect credentials and RB Connect locked them out.<\/p>\n If you use RB-DSP to apply reporters\u2019 digital signatures to RB-PDF Transcripts<\/a>\u00a0this is where you store their reporterbase.com credentials so you can use their digital signatures.<\/p>\n If you store resources\u2019 Certified Shorthand Reporter certification numbers here you can include their certification on RB-PDF Transcripts by customizing transcript templates<\/a> to include this number in headers or footers.<\/p>\n Important pay information to include are the resource\u2019s:<\/p>\n Other info to enter here includes:<\/p>\n You can set a resource as \u201cdo not pay\u201d if they are a conference room or an owner of your business who does not receive a paycheck \u2014 so they won\u2019t appear in your pay process.<\/p>\n Resources\u2019 availability for assignments is generated by the system using the work schedule set up for each resource. When assigning resources to tasks only resources who are available during the scheduled time will appear in the list of resources.<\/p>\n You can customize individual resources\u2019 work schedules from the default schedule of Monday\u2013Friday, 9am\u20136pm to match their actual availability. Setting an individual\u2019s schedule is simple: You click and drag the beginning and end marks on each day-of-the-week to change the resource\u2019s default availability for that day.<\/p>\n You can override resources\u2019 availabilities manually to handle exceptions in other functions \u2014 for example if you want to assign a resource to a job outside their normal work hours, or to give a resource additional time off for a vacation, doctor\u2019s appointment, or other exception. (Tasks<\/a> and Resource Availability<\/a>)<\/p>\n Once you save a resource in RB, you can:<\/p>\n You don\u2019t have to go into the Resources function to update a resource. Most RB functions that include a Resource field allow you to directly access that resource\u2019s listing to view and edit.<\/p>\n Also if you have multiple resources that you need to update the same information for \u2014 such as their commission rates or original and copy terms \u2014 you can use Bulk Update<\/a> to change them all at once.<\/p>\n Additional panes in saved resource listings include:<\/strong><\/p>\n If a resource has more than one email address you can designate which one(s) should receive email notices from RB related to jobs they are involved with and which one(s) to use for payroll information.<\/p>\n If you use tags (keywords or phrases)<\/a> to monitor and choose resources to bulk email or snail mail letters and packages you add tags to resource listings \u2014 either by keying in tags or selecting them from the tag list you made in Lists<\/a>. Each resource can have an unlimited number of tags and you can delete tags from a resource when they no longer apply. (You can also use the Tag Manager to add or remove tags quickly from multiple resources at once.)<\/p>\n If a resource has specific expertise add that specialty to their RB listing. Then when you have a task that requires that specialty, the resource will be included in the list of available resources so you can assign resources more accurately.<\/p>\n If a resource has been certified for a particular skill\/knowledge add that certification, when it was achieved, and if it is still active to their RB listing as reference for evaluating resources. You can also include certification expiration dates and set reminders so resources don\u2019t let their certifications lapse.<\/p>\n Keep files related to a resource in their RB listing. When viewing the resource\u2019s listing you can see information about uploaded files including their description in the Repository pane without having to click into each file\u2019s details. You can upload, download, or delete files here, and update file information \u2014 such as which groups can access the file.<\/p>\n If you have RB Connect you can give resources access to specific files in their repository. You can also view the download history of each file in the repository \u2014 including when it was downloaded and by who.<\/p>\n The system enters some notes about resources automatically in their individual Notes Logs<\/a>\u00a0and you can also enter notes yourself\u00a0about a resource in their Notes Log for internal purposes. An example of automatic Notes Log entries would be what changed when the resource\u2019s information was updated using the Bulk Update tool<\/a>.<\/p>\n When you add a note to the Notes Log you can include what type of note it is, how you communicated with the resource, details about what occurred, and if needed, designate who should follow up and set a date\/time for a reminder to be sent to them via RB\u2019s message system<\/a>.<\/p>\n In these additional panes you can export the information as Excel<\/em> spreadsheets or CSV(comma-separated values) files to save, share, print, or use in other applications.<\/p>\n In a resource\u2019s Account Overview, highlights of their financial and job activity history, future projections, and trends are displayed visually. A table displays the resource\u2019s total outstanding payables, upcoming tasks, and tasks not turned in yet. A line graph displays monthly earnings and a second line graph displays the resource\u2019s assigned and canceled tasks.<\/p>\n The line graphs are interactive. Hovering over a point in a line on a graph displays that month\u2019s total $ amount or number. The line graphs default to the resource\u2019s trends over the last six months. You can also view the resource\u2019s trends over a year or 2.<\/p>\n TL;DR: Maintain a deep database of your resources in RB including contact, pay, personal, and business\/ Job:<\/strong> Usually the reporting of a deposition. More ><\/a><\/p>\n Notes Logs:<\/strong> Un-editable internal-use only notes entered either by a user or\u00a0automatically by RB appear in chronological logs in the database record where they occurred. More ><\/a><\/p>\n RB Connect:<\/b> Online repository, calendar, and access to your office for clients and resources. More ><\/a><\/p>\n RB-PDF Transcript:<\/strong> Customizable PDF version of a transcript with built-in transcript-specific features like hyperlinked exhibits, word lists\/indexes, errata sheets, and headers\/footers that automatically contain case and depo information from your RB database. More ><\/a><\/p>\n ReporterBase Digital Signature Proxy (RB-DSP):<\/strong>\u00a0Free 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 ><\/a><\/p>\n Repository:\u00a0<\/strong>Where you store files in RB for\u00a0safekeeping and quick retrieval.<\/p>\n Task:<\/b> Service requested with a job \u2014 such as reporting, interpreting, or video \u2014 that require a separate resource (person, company, thing) to accomplish. More ><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"Add resources to your database<\/h2>\n
Search for resources<\/h2>\n
\n
Customize how you view resource listings<\/h2>\n
\n
Basic resource information<\/h2>\n
Other General information tips<\/h3>\n
Additional\u00a0information<\/h3>\n
Pay information<\/h3>\n
\n
\n
Work schedule<\/h3>\n
But wait, there\u2019s more<\/h2>\n
\n
Notification email<\/h3>\n
Tags<\/h3>\n
Specialties<\/h3>\n
Certifications<\/h3>\n
Repository<\/h3>\n
Notes Log<\/h3>\n
Export resource data for other uses<\/h2>\n
View financial\/job trends<\/h2>\n
RB concepts in this lesson<\/h4>\n