You can designate specific file types to automatically attach to the Assignment Notification Email.

1. Click Setup > System Preferences > Calendar > Assignment Notifications and click Edit.
2. Under the Email Message, click in the File types to be automatically attached to email from All-Resource-level, Firm-level, Job-level, and Case-level repository field.
3. In the drop down menu, select file types. For example, you could choose Notice as a file type.
4. Click Save. Now when you upload a Notice to the Job-Level Repository and choose Notice as the File Type, it will automatically attach that file to the Assignment Notification email.

Yes, you can control the due dates calculation in the Business Units setup.

1. Click Entities > Business Units, then click Search.
2. Open your desired BU, and click Edit.
3. In the Task due days section, you can open each task and set the number of days you want RB to calculate a due date based upon.

After you add the witness in Turn In and create your first invoice, RB will ask if you would like to set the Turn-In/Completed Date for the task. If the resource has finished their work, click Yes. If you click No, RB will note that the task has not been completed and it will still show in Tasks in Progress.

You can manually set the Turn-in/Completed Date within the job.

1. Click Calendar > Tasks in Progress, then click Search to pull up the tasks.
2. Click on the job number of the task you want to complete and click Edit.
3. In the Tasks section of the job, click on the task you want to complete. Enter the date and time for Turn-in/Completed Date and click Save in the Task panel, then click Save & Close in the job.
4. If you go back to Tasks in Progress and click Search, this task will no longer appear because you have set the completed date.

When creating jobs in RB, it is important to take time zones into consideration in order to avoid scheduling conflicts. To ensure that all jobs created in RB adjust according to their job locations’ local time, go to your User Preferences and check the Adjust clock for daylight savings changes box under the New Job section.

Please note that this setting will not retroactively apply itself to existing jobs, so be sure to visit those that may be affected and check the aforementioned box found under the General section.

All networking agencies should be added as resources under Entities > Resources, so that they can be selected and assigned to jobs on your calendar.

You can control who has access to each file in the Witness Level Repository.

1. In Turn in, open the desired witness and click Edit.
2. Go to the Repository section and click on one of the files that you need to edit the access on, then click Edit.
3. Click More > View Accessible Contacts. Here you will see a list of all contacts that have access to this file, noted by the checkbox in the first column, Allow.
4. Click Edit, then check/uncheck any contact for access as needed.

You can upload files to the All-Resource Level 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 the job.

1. Click Production > Repository.
2. At the top right, click New > All-Resource Level.
3. Here you can drag and drop the file(s) or select them manually, then set their File Types and upload the files.

IMPORTANT: Designate which file types will automatically attach to Assignment Notifications

Make sure that you set which file types will attach to the Assignment Notification:

1. Click Setup > System Preferences.
2. Expand Calendar on the left side and then highlight Assignment Notification.
3. Click Edit, and scroll down to the File types to be automatically attached to email from All-Resource level.
4. Click the drop-down arrow and select each file type of the files you uploaded to the All-Resource Level, so those will be included.

If you pull up a list of invoices for a specific client, RB will send all of the included invoices as a single PDF file.

You can use Inquiry > Client Activity or Billing > Send Invoices to accomplish this.

1. Set your criteria in either function and click Search so that you see the list of invoices you need to email out.
2. Click Send at the top right of either function, and you’ll have your options for emailing.

Once you have posted an invoice, you can still turn its details on and off.

1. Click Inquiry > Invoice Inquiry, then search for the invoice.
2. Click on the invoice number to open it and click Edit. In the General section, there is a check box that says Print details on invoice. If this is checked, it will show detail; unchecked it will not show detail.
3. Once you make your changes, click Save and go to Billing > Send Invoices. Now when you preview the invoice, it will reflect the changes you made to either turn the details on or off. If you are already in Send Invoices, simply click on the Invoice No. to open the invoice and follow step 2-3.

The Invoices Report has been combined with Invoice Inquiry. It’s no longer a report, but you have the same search criteria that the Invoices Report from RB8 had, and it will produce the same results; the only difference being in grid layout format. You can export the results as needed to Excel to get a report.

If you pull up a list of invoices for a specific client, RB will send all of the included invoices as a single PDF file.

You can use Inquiry > Client Activity or Billing > Send Invoices to accomplish this.

1. Set your criteria in either function and click Search so that you see the list of invoices you need to email out.
2. Click Send at the top right of either function, and you’ll have your options for emailing.

Once you have posted an invoice, you can still turn its details on and off.

1. Click Inquiry > Invoice Inquiry, then search for the invoice.
2. Click on the invoice number to open it and click Edit. In the General section, there is a check box that says Print details on invoice. If this is checked, it will show detail; unchecked it will not show detail.
3. Once you make your changes, click Save and go to Billing > Send Invoices. Now when you preview the invoice, it will reflect the changes you made to either turn the details on or off. If you are already in Send Invoices, simply click on the Invoice No. to open the invoice and follow step 2-3.

You will need to first add a Debit Memo to increase the balance of the invoice. Then you can re-add the check payment to the correct invoice.

1. To add a Debit Memo, click Receivables > Enter Other Transactions. Then click New > Debit Memo.
2. Enter the invoice number you applied to the check payment to and click Search.
3. In the Debit Memo section, enter the amount you are increasing the Invoice Balance, it will default to the total invoice amount so you may need to change this amount. You can also add a remark mentioning that the check was applied to the wrong invoice.
4. Click Save & Close when you are done and then go back to the Enter Other Transactions Function, and post the Debit Memo you created.
5. Once you have posted the Debit Memo, you can go back to Receivables > Receive Payments and enter the payment again with the correct invoice.

To pay multiple invoices with 1 check:

1. Click Receivables > Receive Payments. Then click New > One Check Multiple Invoices to create a new payment.
2. The Payment Type defaults to Check. Add the Check Amount, Check Date, and Check No. Then click Save. The Apply Invoices panel opens.
3. You can choose to search for invoices by the Bill To Firm, Invoice No., or Invoice Amount range, or a combination of the 3.
4. Click Search to show the invoices in the box below.
5. Click on the invoice number to apply part of the payment, then click Apply. This will add the invoice to the Applied Invoices section of the Payment.
6. Enter the next invoice number, or if you have multiple invoices showing, repeat step 5 to apply more invoices to the payment.
7. When you are done applying invoices, click Cancel to close the Apply Invoices window.
8. Back in the New Payment, the Payment Balance should be 0.00. Click Save.
9. Go back to the Receive Payments function and the Payment you just created should show with the invoices applied. If everything is correct, check the box to the left of the Payment and click Post to post the payment.

Yes, you can control the due dates calculation in the Business Units setup.

1. Click Entities > Business Units, then click Search.
2. Open your desired BU, and click Edit.
3. In the Task due days section, you can open each task and set the number of days you want RB to calculate a due date based upon.

Each contact’s setup in RB has a Notification Email section, where you can designate where Job-related, Accounting-related, and Repository-related emails are to be sent.

1. In your scenario, you can pull up the contact from Entities > Contacts, then click Edit in the contact’s detail window.
2. Scroll or jump to the Notification Email pane and click +.
3. Select Job as the Notification Type, input the desired email address for job-related correspondence, then click Save > Save & Close. You can also select an existing email address and edit it, or delete it altogether.

TIP: Make separate entries for multiple emails

It is generally good practice to create separate entries in the event a contact wants emails sent to multiple addresses, rather than multiple emails in one entry separated by comma. There is no limit to how many emails can be added per each category.

All networking agencies should be added as resources under Entities > Resources, so that they can be selected and assigned to jobs on your calendar.

You can designate specific file types to automatically attach to the Assignment Notification Email.

1. Click Setup > System Preferences > Calendar > Assignment Notifications and click Edit.
2. Under the Email Message, click in the File types to be automatically attached to email from All-Resource-level, Firm-level, Job-level, and Case-level repository field.
3. In the drop down menu, select file types. For example, you could choose Notice as a file type.
4. Click Save. Now when you upload a Notice to the Job-Level Repository and choose Notice as the File Type, it will automatically attach that file to the Assignment Notification email.

Ultimately this is up to you. If everyone should be emailing from their own personal email account, then User Preferences is where the email accounts should be created. If you have a minimal amount of email addresses and user accounts, and everyone emails from the same email address(es), then you can use System Preferences.

If you have RB Connect, you should add at least one email account in System Preferences because that is used for the 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.

With RB9/RB Lite being a web-based application, it allows you the liberty and convenience of working from wherever you want, as long as you have a web browser and a decent internet connection. With this, however, comes the issue with security. Since RB stores sensitive data — particularly data in relation to your Business Units, Accounting, Contacts, and Resources — it will log you off after staying inactive for too long, much like how online banking sites sign you off after a predetermined length of inactive time. This is done to deter any prying eyes from compromising any sensitive data.

You can change the default session timeout by going to Setup > System Preferences > General > Session Timeout. The maximum is 60 minutes, and your changes will take place upon your next login. Please note that since this is a System Preference, all users will be affected, including contacts and resources that use RB Connect.

Ultimately this is up to you. If everyone should be emailing from their own personal email account, then User Preferences is where the email accounts should be created. If you have a minimal amount of email addresses and user accounts, and everyone emails from the same email address(es), then you can use System Preferences.

If you have RB Connect, you should add at least one email account in System Preferences because that is used for the 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.

When creating jobs in RB, it is important to take time zones into consideration in order to avoid scheduling conflicts. To ensure that all jobs created in RB adjust according to their job locations’ local time, go to your User Preferences and check the Adjust clock for daylight savings changes box under the New Job section.

Please note that this setting will not retroactively apply itself to existing jobs, so be sure to visit those that may be affected and check the aforementioned box found under the General section.