RB User Guide

RB User Guide site map

1. Getting Started

   • Quick Setup

   • Complete RB setup workflow

     • Initial setup workflow
     • Entities setup workflow
     • Rates setup workflow
     • Tracking setup workflow (RB9 only)

2. Program Basics

   • Login

     • Logging into RB
     • Setting your password at log-in
     • Verifying your device
     • HIPAA
     • Strong password

   • RB9 interface

     • Modules & functions
       • Function layout
       • Lookup panel
       • Search By pane
       • Searching in RB
       • Results pane
       • Sorting rows
       • Customizing grids
       • Grouping results
       • Resizing columns
       • Accessing results
       • Exporting & printing RB results
       • Merging data
       • Historical data saved in a merge
       • Using interactive reports
     • Date Navigator
       • Entering dates
     • Mail Composer
       • Emailing from RB
     • Notes Logs
       • Making notes
       • Managing notes logs
       • Canceling notes
     • Print Letter
       • Printing letters
     • Printing invoices, statements & reports
     • Microsoft Excel
     • Printing PDFs from RB
   • Picking colors in RB
   • Uploading logos for insertion

3. Calendar

   • Calendar workflows

     • Calendar workflow 1
     • Calendar workflow 2
     • Calendar workflow 3

   • Cases

     • Case
     • Searching cases
     • Parties
       • Adding parties
         • Entering general party information
         • Entering party billing information
         • Entering electronic billing information
         • Selecting preferred or requested services
       • Updating parties
     • Setting up cases
     • Updating cases
       • Adding jobs to cases
       • Entering general case information
       • Adding boilerplate text to remarks & notes
       • Updating parties
     • Looking up cases
     • Changing case or job status
     • Settling cases
     • Canceling cases
     • Deleting cases

   • Jobs

     • Viewing job calendars
       • Viewing job calendar as a list
         • Jobs (List View)
       • Viewing monthly job calendars
         • Jobs (Monthly View)
       • Viewing job calendar week by week (RB9 only)
         • Jobs (Weekly View) (RB9 only)
     • Searching jobs
     • Scheduling jobs
     • Scheduling jobs from online requests
     • Creating linked jobs
       • Linked jobs
     • Updating jobs
       • Ordering Client
       • Scheduling Client
       • Requiring specialties
       • Awarding job points
       • Entering general job information
       • Entering job locations
         • Scheduling conference rooms
       • Entering additional job information
       • Confirming single jobs
       • Canceling jobs
       • Rescheduling jobs
       • Creating jobs in bulk

   • Send Job Confirmations/Cancellations

     • Sending job confirmations or cancellations
     • Confirming jobs

   • Tasks

     • Task definition
     • Tasks (List View)
     • Tasks (Monthly View)
     • Entering tasks
     • Searching task assignments
     • Monitoring & managing task assignments
     • Updating tasks
     • Assigning and pre-assigning resources
       • Assigning resources from within a job
       • Overriding resource availability
       • Notifying resources
         • Sending individual assignment notifications
         • Attaching files to notifications automatically
         • Logging resources’ acknowledgements
         • Resource Worksheets

   • Resource Availability

     • Managing resources’ availability
     • Adding time off

   • Quick Assignments (RB9 only)

     • Quickly assigning for high volume of jobs

   • Resource Blast (RB9 only)

     • Sending urgent requests for help

   • Send Assignment Notifications/Cancellations

     • Sending batch assignment notifications/cancellations
     • Batch printing assignment notifications/cancellations

   • Daily Calendar Audit

     • Auditing new and canceled jobs

   • Send Future Calendar (RB9 only)

     • Sending clients their job calendars

   • Job Printout

     • Printing job calendar back-ups

   • Job Analysis (RB9 only)

     • Knowing who is calling

   • Tasks in Progress

     • Analyzing resources’ workloads

   • Send Overdue Tasks Report

     • Sending overdue task reminders

   • Assignment Analysis (RB9 only)

     • Analyzing job assignments by resource

4. Production

   • Production workflow

   • Turn In

     • Searching Turn In
     • Generating invoices
       • Adding witnesses
         • Entering general witness information
         • Entering additional witness information
         • Updating witnesses
         • Witness Record
       • Adding ordering parties
         • Prefilling parties & services
         • Prefill
         • Sold To vs. Bill To
         • Consoldated Invoices and Statements
         • Adding ordering parties manually
         • Restricting contacts’ file access
         • Adding & updating services
           • Adding & updating individual service items
           • Adding multiple services at once
           • Copying services to another party
         • Adding billing information to invoices
           • Adding optional billing information to invoices
         • Selecting invoice headers
         • Selecting invoice messages
     • Finalizing invoices
       • Applying rates
       • Calculating invoices
       • Previewing invoices
       • Posting invoices in Turn In

   • Tracking (RB9 only)

     • Monitoring production
     • Starting new tracking
     • Updating tracking
     • Entering video information

   • Production Sheets

     • Generating production sheets

   • Envelopes and Labels (RB9 only)

     • DYMO
     • Setting up for online label printing
       • Setting up DYMO in Windows OS
       • Setting up DYMO in Mac OS
     • Printing envelopes and labels
       • Printing envelopes
       • Printing labels

   • Shipping (RB9 only)

     • Searching shipping
     • Shipping to clients
     • Shipping via FedEx and UPS
       • Setting shipping label specifications
     • Tracking shipments

   • Letters (RB9 only)

     • Sending letters
       • Sending letters to contacts
       • Sending letters to witnesses
       • Sending letters to others

   • Send Originals Out (RB9 only)

     • Tracking originals transcripts

   • Repository

     • Using repositories
     • Uploading files to a repository
       • Adding stamps to exhibits
     • Searching repositories
     • Downloading & viewing files
     • Viewing & updating repository file details
     • Alerting clients
     • Updating file values quickly

   • PDF Transcripts (RB9 only)

     • RB-PDF Transcripts
     • Condensed Transcript
     • Creating PDF transcripts
       • Selecting transcripts to convert
       • Selecting PDF transcript preferences
       • Verifying ASCII
       • Finishing PDF transcripts
         • Stamping transcripts
         • Linking exhibits
           • Using alias patterns
         • Adding signatures to PDF transcripts
         • Restricting access & setting permissions
         • Uploading files to a repository
     • Word List
     • Word Index
     • RB Digital Signature Proxy

   • Create Master Word List (RB9 only)

     • Creating master word lists
     • Master Word List

   • Link Exhibits (RB9 only)

     • Finding PDFs for linking exhibits
     • Linking exhibits

5. Billing

   • Post Invoices

     • Searching unposted invoices
     • Posting invoices
     • Viewing & sending single invoices

   • COD Invoices

     • Working with COD invoices
     • Purging COD invoices

   • Send Invoices

     • Sending & archiving invoices
     • Sending & archiving invoices in batches

   • Transfer Invoice

     • Transferring invoices

   • Export Invoices

     • Exporting invoices in LEDES format
       • Electronic billing
       • LEDES format
       • UTBMS codes

6. Inquiry

   • Invoice Inquiry

     • Searching for invoices

   • Client Activity

     • Viewing client activity

   • Client Analysis (RB9 only)

     • Summarizing client activity

   • Resource Activity

     • Viewing resource activity

   • Resource Analysis (RB9 only)

     • Summarizing resource activity by service item

   • Witness Inquiry

     • Searching witnesses

   • Receivable Transaction Inquiry

     • Searching for payment histories

   • Anniversary Inquiry (RB9 only)

     • Celebrating client anniversaries

   • Marketing Inquiry (RB9 only)

     • Knowing your market
       • Finding new clients
       • Finding inactive clients
       • Finding most-scheduled clients
       • Finding non-invoiced clients
       • Finding highest-invoiced clients
     • Evaluating your business by resource
       • Finding new resources
       • Finding non-assigned resources
       • Finding your busiest resources
       • Finding zero-pay resources
       • Finding highest compensated resources
       • Finding highest commissioned resources

7. Receivables

   • Accounts Receivable

   • Receive Payments

   • Entering payments
     • Entering single payments
     • Entering payment covering multiple invoices
   • Discount
   • Overpayment
   • Surcharge
   • Applying retainers
   • Balancing transactions to post
   • Applying payments to invoices
   • Posting payments

   • Enter Other Transactions

     • Credit Memo
     • Issuing credit memos
     • Debit Memo
     • Issuing debit memos
     • Duplicate Payment
     • Entering duplicate payments
     • Refund
     • Recording refunds made
     • Miscellanous Receipt
     • Entering miscellaneous receipts
     • Void
     • Voiding invoices
     • Write-off
     • Writing off uncollectible invoices

   • Send Payment Receipts

     • Sending receipts for payments

   • Resource Billings Report (RB9 only)

     • Providing resources with billing reports

   • Daily Register

     • Printing daily registers

   • Daily Balance Log (RB9 only)

   • Keeping track of accounts receivable balances

   • Finance Charges

     • Generating finance charges
       • Generating finance charges automatically
       • Generating finance charges manually
     • Clearing finance charges
     • Printing finance charges reports

   • Monthly Journals

     • Printing monthly journals

   • Aged A/R

     • Finding overdue invoices

   • Send Statements

     • Sending monthly statements

   • Client Account Activity (RB9 only)

     • Printing client account activity reports

   • Paid Invoices (RB9 only)

     • Viewing paid invoices

   • Voided Invoices (RB9 only)

     • Viewing voided invoices

   • Collections (RB9 only)

     • Collection Letters

       • Sending collection letters

     • Collection Follow-up

       • Following up on collection promises

     • Collection Forecast

       • Forecasting cash flow from collections
     • Collections workflow

8. Payables

   • Payroll procedure

   • Override Resource Pay

     • Correcting resource pay
     • Adding additional pay amounts
       • Additional Pay
       • Entering additional pay amounts
     • Changing resource to pay

   • Pay Adjustments

     • Entering pay adjustments
     • Generating recurring deductions

   • Pay Resources

     • Verifying resource pay
     • Closing payroll

   • Send Resource Pay Statements

     • Printing resource payroll report (final copy)
     • Sending resources their pay statements

   • Print Checks (RB9 only)

     • Printing resource payroll checks
     • Exporting checks for direct deposit
       • NACHA
     • Exporting checks for QuickBooks

   • 1099 Pay Detail (RB9 only)

     • Reviewing payroll amounts
     • Adjusting payroll amounts

   • Print 1099 Forms (RB9 only)

     • Printing 1099-NEC forms

   • Sales Commission Report (RB9 only)

     • Printing sales commission reports

   • Override Sales Commission (RB9 only)

     • Overriding commissionable amounts

   • Additional Resource Production Report (RB9 only)

     • Printing additional resource production reports

   • Total Payable Report

     • Printing total payable reports

   • Sales Tax (RB9 only)

     • Generating sales tax reports

   • Liability Balance Log (RB9 only)

     • Keeping track of resources payable balances

   • Reward Points Summary (RB9 only)

     • Managing points

   • Reward Points History (RB9 only)

     • Viewing point history

   • Reward Points Analysis (RB9 only)

     • Analyzing point activity

9. Reports (RB9 only)

   • Business Analysis

     • Analyzing your business

   • Gross Profit

     • Producing gross profit reports

   • Misc. Sales

     • Producing miscellaneous sales reports

   • Client Rating Report

     • Producing client rating reports

   • Insurance Billing

     • Producing insurance billing reports

   • Resource Production

     • Producing resource production reports

   • Original Page Production

     • Producing original production reports

   • Task Turnaround Analysis

     • Producing turnaround analysis reports

   • Daily Tracking Summary

     • Producing daily tracking summary

   • Tracking Productivity Analysis

     • Analyzing tracking productivity

10. Tools

    • Bulk Import

      • Importing entities from other systems
        • Firms Excel template
        • Firms with Contacts Excel template
        • Resources Excel template

    • Bulk Update

      • Updating multiple firms at once
      • Updating multiple contacts at once
      • Updating multiple resources at once
      • Updating multiple locations at once
      • Updating multiple jobs at once

    • Tag Manager (RB9 only)

      • Managing tags

    • Form Templates

    • Creating/updating forms & letters
      • Editing form templates: File options
      • Editing form templates: Home options
      • Editing form templates: Insert options
      • Editing form templates: Layout options
      • Editing form templates: View options
      • Editing form templates: Data Fields options
      • Editing form templates: Table Tools options
      • Editing form templates: Formulas options
      • Editing form templates: Frame Tools options
    • Form Groups
      • Organizing with form groups

    • Label Templates (RB9 only)

      • Creating DYMO label templates
        • Creating .label templates
        • Creating .dymo templates
      • Managing label templates

    • Notes Templates (RB9 only)

      • Creating/updating notes templates
      • Notes Groups

    • Notes Finder (RB9 only)

      • Searching notes

    • Repository Download Log (RB9 only)

      • Tracking inhouse and online repository access

    • Download Backup Files (RB9 only)

      • Downloading backup files of your database

    • Email Log (RB9 only)

      • Viewing email logs

    • Query Maker (RB9 only)

      • Database
      • SQL
      • Operators
      • Query Gallery
      • Creating custom reports
      • Setting multiple query conditions
      • Saving queries
      • Using previously-saved queries
      • Using published queries
      • Managing queries
      • Publishing your queries

    • QuickBooks Integrator (RB9 only)

      • Preparing to use QuickBooks Desktop with RB9
      • Importing entities into QuickBooks
      • Importing invoices into QuickBooks
      • Importing resource payroll checks into QuickBooks
      • Importing payments into QuickBooks
      • Troubleshooting QuickBooks Integrator

11. Entities

    • Firms

      • Adding firms to RB
      • Updating firms
        • Entering general firm information
        • Entering additional firm information
          • Parent firms
        • Entering firm marketing information
        • Recording collections efforts
        • Entering retainers
          • Retainers
      • Looking up firms
      • Searching firms

    • Contacts

      • Adding contacts to RB
      • Updating contacts
        • Entering general contact information
        • Entering additional contact information
        • Granting access
          • Seniors
        • Entering contact marketing information
        • Remembering important client dates
        • Managing contacts’ award points
          • Award Points
      • Looking up contacts
      • Searching contacts

    • Resources

      • Adding resources to RB
      • Updating resources
        • Entering general resource information
        • Entering additional resource information
        • Entering pay information
        • Offering incentive bonus programs
        • Setting work schedules
        • Entering specialties
        • Entering certifications
      • Looking up resources
      • Searching resources
      • Specialties
      • Client Of
      • Sales Rep

    • Locations

      • Adding locations to RB
      • Updating locations
        • Entering general location information
      • Looking up locations
      • Searching locations

    • Business Units

      • Setting up business units
      • Entering general BU information
      • Entering additional BU information
      • Entering BU preferences
      • Selecting BU financial accounts
      • Entering default task deadlines
      • Adding your company logo to invoices
      • Adding your company logo to transcripts
      • Updating business units

    • Account Overview

    • Adding standing requests
    • Managing notification emails
    • Viewing entity activity
    • Removing entities
    • Managing clients’ resource preferences
      • Preferred Resource
      • Blocked Resource

    • Tags

      • Organizing with tags

12. Setup

    • Lists

      • Accounting
      • Cases
      • Connect
      • Contacts
      • Firms
      • Invoice
      • Jobs
      • Locations
      • Others
      • Production
      • Repository
      • Resources
        • Pay Group
        • Creating pay groups
      • Tracking
      • Users
      • Witnesses
      • Customizing lists

    • Users & Groups

      • Users
        • Managing users
        • Creating user accounts
        • Entering & updating general user information
        • Entering & updating personal user information
        • Managing users’ group memberships
        • Resetting passwords
        • Unlocking user accounts
      • Groups
        • Message groups
        • Security groups
        • Managing groups
        • Creating groups
        • Updating groups
        • Setting security group permissions
        • Adding or deleting group members

    • Chart of Accounts

      • Customizing accounts

    • Service Item Subgroups

      • Organizing service items

    • Service Item Master

      • Service Items
      • Service Groups
      • Adding service items
      • Updating service items
      • Entering billing & pay rates
        • Updating rates in batches
      • Entering UTBMS codes for service items
        • ABA Litigation Code Set

    • Rush Type Master

      • Setting up rush charge types
        • Adding rush charge types
        • Rush types

    • Billing Rates

      • Setting up billing rates
        • Creating billing rate tables
        • Copying billing rate tables
      • Billing Rate Group
        • Creating billing rate groups

    • Pay Rates

      • Setting up pay rates
        • Creating pay rate tables
        • Copying pay rate tables
      • Pay Rate Group
        • Creating pay rate groups

    • Billing Sets

      • Setting up billing sets
      • Managing billing sets

    • Pay Dates

      • Setting up pay dates
      • Cutoff Date

    • Invoice Headers

      • Setting up invoice headers

    • Invoice Messages

      • Setting up invoice messages

    • Tracking Steps (RB9 only)

      • Defining tracking steps

    • PDF Transcript Preferences (RB9 only)

      • Setting global RB-PDF Transcript preferences
        • Setting general PDF preferences
        • Setting RB-PDF Transcript header & footer preferences
        • Setting word index & word list preferences
        • Setting condensed transcript preferences
        • Setting RB-PDF Transcript file preferences
        • Setting cover page & errata sheet preferences
        • Setting RB-PDF Transcript digital signature preferences
        • Setting RB-PDF Transcript word exclusion preferences
        • ASCII
        • Amicus
        • PDF
        • PDF/A

    • PDF Transcript Stamps (RB9 only)

      • Creating transcript stamps
      • Updating transcript stamps

    • Link Exhibits Patterns (RB9 only)

      • Setting up alias patterns

    • Exhibit Stamps (RB9 only)

      • Creating exhibit stamps
      • Updating exhibit stamps

    • System Preferences

      • Customizing global preferences
      • Customizing communications
        • Customizing email messages, web pages & stamps
        • Testing email settings
        • HTML
        • Working with HTML
      • General preferences
        • Email
        • Forgot Password Email
        • License Info
        • Login
        • Notifications and Messages
        • Session Timeout
        • System Time
      • Calendar preferences
        • Assignment Cancellation
        • Assignment Notification
        • Default Job Status
        • Future Calendar
        • Holidays
        • Job Cancellation
        • Job Confirmation
        • Job Status Automation
        • Job Status Color
        • Jobs (Monthly View)
        • Jobs (Weekly View) (RB9 only)
        • New Job
        • Overdue Tasks Report
        • Resource Blast (RB9 only)
        • Tasks (Monthly View)
        • Time Zone
        • Zoom
          • Generating your Zoom credentials
          • Generating JWT credentials
          • Generating Server-to-Server OAuth credentials
      • Production preferences (RB9 only)
        • Envelopes
        • FedEx Account for Shipping Labels
        • Repository Logging
        • UPS Account for Shipping Labels
      • Billing preferences
        • Invoice
        • LEDES 1998B (RB9 only)
        • Reward Points
      • Receivables preferences
        • Payment Receipts
        • Statement
      • Payables preferences
        • 1099 Form (RB9 only)
        • Check (RB9 only)
        • Draft Pay Statement
        • NACHA (RB9 only)
        • Pay Statement
        • Payroll
      • Entities preferences
        • Firms
        • Resources
      • Tools preferences
        • Email Log (RB9 only)
        • QuickBooks
          • Generating QuickBooks online credentials

13. Help

    • User Guide

      • Accessing the user guide

    • Online Training

    • Update History

      • Viewing RB updates

    • Online Support

      • Team Viewer
        • Using Team Viewer

    • Live Chat

      • Live chatting with OMTI Support

    • Send Feedback

      • Sending feedback

    • About

14. Personal

    • Notifications and Messages

      • Communicating within RB
      • Sending messages

    • Change Password

      • Updating your password

    • Locked Data

      • Managing locked data

    • User Preferences

      • Setting personal preferences
        • Customizing email preferences
        • Customizing job defaults

    • Close All Tabs

      • Closing tabs

    • Log Out

      • Logging out of RB

15. Connect (RB9 only)

    • RB Connect

      • RB Connect Mobile

    • Send Invitations

      • Sending invitations

    • Transcript Ordered

      • Processing back orders
      • Managing back orders

    • Publish COD Invoices

      • Publishing COD invoices

    • Fulfill Points Redemption Orders

      • Fulfilling online reward point requests

    • Transcript Packages

      • Assembling transcript packages
      • Editing transcript packages
        • Previewing transcript packages
      • Searching transcript packages

    • Create Full-Text Search

      • Creating Full-Text Search
      • Full-Text Search plug-in

    • Approve Time-Off

      • Managing resources’ time-off requests

    • Activity Log

      • Tracking RB Connect activities

    • Support Tickets

      • Resolving support issues

    • Connect Preferences

      • Both –
        • General
        • Login
        • Invitation Letter
        • Forgot Password Email
        • Branding
      • Contact –
        • Announcements
        • Accessibility
        • Calendar
        • Order Transcript
        • Account Activity
          • Setting up a PayPal business account
          • Setting up an Authorize.net business account
          • Setting up a Payeezy business account
          • Setting up a Stripe business account
          • Payment gateway
          • PayPal
        • Transcript Packages
        • Repository
        • Reward Points
        • Support Tickets
      • Resource –
        • Announcements
        • Accessibility
        • Firms
        • Jobs
        • Turn In
        • Master Word List
        • Repository
        • Availability
        • Support Tickets
      • Adding custom sections to online forms
        • Creating custom lists
      • Managing users to notify

16. Appendices

    • Accounting Basics

      • Five basic accounts
      • The accounting equation
      • Debits and credits
      • Double-entry examples

    • Monthly reports at a glance