RB User Guide > Production > Repository > Using repositories

Viewing & updating repository file details

View a file’s details, including its download history. See which contacts can access files in a case or job. Update information about files, such as file and access types. Download files to view, print or email. In Witness repositories, convert ASCII files to RB-PDF Transcripts.

  1. Access file

    1. To view details, including the file’s download history, find the file in:
      • Individual repository

        In a View/Edit Case/Job/Witness/Invoice/Firm/Contact/Resource/Location window, scroll or jump to the Repository pane.

        Any files in individual repositories are listed with their name, file type, upload date, published status, access type, and description.

      • Central repository

        In Production > Repository or Create Full-Text Search (RB9 only), search for the file. See Searching repositories.

        File entries in the Repository grid list all of the information that appears in the individual repository above, except description. They also list file size, who uploaded the file, related case, job number & date, invoice number & date, witness, firm, contact, resource, and location.

    2. For more information than listed in the repository grid, click the file’s hyperlinked File Name.

  2. View details

    1. In the View Repository window, you can view the following:
      • Repository Level

        Central repository only

        Repository where the file is stored. Depending on the repository level, additional fields identify the RB9 entry attached to the file.

      • File Name

        Complete file name including the file extension. Click download file button to download the file.

      • File Type

        Category the file belongs to, such as ASCII or Exhibit. (File types and options are set in Lists > Repository.)

      • File Size

        In kilobytes (1KB=1000bytes).

      • Access Type

        Which types of entities have access to this file via RB Connect.

      • Publish

        If Yes, file is accessible via RB Connect.

      • Description

        Any information entered when the file was uploaded or updated.

      • Uploaded

        Time stamp of who uploaded the file and when.

      • Last modified

        Time stamp of who last modified the file and when.

    2. To access more options, click More >
      • Create PDF Transcript

        (Only in View Witness/Edit Witness windows)

        To generate an RB-PDF Transcript from an ASCII file, see Creating PDF transcripts.

      • View Download Log

        In the View Download Log panel, anyone who has downloaded the file from this repository is listed along with the date and time of download and their Entity Type (User, Contact, or Resource). Click Close.

      • View Accessible Contacts

        (Only in View/Edit Case, Job, Invoice, & Witness windows)

        In the View Accessible Contacts panel, all contacts who can access the file via RB Connect are listed, along with their Firm and Access-Level. Click Close.

        TIP: Restrict individual contacts’ access to a file

        If you are in the Witness-level repository of a job in Turn In, you can turn off a listed contact’s access to the selected file. See Restricting contacts’ file access.

  3. Update details

    1. To update:
      • Individual repository
        In the View Case/Job/Witness/Firm/Contact/Resource/Location window, click Edit. Then click the file’s hyperlink in the Repository pane.
      • Central repository

        In the central repository’s View Repository window, click Edit.

    2. In the Edit Repository window, not all fields are editable. You can update:
      • File Type

        Select the category the file belongs to, such as ASCII or Exhibit, in the drop-down. (File types and options are set up in Lists > Repository.)

      • Access Type

        Restrict access to your company only, or your office and clients/resources by selecting from this drop-down.

      • Publish

        Yes by default, click to select No if you do not want to give online access to the file through RB Connect to clients and resources.

      • Description

        Any text entered here also appears in RB Connect and is searchable.

  4. Download file

    To download the file, click download button in the View Repository/Edit Repository window. See Downloading & viewing files.

    TIP: Download from the repository grid

    You don’t have to go into an individual file’s View/Edit Repository window to download it. You can download files directly from:

  5. Delete file

    1. To remove the file from your repository, click Delete in the Edit Repository panel.
    2. Click Yes in the popup.
    TIP: Delete files from the repository grid

    You don’t have to go into an individual file’s View/Edit Repository window to delete it. You can delete files directly from:

TIP: Quickly update file values for multiple files

Instead of editing files one at a time to change its File Type, Access Type, or Publish status, use Set Value/options button to change them all at once to the same value. See Updating file values quickly.

Reference
Step-by-step instructions