Inhouse user guide
Contents
1. Allow file downloads when the invoice original is fully paid Check this box if the invoices for originals must be fully paid before transcripts can be downloaded Since originals are normally billed to your good clients you might want to leave this checkbox blank so as not to irritate your client base Allow file downloads when the invoice copy is fully paid Check this box if the invoices for copies must be fully paid before transcripts can be downloaded Since copies are normally billed to non clients you might want to check this box to improve your collections Transcripts Gllow File downloads when the invoice original is Fully paid TUPI LLL Le eee Ee eee errr rrr Er rrr Err rr rr rrr rrr rrr rrr irre rr irri rr er rr ads when the invoice copy is Fully paid Allow transcript package view when the invoice original is fully paid Check this box if the invoices for originals must be fully paid before transcript packages can be viewed e Allow transcript package view when the invoice copy is fully paid Check this box 1f the invoices for copies must be fully paid before transcript packages can be viewed NOTE Client instructions for paying online through RB Web are in the latest RB Web user manual for attorneys paralegals and secretaries Download the PDF from the Team RB downloads section of our website www omti com rb If you have Adobe Acrobat Professional you can add the appendix to2. 4 I oweb lt RB Web 8 online office for office staff User Guide Introduction Welcome to the RB Web User Guide for office staff This guide is for office personnel who are in charge of setting up and maintaining your RB Web online offices It contains instructions for configuring and customizing your RB Web for your company It also contains instructions for managing and monitoring your RB Web after set up Plus it includes information on basic HTML code you will need for some customization options RB Web works with your RB8 office management system and it is in your RB8 system that you will find the tools described in this guide For information on using RB Web online offices please refer to the RB Web online office user guides for attorneys paralegals and other clients and the user guides for reporters sales reps and other resources These guides are available as PDF downloads from our website www omti com Table of contents Web Site Configurations Contouring BBW COMODiONs axis cred escaiat hc saieeastaeaud rule e stonutneceriedeniis Custom Request Form Custom Turn in Form Customizing online request forms 0 0 00 ccccccccessseeseseeessenseecacaaeeeeeeeeeeeeeeeeees Creatine custom TESTS aa e ERAAN E commerce module Create Account Senne Vp Wall Pay Palee ene a a a ES Security Creating amp applying API credentials cccecccccceeeesesseesseccccceeeeeeeeeeeeeeeeees COD Invoices Pu
3. To activate the full text search plug in for RB Web your SQL Server must be one of the following e SQL Server 2005 Workgroup Standard or Enterprise Edition e SQL Server 2008 Web Workgroup Standard or Enterprise Edition Supported document types Is your document compatible For RB8 to scan a document and build an index the document must be one of the following file types e PDF text portion only e MS Word e MS Excel e MS PowerPoint e Rich Text Format rtf e HTML e All text formats a At this time image files e g scanned exhibits are not supported RB Web 8 User Guide 13 Create Full Text Building an index The first step in implementing full text searching is to build an index This is easy you specify a case and file types RB8 will do the rest 1 On the menu bar in RB8 click Production gt Repository 2 Inthe Search Criteria pane specify the filters then click Search or press Alt S For example if your client wants to search through all PDF transcripts belonging to a particular case enter the following information e File Types Select PDF Transcript in the drop down e Case Click the binoculars button to select the case Repository Level ALL Y File Types PoF Transcript Case fom vS Microsoft 3 RB8 lists all of the files that meet the specified search conditions Right click the file s you want to index then choose Create Full Text _ Level Job No Job Date
4. e In the Footer for Current Statement field enter text that will appear as the footer under My Points gt Current Statement in your clients RB Web This field supports HTML so you can insert HTML codes tags to format the header See Working with HTML 19 If you have the media streaming plug in click Media Streaming Check the box if you want clients to view streaming media but not download it from your RB Web See Setting up media streaming preferences 20 Click Reset Password to customize the automatic emails that are sent when clients or resources click the Forgot Password button on RB Web e Email settings for Forgot Password from Attorney Reporter e Subject Enter text that will appear in the Subject line of Forgot Password emails RB Web 8 User Guide 5 2l 22 2a 24 25 Body Enter text to appear in the body of Forgot Password emails This field supports HTML so you can insert HTML codes tags to format the content See Working with HTML Add RB8 data fields to the body by clicking Actions gt Add Data Field and select the desired data field e Other options If you want to force users to update their passwords periodically select Yes in the Enforce reset password drop down Then e Select a time limit per password in the Duration for set password drop down e Ifyou will allow users to continue using the same password select Yes in the Allow same passwor
5. or resource whose account has been locked out 3 Right click the contact or resource then choose View 4 Click the Additional tab 5 Uncheck the Account is locked out box M Account is locked out 6 Click Save and Close Web Activity Log Tracking RB Web activities If you have enabled the Activity Log Service RB8 will keep track of activities by clients and resources on RB Web The activity log will show you what sections of RB Web are popular and who is using the web site 1 On the menu bar in RB8 click Tools gt Web gt Web Activity Log 2 Inthe Search Criteria pane Site defaults to MAIN and Activity Date From To defaults to the current month Change the search filters as needed then click Search or press Alt S 3 RB8 lists all of the web activities that meet the specified search condition s as two separate reports Each report is shown as a tab Contact Module Resource Module Contact Firm Log In Calendar Activity Transcripts Transcript Package Case Repository Downloat P Daniel Berg Berg Steiner Chapman LLP 36 130 s 25 4 44 Kathy Smiles Berg Steiner Chapman LLP 4 71 28 10 D 5 Jenny Lee Berg Steiner Chapman LLP i z 0 0 0 0 David 4 Martinez Kirkwood amp Johnson 26 33 7 13 1 65 NOTE To use the Web Activity Log select Enable in the Activity Log Service drop down in Tools gt Web gt Site Configurations gt General RB Web 8 User Guide 18 Support Tickets Resolving support issues If
6. so as a default they do not appear when clients go to the Activity section of RB Web However with RB Web s e commerce module you have an option to publish COD invoices to allow the clients to pay for and download transcripts that were billed COD 1 On the menu bar in RB8 click Billing gt COD Invoices 2 Inthe Search Criteria pane specify the filters then click Search or press Alt S 3 RB8 lists all of the COD invoices that meet the specified search conditions Right click the invoice s you want to publish on RB Web then choose Set Publish on Web Invoice No Invoice Date Invoice Amount COD Publish on Web F346 7 14 Ey view AETR Delete HAIL T L L L LLDD Ol aaa LLELLE LLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLLL S pamo eA a a F318 Set Publish on web be F300 Clear Publish on Web c To unpublish COD invoices right click the invoice s you want to unpublish on RB Web then choose Clear Publish on Web a RB Web 8 User Guide 11 Accessibility Controlling online transcript access When you add e commerce to RB Web see Signing up with PayPal and Creating API Credentials you can restrict file downloads to only those transcripts that are fully paid for 1 On the menu bar in RB8 click Tools gt Web gt Site Configurations 2 Click Accessibility 3 Inthe Contact Module section under Transcripts you have four e commerce options
7. to continue Click Save RB Web 8 User Guide 6 Custom Request Form Custom Turn in Form Customizing online request forms You can customize RB Web s online order form to match your company s services and customize the Request Order form to include details you need to process back orders such as whether the job 1s a rush who was the judge and any special remarks Add your own text fields drop downs and buttons to the form 1 Inthe New Custom Field window select an entry field type in the Data Type drop down Depending on the type selected other options appear in the window Field Name Enter the new field s name Instruction Enter brief directions that will appear with the new field Length Text field only Non editable field Required Field Check this box if users must enter something in this field before their request can be processed Default Yes No drop down only Select which option will be visible in the drop down first Lists List menu only See Creating custom lists 2 Click OK Repeat steps 4 and 5 for each custom field 3 To change the order of the fields in the custom section click a field to select it then click Upward Sequence to move the field up one row Downward Sequence to move the field down one row 4 To edit a field double click it or click it then click View To delete a field click it then click Delete 5 Click Save RB Web 8 User Gu
8. to format the content See Working with HTML Web Mad Auto Reply ven Calendar Calendar Auto Reply Emal Settings for Mew Job Email Selig fur Request Carvel Job Calendar Citta Fann muben Putney Schedule Job Notification Subject Aubresh Request Cancel Job Metificaton Poeparaitee y Emal Message This sutomatie noioe is in response to yar ratent Message Header depasbon request Header Biapavaiory Oers Buses Lies arerahiry Berang This s mal oaniains proprietary information ad may Mest Mews Footer be confidential Footer If you are not the miernded redpeni of ts emal F Receive Metificatens yew are hereby notified that any cesenmnalien dstibulen o copying of the message is shictly boble OF Pay Invoicer Emad Settings for Request Confirm kh Subject aiiken Request Confirm Job Monficabon P rit Srii n kiere age Peda Sheane Heada 9 Click Calendar Custom Form to customize RB Web s online order form e Under Uncheck items will not show on new request screeen uncheck any items you do not want your contacts to see on online order forms e To add your own custom options enter a name for your custom section in the Section Name field then click New See Customizing online request forms to continue RB Web 8 User Guide 3 10 Click Repository Email and specify the following information Subject for Case level Job level Witness level Invoice level Enter text that will appe
9. Guide 8 E commerce module E commerce electronic commerce 1s the buying and selling of goods and services on the Internet especially the World Wide Web RB Web s e commerce module enables clients to pay invoices including COD invoices online via PayPal a trusted third party for electronic payments then download transcripts immediately Setting up your RB Web e commerce 1s a 2 part process First set up a business account with PayPal that allows you to accept online payments on your RB Web site Then create a link between your PayPal account and your RB Web site Create Account Signing up with PayPal For e commerce RB Web integrates with PayPal which is the most widely recognized and respected independent third party company specializing in processing online credit card transactions If you don t have a business account with PayPal create one to accept payments on RB Web 1 Launch your web browser and go to www paypal com 2 Click the Business tab 3 Select PayPal Payments Pro as your payment type 4 Follow the onscreen instructions for creating a PayPal business account Security Creating amp applying API credentials An Application Programming Interface API allows PayPal to communicate with your RB Web online office directly so your clients do not leave your site to make an online payment To integrate RB Web s e commerce with PayPal generate your API credentials then add them to your RB Web 1 Launc
10. HE ACC media content f4v mp4 m4a mov mp4v 3gp and 3g2 RB Web 8 User Guide 16 Web Site Configurations Setting up media streaming preferences An important advantage of streaming media technology unlike either traditional or progressive downloads is the copyright protection it provides You can opt to have RB Web stream media leaving no copy of the content on the end user s computer or other receiving device This way the recipient can neither alter nor redistribute the content in an unauthorized manner 1 On the menu bar in RB8 click Tools gt Web gt Site Configurations 2 Click Media Streaming 3 Check the box if you want clients to view streaming media but not download it from your RB Web NOTES Client instructions for media streaming through RB Web are available as an appendix to the latest RB Web user manual for attorneys paralegals and secretaries Download the PDF from the Team RB downloads section of our website www omti com rb If you have Adobe Acrobat Professional you can add the appendix to your RB Web User Guide before giving the guide to your clients RB Web 8 User Guide 17 Contacts amp Resources Unlocking locked out accounts An account for RB Web login can get locked out due to multiple log in failures The office must unlock the account before a contact or resource can use it again 1 On the menu bar in RB8 click Setup gt Contacts or Resources 2 Search for the contact
11. Sy print i Change status to badk Onder Request Order Form wW Jones Fotiri k Phort Ng Fusti Kirit chy Cate Tine 3 In RB8 go to Production gt Turn in 4 Enter the order s job number in Job No and click Search The job s Job Status has changed from Billed to Back Order NOTE For the client in RB Web the order request disappears from the Order Transcript screen and the job status changes to Back Order which they can see in the Calendar screen TIP You can also find outstanding order requests in Tools gt Web gt Request Orders Click Search All outstanding order requests appear Double click a request to print its Request Order Form and change its status to back order If you want to reprint old order requests the orders that have already been confirmed change Confirmed filter to Yes then click Search RB Web 8 User Guide 21 Appendices RB Web 8 for Office RB Web Mobile Checking day s job assignments In RB Web for Office you can review a day s assigned unassigned and canceled jobs on your laptop or browser enabled cellphone You can do the same with the optional RB Web Mobile App on your smart phone Screenshots on the left are from RB Web for Office on right are from RB Web Mobile App 1 In RB Web for Office or RB Web Mobile gt Office select Daily Assignment ETET F 4 23 PM Da
12. eT IE ito oe ee sh oe tae ce ene aie Ue N arc atts daha Seat hee ea Pte lacs 26 This manual as well as the software described in it is furnished under license and may be used and copied only in accordance with the terms of such license The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commitment by OMTI Inc OMTI Inc assumes no responsibility or liability for any errors or inaccuracies that may appear in this book Any references to company names or persons in sample screens are for demonstration purposes only and are not intended to refer to any actual organization or person ReporterBase the ReporterBase logo ReporterBase 8 RB Web and the RB Web design are trademarks of OMTI Inc in the United States and other countries Microsoft and Outlook are trademarks of Microsoft Corporation registered in the United States and other countries For current information on ReporterBase software and services visit www omti com rb 2012 2015 OMTI Inc All Rights Reserved OMTI Ine 851 California Drive Burlingame California 94010 RB Web 8 User Guide Il Web Site Configurations Configuring RB Web options Before you can make RB Web available to your clients and resources there are settings you must configure and defaults you need to customize Preferences entered here apply to the entire web site 1 On the menu bar in RB8 click Tools gt Web g
13. in the key to the right to see an example of its location in RB Web LF 1 Login Page Input Line Color x een 2 Login Page Input Label Color a coo a li Pace pec vcng sd 3 Login Page Button Line Color A 4 Top Banner Back Color Sy 5 Non selected Menu Color 6 Click Web Mail and specify the following information e Sender s Display Name Enter a name to use for sending an automatic response when a client schedules online This name will be displayed as the sender From in the email baltame bs poar ardina gHka ee ee ee ke SA ee cl oe lp aie Ao ke i a Sender s Email Enter an email address to use for sending an automatic response when a client schedules online e SMTP Server Simple Mail Transfer Protocol SMTP is a common protocol that is used to send email messages across the Internet The best way to find the information about your SMTP server is to ask your Internet service provider ISP You can also get it from your email program such as Microsoft Outlook see Tip e Port Number The default number is 25 If you use a different port number for SMTP email routing enter it here e This server requires a secure connection SSL If you are using SSL on your SMTP server select Yes in the drop down If not select No e SMTP Account Name Password Enter any valid email account name and password that are set up on your SMTP server TIP oi To get the information about
14. lt B gt lt BR gt The following files are available from lt A href http omti reporterbase com rbweb attorney target _ blank gt our web site lt A gt OMT Court Reporting The following files are available from our web site NOTE The text target _blank in the lt A gt tag tells the browser to open a new window when the hyperlink is clicked Example 2 Repository notification message footer Copy the tags shown in bold and substitute your own company information to create your repository notification message footer If you don t know your login information contact lt A href mailto support omti com gt support omti com lt A gt lf you dont know your login information contact suppornt omti com RB Web 8 User Guide 27
15. your RB Web User Guide before giving the guide to your clients Receivables Crediting online payments RB generates payment transactions in Receivables automatically from online PayPal payments made by clients in RB Web 1 When a confirmation is received from PayPal that an online payment has been credited to your business account a payment transaction will be automatically generated in RB8 crediting invoices selected by clients in their Pay Invoices screen of RB Web 2 Atthe end of each day post these credit card payments along with other payments you entered in Receivables RB Web 8 User Guide 12 Full text search plug in In a full text search the search engine examines all of the words in every document stored in a database as it tries to match search words supplied by the user However directly scanning the contents of each document looking for matches is very slow and impractical Instead RB Web s full text search plug in first scans the text of all the documents and builds a list of search terms called an index concordance Then when performing a specific search only the index is referenced rather than the text of the original documents With this plug in your clients can search through hundreds of transcripts belonging to a particular case in a matter of seconds Requirements Is your system ready RB Web s full text search plug in utilizes the string matching technology available in Microsoft SQL Server
16. your SMTP server from Outlook 1 On the Tools menu in Outlook click E mail Accounts 2 Select View or change existing e mail accounts then click Next 3 Select your ISP account then click Change Under Server Information the Outgoing mail server SMTP field contains the server name 7 Click Calendar and specify the following information e City Enter the default city to be displayed when the client is entering a new job request e State Select the default state to be displayed when the client is entering a new job request RB Web 8 User Guide 2 e Start Time Enter the default start time for new jobs If you do not want a default start time click the Start Time box to deselect it End Time Enter the default end time for new jobs If you do not want a default end time click the End Time box to deselect it e Time Zone Select a default time zone in the drop down e Adjust clock for daylight savings changes Check this box to have your RB Web system automatically adjust for daylight savings time e Do not allow new job requests cancel job requests change job requests within this number of days In these three drop downs if you do not want your clients to sneak in requests in the middle of the night enter 1 or 2 in these field to give your staff 24 or 48 hours to process the requests Enter 0 to accept requests no matter when e Instruction for Remarks Enter text to be displayed above the Remar
17. Case Name File Type File Name Witness Publish Full Text Witness 10973 11 20 2006 OMTI vs Microsoft POF Transcript 11655 pdf Bill Gates witness 10974 i 1 27 OO ript 11656 pdF Yong Lee FoS pdr Yong Lee Download Files Set Publish Clear Publish Create Full Text i Remove Full Text Print Preview Export a Close TIP ta If the Case field in the Search Criteria Pane is left blank RB8 will build an index for all PDF transcripts stored in the repository However this might take many hours so it is recommended that you do the initial building during non business hours RB Web 8 User Guide 14 4 As each file is indexed the corresponding Full Text checkbox is marked NOTES To remove files from the index right click the file s then choose Remove Full Text Client instructions for full text search through RB Web are available as an appendix to the latest RB Web user manual for attorneys paralegals and secretaries Download the PDF from the Team RB downloads section of our website www omti com rb If you have Adobe Acrobat Professional you can add the appendix to your RB Web User Guide PDF before giving the guide to your clients RB Web 8 User Guide 15 Media streaming plug in With streaming media audio or video a web user does not have to wait to download a file to play it Instead the media is se
18. and options are enabled when RB Web is installed To disable turn off any of the modules or options check the corresponding box e Transcripts and Transcript Packages Leave boxes checked to prevent contacts from accessing transcripts before you receive payment See Controlling online transcript access e Allow Prefill Parties Leave this box checked to allow resources to add parties during turn in already in your RB8 database from the job case or previous turn ins Uncheck to make RB Web turn in less complicated for resources RB Web 8 User Guide 4 e Allow to add Attendance Leave this box checked to allow resources to add attending parties who did not order copies Uncheck to make RB Web turn in less complicated for resources e Firms Leave this box checked to allow resources to look up firms in your RB8 database TIP t Encourage your resources to add attending parties to their turned in jobs You can contact these non ordering parties later to see if they would like to order copies Give them their own RB Web user IDs and passwords so they can purchase copies online 14 Click News In the Client News field enter text that will appear in the My Web gt News area for clients In the Resource News field enter text that will appear in the My Web gt News area for resources These fields support HTML so you can insert HTML codes tags to format the news See Working with HTML 15 Click Receive Not
19. ar in the Subject line when case job witness or invoice repository notification emails are sent e Message Header Enter text that will appear in the Message field as the header of all repository notification emails This field supports HTML so you can insert HTML codes tags to format the header See Working with HTML e Message Footer Enter text that will appear in the Message field as the footer of all repository notification emails This field supports HTML so you can insert HTML codes tags to format the footer See Working with HTML e Use HTTPS for download hyperlink Check this box if you are using SSL for RB Web 11 Click Repository Others and specify the following information e Users to Notify for Repository Notification When you send repository notifications to clients from RB8 you have an option to send a copy to the office Click Add to select users who should receive copies of the notification e Users to Notify for New File Upload or Delete Request When resources upload files in the Repository section of RB Web the office should be alerted Click Add to select users who should be notified e Enable option to set Mark as reviewed flag at the time of downloading files Check this box to give users the option to mark a file as reviewed when its download starts eliminating a manual step e Annotation Flag Name If you have the Repository Annotation plug in enter tex
20. blishing COD iy O1CeS aa catia teeta cies ansheeeaeeaeaeta eee ested Accessibility Controlling online transcript aCCeSS siccr cscsteideoedinveacieudonsedetiar tae adeeee abike Receivables Crediting Online Pay MC Its sericea a E Full text search plug in Requirements TS YOUR SYSlEIin Teddy arnee aE a Supported document types I you ur document compatible sreacceriugconiiodiiia a op acsetaneees Create Full Text PRUE GIN OX citric a E ETET EEPE ET A E 13 E E T 13 RB Web 8 User Guide Media streaming plug in Requirements TS OURS VSUCIN TCA oni a a a aii 16 Supported document types IS VOUr GOCUIMENT compal DIC Zerekin e a a A 16 Web Site Configurations Setting up media streaming preferentes Akio he hte eel tates i E a ANE adie 17 Contacts amp Resources Unlocking locked out acc ountS isnie e alae E E eee 18 Web Activity Log Trae katie RB Wepmactivie S erener E e a aa 18 Support Tickets Resolvme SUP POR WISSUG ainera a a eee E ees 19 Approve Time off Mandine resources TMe OTe gUES a a a a a a a staan 20 Request Orders Processie back OL CTS meniacu a asa Ba ce ce ete te T sell a ea eee Core ees 21 RB Web 8 for Office RB Web Mobile CHECKING day s JOD ASSL IMMCIS acc picker accscers EEE N Sac E O A T T 22 Andine day SSe Siasea a a E ee es 23 Looking p chent miormation ih sd ach ea ees ik A neal E E A E E E 24 LOOKING up resource IN OMIM ATION aisaen n a E O ANR 25 HTML Workin VEO
21. closed by a right angular bracket gt Tags are usually paired The ending tag looks just like the starting tag except a slash precedes the text within the brackets Forced Line Breaks The lt BR gt tag forces a line break with no extra space between lines By contrast most browsers format the lt P gt paragraph tag with an additional blank line to more clearly indicate the beginning the new paragraph Character Formatting lt B gt Bold text lt I gt Italic text Linking to Other Documents The chief power of HTML comes from its ability to link regions of text and also images to another document The browser highlights these regions usually with color and or underlines to indicate that they are hypertext links often shortened to hyperlinks or simply links HTML s single hypertext related tag is lt A gt which stands for anchor To include an anchor in your document 1 Start the anchor with lt A 2 Specify the document that s being pointed to by entering the parameter HREF filename followed by a closing right angle bracket gt 3 Enter the text that will serve as the hypertext link in the current document 4 Enter the ending anchor tag lt A gt RB Web 8 User Guide 26 Appendices Example 1 Repository notification message header Copy the tags shown in bold and substitute your own company information to create your repository notification message header lt B gt OMTI Court Reporting
22. d as current drop down Click Transcript Package and specify the following information e Subject Enter text that will appear in the Subject line when transcript package notification emails are sent e Message Header Enter text that will appear in the Message field as the header of all transcript package notification emails This field supports HTML so you can insert HTML codes tags to format the header See Working with HTML e Message Footer Enter text that will appear in the Message field as the footer of all transcript package notification emails This field supports HTML so you can insert HTML codes tags to format the footer See Working with HTML Click Request Order Form Under Users to Notify click Add to look up and select users to be notified via the Message Center when a client requests a transcript through RB Web for a previously billed job Under Custom Section click New See Customizing online request forms to continue Click Resource Availability Select a number in the day s drop down for the minimum time period between a resource s time off request and the start of their time off Click Custom Turn in Form Check the Read amp Sign Read amp Sign Date box to have these fields appear on the online turn in form To add a custom field to either the Job Step or the Witness Step of the online turn in form click New above the approproate grid See Customizing online request forms
23. e transcript requests are confirmed in RB8 clients can track the requests as back orders on their calendar in RB Web and cannot delete back orders on RB Web A new function to print back orders 1 When you receive a notice via RB8 s Message Center that there is a new transcript order request click the order number in the message 2 The Request Order Form appears with all of the client s instructions e Click Print To make a hard copy of the form In the pop up that appears click Yes to change the request s status to Back Order and prevent the client from cancelling the job on RB Web e Click Change status to Back Order To change the request s status without printing out the form In the pop up that appears click Yes E oddio Views gt New GA feceiva GA renne GA Forward Po PE ay fumista i UP a wien Request Order S Li From j Administrator j iminita sony Aui ai dudireinishr aber sane a sheer oy vcrrarishr stor a uiris shoe Adminishrator j Siirala Say Adrratighrator So Arimini aba sey Puyo Scar Arimini ar Man sheer Administro From Almnkiabe To Maroy Marun L he following order has Order Ho 1035 Jgh Ho 13508 Contact Danin Aire k the order rumba lir Subject Received Request Ordenis 1O35 from Web LNSO SiL L00 PM fbeguest Ordena 1034 From Wek Lipset ieii AM D Print Request Order Form ae i
24. eb for Office or RB Web Mobile gt Office select Daily Audit 2 Today s job settings and cancellation totals appear as the default Page to other days using the forward and back arrows next to the date New Settings 4 gt Cancellations 2 gt 3 Select a category to view its entries New Settings for 11122012 Job i3s24 11 02 2012 Minker amp Elis LLP Job 13525 11 06 2012 Minker amp Elis LLP Jobw13522 11 13 2012 Barg Steiner amp Chapman LLP Job 13523 11 15 2012 Berg Steiner amp Chapman LLP o O O OO 4 Select an entry to view its details 5 Return to the entry s listings by selecting Back 6 Return to the day s listings by selecting Back RB Web 8 User Guide 23 Appendices RB Web 8 for Office RB Web Mobile Looking up client information In RB Web for Office or RB Web Mobile you can look up details about a client firm including people who work there their contact information and driving directions to the firm 1 In RB Web for Office select Clients In RB Web Mobile select Firms 2 Enter part of the client s name in the Name field RB Web for Office or Firm Name field RB Web Mobile and select Search 3 Inthe search results view details by selecting the firm name Screenshot on the left is from RB Web for Office on right is from RB Web Mobile App Berg amp Berg LLP Calabasas gt Hame gt Gimes Berg amp Parker LLP San Francisco Name Stei
25. gt Site Configurations gt Support Alert RB Web 8 User Guide 19 Approve Time off Managing resources time off requests Streamline the process of managing resources time off requests with RB Web s Availability feature and RB8 s Approve TIme off function 1 On the menu bar in RB8 click Tools gt Web gt Approve Time off 2 Inthe Search Criteria pane Status defaults to Pending Change the search filters as needed then click Search or press Alt S 3 RB8 lists all of the time off requests that meet the specified search condition s Double click a request you want to follow up on 4 Inthe View Time off window you can add a comment in the Comment field 5 Click Approve or Deny 6 RB8 updates the Status column for the request records your name in its Modified By column and notifies the resource via RB Web s support ticket system NOTES If you approve a resource s time off request but a job has already been scheduled a warning window appears and does not allow you to approve the request If you do not want to allow resources to request time off via RB Web uncheck the Availability box in Tools gt Web gt Site Configurations gt Accessibility RB Web 8 User Guide 20 a Request Orders Processing back orders When clients request transcripts on previously billed jobs via RB Web you can print an order request form for creating the transcript and change the job s status to back order Onc
26. h your web browser and go to www paypal com 2 Log into your account 3 Click Profile under the My Account tab 4 Click My Selling Tools then click Update in API Access RB Web 8 User Guide 9 5 Click Request API credentials in the Option 2 box Option 2 Request API credentials to create your own API Username and password This option applies to e Custom websites and online stores Pre integrated shopping carts running on your own server View i 6 Select Request API signature then click Agree and Submit Request API signature if your shopping cart or solution provider has asked for an API username password and signature or if you re developing a custom shopping cart 7 On the menu bar in RB8 click Tools gt Web gt Site Configurations 8 Click Pay Invoices 9 Copy API Username API Password and Signature from the PayPal web page then paste them into the corresponding fields in RB8 Credential API Signature AFI Username sales_apil omti com AFI Password Wi FRPP Jah SAG signature A OetPyvSSy4hyOdzk Sooke 7 dans PayPal Information User Name sales_apil amti corm Password jeran signature d Ox2tPyvaSv4hvOdekS00keW 7 IdANoSrbvbl 10 Click Accessibility 11 Check the Allow box next to Pay Invoices in the Contact Module section to enable the e commerce module in RB Web RB Web 8 User Guide 10 COD Invoices Publishing COD invoices In RB8 COD invoices are not posted
27. ide 7 Custom Request Form Creating custom lists If you add a custom section to RB Web s online order form see Customizing your online request form one of the options you can add is a list of selectable items 8 9 In RB8 s Tools gt Web gt Site Configurations click Calendar Custom Form Under Custom Section click New In the New Custom Field window select List in the Data Type drop down Then enter the list s name and any instructions Under Lists click New In the New List window enter a listing and click e Save and New to save the listing and keep the New List window open to add another item e Save and Close to save the listing and go back to the Custom Field window e Cancel to go back to the Custom Field window without saving the listing In the New Custom Field window you can arrange the items in the list by selecting one and clicking the up or down arrow at the right of the field to move it up or down in the list Select the default value for the list in the Default drop down New Custom Field Data Type List Field Name Requested Resource Instruction TF you have a preferred reporter please select From this list Lists Rebbie Howard a Darren Fields Jennie Jackson Phyllis DeMarco Bill Nelson Susan Lloyd iJon Fillmore Alice Wilson Terry Boyd id tev amor Default Susan Lloyd gt mH Click OK Click Save RB Web 8 User
28. ifications e Ifyou use the Client Of Sales Rep plug in click Add under Notifications for Request Assignment to select users e g a manager who should be notified when resources request to be assigned to jobs coming from their clients using the Client Of option in RB Web I would like to take this job e Under Notifications for Turn in click Add to select users e g the production manager who should be notified when resources turn in jobs online through RB Web e Under Notifications for Support Ticket for Attorney click Add to select users who should be notified when clients send in requests via RB Web s support ticket system e Under Notifications for Support Ticket for Reporter click Add to select users who should be notified when resources send in requests via the support ticket system 16 If you have RB Web Mobile click Mobile Office Click Add to select users who can access your RB Web Mobile Office on their smartphones 17 Click Pay Invoices to add e commerce to your RB Web See Signing up with PayPal and Creating API Credentials 18 If you have the reward points plug in click Points System and specify the following information e In the Header for Current Statement field enter text that will appear as the header under My Points gt Current Statement in your clients RB Web This field supports HTML so you can insert HTML codes tags to format the header See Working with HTML
29. ily Assignment Dally Audit Firms wv ww Ww Resources 2 Tomorrow s job totals appear as the default Page to other days assignments using the forward and back arrows next to the date Daily Assignment Tie 2012 Fri Assigned Jobs 0 Unassigned Jobs 2 gt Cancelled Jobs tack Daily Assignment Unassigned Jobs for 117162012 hone gt Daly Argna gt Lineeigned WHE Jobli3518 01 30 PM 05 00 PM gt Minker amp Ellis LLP Unassigned Jobs for 04 21 2011 Job 13574 10 00 AM 03 00 PM North Star Reporting Daily Assignment Job Information Job Ne 13518 Pee rer eee ert rritin rri Prerrereeeereeereye Status Mew Job Time 11 00 18 00 oo ceeecececsececeneus Fim Berg Steer A TAE nnan nnnnnnnnn Job Date 114162012 Attorney Daniel Berg teeescsnseseeeccenees Ordered By Kathy Smiles st eeeeneeee Job Time 01 30 PM 05 00 PM Case OMTI vs Microsoft eeeceeeeeeenees Location Harris County Civil Courthouse Time Zone GMT 05 00 Eastern 301 Fannin Time US amp Canada Houston TX _ 77002 __ Misidisht Was RB Web 8 User Guide 22 5 Return to the category listings by selecting Back 6 Return to the day s listings by selecting Back RB Web 8 for Office RB Web Mobile Auditing day s settings Appendices In RB Web for Office or RB Web Mobile you can audit how many jobs were set and how many were cancelled on a day by day basis 1 In RB W
30. ks field An example is shown below Remarks Use this area if you need more space for the witness names e Map Type Select an online mapping service in the drop down for calendar locations e Worksheet If you subscribe to RB Web you can choose the same customized worksheet reporters receive via email from RB8 when they click View Worksheet in the Calendar gt Detail window of RB Web e Users to Notify Click Add to select RB8 users to be notified by RB8 s Message Center when new job cancel job or change job requests are made via RB Web 8 Click Calendar AutoReply and specify the following information e Auto Reply Select Yes to send an automatic email response when a new job request job cancellation request or job confirmation request is received e Email Settings for New Job Email Settings for Request Cancel Job Email Settings for Request Confirm Job e Subject Enter text that will appear in the Subject line when automatic response emails are sent e Message Header Enter text to appear in the Message field as the header of automatic response emails The body of the message will contain all of the details of the job request This field supports HTML so you can insert HTML codes tags to format the content See Working with HTML e Message Footer Enter text to appear in the Message field as the footer of automatic response emails This field supports HTML so you can insert HTML codes tags
31. le and select Search 3 Inthe search results view details by selecting the resource s name 4 The resource s address contact information and other information appears e Select a phone number to call the resource e To get driving directions select map in the Address field RB Web for Office or select the address RB Web Mobile The map shows you the location and provides driving details e To email a message select the email address e Return to the list of resources by selecting Back 5 Return to the search field by selecting Back RB Web 8 User Guide 25 Appendices HTML Working with HTML A web page is simply a text document that contains instructions for web browsers If you look at a typical web page in a regular text editor you see a bunch of code in angle brackets and a bunch of text it s not very exciting However when a web browser sees a web page it uses these bits of code called tags to interpret how the document should look and what is to happen when certain things are clicked on Hypertext Markup Language HTML is the predominant markup language for web pages HTML is written in the form of tags surrounded by angle brackets lt gt It is beyond the scope of this guide to cover HTML in its entirety Here are minimal basics you should know to format message headers and footers for RB Web General Rule HTML tags consist of a left angle bracket lt followed by name of the tag and
32. me Out min This field specifies how long a user remains logged into RB Web when they have not clicked the screen or entered any text Select a time in minutes from the drop down e Activity Log Service To track activities on your RB Web select Enable in the drop down See Tracking RB Web activities eeo Me NOTES Product Code Client Site URL and Resource Site URL are not input fields The values are set at the time of installation by OMTI Product Version is not an input field The value reflects the current version of RB Web that you are using RB Web 8 User Guide 1 4 Click Cobranding Content and enter text that will appear on the log in pages for clients and resources These text fields support HTML so you can insert HTML codes tags to format the content See Working with HTML Specify sizes colors and styles under Title Font and Description Font Client Login Page Title Welcome to your online office Description Come here whenever you need quick access to your depo calendar invoices transcripts and This site works with Internet Explorer or Firefox on Windows and Firefox on Macs Resource Login Page Title Welcome to your online office 5 Click Cobranding Color Click the color palette button next to each section and select a color to brand your RB Web with your company website s look and feel If you are unsure where a color will be used in RB find the color s number
33. ner s Berg Injury Lawyers Modesto gt Berg Injury Lawyers Modesto gt Borg Steiner amp Houston gt Chapman LLP Berg Lilly amp Tollefeen Bozeman gt P C Bergadeeno Zichello amp New York gt Babchick _Bergan amp Bergan Houston gt Piume 4 The firm s address contact information and other information appear e Select the phone number to call the firm e To get driving directions select map in the Address field RB Web for Office or select the address RB Web Mobile The map shows you the location and provides driving details Screenshot on the left is from RB Web for Office on right is from RB Web Mobile App a ATET F qiir PM T 4 fy r W tht a f i eaf j my a fy J cp i ie ae A d te fa m Ms ol i ihe Tog a z j y hy Ga Re n lt 2 R a TA e To email a message select the contact s email address under Contacts in RB Web Mobile e Return to the list of firms by selecting Back 5 Return to the search field by selecting Back RB Web 8 User Guide 24 Appendices RB Web 8 for Office RB Web Mobile Looking up resource information In RB Web Mobile you can look up contact information for your resources This can come in handy when it s after business hours and you need to contact someone 1 In RB Web for Office or RB Web Mobile select Resources 2 Enter part of the resource s name in the Name field RB Web for Office or Resource Name field RB Web Mobi
34. nt in a continuous stream of data and plays as it arrives Requirements Is your system ready Providing true media streaming requires specialized software known as media server software and dedicated hardware RB Web s media streaming plug in utilizes Wowza Media Server software which is considered to be one of the best Flash streaming server software currently on the market To provide media streaming in RB Web your media dedicated system must include the following e Dual core processor computer e Minimum 1GB of RAM per core e RAID 0 or RAID 10 configurations with at least 2 or more disks in the array e Any Windows operating system e Java Runtime Environment JRE 5 or 6 e Wowza Media Server see note e Port 1935 RTMP port opened on your firewall e Flash Player on clients computers NOTES RB Web s media streaming plug in comes with Wowza Pro10 edition a free version that supports a maximum of 10 concurrent connections To provide an unlimited number of concurrent streaming connections purchase Wowza Pro Unlimited edition It is available from Wowza for 995 Flash is an application that creates files that stream their content to browsers very quickly It is an industry standard for presenting media on the web Supported document types Is your document compatible RB Web s media streaming plug in supports the following media types e Flash media content flv recommended e MP3 content mp3 e H 264
35. t Site Configurations 2 Ifyou have more than one RB Web license connected to the same RB8 database select the name of the web site you want to configure in the Site Name drop down Web Site Configurations General Product Code 13288 Cobranding Content Cobranding Color Dient site URL boul irer kerbase comn Altaner Web Mail Rewueee File LRL rocloud0 1 reporterbase com Reporter Calendar Product Version 8 93 213 Calendar Auto Reply Calendar Custom Form Cinpany Sibe LRL nites nw amti oam Repository Frail Repository Others Contact Email info reporberbase com Busmess Unite Maxina Legon Cart eS O Accessabibily Session Timeout min ag z News Keceve Notficabons Activily Loy Service Enable z Molle Office Pay Invoices Ponte System Pieria Srey Reset Password lransenpt Package Reguest Order Form 3 In the General window specify the following information e Company Site URL Enter your company s main web site address here When your company s logo is clicked within RB Web the user will be redirected to the specified web site e Contact Email Not used in RB Web at this time e Maximum Logon Count This field specifies how many successive login attempts users can make before they are locked out After the specified number of attempts has been made the user s account will be locked out See Unlocking locked out accounts Session Ti
36. t for the annotation flag 12 Click Business Units and specify the following information e Business Units Access for Contacts Click Add In the Lookup Business Units window select all of the business units that clients should have access to when using this web site Normally you select all of your business units unless you purchased additional RB Web licenses connected to the same RB8 database Highlight the main business unit then click Set as Default The default business unit is displayed when the client is entering a new job request See Best Practices below e Business Units Access for Resources Click Add to select all of the business units that resources should have access to when using this web site Normally you select all of your business units unless you purchased additional RB Web licenses connected to the same RB8 database Highlight the main business unit then click Set as Default The default business unit is displayed on billing sheets and worksheets BEST PRACTICES If you have multiple business units branch offices it will be difficult for clients to choose the right business unit when they are entering job requests For that reason it is recommended that you create a dummy business unit called Web Order and make it the default business unit Back in the office the calendar staff will make a determination as to which business unit should handle the request 13 Click Accessibility By default all modules
37. you have enabled RB Web Support you can manage user questions and problems and maintain a paper trail of their resolution with RB Web s support ticket system I On the menu bar in RB8 click Tools gt Web gt Support Tickets In the Search Criteria pane change the search filters as needed then click Search or press Alt S RB8 lists all of the support tickets that meet the specified search condition s Right click a ticket you want to follow up on In the View Comment window click Add Comment In the Add Comment window enter your follow up comment and click Save RB Web updates the user s support ticket log awating their response and records your reply and its details such as date and time entered in the View Ticket window s history grid 1 View Ticket 1039 P Aad Comment Q Close Ticket No 1039 Created 6 12 2009 10 57 00 AM Pending Customer Response Last Modified 5 13 2011 4 12 00 PM All my jobs are not showing on the calendar Rating OO Entered Entered By P 5 13 2011 4 12 00 PM Nancy Martin We set your calendar so that you should be able to see all of your jobs now Record I4 T NOTES To use the support ticket system check the Allow box next to Support in the Contact Resource Module grids in Tools gt Web gt Site Configurations gt Accessibility Designate which staff person s should be notified when contacts and resources post a support ticket in Tools gt Web
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