Entering a new job
Entering a job in RB9 is one of the most important features in the system. The job information is critical for your staff to know important items about jobs; and also for your resources, to ensure they know everything they need to know about the jobs they’re assigned to.
The job is the calendar entry that your client is sending to you, letting you know they need a resource on a specific day and time. At this point, you either received the job information via email in the form of the notice, or you’ve received a call from the secretary or paralegal, requesting you schedule a job on behalf of the attorney he/she works for.
To begin entering a new job, you can use 1 of 2 functions. Click Calendar >
- Jobs (List View)
- Jobs (Monthly View)
- In either function, click New at the top right to start inputting the job.
The Lookup Firm panel opens. Here you’re searching for the firm that is scheduling the job. Type in any part of the scheduling firm’s name (minimum of 3 characters) and click (Search). The results will appear below where you searched. Click the Firm Name of the scheduling firm.
Note: If the scheduling firm does not exist, click New at the top right to enter the firm into RB9.
Once you select the scheduling firm, you will be taken to the main New Job screen. In the Ordering Client section, you will see that the Scheduling Firm and Ordering Firm are pre-populated with the firm you selected after searching.
Most of the time, the scheduling firm is the ordering firm; that’s why the system defaults the 2 to be the same. If the firm which will be responsible for a job with your company is different from the scheduling firm, you can change it here.
For example, if a paralegal from a branch office called to schedule a job on behalf of an attorney at another office for the same firm, you can click on the Ordering Firm field’s drop-down arrow and select Lookup Firm. This will allow you to search and select the Ordering Firm, which would be a different office from the Scheduling Firm.
The Scheduled By and Ordering Contact can be set by clicking the drop-down arrow next to each field. Both of these drop-downs will display all contacts that belong to the firm. Set:
- Scheduled By to the secretary or paralegal.
- Ordering Contact to the attorney responsible for the job.
If neither exists in the system, add them by clicking next to their drop-down. Then enter the new contact into RB9.
After selecting the Ordering Contact, notice the fields below: Firm Warning and Contact Warning. Those fields come from the entities’ records in RB9. Firm Warning comes from the Firm’s setup, and Contact Warning comes from the Contact’s setup.
Below that you will also notice the Firm Calendar Notes and Contact Calendar Notes. Again, those are pulled from the setup of each record, and are a good reference for your calendar department, so they can always read important notes about something particular pertaining to the client selected.
The next section, General, has important basic information about the job that is critical for the assigned resource to know.
Job Date is the date the resource is needed to cover the job. Click on the right of the field to select the date.
Start Time and End Time are when the job begins and ends. Click to the right of each field to set each time respectively. The end time of a job is required because assigning resources to jobs in RB9 is down to the minute for availability. This is to ensure you can assign a resource to multiple jobs in a day, if need be. If you do not know the end time of the job, a good option to use is 2 hours in length.
NOTE: End Time can be hidden from the Assignment Notification that is sent to assigned resources. It’s a merge field on the form in the Form Templates function that can be removed so resources never see that field. To learn how to customize notices and other forms in RB9, see Form Templates in the RB9 User Guide.
Set the Time Zone (default set in System Preferences), and check Adjust clock for daylight savings changes. That option is important to have checked if you plan on emailing the iCalendar file to clients and resources. The time of the job will adjust in the iCalendar file if the job is in another time zone than from the default setting.
Business Unit (BU) is important, because whichever BU you select here will follow the job through its entire process. Any revenue generated or any reports you run based on BU will have anything pertaining to this job tied to the BU you select here.
If you only have 1 BU in your system, makes sure that BU is always set (default is set in User Preferences).
At this point, you have entered all the RB9-required information for the job. You can save the job now and continue to the next step, or you can continue to enter information you have about the job: