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Help Center > Tutorials > Setup > Calendar

Setting system preferences > Calendar

Set default preferences for RB9 Calendar-related functions. Since Calendar is one of the most important modules in RB9, it’s not surprising that this is the section with the most preferences to set.

Step-by-step instructions

  1. In Setup > System Preferences, click Calendar.

  2. Click Assignment Cancellation to set preferences for communications you send to resources when they’re assigned to a job that cancels on the calendar. If a client lets you know that a job is cancelled, you cancel it in RB9. Upon cancelling the job, RB9 will ask if you want to send an Assignment Cancellation to the assigned resource. If you click Yes, communications using these preferences will be sent. You can notify resources of cancellations using either or both email and text messaging.

    NOTE: The actual Assignment Cancellation form that is sent with emails to resources comes from the Form Templates function. (Refer to Creating/updating forms & letters in the User Guide for information on changing the default form or creating a new form). This section is for customizing the associated communications.

    Click Edit to set your preferences. The top portion is for customizing the Assignment Cancellation email. The recommended Send Method is “Embed as email body and attach as PDF.” That way the email’s body will contain the actual cancellation form. And if the resource needs a printable copy, they have the same form attached as a PDF.

    The drop-down arrow (drop-down arrow) in the Email Subject and Email Message panes display a list of all the available merge fields you can add to these parts of your email. Adding a merge field will allow real data from the job to merge into the email, so you don’t have enter any information as you send these. RB9 will merge the data from the job automatically.

    cancellation

  3. In the SMS section below the email, set up an Assignment Cancellation SMS (text message) by customizing the SMS Subject and SMS Message. The fields have the same drop-down arrow (drop-down arrow), so you can insert merge fields. Click Save.

    cancellation

  4. Click Assignment Notification to set up the communications you send to notify your resources when they have a job they are assigned to. Typically, after you confirm your calendar for tomorrow’s jobs, you will email assignment worksheets to assigned resources for tomorrow’s jobs.

    NOTE: The actual Assignment Notification form that is sent with emails to resources comes from the Form Templates function. (Refer to Creating/updating forms & letters in the User Guide for information on changing the default form or creating a new form). This section is for customizing the associated communications.

    Click Edit to set your preferences. The top portion is for customizing the Assignment Notification email. The recommended Send Method is “Embed as email body and attach as PDF.” That way the email’s body will contain the actual assignment notification form. And if the resource needs a printable copy, they have the same form attached as a PDF.

    The drop-down arrow (drop-down arrow) in the Email Subject and Email Message panes display a list of all the available merge fields you can add to these parts of your email. Adding a merge field will allow real data from the job to merge into the email, so you don’t have enter any information as you send these. RB9 will merge the data from the job automatically.

    assignment notification

  5. Below the email fields, click in File types to be automatically attached to email from All-Resources-level, Job-level, and Case-level repository and select from the drop-down file types, that if uploaded to one of those repository levels, will automatically attach to the Assignment Notification emails. This is a great tool because it allows you to send one communication email to your assigned resources, that can include multiple attached job files that they will need for their job.

    One example of this would be the “Notice” file type. It’s always important that if you receive the notice from a client, you forward that file to the assigned resource. With Notice set in this field, when you open a job and go to the repository section to upload a file, choose File Type > Notice for the file, and that file will automatically attach to the Assignment Notification email.

    file types

  6. In the SMS section, set up an Assignment Notification SMS (text message) by customizing the SMS Subject and SMS Message. The fields have the same drop-down arrow (drop-down arrow), so you can insert merge fields. Click Save.

    sms

  7. Below the SMS section, are preferences for attaching an iCalendar file to the Assignment Notification email. If Attach iCalendar is checked, RB9 will attach an .ics file to the email. When the assigned resource opens the file, they can save the job setting to their personal calendar, either Outlook, Gmail, or Yahoo. Click the drop-down arrow (drop-down arrow) to insert all the necessary merge fields into the iCalendar Subject and iCalendar Description fields, so the calendar setting will give the assigned resource as much job information as possible to pre-populate their calendar entry.

    i calendar

  8. Click Default Job Status to see a list of all job statuses. Click Edit to choose which statuses will be checked by default in Jobs (List View) and Jobs (Monthly View). This default is for searching the job calendar. If you don’t care to see a particular status or statuses in the default search, simply uncheck the ones you don’t want to see, then click Save.

    default status

  9. Click Future Calendar to set up the default email that is sent to clients when they request a copy of their calendar scheduled with you. Click Edit to set the Email Subject and Email Message, and click their drop-down arrows (drop-down arrow) to insert merge fields. Send Method is not editable. The actual Future Calendar report will attach to the email as a PDF. Click Save.

    future calendar

  10. Click Holidays to see a list of all the major holidays observed in the U.S. Click Edit, then check the holidays your office observes and closes for, so these days are not calculated in the due days for your reporters to turn in their jobs. Click Save.

    holidays

  11. Click Job Cancellation to set preferences for emails you send to clients confirming they cancelled a job on the calendar. If a client lets you know that a job is cancelled, you cancel it in RB9. Upon cancelling the job, RB9 will ask if you want to send a Cancellation to the ordering client. If you click Yes, this is the email that will be sent.

    NOTE: The actual Cancellation form that is sent with emails to clients comes from the Form Templates function. (Refer to Creating/updating forms & letters in the User Guide for information on changing the default form or creating a new form). This section is for customizing the associated email.

    Click Edit to set your preferences. The top portion is for customizing the Cancellation email. The recommended Send Method is “Embed as email body and attach as PDF.” That way the email’s body will contain the actual cancellation form. And if the resource needs a printable copy, they have the same form attached as a PDF.

    The drop-down arrow (drop-down arrow) in the Email Subject and Email Message panes display a list of all the available merge fields you can add to these parts of your email. Adding a merge field will allow real data from the job to merge into the email, so you don’t have enter any information as you send these. RB9 will merge the data from the job automatically.

    job cancellation

  12. Click Job Confirmation to set preferences for emails you send to clients confirming their jobs. As a courtesy, maybe you email your clients the day a job is scheduled to confirm you indeed added the job to the calendar.

    Or maybe it’s the day before the job, and you want to confirm tomorrow’s calendar via email. Email a confirmation letter for all of the next day’s jobs for each client to reply to you to confirm.

    NOTE: The actual Job Confirmation form that is sent with emails to clients comes from the Form Templates function. (Refer to Creating/updating forms & letters in the User Guide for information on changing the default form or creating a new form). This section is for customizing the associated communications.

    Click Edit to set your preferences. The top portion is for customizing the Job Confirmation email. The recommended Send Method is “Embed as email body and attach as PDF.” That way the email’s body will contain the actual confirmation form. And if the resource needs a printable copy, they have the same form attached as a PDF.

    The drop-down arrow (drop-down arrow) in the Email Subject and Email Message panes display a list of all the available merge fields you can add to these parts of your email. Adding a merge field will allow real data from the job to merge into the email, so you don’t have enter any information as you send these. RB9 will merge the data from the job automatically.

    job confirmation email

  13. At the bottom of the Calendar – Job Confirmation panel are preferences for attaching an iCalendar file to the Job Confirmation email. If Attach iCalendar is checked, RB9 will attach an .ics file to the email. When the client opens the file, they can save the job setting to their personal calendar, either Outlook, Gmail, or Yahoo. Click the drop-down arrow (drop-down arrow) to insert all the necessary merge fields into the iCalendar Subject and iCalendar Description fields, so the calendar setting will give the client as much job information as possible to pre-populate their calendar entry.

    job confirmation

  14. Click Job Status Color, then Edit to choose a color for each job status in RB9. The purpose of tying a color to a status, is so that at a quick glance, you’ll notice the color next to the job status and over time you’ll get used to which colors represent which status and you won’t have to read the job statuses. For example, over time I’ll recognize if red represents a cancelled job and won’t have to actually look to read the status.

    To change a default, click the “Select a Color” button (select color button) to the right of the displayed color, then pick from the pre-defined colors or click Advanced for more options. (For more information on picking colors, see Picking colors in RB9 in the User Guide.) When finished updating colors, click Save.

    colors

  15. Click Jobs (Monthly View), then Edit to set some default monthly calendar display properties.

    In viewing jobs on the monthly calendar, you see 2 pieces of job data. Select which types of job data are displayed in the 2 Line Data for Monthly View drop-downs. “Start Time” and “Firm Name” are good options to set.

    In the Maximum jobs per day in Monthly View drop-down, you can select the maximum number of jobs to appear listed in each day’s box on the calendar. Three jobs displayed is the minimum, and 10 jobs is the maximum. If more jobs are scheduled for a day than the number selected here, they are included in the number in the bar at the bottom of the day’s box and accessible by clicking the bar.

    monthly view

  16. The New Job section only has one option, and it’s checked by default because it’s the recommended setting. If this option is checked, every new job saved in RB9 will automatically include a task of your default task type. (Default task type is set in Lists.) If you uncheck this option, then no task will be automatically created when a new job is saved.

    new job

  17. Click Overdue Tasks Report to set up the default email that is sent to resources with a report of tasks that are past their due date as a reminder they need to turn those jobs in.

    Click Edit to set the Email Subject and Email Message, and click their drop-down arrows (drop-down arrow) to insert merge fields. Send Method is not editable. The actual Overdue Tasks Report will attach to the email as a PDF. Click Save.

    overdue tasks

  18. Click Resource Blast to set preferences for communications you send to available resources for a last-minute depo. If a client calls you in the AM and says they need a resource in 2 hours, without RB9 you would probably start emailing and SMS (text) messaging all your available resources to see who can cover the job. Using Resource Blast, you can send out a single blast email and/or blast SMS (text) message to a group of resources that you specify.

    Click Edit. Enter text in the Email Subject and Email Message, and click their drop-down arrows (drop-down arrow) to insert merge fields.

    resource blast email

  19. In the SMS section below the email, set up the SMS (text) message that is sent to the list of resources by customizing the SMS Subject and SMS Message. The fields have the same drop-down arrow (drop-down arrow), so you can insert merge fields. Click Save.

    resource blast SMS

  20. Click Time Zone, then Edit to select which time zones appear in Time Zone drop-downs in RB9. Users select which time zone is their personal default in User Preferences from the list you create here.