Tag Archives: MR9

Lesson #106

Entities – Firms function

Firms are businesses that schedule or pay for services — such as law firms or insurance agencies. If a client has multiple locations/branches, you can designate the company’s headquarters as a parent firm for the other branches so they are connected in your MR9 database.

Maintain a deep database of these client companies in MR9 in the Firms function. If there is something you want to remember about a firm — whether it’s contact info, their employees, financial history (including collections), or anything else — store it in their MR9 profile. 

Add firms to your database

You can enter firms from scratch in this function, import them from other applications, or add them on the fly within an order, part, or new contact (someone who works at the firm). If you have an existing database of firms in another application, you can import the data into MR9 from an Excel spreadsheet in the Bulk Import function.

Before entering a firm into MR9 check to see if they are already there to avoid duplicate entries. MR9 does not prevent you from adding multiple instances of the same firm. If there are duplicate entries, you can merge them — however not all data will carry over from the firm that is being merged. The only information that will be saved from the merged entry is from their orders and contacts, and the Tags, Collection Notes, Repository, and Notes Log panes.

Search for firms

To find firms in your MR9 database you can use the search criteria singly or in combination:

• Firm Name or a/k/a (Also Known As)
• City
• State (one, several, or all)
• Firm Type (one, several, or all)
• Parent Firm (which you can search for by name, number, or the name or number of a contact at the firm)
• Client Of (which you can search for by first name, last name, full name, or number)
• Sales Rep (which you can search for by first name, last name, full name, or number)
• Tag
• Active firms only or all firms in your database
• Firm number

Each listing displayed in the results shows all of this info except any tags — and includes the firm’s main street address, zip code, and any warnings about the firm. With so much information displayed in the results you might find exactly what you need without having to drill down further.

Customize how you view firm listings

The grid in which you view firm listings is customizable to your individual preference:

• Re-arrange the columns so the most important information is most prominent.
• Stick up to 10 columns to the left side of the grid so they do not scroll when you have a results grid wider than your screen.
• Stretch/shrink columns to fit the results.
• Hide columns you don’t need to see.
• Choose which column(s) to sort results by.
• If you select more than one column, choose in what column order to sort the list.
• Choose whether to sort info by ascending or descending order in each selected column.
• Save your custom grid as your default.

You can save your custom grid as your default. Your customizations do not affect other users — and you can restore the original MR grid layout anytime.

From the Firms results grid you can view and update any listed firm’s details by clicking its hyperlink in the grid, add new firms, and export the grid as an Excel spreadsheet or a CSV(comma-separated values) file to save, print, share, or use in other applications.

Basic firm information

Whether you are viewing an existing firm listing in your MR9 database or adding a new firm, the firm’s detail window is broken up into a series of panes that contain related fields. The first pane, General, contains the firm’s contact information, other basic information, and any warnings.

With almost 20 fields and options in the General information pane alone, it might seem overwhelming to enter firms into MR9. However when entering a new firm, the only required information is the firm name. (If creating a new firm within an order, you will also be required to enter at least one contact for the firm.)

Other General information tips

If you commonly refer to the firm by another name or an abbreviation, include that alias in the a/k/a (Also Known As) field. When looking up the firm, you can search by the alias instead of the firm name. In search results, the alias will appear in parentheses after the firm name.

If you are entering the firm’s street address or P.O. box number, skip the other fields and enter the zip code. MR9 will fill in the city, state, and country for you. When you include an address in a firm’s listing, you can view maps and directions to the address in MR9. You can also add your own directions to the firm’s listing.

If you have information about a firm that users should know when scheduling or invoicing orders, enter those notes in the Warning field. This information appears in red under Firm Warning in ordering clients and parties in orders, parts, and in the Invoice panel in Turn In.

If a firm is no longer requesting services from you and you do not need to contact them anymore, you can deactivate their listing instead of deleting it so you retain all of your historical data about the firm but they will no longer appear in searches for active firms anymore. You can also deactivate all their contacts at the same time, if desired.

Additional information

Store detailed billing information (including payment terms, fees/charges/rates, C.O.D status, and tax info), the client’s preferences for invoices (list services or not) and statements (consolidated or not and sending method) in the Additional pane. You can set defaults for some of this information to save time when entering new firms. Then change the settings for individual firms as needed. (When you change a firm’s Late Charge Rate or Finance Charge Rate, MR9 automatically records the change in the firm’s Notes Log so you have a paper trail.)

You can also enter unlimited notes about the firm here for your receiving and production/billing departments. Style the text with different options — such as bold face, italic, text sizes, and colors — to enhance the readability of your notes. If this firm is a branch or subsidiary of another firm in your database, you can select that firm here as the parent firm/headquarters.

Addresses

If the firm wants invoices and statements and/or shipments sent to a different address from their general address, you can include dedicated addresses for those purposes in their listing. And like the main address, you can view maps and directions to those addresses in MR9.

Marketing

Use the Marketing pane to specify what type of firm the entity is for marketing and billing purposes — including selecting default billing rates. You can also designate which people are the client representative and sales representative on this client’s orders.

Collections

When setting up a new firm, you can assign one of your staff to be responsible for your collections efforts with the client — and designate the firm’s credit status with your company, e.g., In Collection or COD (Cash on Delivery).

After initial setup, add more information

Once you save a firm in MR9 additional panes, fields, and functions become available. You can:

• Enter more information, including employees at the firm you have contact with.
• Update existing information.
• View the firm’s financial & ordering trends.
• Merge firms if you find duplicates.

You don’t have to go into the Firms function to update a firm. Most MR9 functions that include a Firm field allow you to directly access that firm’s listing which you can view and edit.

Also if you have multiple firms that you need to update the same information for — such as assigning a new sales rep or changing the billing rate — you can use Bulk Update to change them all at once.

Additional panes in saved firm listings include:

Notification Email

If a firm has more than one email address you can designate which one(s) to use for:

• Email notices from MR related to jobs they schedule
• Invoices and other accounting information

Tags

If you use tags (keywords or phrases) to monitor and market to firms you add tags to firm listings — either by keying in tags or selecting them from the tag list you made in Lists. Each firm can have an unlimited number of tags and you can delete tags from a firm when they no longer apply. (You can also use the Tag Manager to add or remove tags quickly from multiple firms at once.)

Preferred Services

Add your clients’ standing orders to their firm profiles. Then you can use Prefill Services on an order or invoice to easily select all of the service items a client expects.

When listing which service items are included in a firm’s standing orders, you can also include relevant details like how many units of an item they usually order, how many business days the order is due in (MR9 will calculate the due date for a specific part excluding weekends and holidays), the delivery method, their preference on rush deliveries, and any additional instructions for the service item.

Collections

(After saving a new firm its Collections pane expands to allow you to enter more information.)

If a client is in arrears you can record your collection efforts here — including when you made an effort, what type of effort (such as Call Made — you can create your own set of collection actions in Lists), and results or other notes about the effort. If you want to be reminded on a certain date to follow up on the progress of your efforts, you can set a date and time — plus the staff member to be reminded. (This information is used in Collection Follow-up.)

If a client pays you an upfront deposit — i.e., a retainer — you can enter and track it in the Collections pane. You can view when retainers were entered in the system along with other details about the retainers — such as any notes made about a retainer and when retainers were applied to which invoices.

Repository

Keep files related to a firm in their MR9 listing. When viewing the firm’s listing you can see information about uploaded files including their description in the Repository pane without having to click into each file’s details. You can upload, download, or delete files here, and update file information — such as which groups can access the file (office staff only or office and contacts).

If you have MR Connect, you can give contacts who work at the firm access to specific files in their repository. You can also view the download history of each file in the repository — including when it was downloaded and by which contact at the firm.

Notes Log

The system enters some notes about firms automatically in their individual Notes Logs and you can also enter notes yourself about a firm in their Notes Log for internal purposes. Some examples of automatic Notes Log entries are notes recording when a sales rep has been assigned, when statements are sent to the client, and if the client information was updated using the Bulk Update tool.

When you add a note to the Notes Log you can include what type of note it is, how you communicated with the firm, details about what occurred, and if needed designate who should follow up and set a date and time for a reminder to be sent to them via MR9’s message system.

Export firm data for other uses

In these additional panes and the Collections pane, you can export the information as an Excel spreadsheet or a CSV(comma-separated values) file to save, print, share, or use in other applications.

View financial/job trends

In a firm’s Account Overview, highlights of their financial and order activity history and trends are displayed visually. A table displays the firm’s total receivables since they became your client and active orders and parts. One line graph displays revenue generated, a second line graph displays orders scheduled/canceled, and a third line graph displays parts scheduled/canceled.

The line graphs are interactive. Hovering over a point in a line on a graph displays that month’s total $ amount or number. The line graphs default to the firm’s trends over the last six months. You can also view the firm’s trends over a year or 2 years.

Manage firm’s contacts

From the firm’s profile you can view the contacts who work for the firm (including inactive contacts if desired), update any contact’s details, add new contacts, and add or delete notification email addresses for individual contacts at the firm.

TL;DR: Maintain a deep database of client companies in MR9 including contact, billing, and marketing information, collections history, files related to the firm, notes about the firm, and more. View interactive graphs of their financial and job activity trends.

MR9 concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately — such as branch offices, other companies you own, affiliates, and profit-sharing operations.

Contact: Person who works for a firm you do business with — such as attorneys, paralegals, secretaries, legal assistants, claim adjusters, and court clerks.

Notes Logs: Un-editable internal-use only notes entered either by a user or automatically by MR9 appear in chronological logs in the database record where they occurred — such as an order, part, invoice, or entity. More >

Parent Firm: Headquarters of a multi-branch corporation.

MR Connect: Online repository, order, and access to your office for clients and others. More >

Service items: Regular charges that you bill to your clients.

Lesson #105

Everything you want to know about clients, places, & your company

Maintain a deep database of entities in MR9:

• Clients (firms, contacts, and parent firms, i.e., company headquarters)
• Record locations
• Business units (your company’s revenue centers or parts you want to track separately)

In addition to storing all information about entities, in this module you can:

• View maps and driving directions to records locations and entities’ addresses.
• View month-to-month financial and order activity for a firm or contact in interactive graphs.
• Label entities with tags (keywords or phrases) to mark them as part of specific groups, which you can use for different purposes, such as monitoring or marketing.
• Set up MR Connect log-in credentials for contacts.
• Include detailed billing, order, and production information for firms and contacts.
• Designate different email addresses to receive specific types of email for a single contact, firm, or location.
• Maintain lists of clients’ standing requests.
• Designate and monitor senior contacts — such as lead attorneys — who can have access to other contact’s activities in MR Connect.
• Enter client retainers and view history of their application. Record collection efforts.
• Upload files to individual entities’ repositories.
• Look up order parts related to a specific location.
• Set preferences for your business units. Upload company logos for invoices and statements.
• Merge entities into each other to remove duplications or handle mergers.

Entities functions by name

• Firms
• Contacts
• Locations
• Business Units

TL;DR: Maintain a deep database of your clients, job locations, and business units.

MR9 concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately — such as branch offices, other companies you own, affiliates, and profit-sharing operations.

Contact: Person who works for a firm you do business with — such as attorneys, paralegals, secretaries, legal assistants, claim adjusters, and court clerks.

Firm: Business you provide services to — usually law firms — but can also be other court reporting firms, vendors, insurance companies, corporate clients, and courts.

Location: Place where records are stored — such as hospitals, schools, doctors’ offices, or businesses.

Parent Firm: Headquarters of a multi-branch corporation.

MR Connect: Online repository, calendar, and access to your office for clients.

Lesson #104

Tools – QuickBooks Integrator function

If you use the popular accounting package QuickBooks you can import your MR9 data directly into QuickBooks using QuickBooks Integrator eliminating the need to re-key financial data.

With MR9’s QuickBooks Integrator, you can:

• Import contacts and locations into QuickBooks as customers and vendors.
• Import invoices that were generated in MR9 into QuickBooks so that you can run consolidated financial statements.
• Import payments and other transactions, including overpayments, into QuickBooks so that your bank deposits record and account balances will be accurate.
• Import custodian paychecks into QuickBooks so that you can reconcile your bank account easily.

QuickBooks Integrator works with either QuickBooks online or desktop edition.

Set-up is 1-2-3

QuickBooks Integrator requires some set-up before it can import MR9 data into QuickBooks for you. Before you can use QuickBooks Integrator, set up:

1. Your MR9 business units’ accounts to match your QuickBooks setup.
2. System-wide defaults for QuickBooks Integrator.
3. Secure remote access to your QuickBooks (desktop version only) or test your connection (cloud version only).

Instructions for all 3 tasks are included in the MR9 user guide, and MR Support can assist you if you need any help.

After you have finished these 3 requirements, all you have to do is open QuickBooks then MR9’s QuickBooks Integrator in that order and keep QuickBooks open while you are working in QuickBooks Integrator.

Importing entities

Instead of entering contacts/customers and locations/vendors into both MR9 and QuickBooks, enter them in MR9 then use QuickBooks Integrator to copy them into QuickBooks.

After entering contacts or locations in MR9, all you have to do to add them to your QuickBooks is open QuickBooks Integrator, select Customers to import MR9 contacts or Vendors to import MR9 locations, and leave the default date of today or enter a different date range. From the resulting list select all or some of the entities and import them into QuickBooks with a single click.

If you need help finding entities in the list to import, you can sort the list by one or more columns in ascending or descending order (but if you change search criteria or exit the function MR9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Importing invoices

There are several reasons to import your MR9 invoices into QuickBooks:

• If you operate multiple businesses and use QuickBooks to generate invoices for a business other than court reporting (e.g., a staffing business), you can import MR9 invoices into QuickBooks to run consolidated income statements.
• If you keep track of deposits with QuickBooks, you can eliminate duplicate entries of invoices and payments by importing that information directly from MR9.
• You can reprint MR9 invoices in QuickBooks format if needed.

QuickBooks Integrator defaults to all invoices posted today. You can find invoices for a different post date and/or invoices posted by one or more of your business units. As with importing entities, you can sort the list if needed and/or export the list before selecting all or some of the invoices and importing them into QuickBooks.

And as it imports invoices MR9 automatically generates any missing data in QuickBooks (such as customers, chart of accounts, or items) so you don’t have to worry about importing all of the supporting data for invoices one at a time. If any errors occur during import, that information will appear in the Error column in QuickBooks Integrator.

Importing payments

Instead of recording deposits manually in QuickBooks, you can import payment transactions directly from MR9 including payment processing fees. You just have to import invoices before importing payments since payments are applied to invoices in QuickBooks.

QuickBooks Integrator defaults to all payments posted today. Or you can find payments posted on a different post date. As with the other import categories, you can sort the list if needed and/or export the list before selecting all or some of the payments and importing them into QuickBooks. If any errors occur during import, that information will appear in the Error column in QuickBooks Integrator.

Importing credits & journal entries

In addition to payments you can import other types of receivables transactions such as credits, duplicate payments, refunds, voids, and write-offs (but not debit memos or miscellaneous payments) directly from MR9. Like payments, you must import invoices before you can import these types of transactions since they are applied to invoices in QuickBooks.

As with payments QuickBooks Integrator defaults to all other allowable receivables transactions posted today. Or you can find allowable receivables transactions posted on a different post date. As with the other import categories, you can sort the list if needed and/or export the list before selecting all or some of the posted allowable receivables transactions and importing them to QuickBooks. If any errors occur during import, that information will appear in the Error column in QuickBooks Integrator.

Importing custodian checks

While you can print custodian checks directly from MR9, instead have QuickBooks print them using your MR9 data. This way, in addition to printing the checks, QuickBooks also deducts the amounts from your checking account since reconciling your bank account can only be done in QuickBooks, not MR9.

When preparing to import checks QuickBooks Integrator defaults to today as the pay date. You can select a different pay date. The list of custodians eligible to be paid in the specified payroll also includes their check amounts. As with the other import categories, you can sort the list if needed and/or export the list before selecting all or some of the locations and importing their paychecks to QuickBooks. You can also enter the common text that will appear in the Memo field on each check before sending the list to QuickBooks.

As with invoices, MR9 automatically generates any missing data in QuickBooks (such as vendors) as checks are imported. You do not have to worry about importing all of the supporting data for checks one at a time. If any errors occur during import, that information will appear in the Error column in QuickBooks Integrator.

(While this method is faster, you can still export payroll checks via a QuickBooks IIF file from Print Checks to import into QuickBooks.)

TL;DR: Import MR9 entities, invoices, paychecks, and payment transactions into QuickBooks.

MR concepts in this lesson

Business Unit (BU): One of your company’s revenue centers or any entity in your business that you want to track separately.

Contact: Person who works for a firm you do business with.

Lesson #103

Tools – Query Maker function

MR9 includes a lot of reports, but maybe you need one that isn’t included. Or maybe you are looking for some information in MR9 but none of the functions have the search criteria you need to find what you are looking for. Depending on what you want, you might be able to create your own custom search/report using MR9’s Query Maker.

Query Maker is a tool for searching the MR9 database and creating your own reports using data fields from a single table (e.g. Orders, Firms, or Invoices) in your MR9 database. It also offers a few multi-table report options, such as Firm+Contact and Invoices+Orders+Parts, which allow you to select fields from more than one table to generate a report.

Simplified database queries – no programming required

Query Maker lists of all the tables in MR9 and automates the construction of queries so you can easily create and run your own searches and generate reports using any table (or one of the multi-table options).

For example, if you want to see all contacts entered into your MR9 database today, select the Contacts table, select “Entered’ in the drop-down list of data fields, select “Is equal to”  as the operator, and leave the default of today’s date in Condition. MR9 constructs the proper SQL statements to return the results from the Contacts table. You can export the report to save it, and you can save the query itself to use again later by changing the date.

Create targeted queries for your business only or to share

If you need more targeted results than a single-condition query provides, you can set up multiple conditions in one query to find the exact results you want. Start with one data field from a table and set its condition. Then select another data field from the same table with its own condition, and set whether you want your results to include records that match both conditions or either condition. You can continue selecting fields and setting their conditions and how they are included, and use parentheses with multiple queries to prioritize queries when AND and OR operators are used. For example, to find law firms in TX or LA, you can query: (State is equal to TX OR State is equal to LA) AND FirmType is equal to Law Firm.

The combo table options — Firm+Contact, Invoices+Orders+Parts, and Orders+Parts — give you access to data fields in each included table so you can run queries across multiple tables at once. For example with Firm+Contact you could create a report listing all the contacts with the firm address instead of their home addresses. A report using Invoices+Orders+Parts could list invoices with detailed order and part information included.

When you execute your custom query Query Maker lists all results that match your query. The default results grid includes columns for all the data fields in the current table. You can choose which fields to exclude from your results to generate a report that displays only the information you are interested in. You can change the width of each column but you cannot change the order of the columns. You can sort your results in the grid by one or more columns in ascending or descending order (but when you change queries or exit the function, MR9 will revert back to the default order).

Export your reports as Excel or generic CSV (comma separated values) files to save, print, share, or use in other applications. In addition to exporting reports and saving your queries to re-use later, you can also share queries you create with other MR9 users, and use pre-existing queries so you don’t have to start from scratch.

Save time by modifying existing queries

Instead of starting from scratch each time to create queries, save your query to re-use later. You can update a saved query if needed before generating a report. If you want to use the updated query again you can save it replacing the existing query or save it as a new query.

You can update query names, turn sharing on (so others in your company can use your query) or off (to make your query private), or delete queries. Queries that other MR9 users in your company saved with sharing on are also available to you to use as is or update and save as a new query.

Use popular queries to make custom reports

Another option instead of writing your own queries from scratch in Query Maker, is to use queries from the Query Gallery. Query Gallery contains queries written by MR9 staff to generate reports that are the most commonly requested but are not in MR9 yet. You can download these pre-existing queries to edit or use as is. When you download a query, it is saved to your in-house list of queries.

Need something more than what you can do here?

If you want to create more complex reports or use your MR9 data in another application, add the Data Reader plug-in to MR9. It allows you to use your MR9 data in more complex ways including custom reports and in other applications.

If you would rather not develop reports yourself, contact OMTI about developing a custom report for your business.

TL;DR: Perform custom searches of your MR9 data­base, and create your own reports from the results. Save your queries to re-use and share.

MR9 concepts in this lesson

Contact: Person who works for a firm you do business with — such as attorneys.

Firm: Business you provide services to — usually law firms.

Query Gallery: Library of the database queries published by MR9 developers and users for anyone to download and use in Query Maker for generating reports from MR9 data instead of writing queries from scratch.

Lesson #102

Tools – Email Log function

MR9 automatically maintains a log of most emails sent through the system. You can view lists of emails sent and look up details about each email sent in this function. The email logs are your paper trail of correspondence sent from MR9 and cannot be edited.

Emails that are automatically logged:

• Collection Letter
• Form
• Invoice
• Payment Receipt
• Repository Notification
• Statement
• Worksheet

You can search for emails in each of these different categories by recipient email address, sent date or date range, order number, part number, and/or invoice number.

MR9 lists all of the log entries that match the search criteria, along with their:

• Email Type
• Sent date
• Sender
• Recipient
• Subject line
• Remarks
• Any cc’s and bcc’s

You can sort your results by one or more columns in ascending or descending order (but when you exit the function, MR9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

You can view any email’s details by clicking its hyperlinked Log No.

NOTE: Not all emails are logged by the system

Since MR9 does not log all types of emails sent from the system, you can Cc or Bcc your email address on any email to save a copy of it. If you want to keep copies of all emails that you send from within MR9, set your user preference to “Always Bcc me,” so MR9 will send a copy of every email to your email inbox.

TL;DR: MR9 keeps a log of automatic emails sent from the program so you can monitor and review correspondence you sent to contacts.

MR9 concepts in this lesson

Contact: Person who works for a firm you do business with — such as attorneys.

Lesson #101

Tools – Download Backup File function

Download backup files of your MR9 database from up to 7 days in the past.

There is no need for your own backups for recovery purposes because MR9 is on Microsoft Azure’s cloud platform which includes a better-than-backup process that requires no effort on your part to maintain. However, if you need or want backups to comply with your company security policies, you can use this function to download a copy of your MR9 database backup to store on your premises.

TL;DR: Back up your MR9 database to your desktop.

Lesson #100

Tools – Repository Download Log function

In addition to complying with general security rules for business applications, tracking repository access is useful to see which clients are using your MR Connect, and which files they are downloading. You can also give contacts the ability to track their own download activity in MR Connect.

You can set up MR9 to record repository activity by your staff and/or contacts. (For example, if you do not have MR Connect, you can set it to track staff use only.) After setting up MR9 to record repository activity, it will track all file download activities performed by individuals in your selected categories.

Then in the Repository Download Log, you can search for download activity by all persons within one of those categories, or by a single person; for a single date or date range; for a specific file or files with similar names; and/or for one, several, or all file types.

MR9 lists all download activity that matches your criteria by who accessed a file; when they accessed it; which repository the file is in; the file name, type, and description; and when the file was uploaded to the system. If someone downloads a file multiple times, each download is listed. You can sort the log by one or more columns in ascending or descending order (but when you exit the function, MR9 will revert back to the default order). Export the log as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

From the log, you can view/update details about any person or file by clicking the person or file’s hyperlink.

Clients can check their download activity too

If you set Repository Logging to include contact downloading activity, your contacts can also see their download activity in MR Connect’s Repository. Similar to MR9’s Repository Download Log, a Reviewed column will be included in their Repository results grid, and any file they download will record the date and time in that column, so your clients can see at a glance if they have downloaded a file or not.

TL;DR: If MR9 is set up to track download activity, this report lists all activity by contacts or staff for a specific time period.

MR9 concepts in this lesson

Contact: Person who works for a firm you do business with, such as attorneys, paralegals, and secretaries.

MR Connect: Online repository, orders, and access to your office for clients and others. More >

Repository: MR9 has 9 repositories where you store files for safekeeping and quick retrieval. When you store files in a case, they are in MR’s Case Repository; when you store files in a part, they are in MR’s Part Repository; etc. If you have MR Connect, you can give clients access to specific repository files.

Lesson #99

Tools – Notes Finder function

With 10 different sets of Notes Logs, it can be difficult to remember exactly where a particular note was entered in MR9. Use Notes Finder to search for log notes entered manually by users and automatically by the system.

With this tool, you can search for notes made in:

• Order listings
• Contact listings
• Firm listings
• Firms’ collections histories
• Invoice listings
• Part listings
• Location listings
• Order party listings
• Witness listings

Search each Notes Log category for notes by:

• Date or date range
• All (system generated and entered by staff) or a single person who entered the note(s)
• Word or phrase
• Notes type — such as marketing — or action type for collections — such as call made. You can search all types, a single type, or several types at once.

You can include all notes in your search or exclude cancelled notes from your search.

View search results

MR9 displays the notes that meet your search criteria with the most recent notes listed first. You can see at a glance:

• Each note’s contents.
• Where the note is stored.
• Who entered it and when — or if added by the system automatically, who triggered the entry.
• Type of note.
• How it was communicated or what action was taken.
• If you include cancelled notes, when they were cancelled and by whom.

You can sort the notes listed by one or more columns in ascending or descending order (but when you exit the function, MR9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Drill down in any note to see more information associated with the note — such as the contact listing associated with a contact note. From there you can edit/update the listing, upload/download repository files, and add more notes to its Notes Log.

TL;DR: Use the Notes Finder tool to find notes quickly anywhere in MR9.

MR9 concepts in this lesson

Contact: Person who works for a firm you do business with, such as attorneys.

Firm: Business you provide services to, usually law firms.

Location: Place where jobs occur.

Notes Logs: Un-editable internal-use only notes entered either by a user or automatically by MR9 appear in chronological logs in the database record where they occurred, such as a case, job, invoice, or entity. More >

Tracking: System for keeping track of where production items are in your production cycle and physically in your office.

Lesson #98

Tools – Label Templates function

In the Production module’s Envelopes and Labels function, you can print addresses on a variety of labels for parties, contacts, firms, and locations using information from MR9’s database.

Before printing labels out of MR9, set up label templates that will automatically include the recipient mailing address, plus your company logo and other information, if desired. Then store them in the Label Templates function for everyone on your staff to use. With DYMO label software and MR9’s Label Templates function, you can modify label templates, create new ones, and manage all of your company’s label templates.

Customize default labels & create your own

MR9 comes with a default set that you can use as is or customize to better match your company. You can also create an unlimited amount of new label templates to meet all of your company’s labeling needs. MR9 works with DYMO label printers only.

Use DYMO software to set up labels. Whether editing existing templates or creating label templates from scratch, you can add/delete:

• Text
• Address field (which MR9 uses for mail merge)
• Graphics like your company logo

Label template management made easy

After creating/editing label templates, upload them to MR9’s Label Templates function, which stores all of your company’s label templates together in the database. This way, everyone has access to the same label templates when printing labels from MR9, and you won’t lose your label templates when transferring to new computer because they are stored in the cloud not locally.

The Label Templates window lists all label templates in your MR9 database. By default, labels are sorted by type, then name, but you can sort your results in the grid by one or both columns in ascending or descending order (but when you exit the function, MR will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

You can download any existing template to modify. Afterwards, upload the modified template with a new name to add as a new template in MR9 or with the same name to replace the existing template in MR9.

You can also add as many new templates as you want by uploading .dymo files from your computer. If you no longer need a template or want to replace it with a modified version, you can delete it from the Label Templates list.

TL;DR: Modify default label templates and create new ones for your office to use when printing addresses on labels for parties, contacts, firms, or locations using information from MR9’s database.

MR concepts in this lesson

Contact: Person who works for a firm you do business with.

Firm: Business you provide services to, usually law firms.

Location: Place where jobs occur.

Lesson #96

Tools – Tag Manager function

Tags — the labels you create in MR9 to organize entities with — can be used to quickly print envelopes or labels for targeted mailings, or to send bulk emails to specific groups. By organizing clients with accurate qualifiers you can do a better job with your outreach efforts. You can also use tags to organize records locations, then use this function to contact them by group.

If you use tags to organize entities, Tag Manager is where you can look up entities by tag, add or remove tags from multiple entities at once, print envelopes and labels for specific groups, and bulk email tagged entities.

Set up tags to re-use

Before using Tag Manager set up tags for contacts, firms, and locations in Lists. You can use any word or phrase as a tag, and use as many tags as you want to define and organize entities. Tags are especially helpful in organizing firms for marketing purposes and contacts for customer service treatment. For example you might have a tag for your 25 best clients (“Top 25”) who require constant monitoring.

Setting up tag lists in MR9 is recommended over entering tags manually in each entity. With preset lists users select tags from drop-downs — which is faster than typing and eliminates misspellings — plus everyone in your company will have the same options to select from. A tag manually entered in one entity is not available to select later until you add it to a tag list.

Apply tags to entities

You can tag entities one at a time — for example tag new customers as you enter them in MR9. But if you have a group of entities to tag, use Tag Manager where you can bulk update a set of entities at once. In Tag Manager you can search for firms, contacts, and locations by name or tag. If searching by tag you can select one from the contextual drop-down or key in a partial/full tag name in the field to find manually entered tags. You can also search for contacts by firm.

Using tags in Tag Manager

The results grid in Tag Manager displays the name and address of each entity that matches your search criteria. It also shows if a displayed entity is active — e.g., a client who is still scheduling jobs. This is useful if you want to send emails, letters, etc. to only active or inactive clients.

You can sort your results in the grid by one or more columns in ascending or descending order (but when you exit the function, MR9 will revert back to the default order). Export the list as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

After finding entities in Tag Manager you can view the details of any entry in the results by clicking its hyperlink.

Add tags to multiple entities at once by selecting them in Tag Manager results, then choosing a tag in the drop-down and saving your choice.

Remove a tag from a group of entities at once is a just-as-easy similar process.

If you want to do a mass mailing from MR9, first find firms, contacts, or locations in Tag Manager. Then print envelopes or mailing labels for the selected entities. Or similarly send contacts, or locations an email directly from this function.

TL;DR: After tagging entities use the Tag Manager to look up tagged entities, email selected entities, print envelopes or labels for targeted mailings, quickly remove tags from entities, and add more tags to entities.

MR concepts in this lesson

Contact: Person who works for a firm you do business with — such as attorneys.

Entity: Individual, business, place, or discrete part of your company — such as revenue centers or branch offices. More >

Firm: Business you provide services to — usually law firms.

Location: Place where records are stored — such as hospitals.

Tags: Labels you create in MR to organize entities with relevant, searchable keywords or phrases.