Tag Archives: MR9

Lesson #27

Production – Repository function

In MR9 you can store documents linked to an order, part, record, invoice, firm, contact, or location in their related repository.

In the Repository function you can:

• Search for files in a single repository or across all repositories.
• Search for files by name, file type(s), part order/invoice/upload date(s), who uploaded the file, order/part/ invoice number, and/or related firm/contact/location.
• Classify files for proper user access and availability.
• Download files for viewing, archiving, or emailing.
• View who has downloaded a file and when.
• Delete files you no longer need to store.
• Customize how the Repository results grid looks.
• Save your custom grid as your default. Your customizations do not affect other users and you can restore the original MR9 grid layout anytime.
• Export the list of repository files as an Excel spreadsheet or a CSV (comma-separated values) file to save, print, share, or use in other applications.

Classify files

In the Repository function you can classify individual files for proper user access and availability. Set what types of users can access a file (office only or office and client), in which functions the file will be accessible, what kind of file it is, and if access via MR Connect is permitted. If multiple files will have the same file type and/or MR Connect access, you can set them all at once.

Customize how you view your Repository

The grid in which you view Repository listings is customizable to your individual preference. You can:

• Re-arrange the order of the columns so you can have the information most important to you in the most prominent place.
• Designate up to 10 columns as “sticky,” meaning they do not move when you scroll across a long grid so they are always visible.
• Stretch or shrink the width of columns to better fit the information presented.
• Hide any columns you don’t want to see in the results.
•  Choose which column(s) to sort results by. If you select more than one column, choose in what column order to sort the list and in ascending or descending order in each selected column.

When you have arranged your Repository the way you want it to look, you can save your layout so MR9 will display it this way each time you access it. You can always change or refine your layout, or return it to the default MR9 layout.

TL;DR: Manage files in the central repository.

MR9 concepts in this lesson

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

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

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

Order: An order in MR9 is usually a request for all records related to a case or to serve a subpoena for an appearance at a legal proceeding.

Part: A part of an order is a separate record that is being sought that is included in the entire body of records for a case or patient. You can also think of it as the work order for that separate record.

Lesson #24

Production – Shipping function

When clients call to find out where their order is, you don’t have to leave MR9 to check the shipping status. Use the Shipping function to send products via FedEx or UPS, then quickly follow up an order’s current location anytime from within MR9.

You can also use this function to keep track of when and via what other methods you sent records out, and update the status of any shipped part or any other information about the shipping and its related part, order, and contacts.

Use Shipping to:

• Ship out produced service items.
• Print FedEx & UPS shipping labels that automatically include addresses from your MR9 database and your shipping preferences, and are tied to your FedEx/UPS account. If contact information is incorrect you can update it here and MR9 will update the contact’s listing.
• Track UPS & FedEx shipments from inside MR9.
• Note if you used another sending method such as via courier or email.
• Record notes about a shipment.
• Search for shipments using order, order part, or invoice number, shipping date(s), delivery method(s), and/or business unit(s) to quickly locate a shipment to track. You can sort your search results by one or more columns in ascending or descending order. (When you exit the function MR9 will revert back to the default order.)
• Create a new shipment with the same order part information, search subject (Records Of), location, and invoice information as a previous shipment.
• Export the list of shipments to an Excel or CSV file to save, print, share, or use in other applications. (Similarly you can export the witness/service item list from any shipment.)
• Change a part’s status to Shipped. MR9 will automatically alert your billing department that the part is ready to be billed if they do not invoice a part until it has shipped.

Shipping is a stand alone function but you can also access it directly within Turn In when entering service items to be billed.

FedEx/UPS tracking in MR9

When you generate a FedEx or UPS shipping label in MR9 it automatically:

• Enters the receiver’s address, phone number, and email. It will also validate the address before generating the label unless you deselect that option.
• Sets the Ship From address, phone number, and email to the assigned business unit of your company. (You can select a different business unit.)
• Enters your shipping preferences. (You can set up multiple profiles with different preferences and the same or different business unit.)
• Enters the tracking number in the shipment’s record.
• Enters today as the ship date.
• Adds the estimated shipping cost to the shipment’s record in MR9. Estimated Shipping Cost appears in the Shipping function’s results grid and in individual shipping label windows.

When you click the tracking number in MR9 it opens the related delivery service website in your browser and shows the shipment’s current status.

TL;DR: Use the Shipping function to send products via FedEx or UPS, and track an order’s current location without leaving MR9.

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.

Records Of: Patient name — or witness if this is a subpoena.

Lesson #23

Production – Envelopes and Labels function

Print addresses on labels and envelopes with information from your MR9 database automatically included. Start from an order, contact, firm, or location to generate mailing addresses, then select which ones to print. With orders you can choose a list of the locations related to the order, the order’s Sold To firms, or all of the order parties.

If entities have multiple addresses in their MR9 listing — such as office and home addresses — you can choose which type of address to print. You can also create labels and envelopes manually for one-off printing.

Print DYMO labels for correspondence and packages. Use MR9 default label layouts or create your own custom layouts. (Label printing out of MR9 requires a DYMO printer.)

If you want to address envelopes, use this function to generate a PDF file to print addresses directly on envelopes. Before printing, you can specify defaults in System Preferences for the envelope size and setup you use the most to minimize printing time.

TL;DR: Generate labels and envelopes with information from your MR9 database automatically included.

MR9 concepts in this lesson

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

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

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

Sold To Firm: Firm that ordered the services on the invoice. Usually the Ordering Firm on a job.

Lesson #19

Producing transcripts & more

In the Production module, you turn in order parts, archive records and other files, prepare files and invoices, and send out and track your products.

Production is where you:

• Turn in parts: Enter information about records, attending parties, firms to bill, and services ordered.
• Create invoices and apply billing rates and rush charges, then calculate and post invoices.
• Fulfill client requests.
• Ship out produced service items. Track UPS & FedEx shipments.
• Upload records and related files to the repository.
• Alert clients to files uploaded to their repository on MR Connect.
• Restrict individual parties from accessing specific files in their online repository in MR Connect.
• Generate production sheets to tell staff what service items are needed and how many units to produce.
• Produce labels and envelopes with information from your MR database automatically merged in.
• Archive and manage files in the central repository.

Production functions by name

• Turn In
• Production Sheets
• Envelopes and Labels
• Shipping
• Repository

TL;DR: Production is where you turn in orders, fulfill client requests, prepare invoices, and ship products.

MR9 concepts in this lesson

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

Lesson #1

MR9 overview

MR9 is an online application used by record retrieval businesses and process servers to:

• Manage and communicate with clients, staff, and others
• Produce products
• Ship finished products to clients
• Store case files and other documents
• Bill clients
• Pay custodians for providing records
• Receive payments
• Document activities in reports
• Perform miscellaneous tasks, such as tracking orders, looking up information, and collecting on overdue invoices

MR9 includes over 100 functions to handle everything done in the different areas of records retrieval, production, billing, receivables, payables, client management, and other activities involved in running a legal support business. Functions are grouped by type and are interconnected: no re-keying information from one function to another.

MR9 comes with built-in defaults so you don’t have to start from scratch defining common items. These defaults incorporate business logic and best practices for legal support firms derived from our 40+ years of developing software for this industry. You can add to, delete from, or edit defaults, such as services offered, to customize MR9 to your unique business needs.

MR9 runs on any computer or tablet with internet access. Nothing to install. They require no other software or hardware. And they require no maintenance or backups.

MR9 is available by subscription only, month-to-month contracts, no long-term obligations, cancel anytime.

MetaRecords 101 is both a website and weekly emails that explain what MR9 software for managing court reporting and other legal support businesses is.

MR9 contains over 100 functions grouped into 13 modules of related functions. With such a large program, it takes a while to learn everything MR9 can do for your business. So MetaRecords 101 breaks down the program into manageable “lessons” that cover the capabilities of each function. It also defines MR9 concepts and terms that are unique to the program.

The site is titled “MR9 Primer” because it includes all of the lessons — like a textbook for an MR9 course. You can browse through the site to read MR9 lessons, or you can sign up for the convenience of receiving one lesson a week delivered to your inbox.