Category Archives: Article

The iPad Lawyer – Some Amazing Workflow Ideas

Good morning, iPad Lawyer Tribe.

Powerfully and elegantly managing my businesses, colleagues, projects, and customer/client expectations is what I’m all about. The real value I bring to my co-workers and customers/clients is my commitment to bringing them the greatest experience they’ve ever had.

That all begins with project management. I thought I’d spend a few moments sharing with you the tools that I personally use to keep it all together, running smoothly, and creating and capturing value.

First, for internal team communication, we use Slack (https://slack.com). I love their motto, by the way: Work Hard. Go Home. Think of Slack as instant messenger and text messaging on steroids. I get hundreds of emails a day. Yes, I could go through my email, use the search function, hone in on keywords, etc. Slack allows us (again, internally) to keep things all in one place and it’s so easy for me to use on my iPhone and iPad. I do NOT use Slack for outside communications; for that, I still use email.

In using Slack, we have the following channels (think of them as topics):

Action
Billing
General
Office Management
Random
Seminars
Urgent

The basic version of Slack is FREE!

App Store Link: https://itunes.apple.com/us/app/slack/id803453959?mt=12

You can also use Slack online or as a desktop app.

Second, for checklists and to-dos, I am in love (that’s right – LOVE) with Asana (http://asana.com). Asana is FREE for up to 30 members and you can have multiple projects.

I have Asana set up so that my colleagues and I can all post and schedule action items that keep us on track, highly focused, and insanely interactive (e.g., that means we’re highly efficient and effective). One quick tip: use action words to create your Asana items, not just reminders. You can use your standard calendar for reminders. Asana is best used, in my opinion, as an accountability tool. (By the way, you, too, are going to LOVE the email updates that Asana sends you.)

And you’ll be fascinated by the way Slack and Asana can be integrated to work together.

There is an app version for your iPhone and iPad. For desktop use, you must use the web/online version.

App Store Link: https://itunes.apple.com/us/app/asana-team-tasks-conversations/id489969512?mt=8

Once you get to know Asana, you will want to take your use of it to the next level of amazing. Do a Google search and you will find all kinds of power user tips and tricks!!!

I can’t wait to read of your success with these two workflow dynamos. Here’s to your continued iOS success! – Scott

The iPad Lawyer – [GUEST POST] Your devices don’t have to be perfect, they just have to be younited . . .

You’ve read about my personal workflow techniques that incorporate various cloud service providers (like DropBox and OneDrive). Well . . . there’s another option for you to consider. It’s called younity. Rather than the pre-planning that’s required for the use of cloud service options, younity acts like what has been called a personal cloud service giving you access to all your files across all your devices. I was intrigued enough by the concept that I asked the younity folks to write a guest blog post for you.

Here’s what they wrote . . .

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Why younity? There are a multitude of options available to anyone in need of complete access to every document or file on their hard drive. The two most heavily-utilized options are portable hard drives (including thumb drives), and public server space provided by a “cloud” company like Dropbox, Box, OneDrive etc… While these options have worked for accessing all your files from any device, there is now one more worth mentioning. It’s called younity.

What does it do? The younity app allows users to access all of their files and stream any media, from any Mac or PC, right on their iOS (iPhone or iPad) device. This is possible after two simple steps are complete:

1.    Install younity on your desktop

2.    Download the app on your iPhone/iPad

When these two steps are complete, younity begins organizing and streaming your content directly to your mobile device. What’s most important to note, especially for people who have secure files on their hard drive, is that younity does not store any of your content in a “shared cloud” like Dropbox, Box, Google Drive, OneDrive, or on any cloud server for that matter. This software is a truly private, “personal cloud.” All younity stores on it’s servers is your email address.

If you are currently using a cloud service, like Dropbox, you can still make use of younity because the app provides access to all folders on your hard drive. From one interface, you will be able to open an important PDF, print it / download it / email it, stream a movie off your hard drive, listen to a song from any of your iTunes playlists, or post photos off your hard drive to social media. The younity app can be a utility for business, a productivity tool for work, and an entertainment console for fun.

A big problem with many cloud services is that you have to plan ahead and remember to upload things you want to access in the future. With younity, you never have to put anything in a shared cloud, email yourself important files, or sync your phone to your computer before you leave the house. All you have to do to access every file you want is install one free piece of software on your computer, and one free app on your iPhone or iPad.

–    Consider younity the Digital Xanax for sufferers of “access anxiety.”

What if my document-access needs are met? Even if you are someone who never leaves the house without their laptop, or has all of their files in an accessible cloud, you can still benefit from younity. With file access/print/share functionality aside, younity acts as a media player for all your playlists and videos. In a cloud storage account, these files appear unorganized and mostly unplayable. In younity, all of your media playlists appear the same way they do on your computer, and you can play them right on that device. If you don’t have any media on your computer, you can download younity to a spouses computer, and stream their content. Another way of gaining access to new content is to ask your friends to share a playlist or movie with you. This gives you the ability to listen or watch content stored on their computer from your iPhone or iPad.

So, what doesn’t younity do? younity is not a source for internet radio, nor is it a place to search through crowd-sourced media. It’s your private cloud to access your files, or others you’ve selectively shared with. And like most other apps, you need a data connection for younity to be able to stream your content. You will also need to make sure the computer you are accessing files from is powered on.

Lastly, it’s difficult to describe younity as just an “app.” Instead think of younity as the tool for connecting you to your content. Consider this when you start using it, and you will be very happy with the software.

Click here to install younity on this device >>>

Click here to learn more about younity >>>

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I also asked my contact at younity an important question. Here’s what I asked and the response:

SCOTT: One thing that’s always of concern for business people is the “free” model that ends up being advertising heavy or an eventual upsell. How is younity handling this?

younity: Here is how I would best summarize your question:  (a) There will ALWAYS be a free version and (b) we don’t and will never sell ads.

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I plan on giving younity a test run, myself. Let me know how it works for you!

Here’s to your continued iOS success. – Scott

If you enjoyed this, I’d be grateful if you share this with others. That’s right, go ahead and help spread this information by emailing it to a friend, or sharing it on Twitter, Facebook, or Google+. And, if you’re interested in finding out how I can make a presentation to your law firm or association, please contact me at 909-483-1850 or email me at sgrossberg@cgclaw.com.© 2015 by Scott Grossberg. All Rights Reserved.

The iPad Lawyer – Discover the Truth About Putting an Apple Watch to Work

The iPad Lawyer  – Discover the Truth About Putting an Apple Watch to Work

by

Scott J. Grossberg, Esq.

“Productivity is being able to do things that you were never able to do before.”
– Franz Kafka

While it has been reported that Apple has sold more than a million of its new Apple Watches, less than half of those have been delivered. Most of you reading this haven’t yet received yours or are still waiting to figure out if you even want, let alone need, one. The good news is that I’ve been able to road test the watch for you, decide whether it’s a solid business tool, and determine what apps are even worth using in a business setting.

I could probably write a new book about the Apple Watch and the secrets I’ve discovered for its use. Until that happens, I trust I have your permission to share some of the apps I believe will change your effectiveness, efficiency and, hopefully, your profitability.

The Apple Watch is loaded with apps when it’s shipped. Many of those will get you going literally right out of the box. But, here are some third party apps you’ll want to download for use. Please note: You download an app to your iPhone and, if it is Apple Watch compatible, the Apple Watch version will automatically be synced and appear for use on the watch. Naturally, you can choose which apps you want to appear on your wrist at any time through the Apple Watch app on your iPhone.

With that out of the way, here are the Apple Watch apps that I now use all the time in a business setting. (The prices that I’ve included are what were posted at press time. App prices change all the time, so please check them first before you download one.)

CREATING NOTES

EVERNOTE (FREE – https://itunes.apple.com/us/app/evernote/id281796108?mt=8) and DRAFTS 4 ($9.99 https://itunes.apple.com/us/app/drafts-4-quickly-capture-notes/id905337691?mt=8).  One of the beautiful things about the Apple Watch is the ability to quickly enter and save notes. Both the Evernote and Drafts 4 apps allow you to use your watch as a down-and-dirty dictating device. With Evernote, you start the app on your watch, click the “+” button, and begin dictating audibly with Siri. Your dictation is converted to text. You are then given the option to “Save” what you have created and you can even set a reminder date. What you eventually save will be part of your formal Evernote account and accessible from any computer. In the Drafts 4 app, when you launch the app it is immediately looking to “capture” a voice dictation and convert it to text. It is then automatically saved to your Drafts 4 Inbox.

ROUTE MAPPING

CITYMAPPER (FREE – https://itunes.apple.com/us/app/citymapper-ultimate-real-time/id469463298?mt=8).  I’ve used this app in London, Paris, and Chicago. Simply, it’s trip planning in real time. And it’s marvelous. Just a little trick . . . When using it with your iPhone, you can take a screen shot of the route that’s created and work from that if battery usage or connectivity is an issue.

WEATHER

DARK SKY ($3.99 – https://itunes.apple.com/us/app/dark-sky-weather-radar-hyperlocal/id517329357?mt=8).  I know that there’s a native weather app for your Apple Watch. Dark Sky, however, is just perfect for your new device, gives you a weather outlook for 5 days, and is incredibly easy and quick to use.

NEWS

NY TIMES (FREE – https://itunes.apple.com/us/app/nytimes-breaking-national/id284862083?mt=8), CNN (FREE – https://itunes.apple.com/us/app/cnn-app-for-iphone/id331786748?mt=8) and USA TODAY (FREE – https://itunes.apple.com/us/app/usa-today-for-ipad/id364257176?mt=8). These are the apps that will put major headlines on your wrist.

PRESENTATIONS

KEYNOTE ($9.99 https://itunes.apple.com/us/app/keynote/id361285480?mt=8) and POWERPOINT (FREE – https://itunes.apple.com/us/app/microsoft-powerpoint/id586449534?mt=8). Both of these apps allow you to control a slide deck that’s on your iPhone from the watch. What this means for you is that you can have your slide deck connected to an Apple TV, for example, and projected to your audience. You can then control the presentation from your wrist.

CALENDARING/TRAVEL TIME

TEMPO (FREE – https://itunes.apple.com/us/app/tempo-smart-calendar/id593819390?mt=8). Among other things, Tempo reads your Calendar event information and the addresses you have entered for those events. It then gives you an estimated drive time for those events. I LOVE this app!

CAPTURE BILLABLE HOURS

TIMELY (FREE – https://itunes.apple.com/us/app/timely-scheduling-time-tracking/id619462420?mt=8), HOURS (FREE – https://itunes.apple.com/us/app/hours-time-tracking/id895933956?mt=8), and ATRACKER PRO ($4.99 – https://itunes.apple.com/us/app/atracker-pro-daily-task-time/id519561306?mt=8). Let me begin this section with an observation. None of these apps are incredibly robust time and activity trackers. They are, however, some really brilliant ways to capture activity and timing from your wrist that you might otherwise lose. Each of them is rather unique and perhaps a bit quirky in the way they function. Take a look at them and find the one that fits with your personal workflow.

There are a few other apps I might talk about in a later article. In the meantime, I want to leave you with one important trick: With Apple Watch apps being developed and released constantly, there’s going to come a time when one or more apps stop working or get hung up on your Apple Watch. If and when that should happen, you can force the troublesome app to quit running by doing the following:

  1. Press and hold the side button on your watch (the one below the digital crown) until the sliders appear and offer you the two options to power off or reserve battery
    2.  Let go of the side button
    3.  Repress the side button
    4.  Your Home screen will then appear

This will shut down the offending app and you can go on with your other business.

Must you have an Apple Watch? No. You can survive without one. However, I believe the faster you put the Apple Watch to work for you, the faster you’ll be more successful.

Here’s to your continued iOS at Work Success! – Scott

If you enjoyed this, I’d be grateful if you share this with others. That’s right, go ahead and help spread this information by emailing it to a friend, or sharing it on Twitter, Facebook, or Google+. And, if you’re interested in finding out how I can make a presentation to your law firm or association, please contact me at 909-483-1850 or email me at sgrossberg@cgclaw.com.© 2015 by Scott Grossberg. All Rights Reserved.
 

 

 

THE iPAD LAWYER – AS GOOD(READER) AS IT GETS

THE iPAD LAWYER – AS GOOD(READER) AS IT GETS

by

Scott J. Grossberg, Esq.

Today, let’s talk about one of the most powerful apps you can put on your iPad and iPhone. The app is called GoodReader and it’s offered by Good.iWare Ltd. (http://www.goodreader.com/). GoodReader allows me to store documents in individual files, sign PDF letters and contracts, make spur-of-the-moment (and not so spur-of-the-moment) presentations, and simply stay more organized. What this means for you is that you have–literally at your fingertips–a way to stay insanely efficient and effective.

I’ve written about GoodReader before, but in a different context. Previously, I’ve written about the file management structure that I use for the intake and management of cases. With this article, I’m going to show you some of the day-to-day options you will want to use with this versatile app.

So let’s jump right in…

An incredible new functionality in GoodReader is the ability to sign PDF documents. I get asked all the time by people in a variety of professions and industries what the best way to sign documents and collect signatures might be while using an iDevice. Until the recent update to GoodReader, I used to recommend an app called PDF Expert 5 by Readdle (https://readdle.com/products/pdfexpert5). With the new functionality in GoodReader, however, I can truly do most of my daily work all within one app and that means I save time.

Once you open a PDF in GoodReader, all you need to do is touch and hold on any location on the PDF document and a pop-up menu will appear allowing you to create a handwritten signature. The handwriting engine is very impressive, by the way. You can also save your personalized signature for use in other PDF documents. But that’s not all. I don’t want you to think that you’re restricted to simply using your signature with this potent tool. Anything that you can create with handwriting—a diagram or date, let’s say—can be saved as signature stamps for use throughout the day. This means you only have to create one signature and a date and then you can repurpose it for other documents.

GoodReader is also how I read and annotate PDF documents. You can highlight text, make additional text entries, and just about any other type of editing you can imagine (you can create text boxes, popup comments, freehand drawings, lines, arrows, rectangles, ovals, etc). In fact, annotating PDFs is now the way that I create and use red-line documents with colleagues. When you’re done with your annotations, you can then export the finished product as a flattened PDF and email it to others (or even open the document in another compatible app).

Getting documents into GoodReader, itself, is extremely streamlined and simple. While there are various options available for importing your documents, my preferred methods are: (1) sending myself or receiving an email with an attachment and then opening the attachment directly in GoodReader, and (2) importing documents directly from a cloud service provider (for example, Dropbox – https://www.dropbox.com/).

I also want you to start thinking of a GoodReader as an electronic filing cabinet or a glorified three-ring binder. Just like you would do with a terrestrial file cabinet with manila folders or you would use with a notebook and its tabbed section dividers, you can make separate, customizable folders from within GoodReader. The app, itself, stores and allows you to view, listen, and read nearly every type of file format (PDF, txt, doc, ppt, xls, iWork, HTML, jpg, zip, rar, and most audio and video formats). It does not, however, allow you to view and edit WordPerfect documents. Think of it this way: the more documents you store and sort within GoodReader, the more powerful this app really is. You will have everything in one place and can easily search for it.

Another powerful functionality of GoodReader is its ability to create and manipulate PDF documents. You can take a Word document, for example, import it into GoodReader and then convert it into a PDF document. Once you have a PDF document, whether it’s one that you’ve created or one that you’ve received, you can then rearrange, rotate, and even delete individual pages. The modified PDF can then be saved as a new document, emailed, and used according to your individual needs.

Here’s another important thing to consider when choosing to download an app on your iDevice—is the app device-specific (in other words, will it only work on an iPad but not an iPhone)? I’m all about you learning incredible iOS skills and that means I want you to only have to learn the nuances of one app, one time. Your iOS device, itself, should be easy to implement and any app should be simple to use. GoodReader accomplishes both of those goals.

I could write an entire book on the ways that I use GoodReader for more efficiency in my personal workflow and in the running of my various businesses. The foregoing should give you, at least, a taste of the creative ways you can use your own i-Devices in your business.

At the time of writing this article, GoodReader is listed at $4.99 and it is cross-device. That means you buy it once and then use it on both your iPad and iPhone. Periodically, the publisher puts the app on sale. Make sure that you sign up for my blog at http://milliondollaripad.wordpress.com and I will let you know when GoodReader and other apps go on sale.

Now go out and make it a million dollar day.

If you enjoyed this, I’d be grateful if you share this with others. That’s right, go ahead and help spread this information by emailing it to a friend, or sharing it on Twitter, Facebook, or Google+. And, if you’re interested in finding out how I can make a presentation to your law firm or association, please contact me at 909-483-1850 or email me at sgrossberg@cgclaw.com.© 2015 by Scott Grossberg. All Rights Reserved.

Mr. Grossberg is a founding partner of the Southern California law firm of Cihigoyenetche, Grossberg & Clouse. He is a featured speaker and published author on numerous topics including media relations, social media, technology, public speaking, memory, and various other cutting edge concepts. Mr. Grossberg’s “iPad Lawyer” and “Million Dollar iPad” seminars provide business professionals with the ability to truly harness the potential of Apple’s tablet. He is regularly called upon to address the impact of emerging technology and social media, suggest policies and procedures that should be in place, and to discuss liability exposure for this new way of doing business. He can be reached at sgrossberg@cgclaw.com.

 

[The iPad Lawyer] The Apple Watch: I’m Late, I’m Late for a Very Important Date

The Apple Watch: I’m Late, I’m Late for a Very Important Date

by

Scott J. Grossberg, Esq.

I’m late!
I’m late!
For a very important date!
No time to say “Hello”, “Goodbye!”
I’m late!
I’m late!

– The White Rabbit (Disney’s Alice in Wonderland)

The concept of wearable technology isn’t new. We’ve fantasized and immortalized such devices for years. Just take a look at Dick Tracy and his 2-way wrist radio or any of the communicator devices from Star Trek. And I’m sure a fair number of you had or toyed with the calculator watches of the 1980’s. Now, we have the Apple Watch with its own variation of iOS. The question is: Do you really need this?

The answer, of course, depends on whether the Apple Watch will remarkably make you more effective, more efficient, or more bankable – or all three.

The use of an Apple Watch isn’t just about looking trendy, monitoring your health, letting you answer a phone, or responding to text and email messages. I suggest to you that it’s really about ensuring potent and impressive knowledge transfer (“the process through which one unit (e.g., group, department, or division) is affected by the experience of another” – L. Argote & P. Ingram). To put it another way, the Apple Watch — because of its synchronization with your other iOS devices, the playfulness of its abilities, and its sheer novelty — is going to motivate you like never before to share information, monitor and measure data in a mindful way, and to actually use the messages and details available to you.

I think we all know that knowledge is completely futile unless we actually use it. So let’s get to it . . . here are some ways I predict the Apple Watch will take you from the downright novelty of the device to massive breakthroughs in your current disconnected way of handling all the information that others want to send you, and your continuing need for automated content creation:

1. You can easily dictate content. I have been a fan of using voice dictation through the Siri interface since the last iOS version. In fact, I’m dictating emails, text messages, and documents more now than ever. You simply can’t type as fast as you can talk.

2. You can get important and potentially life-saving “it’s time to move” reminders. I’m a pretty active guy and even I didn’t realize how much I was actual sitting throughout the day until I started using a Nike Fuel band. The Apple Watch will remind you to get up and move when you’ve been sitting too long. By the way, one recent study from Toronto revealed that sitting for too long creates a higher risk of heart disease, diabetes, cancer and death even if you have a regular exercise program. And, of course, the Apple Watch will do its own fitness tracking.

3. You’ll get fast and efficient and accessible content through “Glances,” “Actionable Notifications” and “Apps” screens and messages. From read-only items to iPhone and iPad app extensions, you now merely need to peek at your wrist. You will also have Passbook accessibility. This means no more fetching your phone for the information you previously stored on your phone like plane tickets, boarding passes, loyalty cards, etc.

4. You’ll have a backdoor to a lot of powerful apps: Calendar, Maps, Apple TV, iTunes, Stopwatch, Timer, Alarm, Stocks, Weather, Photos, Siri, etc.

Now, by this point, you must be asking: “But I already have an iPhone or iPad and they do this same stuff. Why do I need a watch, too?

Well, let’s start with the fact that the watch will likely be with you (or “on you” as Apple likes to say) all the time unlike your other iOS devices. Because your watch is on you, you’ll receive notifications, messages, and information and be able to act on them right away, if needed. This, then, permits you to establish a new workflow with your office and colleagues as you give new meaning and thought to handling time-sensitive matters. Most importantly, the Apple Watch works with both Bluetooth and WiFi. That means, in a WiFi environment like your home or office, you can be nearly anywhere and still have access to your data. When time is truly of the essence, having such immediate and easy access to notices, warnings, and information may make all the difference.

On a practical level, what does this all do for you? Well, by incorporating wearable technology into your workflow, you’ll effectively be shifting your focus from taking time to find your phone, retrieve out of your purse, pocket, or briefcase, unlock it, and only then getting or creating content to actually saving time because the notifications on the watch come right to you so long as the watch is on your wrist and locked (that’s a security feature you should be happy about).

As business people, time is money. And if you insist on being late to the wearable technology game, you’ll be losing time. I guarantee your competition isn’t going to suffer the same foolishness. Need I say more?

If you’d like more information about the Apple Watch, here is the official website:

https://www.apple.com/watch/

Let’s take this discussion further . . . You can find me on Facebook, Google+, Twitter, and LinkedIn and at https://theipadlawyer.wordpress.com or  http://milliondollaripad.wordpress.com.

If you enjoyed this, I’d be grateful if you share this with others. That’s right, go ahead and help spread this information by emailing it to a friend, or sharing it on Twitter, Facebook, or Google+. And, if you’re interested in finding out how I can make a presentation to your law firm or association, please contact me at 909-483-1850 or email me at sgrossberg@cgclaw.com.© 2015 by Scott Grossberg. All Rights Reserved.

[The iPad Lawyer] You Are Not Alone — Dropbox and Your Office Apps

You Are Not Alone — Dropbox and Your Office Apps

by

Scott J. Grossberg, Esq.

Based on the old pain/pleasure principle, I think you’ll agree that most people will fight to the death to keep what they have (what they think works) rather than implement a new workflow or new option or new opportunity. And this is true even if they logically understand the “new thing” and rationalize that they “want it.” Actually using your iOS devices in powerful, new ways is no different. Most of you will do more to keep things the way they are than adventure out into the exciting world of new apps.

So, today, I’ve got good news for those of you who don’t want to learn new stuff.

And I’ve got even better news for those of you who do want new stuff.

For the “you can’t teach an old dog new tricks” crowd, I’m going to talk about apps you’re already likely using — Dropbox and Microsoft Office (Word, Excel, PowerPoint).

For my “cutting edge” crowd, I’m going to be discussing a new workflow that will make you even more productive and let you breathe easier.

See . . . something for everybody!

Microsoft Office remains the primary way business people perform their day-to-day work on a computer. Dropbox remains the primary way we store and access online files due to the fact that app developers make Dropbox integration part of nearly every successful app that is released. Still, it came as a surprise for most when, in November, Dropbox and Microsoft announced an unheralded partnership.

For the first time, the major online storage provider (Dropbox) was essentially unified with Microsoft’s Office suite of apps. This now means that the apps from the two companies collaborate in real time with each other. In other words, you can now edit Office documents on-the-go and directly from your Dropbox mobile account. You can also see if anyone else is viewing or working on a shared Office file (and you’ll even get an online visual notification if someone else opens up a document you’ve been working on). And, if two or more people happen to be working on the same document at the same time, you’ll be notified with an exclamation point and can save your version independently so that your work is not lost. You can also check to see if there’s a more current version of a Dropbox Office file and update accordingly.

To make this system work for you, you have to have the latest version of the Office apps. You can obtain Word, Excel, and PowerPoint here:

https://itunes.apple.com/us/app/microsoft-word/id586447913?mt=8

https://itunes.apple.com/us/app/microsoft-excel/id586683407?mt=8

https://itunes.apple.com/us/app/microsoft-powerpoint/id586449534?mt=8

Naturally, you will also need a Dropbox account. If you need to sign up (you can get a free account), go here:

https://www.dropbox.com/

Then, download the app to your iDevice from here:

https://itunes.apple.com/us/app/dropbox/id327630330?mt=8

Now, when you go into your Dropbox app, find an Office file you want to work on and tap on it.  You will be given the option of opening the file with Word, Excel, or PowerPoint from within Dropbox, itself (there’s a little paper/pen icon down at the bottom of your screen). Yes, you still have the old option of “Open With . . . “ from within Dropbox. But this newer option automatically launches Word, for example, opens your Dropbox-stored document, asks if you want to convert it for editing if it’s an older version, converts it for you, permits full editing and annotation, and then stores it right back to Dropbox. It’s quite an automatic, effective, and efficient workflow.

By the way, if you work from within Dropbox in the manner just described and you then open your Word app independently (let’s say to create a new Word document), you are first greeted with a “Today” screen that shows your combined and earlier use of Dropbox and Word and you can open your previously viewed and edited Word documents from that screen, as well. After you create your new Word document, naturally you can then save immediately to the Dropbox folder of your choice.

The entire process is very self-explanatory and easy to implement. If you still want more information on the workflow, here’s Dropbox’s Help Center link entitled, “How do I edit Microsoft Office files stored in my Dropbox from my mobile device?

https://www.dropbox.com/en/help/6999

One bonus tip for you: With either your iPhone or iPad, you can create great content by also implementing Siri dictation into your work style. Siri has gotten much more accurate in her voice recognition and I dictate now more than ever before. I have noticed, by the way, that by speaking faster, the speech recognition is better. I also hasten to remind those of you with concerns about confidentiality that any dictation you create with Siri is sent away from your device to Apple’s servers and then back again.

We’d all like to be more successful using the tools with which we’re already comfortable. This elegant pairing of Dropbox and Microsoft Office apps allows you to do just that. It meets a basic human need — giving you what you really desire (not having to get bogged down in technical things) while solving a problem (helping you to be more streamlined).

Your time is precious. Go ahead. Take the time to discover how powerful this new partnership will be for you and how easy it makes your document creation, editing, and collaboration workflow.

Let’s take this discussion further . . . You can find me on Facebook, Google+, Twitter, and LinkedIn and at https://theipadlawyer.wordpress.com or  https://milliondollaripad.wordpress.com.

If you enjoyed this, I’d be grateful if you share this with others. That’s right, go ahead and help spread this information by emailing it to a friend, or sharing it on Twitter, Facebook, or Google+. And, if you’re interested in finding out how I can make a presentation to your law firm or association, please contact me at 909-483-1850 or email me at sgrossberg@cgclaw.com.© 2015 by Scott Grossberg. All Rights Reserved.

[The iPad Lawyer] Keyboard Shortcuts That Make Your iDevice Addictive

Keyboard Shortcuts That Make Your iDevice Addictive

by

Scott J. Grossberg, Esq.

The first rule of any technology used in a business is that
automation applied to an efficient operation will magnify the efficiency.
                                         — Bill Gates

The primary idea behind positioning your iPad and iPhone as powerful and amazing workplace tools is that, when used effectively and efficiently, they save you time and make you more productive. I can tell you that, without a doubt, both iDevices have done both for me.

One of the fastest ways to become an iOS Wizard is to understand that your iDevices are perfect for implementing automated document assembly concepts. In other words, I want you to start thinking of your iPhone and iPad as incredible electronic document creation tools rather than simply content-reading devices. By adopting this new type of workflow, you will be taking portions of pre-existing text and assembling them into a new document, email, or text message. Think of this type of workflow secret this way — by using keyboard shortcuts, in this example, you will be minimizing your text entry, reduce the time you spend proofreading (you do proofread, don’t you?), and decreasing the perils of human error.

I’ve written about creating keyboard shortcuts with the native iOS that comes with your iPad and iPhone. I’ve also told you about the power of such text-expansion apps as Text Expander Touch (http://smilesoftware.com/TextExpander/touch/index.html).

Today, I want to share one more amazing iDevice secret — using a text expansion keyboard replacement on your iPhone and iPad. Let me digress for just one moment, however, and remind you that, once you create a keyboard shortcut on your iDevice, then the native iOS keyboard will recognize that shortcut as you are creating that input on the native/onscreen keyboard. You create such shortcuts by following these steps:

Settings > General > Keyboard > Shortcuts > +

If you want a list of my personal keyboard shortcuts, just go to The Million Dollar iPad Blog and subscribe. You will be sent a download link for a FREE PDF of the very shortcuts I use everyday. Go to >>> http://milliondollaripad.wordpress.com.

Now, on to keyboard replacements, themselves. I’ve become enamored with one in particular. It’s called My Phrases Keyboard and can be found at http://myphraseskb.com. With My Phrases Keyboard, you create phrases that you use all the time when you type. As opposed to the normal keyboard shortcut routine I described above (where, once you’ve created the phrasing, you must type a series of letters/characters to trigger the expanded content),  with My Phrases Keyboard, you simply tap a visual depiction of the desired words/sentences/phrase and that content is automatically placed into your document.

I still prefer Text Expander Touch for longer document creation. However, when it comes to email and text messages you, too, will fall in love with My Phrases Keyboard. You have all the custom, pre-defined phrases right there for quick use. And you can place the phrases in the order that you want for even easier accessibility. And for those of you who like to use emoji characters, this app allows you to configure shortcuts for them, as well.

So, what does this all mean for you?

Imagine being able to send a text message or email contact with fewer keystrokes. Imagine never having to type your email address out again. How about imagining not having to remember all the keyboard shortcuts in the first place because with this app they’re visually depicted for you — there’s nothing to memorize (that right there should be enough to convince you).

The way I use My Phrases Keyboard for maximum results, by the way, is planning ahead of time when I might want to use it. Then I enable the keyboard replacement ahead of time. That’s an important distinction for you to recognize — not only for this particular trick — but for other iOS secrets I share with you. You can save yourself countless hours in the long run by simply recognizing how you work and what you do over and over again and then planning around those habits and needs.

So, here’s the workflow —

  1. Install My Phrases Keyboard. It’s free! (A little side note for the security conscious among you — while this is a third-party keyboard, the publisher maintains that the phrases entered into the app are never transmitted off your device. Of course, what you do with that data is up to you.)
  2. Enable the My Phrases Keyboard. To enable any third-party keyboard on your iDevice, do this: Settings > General > Keyboard > Keyboards > Add New Keyboard . . .
  3. Give My Phrases Keyboard Full Access. Do this: Settings > General > Keyboard > Keyboards > Tap on My Phrases Keyboard > Allow Full Access
  4. Switch To and Use My Phrases Keyboard. Once you’ve installed and enabled your new keyboard, it’s there to use whenever you wish. In any app that allows use of the keyboard (e.g., Messages or email), bring up the keyboard and then tap the Globe Icon in the bottom left corner of the keyboard. This will allow you to cycle through the keyboards you’ve installed. In some third party keyboards, by the way, you can tap and hold the Globe Icon to access a pop-up list of available keyboards. Tap on the name of the keyboard you want to use.
  5. Plan ahead. When I know that I’m going to be out and about and might need to send quick messages, I don’t want to take the time to switch or cycle through keyboards. So, if I’m going to be traveling somewhere, in a meeting, working out, etc., I will enable the My Phrases Keyboard ahead of time in both my Messages and Email apps. In that way, I just open up the app, the My Phrases Keyboard instantly pops up, and away I go.

One final heads-up — third party keyboards don’t work if you’re using a Bluetooth, external keyboard with your iPad or iPhone.

Let’s take this conversation further . . . I’d love to know your thoughts on what I’ve written.

If you enjoyed this, I’d be grateful if you share this with others. That’s right, go ahead and help spread this information by emailing it to a friend, or sharing it on Twitter, Facebook, or Google+. And, if you’re interested in finding out how I can make a presentation to your law firm or association, please contact me at 909-483-1850 or email me at
sgrossberg@cgclaw.com.© 2015 by Scott Grossberg. All Rights Reserved.

[The iPad Lawyer] Overwhelmed With the Information on Your iDevice? Breathe Easier With Notification Center

Overwhelmed With the Information on Your iDevice? Breathe Easier With Notification Center

by

Scott J. Grossberg, Esq.

Your iPad and iPhone are incredible computers. More than that, they are your personal information collectors. They are content banks, message libraries, and data archives. It’s easily alarming, however, when you need to find something quickly and efficiently and confidently. Let me offer you a little reason and organization. And it all begins with getting to know Notification Center on your iDevices. In fact, I’m constantly asked how I’m using the Notification Center on both my iPhone and iPad. Here are some very practical tips and tricks and workflow suggestions for you to use.

If you don’t know already, Notification Center is built into your iDevices and your OS X operating system (your desktop and laptop).  As the name implies, Notification Center provides you with notifications and status updates for a wide variety of items and apps. For example, on your iPhone, Notification Center will provide you with weather and stock information. And you can even have the notifications appear through popups, banners, beeps, and buzzes. But wait . . . there’s more . . . you can enter your Notification Screen directly from your iDevices lock screen so that you have what you need in a flash.

So, how do you get things to display on your Notification Center in the first place? Well, in its default state, Notification Center gives you a Today view. Want to see it in action? Just take your iDevice, place your finger at the top of the screen, and slide your finger down. The Notification Screen will appear. Here are the items on my screen in the order that they appear:

Today Summary
Weather
Traffic Conditions
Next Appointment
Calendar
Stocks
Reminders
Tomorrow Summary

When you scroll down to the very bottom of the Notification Screen you will see an EDIT button. Just tap that button and you are given a menu of items that can be included and not included on your Notification Screen. It’s really as simple as just choosing which items you want to see. When you are finished with your selections, tap the DONE button at the top right of your screen.

Of course, from that same edit screen, you can then choose the order in which items will appear on your Notification Screen.

So, here’s the really powerful part of using your Notification Screen. It’s accessible from your iPhone’s and iPad’s lock screens! What that means for you is that you simply turn your iDevice on and from the initial screen you just wipe down from the top to reveal all the important information you need to see in an instant.

Now, while you are on the Today screen summary, slide your finger to the left. Voila! You now have an additional Notification screen that displays recent app notifications. For example, on my Notification Screen I can see recent voicemails, email, calendar entries, and even my WorldMate travel announcements.

By the way, I can hear it already. Some of you are saying, “Are you out of your mind? I don’t want my information available from the lock screen!” Relax. You can disable the default visibility of Notification Center on your lock screen by doing the following:

Settings > Touch ID & Passcode > Enter Your Passcode > Allow Access When Locked > Turn off the options

Although I keep my Notification Screen accessible from my lock screen, I don’t want my iDevices beeping and buzzing and vibrating and displaying banners and popup notifications all the time. The awesomeness of Notification Center is that it’s fully customizable and I can decide which apps I want to send me notifications, if at all, and in what format. When you are ready to disable the banners and popups just do the following:

Settings > Notifications > Scroll down to the app whose notifications you want to disable and tap on that app > Tap on Allow Notifications to disable

You will also notice that, from this last screen on each app, you can set how many recent items for that app will appear in your Notification Center, disable any sounds, and specifically choose app-by-app whether it will appear on the Lock Screen.

Most of the customization for the Notification Screen is very easy and self-explanatory. However, if you’re like me, you like to track some specific stock information. And that’s not so easy to program if you don’t have the information. So . . . here you go (who said nothing in life is free?) . . .

The items that appear in your Notification Screen are called widgets. One of the first things I needed to do was modify the stock/ticker widget to show stocks I actually invest in rather than the default that is provided for you. To add your own stocks to the Notification Screen do the following:

Go to the Stocks app on your iDevice > Tap on the Stocks app > Tap on the List icon in the lower right of your screen (it looks like a small bulleted list) > Tap the + symbol (in the top left of your new screen) > enter the ticker symbol of the stock you want to watch

You can also delete stocks from the Notification Screen in the same way. Naturally, you can also reorder the way the various stock information is displayed.

Tap DONE when you are finished.

I should end this with the understanding that the Notification Screen on your iPhone is actually more powerful than the one on your iPad. Well, not really more powerful. It’s just that the iPhone Notification Center has more options. For example, I can get the stock tickers on my iPhone but not on my iPad notifications.

I’ve only scratched the surface of what Notification Center can do for you and how amazing it really is. Until we dig deeper, take the initiative and start to play with this impressive iOS offering and you will see that you, too, can save time and make even more money with your iPhone and iPad.

If you enjoyed this, I’d be grateful if you share this with others. That’s right, go ahead and help spread this information by emailing it to a friend, or sharing it on Twitter, Facebook, or Google+. And, if you’re interested in finding out how I can make a presentation to your law firm or association, please contact me at 909-483-1850 or email me at sgrossberg@cgclaw.com.© 2014 by Scott Grossberg. All Rights Reserved.

The iPad Lawyer — Can You Really Be Secure? Encryption For The Rest of Us

The iPad Lawyer — Can You Really Be Secure? Encryption For The Rest of Us

By

Scott J. Grossberg, Esq.

We can end government censorship in a decade. The solution to government surveillance is to encrypt everything.”
— Eric Schmidt, Executive Chairman, Google

Encryption isn’t just a technical feature. It’s a marketing pitch. But it will have very serious consequences for law enforcement and national security agencies at every level.”
— James Comey, Director, Federal Bureau of Investigation

To encrypt? Or not to encrypt? That is today’s question.

We are constantly reading about people hacking into major companies and compromising your passwords, user names, and other personal information. Even photographs are no longer safe (remember the Fappening?). And there is a steady stream of reporting on the latest security flaw in our favorite operating systems, programs, and even apps.

Then, there’s the State Bar of California’s Formal Opinion 2010-179 wherein we were all warned that “data transmitted wirelessly can be intercepted and read with increasing ease.” Lawyers were reminded that they have a duty of competence that includes taking suitable steps to ensure confidentiality. That’s good advice for anyone in business. You can read the full opinion here: http://ethics.calbar.ca.gov/LinkClick.aspx?fileticket=wmqECiHp7h4%3D&tabid=837

What’s a tech-savvy, on-the-go, cutting edge businessperson to do? Most of you don’t want to think about, let alone touch the concept of encrypting data with a 10-foot pole. But do think about this — how many of you are now receiving what should be confidential communications through iMessage, private messages, social media, etc.?

The good news is that caring for the confidentiality of your data and communications has come a long way. It’s neither complicated, perplexing, nor over-priced any longer.

Here are some simple (digging deeper than this would have resulted in an entire book by itself) security secrets for getting the most out of data protection on your iDevices without making your head explode:

  1. Enable data protection on your device. The simplest thing to do that most of you aren’t doing (shame on you). Go to Settings > General > Passcode. Then follow the prompts to create your passcode. I recommend you set your passcode to trigger immediately. And I further recommend that you ignore the simple passcode configuration (4 digits) and use a longer, alphanumeric passcode (yes, I know it’s more time-consuming, but how hard is it to figure out the year you were born or some other supposedly tricky 4-digit number? I’ve even seen people just use 1234 — seriously?!?!?)
  2. Understand the crypto-keys already built into your iDevice. Part of being confident in being technology competent and meeting your ethical obligations is just knowing what you already have and use.  Apple has recently announced that it’s using stronger encryption in iOS 8 (that means you should have updated your iDevice’s operating system): “On devices running iOS 8, your personal data such as photos, messages (including attachments), email, contacts, call history, iTunes content, notes, and reminders is placed under the protection of your passcode. Unlike our competitors, Apple cannot bypass your passcode and therefore cannot access this data. So it’s not technically feasible for us to respond to government warrants for the extraction of this data from devices in their possession running iOS 8.”
  3. Understand that there are still security bugs out there. Plan for them. This means to start using encryption on some of your email transmittals. For those of you using Chrome and Gmail, there is a Chrome extension that encrypts all data leaving your browser. For those of you who still check email through a browser, start using https instead of http when entering the addresses for your online connections.  For those of you with your own IT people, talk to them about using a VPN (a Virtual Private Network). Further, for those of you who use Exchange, those servers are likely already encrypting your data.
  4. Use secure passwords when you sign in. And stop using the same password for everything. Once a password is compromised, how hard do you think it will be for someone to try it out everywhere? I use 1Password Pro (https://agilebits.com/onepassword) as my password management tool. I have it on my iPhone, iPad, iPad Mini, MacBook, and iMac. Everything is synced through Dropbox (https://www.dropbox.com/).  (I’ll talk about two-factor authentication in a moment). When selecting a password manager, also find out if it web-based (1Password is not).
  5. Turn on two-factor authentication and use built-in encryption for web-based providers. From Google to Dropbox to Apple ID, providers now offer you the option of turning on two-step/factor verification/authentication. DO IT NOW! You should be able to go to a provider’s website and, through that webpage, find the options for turning this option on (most do not have it ON by default). And don’t forget that some providers — like Evernote (https://evernote.com/)— offer you the ability to encrypt text from within a note (just highlight the text, right-click on that highlighted material, and then select “Encrypt Selected Text.”)
  6. Have a plan of attack if your iDevice is lost or stolen. The last thing you want to do is panic. I’ve talked before about using the Find My iPhone App (https://itunes.apple.com/us/app/find-my-iphone/id376101648?mt=8). You should all have it for your iDevices. Not only will this app allow you to find your missing iPad or iPhone, Lost Mode lets you remotely lock your iDevice and even send a custom message and phone number to the missing iDevice’s screen. Of course, you can remotely wipe your entire iDevice if that seem appropriate.
  7. Start treating your iDevice like the treasure it is. Stop sitting on it. Stop tossing it. Stop setting it down anywhere and everywhere. Keep it away from water. Shall I go on? This is a highly sophisticated computer. And it’s an investment in you and your business. You might want to start treating your iDevice better.

Complete and yet easy data protection is not quite here, yet. By following some simple and secure workflow habits, you can still have peace of mind from the most casual of data attacks. It all really starts with changing the way you think about security. (Hint: The ostrich approach no longer works.)

Let’s take this conversation further . . . I’d love to know your thoughts on what I’ve written.

The iPad Lawyer | Just the Fax, Ma’am

The iPad Lawyer | Just the Fax, Ma’am
By
Scott J. Grossberg, Esq.

Recently, during my live events, I have been asked about sending and receiving facsimiles from your iPad and iPhone. Personally, I don’t know why you wouldn’t train others to send you emails and attachments instead. But . . . for those of you who are still wedded to your facsimile workflow, you will find what I’m about to tip to you to be a godsend.

So . . .

Yes, you can receive facsimile transmissions on your iOS device.

Yes, you can send facsimile transmissions on your iOS device.

Yes, there are even a few free services.

That being said, there are many of the facsimile apps that just don’t seem to work or have poor reviews.

Here’s the roundup of what you will want to consider:

Fax Burner
http://www.faxburner.com/
https://itunes.apple.com/us/app/fax-burner/id392640124?mt=8

You will need an account. You provide them with your email address. In return, they send you a temporary facsimile number that remains valid for 24 hours. You can send and receive your facsimiles with this number. You are sent any incoming transmissions to your email address with an attachment. With the free version. you are limited to 25 pages per month and 5 pages in any one transmission. Incoming facsimiles are stored as PDFs.

When you’re ready to upgrade and get a permanent toll-free phone number for incoming and outgoing facsimile transmissions, you can pay $9.97 or $19.97 per month depending on the options you want.

Fax Burner also integrates with Dropbox and box.com.

iFax
http://www.ifaxapp.com/
https://itunes.apple.com/us/app/ifax-send-receive-faxes/id331514859?mt=8

iFax is free to download as an app. But it is not free to use. Here’s the current pricing structure:

Up to 5 pages – $.99
Up to 10 pages – $1.99
Up to 15 pages – $2.99
Up to 20 pages – $3.99
Up to 25 pages – $4.99

There are also pricing plans for unlimited facsimile transmissions for 1, 3, 6, and 12-month periods.

Breezy
http://www.breezy.com/
https://itunes.apple.com/us/app/breezy-easy-print-fax-for/id438846342?mt=8

Another one of those free app but pay-as-you-go structures. In-app credits range from $1.99 for a 10-pack up to $19.99 for a 100-pack.

Fax Print & Share
http://www.ndilitechnologies.com/index.php/products/18-fax-print-nshare
https://itunes.apple.com/us/app/fax-print-share-pro/id351547502?mt=8

Strangely, this app costs $1.99 for the Lite version and $8.99 for the Pro version just to download. Then there are in-app purchases for transmissions.

MaxEmail Fax
http://www.maxemail.com/max/iphone.html
https://itunes.apple.com/us/app/maxemail-fax/id514392342?mt=8

You can sign up for a 30-day free trial. After that, there are Lite, Plus, and Corporate plans that will cost you a $10 activation fee and then from $24 per year up to $9.95 per month (a corporate account is more). Here is the pricing plan comparison page:

http://www.maxemail.com/max/comp.html

MyFax
http://www.myfax.com
https://itunes.apple.com/us/app/myfax/id380939947?mt=8

You can sign up for a 30-day free trial. Then you pay $10 per month that allows you to send up to 100 pages and receive up to 200 pages per month. While the pricing is certainly enticing, the current app reviews are less than favorable at the moment.

RECOMMENDATION: From my research, I would go with Fax Burner or iFax at the moment.

But . . .

With the increased stability, reliability, and effectiveness of cloud storage providers and email (including Microsoft Office 365’s new 1 TB storage capacity for OneDrive), I urge you to move away from facsimile transmittals to the extent possible.

Additionally, you can use your iOS device as a scanner to create PDFs that can then be sent by email. Two of my recommendations for this type of workflow are:

Scanner Pro by Readdle
http://readdle.com/
https://itunes.apple.com/us/app/scanner-pro-by-readdle/id333710667?mt=8

Prizmo
http://www.creaceed.com/iprizmo/about
https://itunes.apple.com/us/app/prizmo-scanning-ocr-speech/id366791896?mt=8

Whether you use one of the iOS facsimile apps or put my suggested workflow into play, now is the perfect time to move to a paperless office. You will find that documents are easier to store and access.

If you enjoyed this, I’d be grateful if you share this with others. That’s right, go ahead and help spread this information by emailing it to a friend, or sharing it on Twitter, Facebook, or Google+. And, if you’re interested in finding out how I can make a presentation to your law firm or association, please contact me at 909-483-1850 or email me at sgrossberg@cgclaw.com.© 2014 by Scott Grossberg. All Rights Reserved.