Solving the Problem of Sending Sensitive Files via Email
June 19, 2009
A common problem for law firms (and for businesses in general) that is getting increasingly more attention these days is how to share files and documents between people – such as between a lawyer and a client, or between members of a team that are not physically in the same office. (Such sharing is often described as collaboration.)
The classic approach to this – and the one most people probably think of first – is to simply email the files to whomever needs them, have them edit the files, and then email them back. This method is relatively easy and popular because most people already know how to use email.
However, increasing privacy and data protection laws, as well as the increased risk of identity fraud (a.k.a. “identity theft”) have made many people re-think the classic approach of emailing files around.
This is because there are lots of downsides to using email to share files:
- Sending a large number of files is cumbersome
- Different email providers all have different limits on the maximum size of attached files
- Email has no “security” built in – because emails are sent “in the clear” they can potentially be intercepted and read, or even modified
- Sharing files with multiple people for collaboration (shared editing) is basically impossible
- Some people are trained to avoid opening attachments because of past experiences with viruses
- Some email programs (notably Microsoft Outlook) just flat-out block certain types of attached files
Part of the problem is that sending files via email is simply not what email was originally meant for. Email was originally “text only” – the ability to “attach” files to email was not originally part of the email specification. In fact, attachments were sort of “grafted” on much later – circa 1996, in fact.
Fortunately, there are better options for sharing files instead of email – and they are just as easy to use. You just need to know about them.
There are several “file sharing” websites and services available these days – precisely because of the need to share files without sending them through email. We’ve picked out two that are a good match for law firms and other small businesses: Box.net and drop.io.
(Full disclosure: we are not affiliated with these companies in any way – we have picked these two based on the merits of the services they provide.)
Both of these websites offer the same basic service: upload your file (or files) to their server (protected with a password if you wish) and then get a link you can give to other people so that they can get the file. Basically, both of these websites are acting like digital “drop boxes.”
Both websites offer a “free” service that is limited in the number of files you can save, and both offer a paid service that gives you a lot of space to store files (useful if you’re sending big files – like videos or audio transcriptions – back & forth). 
Both of these services allow you to organize the files you upload, control what access people have to them (for example, you might want to give someone only the permission to download the file, but not to re-upload it back), and set “expiration dates” for the “drops” that you create. All of these options give you incredible control over how you end up sharing files and documents with your clients and with other firms.
These services are managed via the web, so you can upload files from wherever you are. And because they are both web-based, you don’t have to worry about whether the person with whom you are trying to share files has a PC, a Mac, or whatever. If they can get on to the Internet, they can get the files.
The best parts of these services, though, are that they provide you with a simple, secure, safe, and controlled way to share documents, forms, and other files with your clients or other law firms – without exposing yourself to the potential problems that come with sending things via email. And you can do all this very easily from a web site, without needing to have an IT person come in and set it up for you – which is a real bonus in these tough economic times.
If you send documents back & forth frequently via email – especially confidential or sensitive documents – you really should check out one of these type of services. They may just end up saving you from a lot of trouble later on down the road.
Icon courtesy of the Crystal Icon Set. Box.net and drop.io logos are trademarks of their respective companies.
Where are my documents?
May 21, 2009
One of the questions we sometimes get asked in regards to TurboLaw Document Software is “where are my documents actually saved?”
The short answer to this question is “wherever you want them to be saved,” but that’s not necessarily helpful, especially if you’re not paying attention to where you save your documents and are just accepting the default save location. So we’ll go into it in a little bit more detail here.
First though, a little bit of terminology: It’s important to remember that TurboLaw is not really “document management” software – it doesn’t save your documents in some special “repository” that you can only access through TurboLaw itself. In fact, any documents you create with TurboLaw are just saved on your computer as normal Word or Excel files.
It’s a little bit inaccurate to speak of your documents being “in” TurboLaw – they aren’t really “in” TurboLaw, they’re “in” your computer, and you just happen to be looking at them “through” TurboLaw. You can also look at your documents “through” any other program you wish – such as Windows Explorer or Microsoft Word or Excel.
With that out of the way, we can talk about where your documents are actually saved when you create them with TurboLaw. There are 2 different scenarios to consider, depending on what you are doing.
Creating a Blank/Empty Document
Creating a blank/empty document is the simplest and fastest way to bring up a form in TurboLaw – although of course you pay for that speed with the time it takes you to fill out the rest of the form by hand, since a blank/empty form is, by definition, empty – that is, no case or client information is inserted for you automatically.
Whenever you create a blank/empty form, TurboLaw saves it into a “temporary” folder on your computer. (After all, since there’s no case involved here, TurboLaw has no idea where you might want to save the document, so a temporary folder is the best it can do.)
After you’ve created and opened a blank/empty form, you can choose the Save As menu in Word or Excel to save the file anywhere on your computer that you’d like. If you would like to just print the document and be done with it (and never use it again), you don’t need to save it at all – just fill it out, print it, and close it.
If you don’t save your blank/empty form somewhere else, then when you are done with it, TurboLaw will delete it from the temporary folder. After all, that’s why it’s called a “temporary” folder. But as long as you remember to save your files where you want, you don’t have to worry – just don’t save them in the temporary folder!
As a safety precaution, TurboLaw reminds you that your blank/empty document is saved initially in a temporary folder every time you open a blank/empty form (unless you have specifically checked the box to not be shown the reminders).
Creating a Document for a Case
When you create a document for a case, the documents you create are saved into the folder for that case.
If you don’t tell TurboLaw otherwise, it will automatically create a folder for your case and manage it for you. The folders that TurboLaw creates are still saved on your computer, but they are named with the internal “ID number” of the case, so that TurboLaw can find them quickly.
The default location where TurboLaw creates these automatic folders may vary depending on the version of Windows (or the version of TurboLaw) on your computer, but you can see what it will be by clicking the View menu in TurboLaw and choosing TurboLaw Status, then looking for the Cases Path. This is the “root” folder where TurboLaw will create additional folders for each case you create (unless you tell it otherwise). If you are using TurboLaw on a network, this folder will be on your network as well – otherwise, it will be on your computer’s local hard drive.
If you choose to use the Alternate Case Folder option when creating a case, you can tell TurboLaw to save the documents for that case in any folder you want. Once you have done this, TurboLaw will save any documents for that case in the folder you picked.
If you ever want to see where the documents for a particular case are saved, just click the Open this Folder button to see the folder for that case open up in Windows Explorer.
Once the folder is open in Windows Explorer, you can look at the Windows Explorer address bar to see the exact location of that folder.
In the picture above, you can see that this case is saved in one of TurboLaw’s managed folders – that’s the reason why it ends with that really long number. The files are still on your computer, even though TurboLaw is controlling where they are saved – and you can do anything with those files that you want. After all, it’s your computer, and they are your files!
TurboLaw always strives to keep things as simple as possible, letting you get down to the business of creating the documents you need. However, knowing a little bit about where TurboLaw saves your documents – and the power it gives you to control where those documents are saved – can help you be more “in control” of your document workflow, and help you stay on top of your work.
Keeping Your Clients’ Data Safe
March 4, 2009
We all know that it’s important to protect sensitive information, but with so much information these days stored in our computers (in files, databases, emails, etc.), it can be hard to know how to protect these digital files adequately. In this article, we’re going to talk about easy steps you can take to protect sensitive client information – client’s names, Social Security or Tax ID numbers, etc. – and the documents that may contain such information.
With the increasingly worrisome trend of “identity theft” (which might be more accurately described as “identity fraud”), comes the need to take steps to reduce the risk of personal information being stolen and used fraudulently. Many states (including Massachusetts) have or are beginning to pass laws to address this issue – but ultimately, if you take and store this sort of information, the responsibility for protecting it is on you.
First off, it’s worth knowing what sort of personal information might be saved, and where on your computer it is saved:
- TurboLaw Document Software stores client’s names, addresses, and in some cases, Social Security or Tax ID numbers. This information is stored both in TurboLaw’s database file and in any document or form you create that calls for that information.
- TurboLaw Time and Billing, on the other hand, does not ask for any personal information beyond a client’s name and address.
So, what can you do to protect this information? There are many different ways you can protect information, but here are some of the simplest:
Using Microsoft Window’s own Solution
Microsoft Windows itself has something built-in that can help you. Windows (2000 or later) has a feature called the Encrypting File System. This feature allows you to “encrypt” files on your computer, so that if your computer is (for example) stolen, the person who stole it won’t be able to read the encrypted files.
Below are two articles which describe how to use this feature and some “best practices” for using it:
- How to encrypt a file in Windows XP (the method described is similar in Windows 2000 and Windows Vista)
- Bets practices for the Encrypting File System
- It is worth noting that this method of protecting your files is only as strong as the password you use on your computer – if you don’t use a password, or if you use a simple, short password, then your files will not be very secure. A full discussion of choosing a good password is beyond the scope of this article, but you can read some tips and suggestions in this article: Strong Passwords: How to create and use them.
Knowing this, and knowing that you can click the “View” menu in TurboLaw and choose “TurboLaw Status” to see where TurboLaw is currently saving your database and case documents, you can encrypt that folder (as well as any other folders on your computer where you store documents that might contain sensitive information) and know that your data is protected.
Other Solutions
There might be reasons why you wouldn’t want to use Microsoft Windows’ own solution. Fortunately, other solutions are available (although they are a little bit more technical).
For example, you might use software such as TrueCrypt to encrypt an entire disk on your computer – or create a “virtual” disk which is also encrypted.
Another option is to store your data on a USB flash drive which comes with encryption options (similar to TrueCrypt).
Final Thoughts
If you have an in-house IT department (or an arrangement with an IT provider or firm), we would generally recommend that you speak to them for advice on how to secure sensitive client data on your computers.
However, if you are a small firm or a solo practitioner, the tips provided above will help you be more proactive about protecting the sensitive information that is increasingly stored on your computer.
Timeslips to TurboLaw: How to print a worksheet in TurboLaw Time and Billing
January 29, 2009
Today’s tip is for people who are switching to TurboLaw Time and Billing after having previously used Timeslips.
One of our customers, a former user of Timeslips, called asking if she could print worksheets in TurboLaw Time and Billing. If you’ve been wondering the same thing – here’s your answer!
Our customer explained that the type of “worksheet” she used to print was just a list (a grid, really) of the time/expenses for a particular client or staff member. Since TurboLaw Time and Billing allows you to print just about anything you see on your screen, all you need to do is just bring up a list of the time/expenses for a client or staff member and you can print that out as a”worksheet.”
For a client, you do this by first double-clicking the client’s name from the Clients list. Then, click either the Time/Work button or the Expenses button (circled in red in the picture below), and choose Edit Time/Work or Edit Expenses.
This will open a new window which shows you the time and expenses for this client.
Note the Print button (we’ve circled it in red) in the top-left corner of the window – this means that you can print what you see on the screen!
Just click the Print button to print out the list that you see – this is your worksheet! (You can also choose Print Preview and save the results as a PDF, or add watermarks, headings, and other options – or choose Page Setup to make changes to the page margins.)
If you would rather see the time and expenses for a particular staff member, just switch to the Staff list, select the staff member you’d like to view work for and then click on View Work (circled in red in the picture below).
The same sort of window will open up as shown previously, except now it will list time and expense entries for that staff member, instead of for a client. You can print the list just the same as before.
TurboLaw Time and Billing allows you to print just about anything you see in the program – most windows have a Print button in the upper-left corner, and if you see a print button – you can print what you see!
Although the terminology used in TurboLaw Time and Billing is sometimes different from other billing programs (we try to stick with “plain English”), you’ll find that you can still do most – if not all – of the same things. Of course if you are not sure how to do something, just contact us and we’ll be happy to help you!
Transferring TurboLaw to a new computer
December 17, 2008
Note: This article refers to TurboLaw Document Software, not TurboLaw Time and Billing.
Lots of people get new computers around this time of year, and it’s an unfortunate fact of life that when you get a new computer, you have to re-install all of your programs on that new computer – and TurboLaw is no exception.
Of course, here at TurboLaw we try to make the process of moving to a new computer as easy as possible. So if you’ve got (or are going to get) a new computer (either as a gift or because an old computer died), here’s some tips and information to help make it a little bit easier to get your TurboLaw software up and running again.
Lost your TurboLaw CD? No problem!
Just give us a call at (800) 518-8726 and let us know. We’ll give you a special web link you can use to download the software on your new computer.
Using TurboLaw on a Network?
In most cases, if you have TurboLaw’s data saved on a network, you don’t need to “move” anything from your old computer – since all your data (cases, documents, files, etc.) is saved on your network, not on your computer. Just re-install TurboLaw on your new computer, use the Network Setup Assistant to point it to where your data is on the network, and you’re all set!
Need to transfer your cases and documents to a new computer?
Although copying your cases and documents to a new computer is fairly easy, we’ve gone and made it even easier by providing you with a utility to help “migrate” your TurboLaw cases and files to a new computer.
We call it the “Migration Wizard“.
The TurboLaw Migration Wizard
This handy little program will archive all of your TurboLaw cases, documents, and files into one handy little “migration file” which you can easily copy to your new computer using a disk, send via email, copy over your network, save to a USB memory stick, or any other method you want to use.
Once you’ve got the migration file on your new computer, this same little program will help you “un-pack” all of your TurboLaw cases and files into your new computer. Easy!
You can download the Migration Wizard here and read instructions on how to use it here.
Don’t forget to register!
When you install TurboLaw on a new computer, you will have to register it on that computer. TurboLaw will prompt you to do this the first time you open it, although you have up to 30 days before you must register. Once you’re satisfied that all your cases are moved to your new computer, you can un-install TurboLaw from your old computer (Start > All Programs > TurboLaw > Uninstall TurboLaw or use the Add/Remove Programs control panel applet) and register TurboLaw on your new computer. No “codes” or any other information is required to register on-line (just click the “Register Online” button when prompted). If you can’t register on-line for any reason, just give us a call.
Not sure what to do?
If you’re not sure what to do when it comes to transferring your TurboLaw data to a new computer (or if you even need to do this), just contact us – we’re here for you.
Did You Know: Where your Data is Saved
November 28, 2008
Did you know that TurboLaw Time and Billing saves everything you enter into the program into a single, convenient, easy-to-locate file?
By default, TurboLaw Time and Billing saves everything you enter into a file called “TurboLawBilling Database.mdb,” and it saves this file in your My Documents folder, in a folder called TurboLaw Time and Billing. This one file contains everything you’ve ever entered into the program – staff, clients, time, expenses, payments, and bills.
The TurboLaw Time and Billing Folder.
A sample TurboLaw Time and Billing database file.
When it comes time to make a backup of files on your computer, or if you just want to share your data with another user in your office, this file can be easily backed up or shared with other users just as you would share any other file on your computer.
Although this data file is called a “database,” it’s also a file – which means you can treat it just like other files on your computer. You also don’t need a special database server to share it with other users in your office – just put it wherever you share your other files.
You can open a TurboLaw Time and Billing data file by using the File > Open menu. TurboLaw Time and Billing remembers the last file you opened and will keep opening that same file each time you open the program, unless you choose to open a different file.
You can also save a copy of your TurboLaw Time and Billing data file by using the File > Save As menu. When you do this, TurboLaw Time and Billing creates a copy of your data file, and then opens that new copy.
Being able to treat your TurboLaw Time and Billing database as a file is just another way we’ve worked to keep the program simple and easy-to-use.
Did You Know: The Calculator Drop-Down
November 26, 2008
Did you know that TurboLaw Time and Billing has a built-in calculator in places where you type in a dollar amount?
Although virtually every computer has some sort of calculator program built-in, it might take you a few seconds to bring it up – or even longer if you’re not sure where where it is. Fortunately, TurboLaw Time and Billing has its own calculator built right into the program, and bringing it up is as easy as clicking a button.
The Calculator in TurboLaw Time and Billing
In any place where you’d type a dollar amount (for example, when entering an expense) you can click the drop-down arrow button on the right side of the box to bring up the in-place calculator.
This calculator works just like most desk calculators, so you can use it to add up expenses quickly (perhaps if you are consolidating them) or just to do any other quick calculation you might need.
This is just another example of our attention to detail in TurboLaw Time and Billing. Using the calculator in your computer or on your desk might not take much longer, but those seconds can add up – and if you have trouble finding your calculator, that little bit of frustration you feel can add up too.
“Easy to use” means more than just making a program simple, it also means making it convenient, and we strive to provide that convenience to you in every aspect of our program.
Did You Know: Printing Time, Expense, Payment, and other Items
November 24, 2008
Did you know that you can print out a paper (or PDF) copy of just about everything you see in TurboLaw Time and Billing?
Although TurboLaw Time and Billing saves everything you enter, sometimes you’d also like to have a paper printout. Fortunately, this is very easy to accomplish in TurboLaw Time and Billing. Almost every screen you see has a Print button which you can use to print whatever you are currently viewing. Here are a few of the print buttons from various windows in TurboLaw Time and Billing:
You can print individual items (such as a client’s entry, a time entry, an expense entry, or a payment entry) or you can print out a list of items (such as the list of clients, the list of time & expenses, or the list of bills).
The Print button also gives you all the usual printing options you’d expect – printer setup, page size, etc. – as well as offering you a Print Preview option, which opens the standard TurboLaw Time and Billing Print Preview window.
The Print Preview Window (click for larger image)
From the Print Preview window, you can not only print what you see to your printer, but you can also export what you see to any of the different file formats that TurboLaw Time and Billing supports – such as PDF, plain text, RTF (for Microsoft Word, WordPerfect, OpenOffice, or any other word processing program), or even as an image.
Supported file formats for exporting (click for larger image)
As you can see, TurboLaw Time and Billing can be used to print much more than just bills and statements. As always, we encourage you to use the program however you see fit and in whatever way best suits your firm’s business.
Did You Know: Searching in TurboLaw Time and Billing
November 21, 2008
Did you know that TurboLaw Time and Billing has a built-in search feature that’s easy to use and lets you quickly locate bills, expenses, time entries, payments, and clients?
The search box is located in the upper-right hand corner of the main window, and using the search box couldn’t be easier – just type in something you’d like to find and press the Enter key on your keyboard (or click the search button – the magnifying glass).
TurboLaw Time and Billing’s search is simple and easy to use. Let’s say a client calls you with a question about a bill. You can ask your client for the bill number that’s printed on the bill and then type that into the search box.
Once you press Enter (or click the search button), the search results screen will appear. In the example picture shown below, the very first result is the bill that matches the bill number we sought.
You aren’t limited to searching by number, either. Let’s say you wanted to look up all the items you’d entered that were for transcription – you could just type in “transcription” and press Enter.
The results appear almost instantly. You can also search for a client’s name.
Additionally, if you search from the main window, TurboLaw Time and Billing keeps a history of everything you’ve searched for (until you close the program), so you can recall searches you’ve made earlier if you need to.
With TurboLaw Time and Billing’s simple search, there are no complex search keywords to memorize, or confusing options to select. Just type what you’re looking for and you’ll find it – quickly and easily.
New Feature Highlight: Column Resizing and Sorting
November 19, 2008
One of the changes we made in Version 1.11 of TurboLaw Time and Billing was the way that the bills list was sorted. Previously, the list started with the bill number followed by the client’s name. Perhaps somewhat confusingly, the list was sorted by bill date by default.
Although it seemed natural to us that bills should be sorted by date, it was also natural to want to scan the list visually and find a bill by the client’s name. So, we changed the layout of the list. Now, the client’s name is listed first, and by default the list sorts by client name.
In making this change, however, we discovered that very few people realized that you can change the size of the columns, or even sort by a different column if you wish.
Resizing a column is as easy as grabbing its edge with your mouse and dragging it to the desired size, and sorting a column is as easy as clicking the column heading. You can also double-click the edge of a column heading to force it to adjust automatically to the “best fit” for whatever is in that column.
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