We have developed several editing workflows using the Word app over the years. Our newest one is the easiest one which we have seen anywhere. This is in part because our LINK app securely integrates your Document Management System and Email with the Word app. Therefore, you can choose to edit a file from DMS or an email attachment and it will open directly in Word.
Take a look at our 2 minute, 44 second video to see this workflow.
Here’s what you don’t have to do in our workflow:
No need to copy the file in the Word app. LINK encrypts the file and moves it to Word.
No need to save the file as .docx in the Word file. LINK converts .doc to .docx for you.
No need to delete the file from the Word app after editing. LINK deletes it.
This video shows how straightforward it is to edit from LINK with the Word app.
LINK is integrated with iManage Work® 10, on-prem and in the Cloud; NetDocuments DMS; OneDrive; Network File Shares; and OpenText eDocs is in development. LINK is also integrated with Microsoft Exchange, therefore, you have your Outlook Email, Contacts, Calendar, Tasks, and Notes within the LINK App.
If your attorneys are looking for a simple way to edit files in DMS or in Outlook email with the Word app, email me. We are happy to show you a demo of this workflow.
Attorneys have always loved the annotation in LINK because anytime you open a file in LINK, annotation is immediately on the same screen. Whether the file is in DMS or another file share, or whether it’s an attachment to email, it just takes a tap to bring up the annotation menu. Annotate, then tap to email or upload to DMS or a file share.
You can even save your signature and initials in LINK so that you can sign a file with a couple of taps on the annotation menu.
In our new release you’ll see:
Improved location of the annotation menu
New features, including page display settings and grid view
Enhanced layout of the annotation tools, for clearer discoverability
A lighter interface.
We’ve gotten wonderful feedback on these improvements. Thank you!
You can get a quick look at the new UI in this 17 second video:
To see LINK’s annotation in a full workflow, watch this video.
You will see how to use LINK’s split screen, then how to annotate a PDF, and email it.
If it looks simple, that’s because it really is. If you would like to see a demo via Zoom, write to me at: contact at mobilehelix dot com.
This is a fun week for us! With this new release LINK gives you the ability to multi-task on a tablet. We have also refreshed the LINK UI with a lighter look. The feedback has been fantastic. We appreciate the enthusiasm!
The key feature which enables multi-tasking is Split Screen Mode:
Multiple live tabs in each screen
Tabs are files and apps like DMS, Email, Intranet
Drag and drop a file or app
Annotate or compare files in either screen
Keep email open while you work
Here is a 14 second preview of LINK’s new Multi-tasking capabilities.
Let us know if you would like to see a demo of LINK.
Is remote work merely a short-term necessity or will it have legs when it is again safe to work in the law firm office? As we head into one full year of remote work, I set out to see if there were data which would substantiate the direction of remote work.
What I learned paints a compelling rationale for remote work continuing. For some people, it might be for only one or two days a week. But the preference for a hybrid work model is clear.
There are two supporting dynamics:
The economics of remote work were positive in 2020. Law firms will likely make changes, for instance in leases, to capitalize on this going forward.
Attorneys made a positive adjustment to working from home and would like to retain some of that flexibility in the future.
A key law firm financial metric is Profitability per Equity Partner. The results show that for Big Law and mid-sized law firms profitability grew significantly in the 12 months leading up to November of 2020. In part this was due to law firm rate increases established in December 2019 and to the Paycheck Protection Program (PPP), both on the income side.
However, on the expense side, it is also due to law firms cutting overhead expenses in all but two categories, technology and Knowledge Management.
Both of the above charts are from a terrific resource, “2021 Report on the State of the Legal Market” by Thomson Reuters and Georgetown Law Center on Ethics and the Legal Profession. This report is chock full of data. I highly recommend reading it if you work in a law firm. And, as good attorneys say, “read the footnotes” for gems. You may also listen to the podcast, “Was the Pandemic a Tipping Point for Law Firms?” which is based on the report. Bob Ambrogi interviewed Jim Jones, Senior Fellow at Georgetown and Director of its Program on Trends in Law Practice. Mr. Jones is a contributor to the report. He adds interesting color to the report findings in this interview.
A funny thing happened while attorneys toiled from home. They appreciated the benefits. The greatest benefit to attorneys and staff is the time gained by not commuting. For time-keepers the extra hours per week can add up to several days per year of additional billable hours plus additional leisure time to boot.
Now 85% of attorneys want to work from home at least one day per week.
Last week in my post on Okta’s 2021 Businesses at Work report, I mentioned the F5 Labs 2020 Phishing and Fraud Report. It is cited in the Businesses at Work report for its warning on Office 365. In brief, that warning is that Office 365 is a rich target because if an attacker breaches Office 365, they have access to email and much more, including potentially to SharePoint and OneDrive. F5 Labs warns to use Multi-Factor Authentication (MFA) with Office 365.
The F5 Labs Phishing and Fraud report is full of useful information. It’s a tutorial on phishing, a source of exploit data, and a guide as to how to protect from phishing.
In this post, I share 3 of the many images in the report to tempt you to looking at the full report.
We’ve known for years that phishing is the number one cause of data breaches. F5 Labs estimated, as shown above, that the number of phishing incidents in 2020 was projected to increase by 15% compared with 2019.
As anyone who has an email inbox knows, phishing perpetrators are nothing if not topical. In addition, they prey on fear. These cyber-criminals were quick to capitalize on COVID-19. Starting in March 0f 2020, fear and false information about COVID-19 became a hot subject for phishing, as this list conveys.
The report explains financial fraud, deception techniques such as custom URLs, and the trajectory of phishing in the report. It concludes with pragmatic sections on “Protecting the Business” and “Protecting Users.”
F5 Labs also explains financial fraud, deception techniques such as custom URLs, and the trajectory of phishing in the report. Phishing is a challenging problem. It is social engineering. The attackers’ schemes mutate. We humans are the weak link. F5 Labs has useful research here, free tor the reading.
Each year I look forward to Okta’s Businesses at Work report. Okta anonymizes data from its more than 9,400 customer entities. These are customers which use the Okta Identity Network (OIN) with its over 6,500 integrations with cloud, mobile, and web apps, and with IT infrastructure providers. The report is free, not even a registration is needed. To my knowledge no other public report provides this level of data on cloud application usage.
For data lovers it’s a treasure trove of facts about cloud usage. There are over 28 charts and tables. Download it here. I’ll share a few of my favorite insights from the report.
Most Popular Apps by Number of Customers
Microsoft 365 wins. I attended a legal technology conference in 2014. In a session on SharePoint, hosted by Microsoft, the roadmap showed that Outlook, Exchange, and, yes, SharePoint were all moving to the cloud in the form of Office 365. People exited the room in fury. At that time, most law firms were adamant – No Cloud. While there will always be law firms, especially “Big Law,” which will keep Outlook, SharePoint, and the Office Suite on-premises, the adoption of Office 365 or Microsoft 365 in the legal sector has been swift over the past two years. The Okta data reflects this.
This chart shows that the gap in usage between Microsoft 365 and all other applications, including AWS and Salesforce, has only widened in the past 5 years.
Most Popular Video Conferencing Apps
This graph highlights the steep curve in Zoom usage which we all lived through in 2020. At Mobile Helix, we started using Zoom heavily in 2017. We even perform our LINK system deployments remotely over Zoom in about two hours. When the pandemic hit, we were easily able to deploy LINK with IT staff who were themselves working from home. Customers favor our over-Zoom deployment over an on-site visit as it ends up taking less of their time.
Customers Authenticating With Each Factor
Phishing has been up 220% during the pandemic per F5’s2020 Phishing and Fraud Report (an excellent report on phishing). The Okta report quotes, “F5 warns that the login page of our most popular app, Microsoft 365 (M365), is one of the most popular targets for generic phishing because attackers know that stealing Office 365 credentials can grant them access not only to email but also corporate documents, finance, HR, and many other critical business functions.”
Strong Multi-Factor Authentication (MFA) should be used with M365. The chart above shows that of Okta customers authenticating with a factor in addition to, or instead of a password, 82% use Okta Verify. The good news here is that weaker factors such as SMS and security questions are on the decline.
One of the positive conclusions from Okta’s 2021 Businesses at Work report has to be that as difficult as 2020 was, with 38M people applying for unemployment, if it had happened even 10 years earlier, how many people would have been unable to work from home? The growth of web-based applications, cloud-based services, and mobile apps resulted in most office jobs successfully transitioning to work-from-home in two or three weeks.
No. I’m not referring to the now infamous GoDaddy employee $650 holiday bonus email. Employees who responded to the email with the requested information were later informed that they had failed the company phishing test. If you have not yet read that dispiriting story, it’s here.
I am referring to this charming email which I received this morning.
It is from: “Mobilehelix passwordexpiration.”
Presumably, that would be warning enough for your employees to hit the “Delete” button posthaste.
If not that, then maybe those over-sized blue bands which overlap the line below would be a tip-off.
(I have obscured the recipient’s email address.)
This is a very good opportunity for me to show you a security feature in our LINK App. When you open an email in LINK you will always see the alias and below it the sender’s email address. You don’t have to tap or do anything else to display the email address. It’s there.
In this case the alias is the aforementioned, “Mobilehelix passwordexpiration.”
And the email address is, “email@example.com.”
If your employee were uncertain as to whether to hit that “Delete” button, I think that seeing that the email is from “firstname.lastname@example.org” would be the icing on the cake. This email is definitely not from the company IT department. Delete.
We are serious about security at Mobile Helix. Much of what we build into the LINK system, such as certificate-based device registration in the new user registration process, is behind the scenes. It’s invisible to your employee and works in the background.
But this security feature is a designed to help your employees to be watchdogs for senders with devious intentions. 90% of organizations experienced targeted phishing attacks in 2019. Humans are the weakest link. This is one simple tool to help all of us to be vigilant.
Originally published in LinkedIn on December 28, 2020
We are updating the LINK App User Interface, starting with the Home, My Files, Settings, and Login screens. We are redesigning to give you a more polished and consistent appearance throughout LINK as well as to provide improved ease of use.
LINK’s new User Interface is lighter and in keeping with contemporary iOS and Android apps. LINK is now using the OS “system colors” so that features like Dark Mode will be supported in LINK.
Now users may choose their preferred home screen layout, per device. In Settings, select the familiar Grid mode with rows, or the new List mode. List mode is especially useful on a phone so that you can scroll through your apps.
In the LINK Controller the LINK Administrator may setview mode defaults
Always use Grid Mode
Always use List Mode
Grid Mode on Tablets; List Mode on Phones
Users can always override the defaults by using the Settings tab on the Home screen.
Go to the Home screen Settings tab to:
Select Grid or List Mode
Select a default app in LINK. For example, to have LINK open directly to DMS or Email.
We are excited to roll out to you these new enhancements in LINK.
Here is another fantastic feature request from a LINK user.
Sometimes you need a list of every file in a folder or even in a Workspace in iManage Work or NetDocuments DMS. Search may not help as you don’t know exactly what you are looking for. Now in LINK you can create the list, annotate it, then Air Print, email, import to iManage or NetDocuments, or save in LINK to My Files.
To create the list, tap the ellipsis icon to the right of any folder or Workspace. Tap “List All Files.”
The list is displayed.
To annotate, tap the Paper & Pencil icon and mark away.
After annotating, you can use the icons in the lower right to Air Print, email, import to iManage, or save in LINK to My Files. Or, tap the X in the upper left to get a succinct menu with options to import, email, or save to My Files.
LINK now has a new rich text editor. We think that you will like the look of the new User Interface. In addition, the new editor provides a much more comprehensive set of editing tools.
The new editor has four major formatting tabs:
Font Formats, shown above
Page Formats, show above
Insert “+”, for inserting hyperlinks, tables, special characters
Also, now when Send-and-File is on, the Envelope icon is green. Tap the Envelope icon to toggle Send-and-File on and off per email.
This new editor component is used to: • Compose emails • Compose calendar event bodies • Compose Outlook notes • Compose Outlook task bodies • Create HTML notes that are saved directly in a mobilized file system (e.g., DMS or SMB shares) • Create signatures in email settings
One of the things that I like about our new editor is that its behavior feels a lot like Word. Since we have muscle memory for Word, it’s a natural feel.