Using Webview in Chrome

For many years now Elite has restricted Webview to use with the Internet Explorer browser only.  If you try to use Webview in another browser, you get as far as the login screen.  After that, your login information will not be accepted.

This limitation can be particularly annoying since we tend to use Google Chrome as our Internet browser of choice.  It is usually faster than IE and offers more security.  It also works better with some of the advanced options that we use in our Google Apps for Business.

Using IE can be annoying.  However, I found a shortcut into Webview that seems to work well in Chrome.

The Chrome Browser allows you to install add-ons to perform different functions.  One of those is called IE Tab.  This add-on uses your Internet Explorer engine as a virtual page within Google Chrome.  If you don't understand all that, the good new is you don't have to understand.  Just trust me that it works.  Install the add-on from this link:

https://chrome.google.com/webstore/detail/ie-tab/hehijbfgiekmjfkfjpbkbammjbdenadd/related?hl=en-US

Clicking on the "add to chrome" button on this page will download a small executable program.  Run that to install the add-on.

Once installed, you will see an "e" logo on your Chrome toolbar.  When you have a web site open that requires Internet Explorer (e.g. Webview) click on that "e" in the toolbar to run the page in IE mode.  You should be able to open Webview and work as you always have.

I tested it on my computer and everything seems fine.  Different people may have different experiences though.  This is not something the Help Desk is familiar with and may not be able to support if you have trouble.  If it does not work for you, then you may be stuck opening IE the old fashioned way.  I just thought I would pass this along in case some of you found it convenient, and wanted to give it a try.  There are, of course, other sites that may restrict access to Internet Explorer. This trick should work on those sites as well.  You could also use it on a site that simply is not rendering properly in Chrome.

Also, to work properly, you must have Internet Explorer installed on the computer. Using this add-on with a Mac or some other non-Windows device is not going to work.

As always, if you want to enter time and not have the restrictions imposed by Webview, we continue to offer iTimeKeep as a much more flexible time entry method as well.  The iTimeKeep site: http://desktop.itimekeep.com will work with any browser and without any add-ons.  There are also apps available for your iPhone or Android device.  Just log in using your email address and Gmail password.

Bulk Export of Emails

I have been asked several times how we might share a folder in Gmail, or do a bulk export of Gmail messages for some reason.  Today's post finally provides a good solution to these problems.  Thanks to Mary McSorley for finding and testing this new add-on.

A third party has developed a free add-on for Google Drive.  It runs a script that looks for Gmail messages that meet certain criteria.  For example all emails with a certain label (which is what Google calls your folders in Gmail).  You can also create other rules, such as all emails to or from a certain person, emails with a certain subject line, which contain a specific word or phrase, or from a specific date period.

The emails will be saved as PDF documents in a folder on Google Drive that you select.  By default, emails are given a file name based on the subject line.  You can change that if you want.  It will also save any attachments that are attached to the selected emails.

Once you have created the rule, it will run every hour in order to keep your Google Drive up to date. Of course, if you just want it to run one time, you can run the program and then delete it.

This can be a convenient way to share an entire folder full of Gmails with other people in the firm.  Simply create a filter to sync a particular folder in your Gmail with a folder in Drive.  Then, simply share that Drive folder with others who need access to the emails.

This tool can also be useful if you want to do a large dump of email messages from Gmail to another source.  Perhaps you want to save the emails as PDF files for storage in MDIR, or to transmit them to some other party.  Run this add-on, then take the PDF files that have been created and send them wherever you like.

The tool itself is fairly easy to use.  Here is how you use it:

1. Go to the Chrome Store and install the Add-on called "save emails and attachments" (here is the link):
   https://chrome.google.com/webstore/detail/save-emails-and-attachmen/nflmnfjphdbeagnilbihcodcophecebc
2. Once you have installed the add-on, open a spreadsheet in Google Drive (Google Sheets).  Give the spreadsheet a name like "Saved Gmails".
3. In the new spreadsheet, click on "Add-ons" then "Save Emails and Attachments" then "Create New Rule"
4. Select the criteria your script will use to decide which emails to be saved.  You can change the default names of emails and attachments, but I don't recommend it.  You can always rename the saved files later.
5. Select the folder in Google Drive where you want the PDF files to be saved.
6. That's it. The rule will run every hour by default.  If you prefer, you can run the rule once, then delete the rule or the whole spreadsheet.

When the script runs, it adds a line to the spreadsheet of every message that has been exported.  This gives you a list of your converted files.  It also adds a label to the email in your Gmail account called "saved."  This is necessary so that it does not export the same messages over and over each hour.  If, for some reason, you want it to export the same message again, simply remove the "saved" label in Gmail and it will be treated like an unprocessed message the next time the script runs.

Once you have the PDF files in your Google Drive, you can share the entire folder with others who need access to them.  You can also download the files to your local computer or the MDIR to organize as you wish.

I have tested the product, which seems to work well.  The free version is limited to two scripts.  That should be enough for most people.  Let me know if you think you need to create something more complex and need the deluxe version.

In reading the online reviews, some people complained that the program stopped syncing after a few months and needed to be synced manually.  I don't know if that issue has been fixed, but keep this in mind if you are planning to use as a long term sync.  You may want to check that it is still running properly.

This program can be a useful tool for anyone looking for an easy way to export their messages or to share the contents of a Gmail folder with others.

Stopping the Windows 10 Update

Microsoft has been pushing ever harder to get users to upgrade their Windows 7 or Windows 8 computers to the new Windows 10.  Most enterprise level environments have not yet made the move to Windows 10, which released last summer. Such an upgrade requires extensive testing needed to ensure it will work with legacy devices.

The IT Department has been testing Windows 10 since its release and find that it seems to work reasonably well with most of the software and hardware used by the firm.  That said, we have also found little reason to upgrade to 10.  Other than a new look, we have not found any feature of particular use to the firm that Windows 10 provides that Windows 7 does not.

By contrast, Windows 10 loses some functionality for some features,  notably its inability to play DVD videos.  I am also bothered by some of the privacy concerns in Windows 10. Add to that the user confusion of having to learn a new interface, we have not been in any hurry to standardize on 10.  Microsoft will continue to support Windows 7 until 2020.  At some point before then, the firm will begin deploying Windows 10 devices.  There is, however, no plan yet for when exactly such deployment will begin.

Even when we begin deploying Windows 10, it will likely only be on new computers.  Existing Windows 7 computers will likely stay Windows 7 computers for their usable life.  Upgrading can cause problems, such as hardware that is incompatible with Windows 10.  Since there is no practical benefit to the upgrade at this point, there is no reason not to continue using what works.

Many of you are getting annoying requests from Microsoft to upgrade.  I have created a registry edit that should kill these nuisances. You can download and run this registry edit on your Windows 7 computer if you like.

https://drive.google.com/open?id=0B82goF7NYtz1TzdBV0k3ZGZVWTA

In some cases, Microsoft has been more persistent in trying to get you to upgrade.  There is a freeware program called GWX Control Panel, which will help you to kill these reminders.  You can read more about the program at this link.  We have tested and used this program on several computers and find it helpful and safe.  Feel free to use it on either a work or home computer if you are tired of getting pop-ups on upgrading to Windows 10.

New Research Home Page

For some time now, I have been trying to develop a new Research Home Page.  The main point of this new page is to host our internal web site on Google Sites, as opposed to an old Windows server in Philadelphia as we have done for the last 15 years or so.  As a result, you will be able to access the site from anywhere, without having to be connected via VPN.

In order to prevent the site from being available to the public at large, you must be logged into your Google account to access the site.  If you are prompted for a name and password, just enter your firm provided Gmail address and Gmail password for access.

The new site will have a similar look and feel to the old one, with some significant changes.  Google Sites does not support the drop down menus that we used on the old page.  As a result, I have created a document that contains all the research links, broken up by the same categories that we used on the old site.  I have kept the site as simple as possible in order to maximize compatibility with the widest range of browsers and devices possible.

Most of the sub-pages are maintained as Google Documents.  This makes it much easier for us to update and edit these documents, keeping them as up to date as possible.  For most users, these documents are read only.  If you notice any mistakes or have suggestions for changes, just email them to me.

We are now ready to put this site into beta testing, which means I am making it available for everyone to view.  But it is still a work in progress.  Some pages are incomplete and there may still be a number of errors throughout the pages and documents.  Feel free to look around and let me know of any problems you encounter or suggestions you may have for improvement.

There is a link to the site on the old Home Page

You can also access the new Page directly at http://research.margolisedelstein.com

As I said, the new site remains a work in progress.  The old page will remain the default link probably for the next few months until we have worked out all the kinks on the new page.  Eventually we will retire the old page and make the new one the default page for accessing all firm links and resources.

HIPAA, Confidentiality, and Google

I start this post with a warning.  I am going to discuss a few aspects of HIPAA as it relates to our use of Google Apps for Business.  This is not meant to be an authoritative or complete analysis of the HIPAA requirements for protecting medical information.  As lawyers, you are ultimately responsible for taking any necessary steps to keep medical records confidential, as you are obligated to keep pretty much any client information confidential.  I am merely posting some thoughts that might help with your efforts to protect client confidentiality while using the firm's online resources.

Even if you do not deal directly with medical records, you may find parts of this article helpful in ensuring protection of client confidentiality in your storage and transmission of electronic records.

The Health Insurance Portability and Accountability Act of 1996 (HIPAA) was designed, among other things, to create an obligation for heath care professionals and insurance companies to ensure the privacy of client medical records.  A law firm which handles such records is not covered directly by HIPAA, but is considered a "Business Associate" of those covered and therefore must take care to protect the privacy of medical records in our possession.

If you wish to read more about the HIPAA Privacy Rule in general, I recommend this page at HHS as a good place to start.  At its most basic level, the idea is that we take care to make sure that medical records are not disclosed to anyone who should not have them.  HIPAA seems to be maddeningly vague and exactly what level of security or care is really required though.  We often get questions about compliance from some of our clients.  We need to make sure that we comply with whatever the client requires of us.

On question that we sometimes get is whether our email system is compliant.  Gmail has a HIPAA Business Associate Agreement which Google says ensures compliance with HIPAA with the use of Gmail, Google Calendar, Google Drive (including Docs, Sheets, Slides, and Forms), Google Sites, and Google Apps Vault services.  Notably, some Google Apps for  Business services including, Google+, Google Groups, and Google Voice are not covered by this Agreement.  Google also publishes an Implementation Guide which gets into more detail about what can be used and what settings best comply with privacy requirements.

Gmail

Some clients have asked about our ability to send and receive encrypted email communications. Gmail requires encrypted communications between our terminals and the Google servers.  This allows us to create or read an email over an encrypted connection.

However, when an email travels between any two different email systems, they must be unencrypted or else the receiving system will not be able to read the message.  HHS, which is responsible for enforcement of HIPAA, does not prohibit use of unencrypted emails.   (See, e.g., HHS FAQ).  Some clients, however, wish to have fully encrypted end to end communications with the firm.  To set up secured connections, we must have a shared encryption key with the other organization's domain. Gmail includes the ability to set up a shared key.  If a client demands this, I can work with their IT staff to get it set up.  Doing so would encrypt correspondence between our two firms.  However, anything sent to a third party would not be protected by this encryption.

Google Drive

Another important concern for many people is Google Drive (which includes Google Docs).  This can be a great online collaboration tool.  You can upload document to a drive, share it with others, who can then download them to their system.  With a limited document types you can even edit the documents online and work collaboratively.

There is relatively little written about privacy requirements here.  But certainly, when setting your share settings, you would not want to make the document public, which would expose them to anyone on the Internet.  There is an option to share documents to "anyone with a link".  This is essentially public, but hides the documents from search engines.  Someone could not simply run a search and come across your documents.  It would be pretty difficult to find those document without a clickable link leading directly to them.  But since you have not control over who might be forwarded those links, it is not a good idea to share any confidential data at this level.

Google indicates it is acceptable to share confidential files to specific authorized users.  When you set a share for a specific email address, the user will receive an email with a link to the shared document or folder. The email address of the other users need not be a Gmail address, but the user will have to register his or her email address with Google, if not already registered, in order to access the documents.

Typically, you would only give a user read only access unless you are working collaboratively. Otherwise, the user can edit or delete your files.  Even if a file is read only, the user can still download the file and make changes to a copy offline.  They simply cannot edit the online version of your document.

Secure Your Devices

Even if Google remain secure, if you end device, (your laptop, phone, or tablet) is not secured, you are creating a major security hole.  Make sure your devices are protected by a finger print or password if you receive or maintain any confidential information on that device.  Also, firm cell phones are secured with Mobile Device Management.  If your phone is lost or stolen, we have the ability to wipe the contents remotely.  Be sure to tell us if a device is missing.  We need to wipe the data before the carrier cuts off service to the device.  So call us before Verizon.

Auto forward your calls

Our phone system now offers a variety of ways to forward calls.  I have already described in an earlier post how to make and receive office calls from any smart phone, tablet, or PC using Communicator.  But if you do not like Communicator, you can simply forward calls from your office phone to any other phone number.  There are a variety of options:

Call Forwarding Always can be enabled if you are going to be away for a while and want to receive calls on another phone, or have someone else at the firm answer all your calls.

Call Forwarding Busy forwards your calls only when you are on another call.  Enabling this will mean that you will not see who is calling and have an opportunity to put the other person on hold and answer.

Call Forwarding Not Reachable forwards your calls after a certain number of rings.

Call Forwarding Selective is handy as you can have your phone forward calls from certain numbers to another phone, such as your cell or home phone

In addition to forwarding options, you have the ability to received certain notifications. Call Notify will send you an email when a call meets certain criteria.  Typically you would set this for certain important numbers that may require immediate attention.  This is different from receiving emails with a message.  This option allows you to receive an email, even if the caller does not leave a message.

Another handy option is Priority Alert, which can set a different ring for certain callers.

Selective Call Rejection allows you to block certain numbers entirely.  The caller receive a recording that you cannot be reached.  This would be for people that are harassing you and with whom you never want phone contact.

All of these options can be set in the cloud portal, or the help desk can set up any changes for you.

Voice Dictation On Your Laptop

For many years now, I have been a big fan of the dictation capabilities of Android and Apple smartphones and tablets. These devices, and I think Android is slightly better than Apple at this, do an excellent job converting my speech to text. This is in contrast to the dictation software built into Windows or even third party programs such as Dragon NaturallySpeaking. The Windows speech software is just terrible and messes up far too many words. Dragon does a better job but is cumbersome, can slow up the computer, and does not integrate well with many programs.

Now, Google has made dictation available on my laptop when I am using Google Docs. I have tested the dictation features on my laptop using the microphone built into my laptop. In fact, I am using it right now to dictate this blog post. It has made very few mistakes.  I can review my work in real time as I go along.  It works with the same quality I have grown to enjoy on my Android phone and tablet.

One big limitation on using this service is that you must be connected to the Internet in order for it to work properly. keep in mind that you can work on your  smartphone using your 4G connection so that you don't need to be tied to WiFi.  Laptops are WiFi only.

For those of you who like to dictate I strongly encourage you to give it a try. All you need to do is start a new document in Google Docs. Click on the Tools button and select Voice Typing. A microphone will appear on the left side of your screen which you can turn on or off with a click of your mouse.

This can be very helpful for dictation of any document. You may find it preferable to using a voice recorder which then needs to be sent away for transcription. With Google dictation, you get instant results and have your document as soon as you say the words. You can edit as you go along. If something does go wrong. just start using the keyboard to make whatever changes you like then click on the microphone again to continue dictating.  Combine the ease of use with the fact that you are saving the firm transcription costs and this technology can be a win - win.

Because Google Docs is interactive with your computer, phone, or tablet, you can begin a document on any one of those devices and then continue later with whichever device happens to be handy at the moment.

In addition to simple dictation, Google Docs also handles a variety of voice commands that allow you to do some simple formatting and editing without ever touching your keyboard. If you are interested in learning more about the voice commands you may take a look at the options at this link.

Despite its convenience and ease of use, I have not recommended using Google Docs for the creation of many legal documents because the ability to format a page can be difficult.   Certain advanced formatting options are just not available in Google Docs. Drafting legal documents including letters briefs, or anything else that requires more than minimal formatting is probably still best done using Microsoft Word or Word Perfect.

Of course, you may want to dictate the bulk of your document using Google Docs then save your work as a Microsoft Word document, or cut and paste the text you dictated into a Word Perfect document.  From there, you or your secretary can format the document as needed.

For those of you who find typing difficult, or simply think dictation is faster and easier than typing, and simply don't want to wait for transcription services, this may be a great alternative for you.