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      Case File Collaboration Strategies

      Ways to securely share, transfer, and collaborate on Case Files across different users and devices.

      While multiple users can’t work on the same Case File at the same time, there are several ways to share and collaborate effectively with co-counsel, associates, paralegals, or legal assistants.

      Library System

      This approach works like checking out a book from a library.

      When one user finishes working on a Case File, they transfer it to a shared location or USB drive so another user can continue working.

      • To preserve all data, always move the entire Case File folder. Annotations, structure, and document organization are all maintained.

      • If storing in the cloud, compress (zip) the Case File before uploading it to Dropbox or another cloud provider.

      • To track versions, rename the file each time it’s transferred—include the date and time in the filename.

      For more information about safely storing and transferring Case Files, please review Backing Up and Sharing Case Files in our Help Center.

      iCloud Drive

      If all team members use Apple devices, you can share a Case File through a shared iCloud Drive folder.

      This allows each person with access to open the same Case File from their own device.

      Important: Never open the same Case File on multiple devices at the same time. Doing so may cause data loss or conflicting changes.

      For more information about accessing and sharing files across devices, please review Sharing a Case File Across Devices and Using iCloud Drive for Case Files in our Help Center.

      Dedicated Device

      Some teams dedicate one iPad or Mac to a specific case.

      This method ensures that all updates and annotations stay on a single device while different users take turns working.

      For example, a legal assistant can add exhibits or Key Docs, then pass the device to an attorney to prepare for a deposition or trial.

      When ready, the completed Case File can be backed up and transferred (using the Library System) to multiple devices for the rest of the team.

      Centralized Data

      In this approach, the entire team accesses shared evidence from a third-party cloud provider. Each member, using their own device, would create a Case File and then download the documents or transcripts they want to organize, review, and annotate. 

      To keep everything organized:

      • Create clearly labeled folders using a YYYY-MM-DD prefix so new materials appear in chronological order.

      • Add new evidence or discovery to dated folders so team members can easily identify what’s been updated.

      • Have each user download the latest folders before starting work to ensure everyone is using the most current files.

      This method allows each team member to contribute independently while staying aligned on the case.

      Collaboration in TranscriptPad

      TranscriptPad includes a Share Annotated Transcript feature for sharing work between users.

      You can export a transcript complete with highlights, Issue Codes, Flags, Notes, and even synced video—and share it with another TranscriptPad user.

      This makes it easy for:

      • Associates or paralegals to do a first review and pass the transcript to attorneys.

      • Experts or co-counsel to exchange designations and comments across offices.

      • Teams to collaborate efficiently on large matters such as MDL or class action cases.

      You can even share transcripts with opposing counsel to exchange designations and generate a color-coded PDF report for the Court.

      For more information about sharing and collaborating on transcripts, please review Share Annotated Transcripts in TranscriptPad in our Help Center.