Case File Collaboration Strategies

With the LIT SUITE, co-counsel, associates, paralegals, and legal assistants can share and collaborate on Case Files as well as individual transcripts, documents, and timelines. 

Sharing LIT SUITE Case Files

You can share a Case File using USB, AirDrop, or email (for files under 20 MB).

For ongoing access across devices or team members, you can store the Case File in cloud storage like iCloud Drive. When using cloud storage, be sure to only open the Case File on one device at a time and allow it to fully sync before accessing it elsewhere to avoid conflicts or data loss.

If you’re using non-iCloud cloud storage (such as Dropbox or Google Drive), you can share a Case File by compressing it first (zip) before uploading and sharing.

Using USB, AirDrop, or email

Share a copy of the Case File using USB, or sending it via AirDrop, or email. There are two approaches for working together:

• using the same Case File through a Library System,
• or maintaining independent Case Files with Centralized Data.

iCloud Drive

If all team members with LIT SUITE licenses have access to iCloud Drive, you can share access to an iCloud Drive folder, and each person can open the same Case File from their own device using their iCloud account. 

Other Cloud Storage Providers

If your team uses Dropbox, Box, Google Drive, OneDrive, or another third-party provider there are two approaches for working together:

• using the same Case File through a Library System,
• or maintaining independent Case Files with Centralized Data.

Case File Collaboration Methods

Library System: Using the Same Case File

This approach works like checking out a book from a library. When one user finishes working on a Case File, they transfer it to another user.

To use this approach effectively:

• Track versions by renaming the file on each transfer. Including the date and time in the name of the Case File makes it easy to identify the most recent version.
• Always move the entire Case File folder. Annotations, structure, and document organization are all preserved when the complete folder is transferred.
  • For in-person handoffs: Transfer the Case File via USB drive or AirDrop.
  • For remote sharing: Compress/Zip the Case File when uploading to any cloud provider preserves the folder structure and prevents files from being separated during upload.

Centralized Data: Using Independent Case Files

In this approach, each team member creates and maintains their own Case File, while everyone accesses shared evidence from a common location in your cloud storage provider. Team members download the documents or transcripts they want to organize, review, and annotate independently.

To use this approach effectively:

• Use a YYYY-MM-DD prefix for folder names 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.
• Download the latest folders before starting work to ensure you're always working from the most current files.

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

App-Specific Collaboration

In addition to sharing a Case File, LIT SUITE includes several built-in ways to collaborate between apps and share your work with others.

Share Annotated Transcript (TranscriptPad)

The Share Annotated Transcript feature lets you export a transcript - complete with highlights, Issue Codes, Flags, Notes, and synced video - as a TranscriptPad Transcript File, share it with another TranscriptPad user, and that user can import directly into TranscriptPad. 

Use Cases: This feature is designed to make trial preparation more collaborative and efficient in a variety of scenarios:

• First Pass Review: A legal assistant or associate can annotate, add Issue Codes issues, and make notes before sharing with lead counsel for a second pass review.
• Expert Collaboration: Share transcripts with expert witnesses so they can review testimony with Issue Codes and annotations already in place.
• Co-Counsel Coordination: Collaborate with co-counsel on MDL and class action matters across offices or jurisdictions.
• Opposing Counsel Exchange: Share only selected annotations, such as “Our Designations,” and receive opposing counsel’s designations in return. Both parties can then add flags and notes for objections, create video clips, or create a color-coded PDF report for the court.

Once imported, your team can run a TranscriptPad Report to view all designations together across the full transcript set.

Import a List of Designations or Annotations (TranscriptPad)

Bulk Add Designations in TranscriptPad by adding, pasting, or importing pasting page and line numbers into the Add Designations tool. Create, then copy and paste a designations list using many of the most common formats (i.e. “12:1 - 15:13” or “pg.12, line 1 to pg. 15, like 13” to indicate a designation starting at page 12 on line 1, and ending on page 15, line 13). 

Use Cases: This feature allows you to quickly import designations to create issue codes and video clips. 

• Import from Opposing Counsel: After you receive a list of designations, import them into and mark them with a separate annotation or Issue Code.
• Merge Multiple Reviews: Colleagues can individually review and then this tool can be used to “merge” two transcripts that were reviewed separately. 

Create an instant timeline in TimelinePad

Team members can contribute to a shared timeline by entering events into the TimelinePad Excel template. Import the excel template to create an instant timeline inTimelinePad. This allows multiple contributors to add timeline entries independently before combining them into a single timeline.

Load TrialPad by Exporting from DocReviewPad

You can export directly from DocReviewPad to TrialPad for a hearing, deposition, mediation, or trial.  Issue Codes applied to documents and pages in DocReviewPad are converted into KeyDoc folders, with the clean or annotated version of each document imported automatically. This creates a Case File with presentation-specific documents and pages.