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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.

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 using their iCloud account.

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

Important: Never open the same Case File on multiple devices at the same time. Doing so may cause data loss or conflicting changes - iCloud will flag a conflict and they’ll have to choose which version to keep (meaning one person’s changes would be lost). The easiest approach is to take turns: one person works on the file, closes it, lets it sync, and then the other opens it.

For more information about iCloud Drive, please see Apple's iCloud User Guide and iCloud+ plans and pricing.

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.

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.