eSignature Living Will Made Easy

E signature living will

[Music] hello everyone how you doing today um as everybody logs into our webinar um we have a full house today all right yeah okay thank you brooke thank you brian oh and there's brian okay um so we have some old friends here on the webinar hi everybody all right so uh before we get started let me introduce myself i'm larry port if you don't know who i am i'm the ceo of rocket matter um i don't define myself as the ceo of rocket matter only um husband father i got two dogs and a cat and a fish i'm an animal lover um i'm an author i write a lot i'm a little league coach although those days are kind of coming to an end because my kid's like 14 now and it's all travel ball and it's greater crazy i'm a fighter of hate um active in the anti-defamation league and i am a seeker of wellness i'm always like uh meditating and exercising when i'm not running rocket man or doing the rest of these things um with with me today is jason hey jason how are you guys doing today i'm good you know they can't respond uh yeah so when i was writing up this slide my wife was like what are you gonna write here and i said i'm gonna do i'm gonna put golfer husband and she was like you're gonna put golfer before husband so i own a great dane he might make a appearance later on poker player home cook and i like to lift weights as well all right so let's get started and the other thing i want to draw attention to is that like um a lot of the ideas that we'll be discussing come um are rooted in a lot of the ideas that i wrote in the lean law firm with attorney dave maxfield from south carolina it's an aba book and so you know seeing your firm as a system and understanding where the efficiency are paperless e-signatures doc secure file sharing all that stuff is uh goes into becoming more efficient and increasing profitability we'll be talking about that i also host two podcasts uh the lean law firm podcast and the 10 minute law firm podcast jason i need to get you on a podcast i haven't had you on a podcast i'd be great i'd love to join one all right we'll have you on both now um oh and we always do this too we have a free giveaway it's this we always we've given away tortilla blankets we gave away garfield socks last time we are going to give away the hog wild holiday elf popper it's this little elephant when you squeeze its body a ball shoots out of its nose to one lucky attendee now but you have to be interactive we're going to choose somebody that's like interactive during the webinar that means somebody that is asking questions some of this involved with the chat you know somebody that's participating so we will give one of these puppies away to one lucky individual and for everybody else if you we we do have a promotion that we're going to be doing with um the imagine share product which is that any rock matter customer that's now or if you sign up by the end of the month um you're going to get 50 free e-signature sends and a month of imagine share um so we let's dive right in and and we're going to do this in two parts we're going to do the e-signature part and we're going to do the secure file sharing later by the way getting some good uh reactions to the elf popper somebody said at least it comes out of the nose somebody says that they have always had their heart set on one of these things so we're gonna do part one e-cigs um now this was interesting to me because i've been using as i'm sure a lot of you have um e-signature in fact i bought a house that was through e-signature and um you know we recently for those of you that don't know like rocketmatter be part became part of a larger organization that imagine time and imagine share is also part of called profit solve and during that transaction that was all digital too so um i'll tell you what it was really interesting going into the actual laws and looking at this thing so all this is governed by something called the uniform electronic transaction um and the electronic signature in global and national commerce act um or e-sign so ueta and e-sign and e-sign is kind of 20 years old at this point it's like uh it was it was it was in 2000. so we're gonna so in terms of the ethics of all this kind of stuff just so you know is that pretty much these things take effect in in every jurisdiction in the united states because there's a federal law that pretty much supersedes everything else called e-sign and so check this out this is actually the law that was passed um the federal law and i have a link to it we're going to be distributing these slides so you can like click on the link and if you really want to read it peruse it but so check this out this is where it is so the section 5 electronic signature the term electronic signature means an electronic sound symbol or process attached to or logically associated with a contract or other record and executed or adopted by a person with the intent to sign the record right so a lot of very carefully worded language there so and a lot of things i mean i always just thought like e-signature like you know there is the signature and that's why it can be a font right because it's the intent to sign it's from somebody and it's um and then like if you're prince you're in good shape because your name is a symbol or i guess was a symbol right the other thing that's kind of interesting what about this like the electronic sound thing so like you know i mean jason you have this product like i don't know if does you talk like this i don't think that's legally binding if you just play that sound it said it no it says that if it's an electronic sound and if it's if it's my intent to sign it with that you know that's that's the situation i mean so i have i was thinking also a good like electronic signature another one might be this one which is the hamster damps which is unavailable and this one so i'm just wondering if can imagine share do this for me um so anyway we don't have that yet uh i can talk to our vp of product and see if we can add that to the roadmap if that's if people need that somebody said they want their signature to be a heavy sigh so all right uh what's so great about e-signatures so first of all during covet they're awesome because it enables uh you know contract signing during covet you don't have to be in person right um it eliminates waste and i mean think about the manual processes that are eliminated by sending things back and forth or or worse yet like faxing things back and forth and it just makes people happy it is just so much easier to sign these things and um you know i actually asked the um you know the uh um uh jason and his team like why do e-signature matters all right so we have like top 10 answers on the board i actually just however i think you guys gave me five so this is what all right and you tell me if you have any comment on this go ahead i was wondering what the steve harvey angle was so uh you kind of talked about it is that we're making things more efficient and the first one is when you do signatures in a normal way you have to make follow-up calls to clients saying hey can you get that back to me did you receive that so we're going to reduce a lot of those follow-up calls maybe you know sometimes the owners of the firms do it or you know but usually it's the admin staff or sometimes it's the attorneys themselves but whoever is doing it it's just a waste of time there are a lot more important things to be doing it also is a lot less leg work for the clients if you're doing it through a traditional way where they have to print it out sign it scan it send it back that means they have to have a printer a scanner or a fax machine and with this there's no hardware required besides a computer or a phone so it's a lot easier for them and they can also sign from anywhere so they don't need to be at their house if they're and if you guys are using this internally you can sign documents when you're at court if your clients are on vacation it's just a lot quicker to do it when you don't have to be tied to a location and there's a full audit trail so every document that's signed has the ip address it was signed from what browser was used the email address that was signed in to sign the document so from a legally binding standpoint you have all of this data with every single document when we've i'm sure you guys have seen plenty of times uh people will take a document to their car and sign for their spouse or you know signatures can can be you know forged and in this situation you have a full audit trail on every signature we're getting a lot of questions which is good um and um so you're saying firms that start using e-signatures don't go back so there's a lot of questions there's a question around how do you do it is it with adobe are there automatic reminders and so on and so forth so we'll get into all that because we're gonna actually see uh the transmission of any signature and yes clients can use somebody asked if clients can use that yes clients can absolutely use it so um let's go let's keep going one other thing that i think a lot of people don't realize is that the e-signatures because they um they're so much more efficient to do thing it is a huge um eliminator of waste so when i talk about how to manage law firms from my perspective with the lean law firm and so on and so forth it's this is a big idea this comes directly from the toyota production system you have this category of seven different types of waste right and the cool thing about e-signatures is that it eliminates a number of these forms just with this one tool alone so for example uh transportation waste there's no moving a product or inventory around at all right that's a major form of waste um another one is waiting like so a lot of a lot of processes are held up because of the waiting for signatures when we remove that wait period and it can be done instantly we compress the amount of time it takes to work on something and the other thing is over processing so with over processing that's when you're just using um too much effort to do a certain job and all these things combined are what what they end up doing is they end up reducing what we call your cycle time and this is a hugely important concept for those of you that are insurance defense lawyers you already know about this but and for those of you that read the lean law firm book or listen to the podcast you know that how critical this is because this is one of the components that's going to dictate how much money you're going to make in a given year it's part of what we call the income formula but basically the core idea is that the shorter the amount of time that you spend working on a given case it results in more money for you over the course of a year and e-signature eliminates a lot of waste and is a major driver of reducing cycle time now um in terms of ethics right by the way for those of you at the florida bar um and this is a florida bar cle you get an hour of ethics credit for this an hour of general cle credit and an hour of technology credit so it's like a total cle hat trick um stay to the end and we'll tell you what the code is the uh this link i have for you and and there's an ethics opinion dealing with them but you know the form of signatures like so um electronic signatures are totally cool with the florida bar just so you know right um now in are there exceptions which is the question right are there exceptions and everybody wants to know this because like i do wills i do this i do that now back in 2003 and this is a long time ago um there were nine exceptions listed and they have been updated since then like so for example um you know what they're saying here is wills coda cells which no longer exists is no longer relevant at least in the state of florida laws governing domestic law matters state univer uh form commercial code oh boy court orders or notices utility cancellation notices default foreclosure health or life insurance product recall nose notices and hazarded toxis toxic or dangerous material notices now um that's not necessarily true anymore right um so some of those things have been updated and if those exceptions fall within your purview and jason you may know some of these if some of these have been overridden since uh 2003 but um just so you know is that electronic let me go back us just so you can see this but um in florida just this year electronic wills and remote notarization took effect right now the advice is that you have to have something like this in there i being sworn declare like you if you look at this paragraph i don't want to read through the whole thing um you know electronic will you see how the text is there so this is totally doable in estate planning which you would think like they're so careful about the staples have to be a certain way for wills and so on and so forth but no it's it's now totally legit and um there was this thing called the uniform electronic wills act if you're interested in this kind of stuff um again in the slides you'll have the link yeah larry i think i mean it's it's not a universal thing where you know nationally everyone has made this decision it is state by state a lot of these different types of documents so i would advise people that will be using this if you're unsure about the legality of a certain document being an e-signature available document i would check to see if there's been updates or if it's been explicitly written as this is acceptable through e-signature right and again especially since this is floor-to-bar if you're practicing in multiple jurisdictions in different states you definitely want to look into the electronic wills but where you want to start if you're concerned is this slide here where it says exceptions right when you get this tomorrow or when you're going to do your research or if you're taking a screenshot of this now whatever this is where you want to start your research okay now um oh we have to go through all my animations again and all right uh by the way how much do you want to get ahold of this stuff i i like totally want this flex seal stuff i want to ride in that boat that they uh they made out of it the flex seal the flex steel boat all right so i'm going to be perfect right now with all the rain i'm going to uh flip my screen and uh so why don't you go ahead and grab the screen share yeah all right okay i'm going to show my two sons on the screen here and we'll start um so so the e-signature platform that that that we are partnered with is called a suresign and there's a couple different ways that you can send e-signatures using our platform so there's the standard way where you guys are you know you've done this before if you've ever used docusign or adobe sign or pandadoc or any of the other platforms that are out there and if it would load there you go this is where you can just create a custom form and this could be an engagement letter a business contract just an overall legal contract whatever the document is if it's a situation where it's a one-off where you guys need to send out a file for somebody to sign you can upload that file and you can do it in a completely customizable way where you can add a signer so pretend like tom hanks is our client who needs to sign a document today and you can email this to the client or you can actually send a text message and i'll just type in his email and once you have the signer decided you then have the full capability to say okay i want them to sign right here put the date right here i want their initials at the top of this page so you guys basically have full control over how you would send this document out and you guys are used to this whenever you're sending the paper documents when you put the little sign here stickies that's the exact same process that we're doing here um but the the more uh the more streamlined way to do this is through our little outlook plugin widget widget and we also have this for gmail users as well so let's say our client tom hanks we need him to sign this this legal contract and this can represent whatever e-signature document you guys wanted to represent these are his royalties from bosom buddies yes that's correct okay uh so inside of your plug inside of the outlook you guys will have a little plug-in that says imagine share and this will have the option to request signature so whenever you do this you can click on that and this is just like attaching a regular file to an email so i'll grab the file that i need signed so i have legal contract right here perfect and the way that we optimize this is if you guys have used e-signature before and you do a process similar to what i just showed you on the website it takes a little bit of time to manually place the boxes every single time and tell the client to sign here and put the date here uh thank you to ever said cube pooches i appreciate that um but in this case if it's a if it's a contract that you guys are getting signed with regularity and they always need to sign in the same place and put certain data in the same place instead of having to manually uh you know place the boxes on there every single time you have the option of having a template for those certain documents so i have a template for this legal services contract right here and if the if you have the client in your database already you can just type in their name if they're a new user you can just type in add new and add first and last an email address but in this case we've we've worked with tom hanks before so i'll create the link and that manual process that if you normally have to upload a file and place the boxes on there and type in the email address and all that that would usually take about two minutes we will do that automatically for you in about seven or eight seconds it will populate into your regular outlook as an encrypted link sent with 256-bit encryption click send and that's it now let me show you go ahead just one thing to mention is that and somebody asked this question and you can probably address it like what happens if you have like multiple people that need to sign it and and the you can actually what's amazing about these tools is you can specify multiple signers you can specify a sequence and like when we had to do our transaction with rocketmatter we had these different shareholders and one would sign it and then would go to the next one automatically without anybody doing anything and before you knew it everybody signed it and we did a similar thing um you know with like estate planning documents where we had to have like you know trustees and people sign it and like it just went in order and then you had one consolidated document with all these signatures so it is like unbelievably efficient but go ahead jason yep so this is what it looks like on the client's end uh they click review and sign now we also have the option to add security questions and i'll show that later on in the file sharing portion of the demo um but when the client gets it the key here is when when you're dealing with clients uh they're not always going to be as tech savvy as you guys and we want to make the process for them to to do what you're requesting as easy as possible so if you're if they're required to create an account and remember a username and password uh it it really stops the process a lot of the time so we'll show you how we optimize that later on but in this case tom hanks just needs to type in his email address and i have the michael jordan logo here as an example whatever your firm logo is it will be attached to any document you send out so it looks really professional they know it's you guys and once i type my email address i'm brought to the e-signature platform now i'm sure a lot of you guys have been on the signing end of e-signature before but the beauty of it is you can do it from any device so i'm on a computer so i'll have the option to sign with my mouse or my keyboard but more and more clients as we talked about being able to do it from anywhere are on their phones and on their tablets in that case they can sign right on the screen with their finger or a stylus they don't have to download an app they don't have to create an account or sign into anything they can go ahead and just sign here they can uh upload their sad trombone music or no not yet not yet no that's on the roadmap so okay we'll get it there um and then once they sign they haven't actually signed anything yet so they uh they signed to to to enter into the document but we actually allow full scrollability of the document that they're signing before they apply it which is really important when it comes to legally binding documents so once they're satisfied and they've read through the whole document they can apply their signature type in the date click continue finish they're done that's the whole process you guys will get an email notification that they've signed it they'll get a copy on their site as well and that's the entire process and the biggest thing to to remember here is that i'm guessing that very few of you wake up and think about file sharing on a daily basis and getting documents signed but once you guys are used to used to waiting and you're used to having to make those follow-up calls you probably don't realize how much time you're wasting as larry was talking about uh waiting for these documents to come back it's as soon as you start to use this process it's so much more efficient you realize how did we never do this before we should have done this 10 years ago and it's just a much better way to do it it's kind of like in that way it's a lot like flex seal same thing it's kind of the same as flex seal so um a couple questions people are asking if it is uh an independent tool of or is it part of rocket matter no this is jason they're their own company they're their own product it is uh the company is imagine time the product that he's showing is part of something called imagine share we are going to be integrating with their product um in q1 or q2 of next year so that like you can like create an engagement letter from rocketmatter and instantly have it signed and sent out uh through this process so that's going to be really exciting but right now um they work independently and a lot of your uh and jason can you speak to that a lot of your customer base that uses imagine share and uses this electronic signature uses it side by side or independently of another platform correct absolutely i would say the majority of users do it that way and one of the reasons is it allows you guys full flexibility to do whatever documents you want a lot of the tools that are integrated they limit you to only certain documents and it's a much more uh cumbersome process when you can do it in this way it makes it so you guys can do whatever you need to and it's really quick and the templates that we built in uh also make it really easy for you guys to do it as efficiently as possible okay uh my screen sharing now you should see the flex seal okay uh another question that somebody had um is um let me see if i can go back to the chat uh it'll come back to me no freestanding product um somebody asked if this does notary stuff i can't imagine that there's notary stuff because that was like just legalized um like kind of like or just suggested to be legalized like in 2019 or 2020 so i think that uh the technology still is probably catching up to that but jason you probably have a better beat on that than me uh eu enotery is a separate type of feature that we don't currently have it's not part of the the suresign offering uh but at some point we will now somebody said yeah because it's very early like remember e-signature uh it was through the e-sign act that was enabled in 2020 that's why there's uh options out there but you know it was just really in 2019 where this like e notary idea kind of came out and it is legal now in florida so it's going to take a while for the tech to catch up and as tina pointed out in our chat um somebody asked um if that does this work in outlook only or does it work with other email softwares it also works with gmail or yahoo or any other uh browser-based email system that you guys want to use we have an extension built in for chrome that is uh just as slick as what i showed you guys in outlook i also saw that gary had a question about gary burchard about agreeing to the terms and conditions essentially when i first showed it before i before i signed the document i had a little check box that said i accept the terms and conditions saying i'm signing this document i understand what i'm doing that was the first part before they actually got into the signature uh product so good question gary yeah there's a lot of good questions in here so keep them coming the oh and you know what actually now's a good time for us to kind of launch a poll um before we get into part two um by the way there is no part three and you know in terms of the godfather i i i i still stand by that as well there is no part three so uh let's do a poll um all right the question is like where are you with the signature software i'm very curious are you already using it and loving it are you using it but like kind of sucks and i need an alternative thinking about it haven't started yet you know so i'm curious about this actually myself as a legal consumer i'm not a lawyer let me make that clear but i've i use lawyers all the time um and um i'm just i feel like it's it's exclusively e-signature at least for me is is is the is the direction that i've taken lately uh all right we've had about 54 of the people voting let's just share the results what are your impressions jason uh that is about average usually it's about 20 percent uh have something and like it uh the most often responded answer is that called the mode in statistics i think that might be called the mode thinking about it 41 yep that uh that and that's where a lot of people are at especially with covid going on it's it's brought all this stuff to the forefront when before it was more of a yeah that would be nice to have now it's becoming we really need to have something like this available all right and then you know what while we're um in the polls let's go ahead and just do the second one which is it has to do with secure file sharing it's about client portal are you using a client portal yes and i love it yes and i am neutral about it yes and i can't stand it not yet but looking not on my radar can i tell you something about somebody who actually like developed a client portal by hand like i coded the client portal for rocketmatter back in the day or at least i worked on part of it like everybody wanted a client portal guess how much i would say we get about 10 usage of the client portal that's about right yeah it's uh 10 to 20 would be the the industry average of people actually so are you saying ten percent of rocket matter users use it or ten percent of no ten percent of rocket matter users use the online portal now of that population oh wait i won't say wait a second um here you go here you go these are the results all right that's encouraging we've got good stuff for you guys then yeah i i the the thing is it's like not that i'm bitter about this whole thing um that coding it and only ten percent of people use it i'm sure that 10 of the people that use it like love it and are like totally but i there are definitely issues with it so we're going to get into uh portals and um and some of the pitfalls around them um and then by the way we should define it because somebody asked what that was um and i guess we can define a client portal by like a secure website or app we can even call it where somebody could um log in and have access securely to certain things like calendar events documents so on and so forth correct that's a pretty good uh it's more file based i would say generally yeah they need to log they're uploading files they're downloading files that were delivered to them from their attorneys it's just a central repository for files that are being shared between two parties or multiple parties actually all right so let's get into email because so many legal documents are sent through email so uh this is kind of these are kind of your slides so talk to me a little bit about these yeah so this is one of the things that it's i think people know this but it's not really talked about explicitly it's kind of like oh yeah we kind of know email's not secure we shouldn't be doing that but people still do it every single day and and maybe it's because you don't understand how it works or you just don't understand the true dangers of it but the way that email works from a very simplistic viewpoint is whenever if i was sending a file to you larry on the way to your email it bounces around multiple public email servers on the way now those email servers have people just like these guys right here and they look just like this as well they have the bandanas on they uh they're trying to be familiar yeah yeah i think yeah so that's they look like this and they're trying to steal the files that uh that you're sending back and forth so we want to avoid that as much as we can because it's surprising how little information is needed to steal somebody's identity or do something fraudulent the way that it's characterized characterized is two personally identifiable information points so if some if a document has a name an address a phone number and birth date obviously social security numbers and things like that but it's it's crazy how simplistic it can be and how normal it can seem to have on a document but you still want to have that information protected and here here's the data and you know basically it costs a lot to have a data breach and it's not like once you have 100 data breaches suddenly you're at risk it only takes one email that's stolen for the fines and the the ramifications to happen and it depends on what the document is and what overseeing body is regulating that but you might have to notify all of your clients that you had a data breach you might have to pay for 12 months of uh what's the term fines no they're like the viewing of your credit uh credit audit for the next 12 months of like equifax making sure your identity is inside okay had plenty of firms that had to pay for their clients to have that ability so and it's every single year it increases when i first started doing this webinar in 2017 it was a 46 increase and now in 2019 it's a 54 increase from that every year it's getting more and more popular especially now that so many things are going back and forth through email uh with our current situation that uh it's it's even more is up to is up to be stolen gotcha uh right so you they have to pay for the credit monitoring but before we get back into your visualizing yeah i want to point out um where this falls in ethically for everyone right so the obvious one is model rule 1.6 which is that a lawyer shall make reasonable efforts to prevent the inadvertent or unauthorized disclosure of or unauthorized access to information relating to the representation of a client and i mean let's let's be frank right like to some extent this goes towards competency like if you're sending very secure information in an insecure way like you shouldn't be doing that i mean it goes to the core of what you're doing as an attorney in terms of um keeping your client's stuff confidential um in terms of um what the florida bar has to say about all of this so there's a fantastic article that was written by um you know it used to be called i think it's still called low mass but they call it like legal fuel it's this amazing resource that we have with the florida bar um so i have the link to the article here um but if you do a search for are your client communication secure and you do a search for you know with florida bar um legal fuel right um advises members to go with paid business class cloud service subscriptions over free service offerings right to avoid inadvertent access to lawyers data and information so basically the thing is when you use free services like gmail or other things if you're using any service that's free the product is you you've always got to remember that like it's not your profile on facebook it's facebook's profile on you right now you're not sending client communications through facebook but the point is is that if it's free you're the product so um pay for this stuff is the point and that's what they're saying here with the florida bar now there's an article that's referenced here that you can track down the other thing is that they have this ethics opinion 10.2 about using cloud computing resources to send secure files and there is a burden on you as the attorney to kind of know what you're getting involved with right so um all of the ethics guidelines around the usage of cloud computing and technology tools like this to transmit secure document um puts a burden on the attorney to at least understand the basics of this kind of stuff so that you know um what's going on like you know that it's a reputable provider um and you know that you know you're not getting in bed with a crazy outfit or anything like that so all right back from the ethics stuff uh back to you cool um so yeah we want to go over just the differences between a regular email attachment and how a client portal works and we'll show a demo after this so that will give some clarity if you guys don't fully understand what we're talking about uh but there are a lot of advantages to doing things through secured means compared to just a regular email so uh when you're using a client portal it is a situation where they have a link and they sign in with a username and password and access the file that you have sent to them or files with an email attachment uh you can put a password on top of that pdf uh if if you've if you're uh well versed in technology you'll you'll know that that really isn't enough anymore but if you're just sending through email there's no way to to really verify who that person is besides sending it to the correct email address okay and then the other big advantages uh if you are sending a share link you have the option to be able to expire that document so if you don't want to be available after seven days you can absolutely expire it if you send it to the wrong person or if you know that file has been circulated in a way that you don't want it to be circulated you can revoke that because it's a link and it's not something that is you know living in that email anymore you can revoke it when it comes to regular email attachments you can expire it you can't revoke that email that you sent with the file so uh you don't have as much power over the document once it's been sent and then the audit is really is really important too so uh when when you're sending it through a link you can see all the activity as to who uploaded the document who accessed it uh you know who downloaded it with an email attachment you guys don't have any of that control it's just a document floating around there in the public email servers uh and then the other big advantage is large file transfer uh i'm sure you guys have ran into a situation where the file was too big for email you know if you guys were uh sending important you know usually it might come through a cd if you have to do that so this is also a big efficiency gain so if it's too big for email you guys said oh just bring it over on a flash drive or send it to me in a cd this allows really large files to be sent because you're not going to run into the normal email limitations of outlook and gmail and the other public email servers and you also don't have to take up storage on your hardware on your on your hard drive because the files are being stored up in the cloud instead of on your local device gotcha um by the way the the um somebody asked what the name of the company is again jason is with imagine time and the product is called imagine share we're going to see it in a second here and we're just kind of going over the basic kind of like theory about why you want to do it um i gotta be honest from my perspective all of these are huge like i really like uh a couple things here like number one i like being able to see and by the way i don't know if you can hear me because it's like raining like cats and dogs outside totally um it's uh the the idea that you can actually like go in there and see who is like viewing your document if they're opening it or not because you know when you that is such a critical thing to have over email um that that you can actually tell who's looking at your document and the fact that you can set a an expiration uh and you have just like total control access over things um so and also there's the audit trail of all that stuff it's not just you viewing it it's the audit trail and the right reality behind that so if there's any uh sort of legal situation all of that data is present on that file log as well gotcha um let's see there's like a debate going on there's this guy mark who says that he doesn't trust the e-signature software because of um i guess the terms and conditions and the ability for like um people with superior knowledge to manipulate electronic files what can you say um like how would you answer that kind of concern let me see what mark said okay maybe a few maybe a few people like me who just refuse signing song because i don't know what to like see this is like real-time q a how cool is this and somebody's asking about mcle credits um this has florida bar credits for um one hour of technology of uh ethics and of uh general purpose or whatever they call it so we'll get to that code at the end of the presentation all right go ahead yeah i think mark's question i mean i totally understand uh you know apprehension towards using something new but it's it's a little bit vague as to what the one-sided terms and conditions would be um i don't know if he means from the actual e-signature company themselves or if just the nature of signing an e-signature document so if mark wants to be a little bit more specific then i can answer answer that more accurately yeah and i i would say that like you know when we initially launched back in 2009 there was like a lot of concern about using cloud because rocket meters are cloud storage and up to then like all practice management systems are pretty much on-prem things like time matters pc law but now we've gone to this kind of like extreme where like what sounds more secure to people that your data is hosted by a cloud provider on a service like like microsoft azure or on you know or or amazon or is the server next to the like printer in the back of your office next to the coffee machine so um you know it it's kind of you know the notion of like security and especially with cloud security it's kind of like chipped in some ways towards people feeling more comfortable with cloud providers it's kind of an interesting phenomenon that's happened over the past couple years yep okay so here's the thing and you know i'm wondering if before we get to this thing if you should show a portal and how it works over email so that people can see that i think it would make more sense to do that because um one of the issues with portals as you'll see but i think in order for people to have context there's some people in the audience that need to see what a a portal looks like so let's let's at this point switch the share so you can demonstrate portal and how and then how everything works through um the outlook yep all right so this is this is the imagine share client portal and uh you know i want to stress there are a lot of client portal and file sharing systems out there this is how we do it uh they're they're all very similar to be frank um really you just want to make sure that they are 256-bit encryption uh and really any any system you're using shouldn't be imposing data storage limits anymore because uh storage is not as expensive as it should as it used to be so you have unlimited storage with us you can set up an unlimited amount of clients think about this as whenever you guys log into your bank account online and you only see your own information in your own accounts that's the same experience for the clients as well so when tom hanks logs into the portal and we've got michael jordan law firm here when he logs in he will only see this space and all of his folders and files that you guys have set up for him so that uh that signed legal contract that we did earlier it's already stored on his portal and that's one of the beauty that's one of the best things about having this system integrated directly with your portal is that you're not having to do duplicating processes we got that document signed it's automatically stored up on the clients portal for them even if that client is not using the portal to access the files you guys have it stored in an organized fashion for you so you can upload as many files as you need to you guys can use this purely for internal collaboration you can use this for uh for opposing counsel so if you need to you want to create a space for opposing counsel and have them upload you know files for discovery that's a really good use case for this and you can also do those uh that signature process i showed you directly out of the portal so like this is a legal contract i can request signature and do that exact same workflow that i showed you guys out of the plugin earlier choose that template and send it out to the client so portals just think of it as a central repository for all of your files clients can log in and see their own information you guys can use it for internal storage if you want to in collaboration but uh this is just a really good way to centralize everything instead of having clients upload files to you through you know dropbox and google drive and onedrive and through unsecured emails this is a really good way to centralize all that and streamline your whole document organization and jason um one thing i want to uh mention to everybody is that you may have easily been on the receiving end of this like for your cpa like when you upload your tax documents and stuff like typically your cpa will have something like this um there is a question of um how how does like um like in terms of working with like you know the you mentioned like dropbox or like you know onedrive and stuff like that um what's the difference between you using that and something like like a dedicated portal solution i think it connects to what you were saying before about what the uh the florida bar was saying or legal fuel was saying you should do is that you know those are those are free services if if everyone in this webinar types in dropbox data breach on google right now they have a data breach every single year where billions of passwords are hacked and and information is stolen it's just those are not really since they're so consumer based you don't want to bring those products into the business environment this is basically a made for business version of dropbox or google drive where you guys you know segregate this from your normal personal lives especially if you have staff that have their own accounts of google drive and dropbox all of that information migrates over to this your same account in different ways through sync or just through what logging with the same email address you want to have this separated and the controls that go along with it uh and and the storage and encryption that we talked about earlier so i would say it's just a a much more professional way to do it uh and like i said there are other ones besides us but i would recommend doing something that's made for business in general okay um now so so the idea is that it's this like website and so but you know your client has to be able to log into it and check things out right correct so so that's that i will be honest with you and joanne kind of like you know dan and helen are killing it right now yeah i mean they hit it on the head the problem is okay so all right jason i've been doing rocky matter since what 2008 2007 we were in beta guess what the number one requested support ticket we get is that when people email support rocketmatter.com or call us what is it uh the ability for if they're using the client portal no resetting passwords resetting passwords so it's not just it's it's the attorneys using rocket matter that have to the the number one request we get for support is resetting passwords so the problem that you have as a law firm is that when you employ a client portal portal you are now kind of or if you have like a little app that you give to your clients you're now in kind of an i.t support capacity where the number one concern you're going to get is how do i log into this thing yep so um show us like how you've kind of solved this problem because i think it's pretty clever yeah sure okay so do you want to go into the client why client portals aren't good slide first and then jump into it no we'll go through it but just show us how it works in the um do the contrasting uh thing with the outlook and then and then we'll go through the slides and and kind of go a little bit deeper into it yep and helen and joanne said when dealing with elderly clients this can be quite challenging any thoughts joanne said clients do not like barriers to direct communication with a professional and yet another link username and password is a barrier i totally agree so when it comes to law firms and we also have are very popular with cpa firms you just talk to the guy just popular guy in general in general we see a portal adoption rate is about 10 to 20 across the industry the rest of the clients and people you work with they want to do things through email or through paper-based methods or just something that doesn't require a lot of logging in or remembering where to go and the best way that we solved how to do that is through our outlook plug-in and you guys saw a glimpse of this when i showed the the e-signature earlier but let's pretend like our our client tom hanks he's not good with technology we need to send him some files how do we do this in a secure way without making it a super difficult process for him so when i click on the plugin it gives me three different options here send files request files and request signature so if i'm going to send them a file i click on that and i'll and you can drag and drop or click to upload uh and let's let's say it's a bank statement so it's a sensitive file obviously we don't want anyone else to see this before i send this to the client the way that we do this in a really clever way is through a security uh question and answer so we have a few different pre-written questions you guys can create your own whenever you're sending them as well but it just depends on you know what what kind of law you guys do but let's say i want tom hanks to type in the last four of his phone number in order to access this document and it can be it can that's more of an easier one but it can range to be a lot more difficult depending on what you guys want and let's say the answer to that is one two three four just as an example you can choose to expire this document as well as we mentioned earlier but i'll create this link and we'll paste that file into the email you'll notice there's no actual file attached here at all we're not using outlooks public email servers to transfer this physical file and along with this since we are just sending an encrypted link you can send those really large files that we talked about click send and that's it so then it it it's not really it that that graphic is just kind of like a graphic it's not the file itself it's actually the link so that whenever the recipient receives it they click on it and then they can they'll get challenged with whatever kind of like uh oh so are you going to demonstrate it right oh yeah i'll show i'll show this side as well okay and really what we're doing and why this works so well is that we're still using a client portal right now i'm in gmail but when i click on download files as the client i'm redirected to the secured client portal where that file resides so we're still using a client portal process we're just tricking the client into thinking it's through email it's a very clever way to get that client adoption up and get those people that have trouble using uh passwords and usernames to actually access documents so the logo is here so your firm logo will be right here they'll know it's you guys it looks really professional i need to answer this question and i get my document that's it really simple as good as it gets while still maintaining security and i want to show the other side if i need a file from a client which for you guys is is half the equation let's say from tom hanks let's say he's opposing council and i need discovery right i'll send him a i'll show you guys how this works and then i'll show you the shortcut so let's say please send to me when you can click on the plugin and the other option we had here is request files when i click create link it's very simple it pastes into the email click here to upload files so when we send this to a client or whoever we're asking files from they click on this link and it will bring them to this screen where we'll say michael jordan law is requesting files drop files here click to upload they don't have to create an account they don't have to and you guys don't have to create an account for them they just click on it and say okay here's all those files i promised you it's submitted to you with 256-bit encryption you guys will get an email notification saying a file is waiting for you and it's stored on the portal with that encryption that's the whole process but in this situation i sent an individual email to somebody specifically if you guys if it makes sense in your workflow if clients are constantly access needing to send files to you what you can do is take this request to files link and place it into your signature this means that clients can initiate the process themselves whether it's a sensitive file or if it's a file that's normally too big for email they can click on this link from any email from you or your staff send you a file immediately without having to ask you for a link first and it ensures that it's encrypted additionally every file that's uploaded through this means is scanned for malware and viruses so that means if you guys mandate those files are uploaded through this link you won't receive any infected files into your system from clients or anybody else that's sending files to your client no covid files exactly no coded files so okay so people are like very impressed with the demonstration so um one question somebody has is does the file have to be in a client portal to use that or can you link out files on our server local drives and and i and from what the way that i understand the technology to work is that the file that you know is like on your local drive but when you attach it through the email it's gonna it automatically uploads it into the portal behind the scenes sends the link to the client and then the client goes and gets it so even though the file might live on your local machine um it's going to when it transmits it transmits by way of the portal correct jason yeah and that so that file i uploaded discovery is already on the portal for us and the important thing to remember here if they're uploading that file and it goes to your email and it's just resting there in your email that defeats the purpose that means we're sending files through public email servers you're still going to get the link and it's going to live on your secure domain that you guys own so that file is going to be stored here for whenever you need it if you want to download it onto your hard drive you absolutely can you can delete this version if you want to but to maintain security we want it to stay on the portal during the transmission process so a bunch of you guys are asking like product specific questions i'll let jason follow up with you after the webinar so he can like kind of answer these um you know if um jason why don't we wrap up with the remaining slides which are very few and we're almost at the hour so yep um all right oh look at that excuse me one second this is always challenging for me is to i run a software company but switching back over not the easiest all right um okay all right so you know what what's kind of interesting about um you know this imagine share technology from my perspective it's kind of like this invisible portal it is a portal but the way you interact with it is through email so but um these points are true that that clients have trouble creating accounts they forget their login information they don't remember how to get there you have to constantly maintain files and folders and you spend hours playing tech support for your clients now um one of the things is we were in the process of redesigning our portal but we've kind of put a pause on that because we we like this technology so much that we are going to just integrate directly with uh imagine share for the e-signature portion of it and the uh portal portion of it and that's going to be happening in early 2021 because this is exactly what happens is that um law firms think it's a great idea to offer a client portal but then the rubber meets the road and they have to spend all their time on tech support with their clients and their elderly clients have trouble using it so we kind of um like there are what we might call objections or like kind of things that we believe about file sharing about secure files sharing and how we currently currently do our things and we felt that this was important to present and we want to grab your attention and so we're doing it uh and it's going to be acted out by the oatmeal's mantis shrimp from the famous oatmeal mantis shrimp cartoon and you haven't read it you have to read it when i send these slide decks out and the log from ren and stimpy so my clients have never had any issues with files i've sent them jason true or not true that so the truth here is you guys have no idea if that's the case um so whenever uh if if a client information is stolen this is not a situation where the hacker is going to send you a thank you note saying hey thanks for sending that unsecured i got everything i needed you guys really don't know if that's the case nobody ever thinks that the breach starts with them when i talk to a cpa firm they'll say oh yeah some of my clients have had their their stuff hacked but i don't know i don't know how that happened i think it might have been with their lawyer and you guys say the opposite you blame it on the cpa so uh no one thinks that they are the the epicenter of a data breach but it's but it's something you just can't know we're too small hackers don't care about us right uh this is hackers don't attack size they attack they attack weakness the firms that have an entire it team and infrastructure they're honestly much stronger than uh than than you guys and there's different ranges of hackers too right there are people that are spamming your phone all the way up to people that are hacking giant corporations but the the basis is they're really attacking things that don't have much security and a lot of you guys don't have the bandwidth to have a huge it team managing your infrastructure at all times and that's really easy to steal information from okay we've never had we're going to have to do a speed round here because we're at the we're at the hour so um anyhow and we've done our demo so i had another awesome picture of the shamwow guy the um now just so people know that if you are a rock matter customer or if you become a rocket matter customer if you sign up this month you get 50 free e-signature sends from uh the imagine time folks using the imagine share product in a month of imagine share so all sorts of goodness coming your way now um wait here's the florida bar cle number it's four three one three and remember it's it's a hat trick one hour of general one hour of tech and one hour of ethics so so you guys got a lot of credits done today now um you know would you like to jason b our our man so you can go in and you can pick someone at random who has uh been involved either with the q a or in the chat i'll let you pick someone at random to get the elf okay you want me to do it live right now yeah live right now i'll close my eyes and just scroll and then whoever i land on gets it and it's craig blaine is the winner craig craig congratulations so if you're still on craig you have to send an email to larry rocketmatter.com and say we want the prize you know the elf robert wells said recount that's hilarious yeah so um and and we will send you the elf and all will be good in your life and thank you very much uh so jason i have your um email craig said he never wins anything yeah here's my here's my email address guys if you have questions or interest in imagine share please send me an email i'll be happy to respond as quickly as i can and i'm larry rocketmatter.com by the way this guy what craig said it's like when when we when these when we give these prizes out whether it's their tortilla blanket or the garfield socks or this elf that shoots balls out of its mouth like people get so excited they're like i never win anything this is beautiful this is this is not mcdonald's this is not an inside inside job it's uh whoever it's a real winner that was completely random so craig congratulations everybody uh thank you so much for being part of the rock matter webinar series appreciated all your wonderful participation and questions today would like to thank jason so much for your participation and all the folks at imagine time thanks so much larry bye everyone you