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TouchBase: Calendar Alternative for Busy Lawyers

I’ve been trying out a newish calendar app for iPhone called TouchBase (iTunes link). This app from Tomo LLC supplements the standard calendar with features designed for the constantly mobile worker. I know more than a few lawyers whose work keeps them constantly on the move so I thought I’d give it a try.

TouchBase puts tools for connecting with people and places right in your calendar. For example, say I have an appointment for “Lunch with Jeff Richardson at Babbo” TouchBase gives me one tap shortcuts to confirm my lunch with Jeff, tell him I am running late, ask to postpone or send a custom message of my own by text or email.

Connect directly through calendar by text, email or phone.

The predefined “running late” buttons adjust based on context. If an appointment is in the next few minutes, the buttons offer 5, 10 or 20 minute delays. If the appointment is a few hours or more off, the time frames are longer, 15, 30 or 60 minute delays. The option to postpone a meeting is always available as is the ability to create a custom message. The custom messages can also be edited to reflect the text of your choosing.

Customize predefined messages.

The work of associating an appointment with a contact is partially on the user and partially handled by TouchBase. If your appointment is “Lunch with Jim”, TouchBase will ask which Jim in you contacts you are meeting with (if there is only one Jim in your contacts, it will be associated). If your appointment says “Lunch with Jim Smith”, TouchBase will associate all of Jim’s contact info with the appointment. The more detail you add when you create an appointment the more useful TouchBase will be to you. In my tests, TouchBase struggled with location data but always offered me the ability to do a one Map search based on the location name or address.

The app is very tastefully designed but only has a list view of appointments. There is no week, month or day view. While I think that the list view is best for when you have lots of appointments, I wish these other views were available for planning purposes.

At this writing, TouchBase is on sale in the App Store for $2.99. If you have a very busy schedule and you are constantly touching base with those in your agenda, this might be a useful app for you.

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Office for iPad Reportedly Coming in 2012

Or at least so says The Daily. No word on pricing, release date, features or much else.

The .doc and .docx file formats are nearly universal among law firms and their clients. While Pages is an amazingly good iPad word processor, it simply doesn’t convert the .doc/.docx files used by lawyers sufficiently well to make it good enough for day to day use by lawyers. If Redmond can create an app with a simple file manager, support for the paragraph numbering/styles used by lawyers and the ability to create/display tracked changes, it will quickly become the leading iPad word processor for lawyers.

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Favorite Remote Desktop App LogMeIn Ignition Updated

The good folks over at LogMeIn recently pushed out another update to LogMeIn Ignition adding support for cloud based file storage services like Dropbox, GoogleDocs and a number of WebDAV based services (but not iCloud) in the app’s integrated file manager. This makes LogMeIn a one-stop solution for managing files between mobile devices, multiple desktops and cloud storage. Handy.

I think LogMeIn’s file manager is its most underappreciated feature, especially for confidentiality conscious counsel. Using LogMeIn’s file manager, a lawyer can securely move files to and from an iPad without lay-over in a cloud service. Files are transmitted to the lawyer’s iPad from the lawyer’s desktop computer via encrypted connection (more about LogMeIn’s security here). While there are plenty of remote desktop apps out there, none are as fully featured or as drop-dead simple to use as LogMeIn. I love it.

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Black Friday iOS Deals for Lawyers

Brett Burney over at MacsInLaw has collected some great apps for lawyers that are on sale for Black Friday. Check out his post for a full list of links to both Mac apps and iOS apps. I share some favorites with Brett including:

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TabletLegal Favorites from 60 Apps in 60 Minutes

As I mentioned the other day, I recently co-presented another another 60 Apps in 60 Minutes CLE webcast along with co-presenters Jeff Richardson of iPhone JD, Reid Trauts of Reid My Blog! and Tom Mighell of iPad4Lawyers. Rather than posting the full 60 app list, I decided to list just my favorites and share a few words that might help you use the app better.

Word Processing. Compatibility with Microsoft Word is still king. From my past tests (general formatting, pleading formatting, business agreemetn formatting), only two of the four major contenders in this area are worthy of consideration. Your choice between the two really comes down to your workflow needs.

  • Documents to Go. A key differentiator of this app is its support for footnotes. It also has some decent bullet and numbered list options in the app. My main gripe is that the interface is unattractive and file management is a bit difficult.
  • QuickOffice. Where Documents to Go wanes, QuickOffice shines with an easy to use file manager.

My workflow doesn’t depend on footnotes. So, I prefer QuickOffice because the easy to use file manager saves me taps and I feel more comfortable saving and moving files. That said, if I needed bulleted list creation tools or footnote compatibility, Documents to Go would be the only way to go.

Calendars. Lawyers live by their calendars. While the calendar app built into the iPad is OK, developers have come up with some great alternatives. We covered to in the CLE and both are worth looking at.

Both of these universal apps offer navigation and event imput advantages (fewer taps) over the default Calendar app. I prefer the how the design Agenda is designed to be used with one thumb while holding your iPhone. I also think Agenda is faster than Calvetica when you have multiple calendars displayed (Home, Work, Kids, Soccer, etc.).

Here’s a tip. If you aren’t using multiple calendars to manage the different contexts of your life, consider giving it a go. At the very minimum, the different colors associated with your calendar gives you extra data about your day with just a glance (I know when there is a light blue blob in the middle of my afternoon, that means I am picking up the kids that day). Calendars can also be turned on and off for different views. For example, my wife and I share a couple calendars that appear on both of our iPads but my client related calendar is only visible on my devices.

PDF Tools. This area has really grown since the iPad was introduced. I think every iPad toting lawyer needs two PDF related tools : a PDF annotation app and a PDF creation app. My two favorites in these categories come from the same developer, Readdle:

  • PDF Expert. This annotation app recently stepped up to 3.0 with a bunch of new features that bring it on par with the features I use in my desktop PDF annotation application.
  • PDF Converter. While there are a number of apps that can create PDF from other file formats, this one does it simply through the “Open in…” button available in any app that uses files.

Whatever your preferred PDF annotation and creation combo, I think they must include the following features to meet a typical lawyer’s needs:

  • basic annotations include highlighting, strikethrough, underline and notes
  • integration with Dropbox
  • ability to act as wi-fi USB drive
  • interface for signing documents and managing frequently used signatures
  • rearrange, rotate, delete and insert pages
  • ability to create bookmarks and tables of contents
  • makes “flattened” PDFs so annotations can’t be changed
  • will generate an annotation summary
  • attractive and easy to use interface

I’ve closed business transactions with this combo of documents. Word files attached to an email were converted to PDF using PDF Converter. Once those new PDF files were opened in PDF Expert, the parties could review and sign the documents. With multiple contracts reaching into 100s of pages, I didn’t want to email the full document set. PDF Expert allowed me to extract the signature pages only from the various contracts and send them along via email.

Touch is Better than Mouse. Two productivity apps come to mind as amazing examples of how the touch interface is sometimes better than a mouse and keyboard.

  • Keynote. This presentation creation and delivery app is on another world compared to the PowerPoint compatible apps in the App Store. Tons of power just a few taps away.I think using your hands to manipulate text and images simply results in better designs and better presentations. I create all my presentations on Keynote for iPad even when I have my computer available. With a VGA or HDMI dongle and Keynote Remote on your iPhone, you are ready to present from any conference hall or courtroom.
  • iThoughts HD. Like Keynote, this mindmapping application allows you to get hands-on with your ideas. Your freeform mindmap can then be exported in a truckload of different formats – with more being added all the time – so you can continue working on your ideas in another mindmapping app or your favorite word processor.

Sometimes a mouse and keyboard is better, sometimes not so much.

A Few More. A couple more of my favorites from the 60 in 60 CLE.

  • JotNot. This iPhone app is like having a flatbed scanner in your pocket. Quickly convert paper to PDF files and then email to colleagues or upload to the service of your choice.
  • Reeder. My preferred RSS browsing app. The quick and clean interface lets you consume hundreds of your selected news articles in minutes.
  • LogMeIn Ignition. Pair this app with a free download to each of your computers and then travel in confidence knowing that all your Mac or PC files and applications are a tap away with this remote desktop client. I also like the file manager which allows transfer of confidential client files to your iPad from your work computer without using cloud services.
  • PlainText. A text editor for when you want to write. Save the formatting for when you are back at your desk and use apps like PlainText to write.
  • PhotoSync. Use this app to quickly move photos from one of your devices to another via wifi or bluetooth. Sync entire albums or just move a single picture from your phone to your iPad quickly and easily.

That’s it. Thanks to my co-presenters for another successful webcast!

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The Return of 60 Apps in 60 Minutes

About 10 days or so ago I had the pleasure of presenting another 60 Apps in 60 Minutes CLE webcast along with co-presenters Jeff Richardson of iPhone JD, Reid Trauts of Reid My Blog! and Tom Mighell of iPad4Lawyers. We took questions from webcast participants via email and jointly prepared responses. Those responses are below. Give them a look as you might find a tip or two for yourself.

The 60 apps in 60 minuts format is fun but jam-packed – almost too jam packed. Jeff, Tom and Reid each posted the full list of apps we discussed at their respective blogs. Rather than posting the same list, I decided to list just my favorites and share a few words about each focused on how to use the app better or how it might fit into your workflow. I’ll post that list in a couple days.

Answers to viewer questions:

Question #1 from S.F. from Anchorage, AK:  What is the best way for lawyers to use Dropbox or a similar service with an iPhone or iPad, assuming the need to access client information occasionally?

Answer: Dropbox is a useful service for sharing documents between multiple computers and between a computer and an iPhone and/or iPad. Because Dropbox is run by a third party, however, you need to be conscious of security and confidentiality issues. Jeff’s solution is that he only uses Dropbox for non-confidential documents, such as copies of pleadings, depositions and exhibits. For confidential attorney-client documents, Jeff keeps those documents in an app like GoodReader or Quickoffice that allows you to password-protect documents.

Tom also uses Dropbox, but understands that SpiderOak provides better security. Unfortunately, it doesn’t integrate with as many iPad apps as Dropbox, which limits its utility. Tom also recommends GoodReader as a good app for downloading and accessing your Dropbox files – it is relatively simple to connect your Dropbox account to GoodReader, and start downloading files to your iPad.  Tom says “Whenever I download a new app, one of the first things I do is check to see whether it integrates with Dropbox. You may find you have a lot of apps that do so, and it may be easier to download into those apps directly from Dropbox, rather than into GoodReader.”

Josh often uses the file manager built into LogMeIn Ignition to grab confidential client files left on the computer back at the office. The transfer from desktop to iPad is encrypted end-to-end and doesn’t let the document sit on a cloud based service so the confidentiality concerns some raise about services like Dropbox don’t apply. The key to using any cloud based service with your device is setting up a good workflow to help keep track of document revisions, versions and originals.

Reid uses the Dropbox-GoodReader combo, and also uses DropBox to transfer PDFs to the Apple iBooks app for reading. Jeff adds that, on the iPhone, the Apple iBooks is his favorite app for handling PDFs.

Question #2 from J.H. from San Francisco, CA: Does entering an event in Calvetica simultaneously make the entry in the iPhone Calendar app?

Answer:  Yes. One of the nice features of third party calendar apps such as Calvetica, Easy Calendar or Agenda is that the all use the iPhone and iPad’s built-in calendar database. Thus, you can use one app to enter an event, another app to edit the event, another app to view the event, and they are all working from the same database.

Question #3 from C.P. from Greenwood Village, CO:  Do the calendar apps interface with Microsoft Outlook calendars?
Question #4 from L.L. from Saint Louis, MO:  Do the calendar apps interface with MS Outlook?  We use an Exchange server to coordinate with our iPhones.

Answer: Again, yes. Because all iPhone and iPad calendar apps use the built-in calendar database, if you have your iPhone and iPad configured to synchronize with your office’s Exchange server, you can add an event in a third-party app and then the change will be synced to Exchange and will show up in Outlook on your computer.

Question #5 from C.McD. from Blue Bell, PA: What stylus do you like for Penultimate?
Question #6 from M.M. from Reno, NV:  What is the name of the suggested stylus?

Answer: Jeff’s current favorite stylus is the Kensington Virtuoso Stylus for Tablet which he reviewed on iPhone J.D. here. Tom’s current favorite stylus is the Adonit Jotpro Stylus.  Josh uses the MORE/REAL Stylus cap because it has the weight and balance of a regular pen. That said, Josh recommends waiting until version 2 is released with the faster tip. If you go to the iPhone J.D. website and do a search at the top right for “stylus” you will find lots of reviews pointing out the advantages and shortcomings of many different options.

Question #7 from: M.S. from Shawnee Mission, KS: Two general questions regarding the iPad.  First, do you have any suggestions on how to access electronic dockets and pleadings etc. in federal court?  I can access it through my browser on the iPad but cannot scroll within documents that are retrieved.  Do any apps help?  Second, and similarly, I cannot scroll down within the web browser when accessing Lexis on my iPad.  Do any apps help for this?

Answer: When you access PACER from an iPad, once you select a document from the docket, if you click the button to view a document you only see the first part of the first page and cannot scroll down. However, there is a workaround.  Instead of clicking the button that says “view” click the button that says “download.”  This will send a .zip file to your iPad, and your iPad will ask what app you want to open the zip file in. One such app is GoodReader, an app that Jeff recommended. Josh recommends ReaddleDocs for the same functionality. Either app will allow you to unzip a .zip file and view all of the PDF files contained in that file.

As for accessing Lexis on the iPad, Lexis is supposed to be updating Lexis.com so that it can be accessed from an iPad. Moreover, before the end of this year, Lexis will be releasing a Lexis Advance app for the iPad. For more information on the upcoming Lexis app, see this post from Jeff on iPhone J.D.

Question #9: S.E. From Draper, UT: Can the Dragon Diction app be download to an iPad?

Answer:  Yes. The Dragon Dictation app works on both the iPhone and iPad. Dictation is also built into iOS 5 but is only available on the iPhone 4S.

Question #10 from R.H. from Milwaukee, WI: Is there an app to allow my iPad to connect to my desktop remotely? I use Time Matters.

Answer: Yes, any of the remote access apps that we discussed in our session will let you do this — Citrix Receiver, LogMeIn Ignition or GoToMyPC.

Question #11 from P.O. from Austin, TX: Is LogMeIn Igntion better than iTap RDP?
Question #12 from P.dB. from Stuart, FL: Do you recommend LogMeIn more than iTeleport?

Answer: None of the presenters have used the iTap RDP, but in Tom’s opinion, it looks like a good option. It uses Windows’ Remote Desktop Protocol, which is a solid method for remotely accessing your computer. Tom thinks (and Josh agrees) that LogMeIn Ignition might be better for one reason: ease of configuration. With LogMeIn Ignition, it “just works,” and requires very little configuration. It looks like the iTap RDP requires a little more work under the hood, which might limit the app’s appeal to more advanced users. Further, with LogMeIn Ignition you can access your desktop from any computer using just a browser, with no configuration; with the Remote Desktop Protocol, you’d have to configure it on any computer you plan to use.

Likewise, none of the presenters use iTeleport, which also looks like a solid remote desktop application.  However, like iTap, it does not appear that you can use iTeleport on regular computers to remotely access your desktop – LogMeIn’s universal capabilities give it an advantage here.

Reid’s office has a corporate GoToMyPC account, so he has to use their iPad app. He finds it works well on his iPad2, although sometimes a bit balky.

Question #13 from J.G. from Pocatello, ID: Do most or all of the apps discussed work with the first generation iPad?

Answer:  Very few apps that work with the iPad require the iPad 2, although some do exist.  All of the apps that we discussed work on the original iPad and the iPad 2, although some of these apps are designed for the iPhone and therefore run on the iPad/iPad 2 in iPhone emulation mode.

Question #14 from M.H. from Lubbock, TX: What is the best app to read and edit Microsoft Word documents?

Answer:  The most popular apps for reading and editing Word documents are Documents to Go, QuickOffice and Office2.  Jeff’s current favorite is Documents to Go because it is the only app of the three that shows you footnotes and shows you redline edits (although it will not let you create footnotes or create redlines). But these apps are updated frequently, so hopefully the other apps will add this feature soon.

Question #15 from D.C. from Naperville, IL: I am a transactional lawyer, with a specialty in business law, estate planning, tax and some business litigation.  What are the apps you would consider important for a lawyer with that type of practice to have?

Answer:  As a transactional lawyer you deal with a lot of documents.  If those documents are in PDF format, GoodReader or PDF Expert are essential apps for managing and annotating those documents. Josh prefers PDF Expert because of the easy to use document signing too, the ability to reorder/move/delete pages from a PDF and the ability to fill PDF forms. You also need one of the Microsoft Office compatible apps like Documents to Go or QuickOffice.

Josh recommends creating a folder on your Dropbox with your principal forms. This will give you access to your key drafting inspirations from anywhere.

If you use a Mac in the Office, also consider TextExpander Touch (with the desktop companion TextExpander) which allows you to expand text snippets into words, sentences or even paragraphs. With this app, Josh types “attfee1” and TextExpander types his preferred attorney fee clause. The snippet “simplemisc” expands into my preferred miscellaneous clauses for a basic contract that I can then edit. “engageltr” expands into the text I start with when drafting my engagement letter or email.  Note that iOS 5 provides a shortcut feature like this but it is much more limited.

One key to making the iPad work well for transactional lawyers is to have some flexibility or be willing to try new things in your workflow. For example, Josh does lots of drafting in plain text on the iPad and only worries about formatting when back in front of a desktop computer. Even with the Word compatible apps mentioned here, they aren’t WYSIWYG. You will still need to fine tune back at the office on your own or send to an assistant to format. Plain text is also necessary to take advantage of TextExpander since at this time the Word compatible apps do not support it but apps like Elements or PlainText do support TextExpander.

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Meeting Apps by Tom Mighell

Great roundup of the meeting app’s currently available for iPad by Tom Mighell over at IPad4lawyers. I agree with Tom’s recommendation of Fuze Meeting (iTunes link) since it allows meeting creation from the iPad. Look forward to an update making annotation tools available.

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Exhibit A: Annotation Flexibility with Interface Issues

Shortly after my post about TrialPad (which spawned the most comments on a single post for this blog) the developer of competing app, Exhibit A (iTunes link), forwarded me a promo code to give it a try. While I originally intended to write a “review” type post, this became more of a critique about app interface design. I’m no UX expert, but I know what I like and I know when an app has me confused. Though Exhibit A succeeds in it’s core function of allowing presentation and annotation of multiple file types, I found the app’s interface frustratingly difficult to use.

Exhibit A organizes groups of exhibits into “Projects” denoted by briefcases that can hold PDF, jpg and video. Files can be imported via email, Dropbox, through iTunes, by mounting the app as a wireless USB drive or by FTP (this last option seems quite odd to me as I can’t think of any lawyer I’ve met in my 14 years of practice that manages files with FTP, but perhaps I’m behind the times).

While all these import options are nice, I couldn’t find a way to import directly into the project of my choice. Rather, imports all land in the “Imports” project. From there, the user can copy them into specific project folders. Moving files into projects is far from intuitive, however. When visiting an empty project, the user is prompted “to add an exhibit or folder, tap either button in the toolbar below.”

Empty screen, confusing instructions.

But instead of the typical icons for such actions one might expect, the user is met with six somewhat confusingly labeled buttons (spoiler: the button you want is Imports, not Files). I always thought “either” meant two but in any case, why wouldn’t the instructions simply say “To add an exhibit or folder, tap the Imports button.” Or perhaps highlight the button I’m supposed to tap? More to the point, why can’t I import directly to a Project?

Case navigation also has quirks. When looking at a project on screen, there is no indication that the app contains multiple projects other than dots toward the bottom of the screen. While these dots match how multiple screens full of apps are navigated in iOS, I don’t think they translate as well to the page or project metaphor.

Where are my other projects?

Compare switching between documents in an app like Penultimate (shown below) or any of the Apple apps like Pages, Numbers or Keynote. When focused on one document, the edges of other nearby documents (with contextually appropriate thumbnails) are visible giving the user a clue as to where other projects are and how to get to them. Exhibit A offers the user no such contextual clues which often left me hunting for my other projects and swiping about aimlessly. I frequently felt lost navigating the app until I had an “oh yeah” moment.

Penultimate provides context for where my other projects can be found.

Similarly, I found disorienting the Project icon of an open briefcase that appears to be full of photos, videos and PDF. This icon is static regardless of what is inside the actual project. Empty Projects represented by a full briefcase? Completely different projects represented by the same full briefcase? (Note: I had the same criticism of Penultimate during its early iterations when the face of each notebook was identical. This went away when Penultimate was updated to allow the user to customize the cover of a notebook with a title.)

Gestures in the app led to similar frustrations. If you swipe to move to a new Project but accidentally start your swipe touching the project briefcase, the swipe is read as a tap to enter the project. This is made more confusing because the resulting animation looks like you have successfully moved over to the next project (a sliding pane) but instead you have entered a project (also a sliding pane). Again compare how Penultimate or Pages zooms in to a selected project rather than sliding into it. In sum, trying to navigate multiple projects left me disoriented and frustrated.

Once you enter annotation mode, things improve. Tap a file to display full screen. A choice of annotation tools including yellow highlight, freehand pen (with five ink color choices), eraser and laser pointer are at left. The pen and highlighted thickness are adjustable by a slider at the bottom of the screen. Rotate, undo, redo, clear, save and show buttons at the top have their expected functions and can be hidden by a tap. I like how undo/redo and the clear/redraw can be toggled on and off to highlight a particular annotation. I also like how the highlighter is a pen rather than a selection block, though the color seems to obscure rather than emphasize the text being marked. I appreciate than an annotation tool stays selected until I deselect. This saves me a number of trips to the annotation toolbar.

Again, the interface could stand to be improved. The buttons for Rotate, Undo, Redo, etc. are white text on transparent menubar. When overlayed on a white document (as many are), these buttons become difficult to see. Another miscue: page navigation is offered in two conflicting ways on the same interface – forward and back page turn buttons and an up and down slider. While the slider is nice for jumping to the back of a long document quickly, the up and down slider is inconsistent with the left / right gesture used to turn pages.

Exhibit A annotation interface.

I think with some effort, a person could learn to work around the idiosyncrasies of Exhibit A’s interface. Indeed, I have heard from a couple folks who either aren’t bothered by these interface issues or have become accustomed to them and use the app successfully. I, however, am not that person and I think most other users would be similarly frustrated.

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Dropbox Update: File Management Utility for Lawyers

The good folks over at Dropbox pushed out a nice update to their free iPad app (iTunes link) a couple weeks ago that greatly eases file management on the iPad. Two important features:

  • You can now send a file from any app into your Dropbox via the “Open in…” button (I think for most lawyers, this will be most helpful with Mail attachments)

  • when sending a file to Dropbox, you are now given the choice what folder you want to save it to.

The combination of these features fits well into workflow. Now when I receive a file by email or find a PDF on the web that I’ll need later, I immediately send it to my “Work” folder in Dropbox which is synced with ReaddleDocs (iTunes link) on my iPad (many file management apps allow syncing of one or more cloud folders). I also have a couple folders shared with other people. Saving a file to one of these folders ensures that it has been shared with those colleagues and backed up in the cloud. I have another folder called “law library” where I save statutes, cases and other reference material I find on the web. The iPad file management system is still missing a number of things, but this Dropbox update fills in a nice piece of the puzzle.

Let me know in the comments how you use folders and syncing with Dropbox in your workflow.

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Legal Workflow: Save Webpage as a File on Your iPad

This tip is a bit technical but based on some of the questions I get, I think it will be valuable to many lawyers who want to create an archive of a webpage that they can work with. Today we’ll be adding a bookmark to Safari that sends the webpage you are viewing to ReaddleDocs (iTunes link) where you can choose to save it as a webarchive, HTML or a PDF. While a number of file management apps have an integrated browser that can save webpages (details on those options below), ReaddleDocs gives you the choice of webarchive, HTML or a PDF.

Three steps:

  1. Make a bookmark in Safari. Doesn’t matter what page it is, we’ll be editing the bookmark in a minute.
  2. Add a bookmark, any bookmark

  3. Copy the following text:
  4. javascript:window.location='r'+location.href

  5. Switch back to Safari and edit the bookmark you just created to replace the address with the text above. Change the name of the bookmarklet to something like “Send to ReaddleDocs”
  6. Edit the bookmark

Note that you can always send a webpage from Safari to ReaddleDocs by inserting an “r” before the http:// and tapping Go. This automates the process a bit and keeps you from having to remember what letter to use. A number of apps have a similar functionality. For example, if you use GoodReader (iTunes link), you can replace the “r” in the JavaScript with “g” to create a webarchive in GoodReader. Prefer Air Sharing HD (iTunes link)? Use an “a” in the script.

If you just use GoodReader, this process is simplified a bit by an option that copies the proper JavaScript to your clipboard. You can find that in the app’s General Settings. Of the apps I mention, I think only ReaddleDocs gives you the choice to save as PDF, which I often prefer.

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