I am hoping the tech savvy lawyerist community might have a solution to this issue.
I use gmail to manage my practice emails. It is great expect for the fact that there does not seem to be any way to bulk save as pdf or bulk print to pdf for multiple issues.
Right now I need to produce emails for discovery. All of my matters have a gmail label. I can take individual emails and print/save to pdf but I cannot save an entire label as a pdf or portfolio. Luckily there are not too many emails to grab for this discovery project, but what would I do if there were?
This brings me to the file closing issue. Right now I have a label called closed with closed matter labels nested under it. I am quickly running out of the 30 gigs that my current google apps for business provides. I do not need immediate gmail access to them. I want to save them as pdf and delete them from the google account. But how do you do that?
I looked over a number of solutions. There are some extensions that will run a script periodically that saves any emails in defined labels as pdfs but that sounds like a poor solution for me. I do not need a constant back up, which is what this seems more geared towards providing. The other option I have found in the google account admin system allows for you to save a .mbox archive of any label you choose. It is not an easy process to follow. It seems like this process is intended for people trying to migrate data to a different account. Once I got the .mbox file I tried to find a converter that would change it to pdf. I tried the top rated app on cnet but couldn't get it to work.
The less than elegant solution I have found is to start using Outlook again. The gmail account is linked to Outlook through imap; the gmail labels appear in outlook as folders. In outlook if you have acrobat installed and the add-in enabled you can select a folder, right click, and save as a pdf. What you get is a pdf portfolio. (You can also select all of the emails in a folder and print to pdf but this does not capture attachments).
Pdf portfolios are like containers for pdfs. It is a nice clean way to look at multiple pdfs at once. It even captures all of your attachments. However there are big drawbacks. Do you want to bates stamp all of the pages in that portfolio or sanitize the document before leaking meta data? The only way to do so is to open the individual pdf files in that pdf portfolio container. The normal tools for pdfs are not available to work on everything in the portfolio (at least not in Acrobat Pro XI, maybe the DC version can do this but I don't think so). This is fine for a back up copy or as part of a closed file DVD to give to a client but I don't want to provide the portfolio in discovery.
Can you convert a pdf portfolio including the attachments to a single pdf? I am not sure I am trying out something called Joel's practical pdf portfolio utility. Hopefully it works.
I wanted to share my experience in the hopes that someone else out there has found a better way to do this. These seem like very practical goals and a very common issue for any attorneys that use gmail.
It looks like you're new here. If you want to get involved, click one of these buttons!