The best tools I’ve found for dealing with the financial and invoicing sides of side work (pun fully intended :-) are these:

FreshBooks for invoicing. Free for up to 3 clients, a bit high but reasonable for more, and integrates with way more third-party services than their competitors (although some competitors are a bit cheaper and do things a little differently). They’re on  Twitter at @FreshBooks if you want to follow them or keep in touch.

IAC-EZ for accounting. If you’re making more than a few bucks, FreshBooks will help you invoice clients and track time, but expenses, taxes, and other actual accounting stuff you should track can be taken care of in IAC-EZ. I’ve gotten to know the owner of IAC-EZ over email and Twitter and was involved in beta-testing the product, and it’s not only in active development with new features and fixes, but the owner and others know their stuff in the acccounting and business worlds and aren’t shy about helping if you ask. There’s a trial and then it’s $20/mo. If you do a little side work it probably won’t be affordable but if you have enough you need to track your finances better, you can (and probably should) spare the cash. Oh yeah, and it integrates with FreshBooks, so whatever you do in FreshBooks is pulled right into IAC-EZ, avoiding entering things twice! This alone is reason enough to pick this over something else if you use FreshBooks. They are on Twitter at @IACEZ and so is the owner as @IAC_Heather.

Minibooks from Groovysquared for FreshBooks from your iPhone. I helped beta-test this app as well, and if you have an iPhone and use FreshBooks, it’s worth checking out. It’s very polished and although it’s missing some features like invoicing by time and sending estimates, those are being worked on and the feature set that is there is much more complete compared to the official FreshBooks iPhone app, which just tracks time. Minibooks does time tracking in an extremely elegant way (better than anything I’ve seen!), lets you browse and edit your clients, create, view, and edit invoices, and mark invoices as paid. It’s kind of like FreshBooks-in-a-phone. I’m missing the invoice-from-time-tracking and estimates features personally, but that’s not hard to do from my computer for now.

I use all of these tools personally and really like them. I know friends using FreshBooks and IAC-EZ who like them as well. Disclosure: the FreshBooks and IAC-EZ links are referral links and I’ll get credit and a small referral fee if you use them (you can find them easily online, guessing the domain names even, if you don’t want to use the referral links. But remember, I’m a Church IT guy :-) I received a free copy of Minibooks for my beta testing efforts but otherwise am uncompensated by Groovysquared. None of the companies saw or directly influenced this post before I published it. Lakeview Church does not endorse these products or benefit from their use in any way (other than their IT guy being more financially able to stick around at the job he loves :-)

These are some text messaging services that may be useful:

• http://texthub.com/ (another church where I know the Church IT guy, I forget which one, is using this)
• http://www.jarbyco.com/ (Granger Community Church has used this, as have a few others)
• http://www.textmarks.com/ (Granger is using this some too and we are planning to use it at Lakeview at least among staff if not generally)
• http://www.polleverywhere.com/ (this lets you show poll results on the screen that people text in, but I donâ€t think it does mass texting—Jarbyco can do this too I think, at least where people sendin questions via text message and you can have someone put them up on the screen)

Iâ€d start there and see where it gets you! Should be cheaper than phone tree most likely, def. cheaper than mailing postcards and youâ€ll probably get more teen response than from either of those anyway :-) [remember this was an email to the Youth dept.] I would start testing with a small group if youâ€re going to test multiple services, so you arenâ€t switching everyone from one system to another just to test…like set up 4-5 students with one service and see how you like the service and price before putting everyone in.

I later ran into another service worthy of comparison: http://www.churchtextingmanager.com/. I’m sure there are others out there. Other than light testing of Poll Everywhere and TextMarks, I’ve not used any of these services personally or professionally and can’t vouch for any of them, but it’s probably a good list to start your own research!

Prior Todo System Attempts

The result is usually “cool,” and I might use it for a day or two. And then, I forget about it. (I use and love the HelpSpot helpdesk software (Lakeview is even a HelpSpot case study!), but there are tasks (and projects) I’d like to manage outside of requests in the helpdesk, and that’s just an at-work solution.) Now that I have an iPhone, although it comes with no built-in task managment program (why? Beats me), I figured someone would have made a system I could use on my desktop, laptop, and iPhone to track todo lists at home, for Lakeview, and for the Indianag A/G District Office where I work one day per week. And when I’m somewhere else, I don’t really want to see what I have to do anywhere but where I am! And oh yeah, I’d like subtasks support, tagging, sorting, searching, start and end due dates, and due time with reminders built in, and probably a few things I’m forgetting. And can you make it free while you’re at it?

I’ve already mentioned that there are a lot of online todo list web applications. On my renewed search for iPhone-compatible todos, I tried the very well-known Remember the Milk service. It has a nice interface and I thought it might just be as good as everyone seems to think, and it had an iPhone interface. Which I never tried, because although there’s a trial, you have to pay for a Pro account to use the iPhone-optimized webapp; I think it’s $25/year and you get a few other benefits as well. But I kept going back to my preference for “free” and wondered if someone else was doing it better. I’ve bookmarked some of my findings using my Delicious keyword “todo”

The other one with a funny name: Toodledo

I don’t recall exactly how I discovered it, but it was probably a Google search or a post comparing services that led me to Toodledo. The name almost turned me off from looking at it at all. It’s a nice play on words but not as “professional” sounding as I was looking for. But hey, Remember the Milk isn’t all suit-and-tie sounding either, so I gave it a shot, especially because it had a free iPhone interface called Slim. The well-done feature comparison chart also helped to convince me to try it out, given it’s completeness compared to every competitor listed (granted, the chart is a bit out of date per a few forum postings especially in relation to Todoist, which I tried briefly after I was already using Toodledo (always on the lookout for something closer to perfection :-) and if you like using the keyboard extensively it may be an excellent option, although I’m not sure about an iPhone version). Of course comparison charts are intended to be biased towards the company making the chart, but the list of features Toodledo had was impressive by itself.

This is going to get long, so for more information I’m breaking the rest out after the jump if you’re reading this on the web!

And then I gave them money

After customizing the fields I wanted to use (most of them, it turns out) and playing with the Contexts feature which lets you save a location or context for each todo item, I started to actually put a few tasks in for the next few days to get a feel for how to use it in a daily workflow. It clicked. I still find some interface things to be not as easy as they could be, but I like Toodledo so much that I’ve purchased a Pro account for $15 per year to unlock some additional features. The fee is more reasonable than any other pro account I’ve encountered for task management, and although my preference is of course for stuff that’s free, the Pro account just added enough value at a small enough price to make it worthwhile (subtasks and longer completed-task history retention were the two that put me over the edge, but the Scheduler and Stats features are also nice). However I haven’t seen the need for a 1GB file storage area that doubles the price, so I stuck with a Pro rather than a Pro Plus account; the file storage and going from 2 years of completed-item retention to forever are the only additional features for the upgraded plan.

Sidenote: Project Management Still Elusive

The definition of what I look for in a productivity app keeps changing. Universally available todo lists with all the features I’ve mentioned were the biggest need I had and Toodledo fills that void nicely. Some people, especially those using the GTD system, use Toodledo to track projects (GTD defines a project as “anything requiring more than one specific action to complete” while I both like that and have an additional one, something like “something I want to get done including collaboration with others” or something along those lines). Toodledo provides task sharing (read-only unless the other user has a Pro account) and you can use Toodledo’s Projects field to track GTD-like projects, but at work I’m still missing something between todo list and helpdesk.

What I’m looking for is Project Management. Something like Microsoft Project without the complexity, on the web, for one to several people working together on multiple projects to use for tasks and collaboration. There are nearly as many options in this space as there are todo list services! The most well-known of these is probably 37signals‘ Basecamp and their associated services (like Backpack, for todos and calendaring–but it’s not free!). Basecamp is nice but their free account only allows for one project, and their paid accounts are more than I’m willing to shell out for right now, and they don’t offer non-profit discounts (I asked). That’s OK, copycats are a dime a dozen, but the problem is finding the one that does everything the way I want it to, at the right price! Unlike Toodledo, I’ve not discovered the perfect-enough solution for this yet, but I’m still looking. My biggest concern is that most project management systems include their own todo list system, and I want to make sure I don’t split my nice Toodledo system and have to check two separate todo lists all the time! I’m keeping this in mind as I evaluate.

Ideally, I’d like a system that coworkers helping me with projects as well as volunteers can log into and update with research findings, progress, and that sort of thing. The ability to collaborate with volunteers is one of the driving reasons I want a web-based system! Projects in this context might be things like:

• Upgrade Microsoft Exchange to 2007 from 2003
• Run wires to X for Y purpose
• Use compressor to blow dust out of all desktops (recurring)
• Upgrade all or most servers to Server 2008 from Server 2003
• Purchase and implement a SAN solution with virtualization

Centrally managing a list like that would be much better than me having to come up with it off the top of my head like I just did! Yes I can just write down a list, and I have a few of those, but that leaves out the collaboration opportunity. One of the few entirely free options I’m contemplating is called ClockingIT. The interface doesn’t seem as clean as some competitors, but it has many features including a Wiki, chat, forums, and files, along with reporting and charting options. And the price is right.

This is one of many possibilities several of us in the Church IT IRC channel (#citrt on the Freenode IRC network) discussed a week or two ago when we went Googling for project management options. No one in the group has a perfect solution but several have none (hence the looking!), and others are using things like Basecamp, Sharepoint (WSS) or Microsoft Project. I refuse to get sucked into using Sharepoint and the other two I’ve already eliminated for reasons above, so that’s why I’m still looking! I’m tracking things that show some promise using my Delicious keyword “projectmanagement” if you care to browse. For churches, TeamWorkLive stands out as another very nice option, although the price is too steep for me right now. I can see this being a great all-church-staff project management tool, if everyone gets on board and you’re OK with the $200/mo for 50 users (or $150/mo for 25 users…there are other plans too).

My Toodledo Workflow

My District Toodledo context (click to enlarge)

This is a brief overview of how I use Toodledo. I have most of the fields except for the sharing-related ones enabled. I used Google’s Chrome browser to create an “Application” out of the Toodledo website so I can easily open a separate Toodledo-only window, preventing it from getting lost amid my many tabs (no, I’m not kidding! Too many tabs to provide an exact count right now though…). I have the same setup on the desktop I use at each office and on my laptop, and I have an iPhone home screen icon set up for the Toodledo Slim iPhone webapp interface (I’m also presently using the Appigo Todo native iPhone app, which is nice, but it is missing several features including subtask and context support that prevent it from being as useful in general, even though it syncs well with Toodledo. Appigo has said they are working to add these features in the near future).

Basics

I have Toodledo set to default to the Contexts tab, since you can select any of the fields to start with by default. This lists all the Contexts I have set up in tabs across the top of the screen, and I can easily select which one to view (the number of tasks in the context is shown in parentheses on the tab but that can optionally be hidden). The main contexts I have (plus a few infrequently used ones) are: Any Computer, Lakeview, District, and Home. I default to sorting tasks by Importance and then Auto. Importance is a foruma defined by Toodledo that takes into account both the priority of a task and how soon it’s due, and assigns each task a numerical value of “importance.” The higher-importance items are shown at the top, and for each task the due date or priority is displayed at the right side (whichever is the reason for the importance level is displayed, due date or priority, per task).

A quick scan shows me what I need to do today and I can pick a next action to work on based on only tasks that I can do (that are in the context I’m presently in; at Lakeview for example). I have keyboard shortcuts enabled which lets me type “n” to create a new task quickly, and I can tab through the fields to set the folder, start and due dates, priorities, context (defaults to the context I’m in) and other settings as applies to that task. The Folder field I’m using kind of as a categorization field and kind of as a “project” field, I’ve not decided 100% how I’m going to use it yet. But that’s an example of flexibility; I can use the Folder field for whatever I want however I want to! There’s also a Tags field which allows for multiple, comma-separated tags which you can view and sort just like any other fields. I’m using tags sparingly right now, but will throw “web,” “order,” “blog,” for categorization, or a person’s name (like my boss) to create an agenda to talk to that person about the next time I see them.

Subtasks

Subtasks, which are a feature of the Pro account I paid for, are nice but not as easy to use as I’d like. Without seeing or using it I’m not sure I could explain it very well so I won’t try for now. Suffice it to say the usability of the interface for subtasks has a ways to go to make it as efficient or easy to use as it needs to be for me to get much use out of it. Like others on the Toodledo forums, I would also like to see the ability to assign an order to subtasks so as each was marked complete, the next one would be “active” until it was complete, and so on. This would make tasks with subtasks very usable as GTD “projects->next actions” which I would like to get into more in-depth as I work toward trying to implement GTD myself (I am currently trying to use some of the GTD concepts but I haven’t dived in to the program all the way). I presently have 55 active todo items in Toodledo, which is the important suff I can’t forget but is not close to the full brain dump GTD requires to really work well!

iPhone

The iPhone interface is mostly full-featured but obviously limited in the amount of information it can display at once, and the lag time for the webapp to refresh is occasionally annoying. However I use it to enter new todo items at least as often as I use a computer, I think, and I edit and mark tasks complete on it as well (it’s nice that I can review pretty much anywhere when I have downtime, without having to be in front of a computer!). The biggest benefit to having an iPhone interface is that I’m more likely to follow through and use the system the more contstant and “anywhere” my access to it is. I don’t want to rely on something that goes away when I’m not at my computer; that’s when I need to be reminded what I need to do the most! Especially as I’m running around the building away from my office. Between Appigo Todo and the Slim webapp, I get what I need to out of the iPhone side of Toodledo access, but it’s not perfect. I am looking forward to the Appigo Todo updates that will add Contexts especially (and subtasks!), and Toodledo developers themselves have mentioned in their forums that they are looking at iPhone native apps themselves but have not released any details about when to expect anything concrete to materialize.

Other Ways to do Toodle

Some other ways that Toodledo provides to interface with their system are email, Twitter, and Jott. I have enough ways to add and view tasks on the go that I don’t think the Twitter integration will be very useful to me despite my extensive use of Twitter. Jott is an excellent service that I’ve used for a long time off and on, but recently they switched to a paid model and left beta status. Basic Jotting is still free but connecting to productivity services like Toodledo requires a paid monthly subscription now. If I get desperate enough to need quick voice-to-todo translation I’ll contemplate a subscription; until then I may use the iPhone Jott app to capture quick items that I can manually enter as a Toodledo task later. Email is one piece that I haven’t really gotten into the swing of using but should be pretty powerful, because you can forward an email to your secret Toodledo email address, changing the subject to the actual todo text (add exclaimation points to bump up the priority, and @context to set a context) and the body of the email becomes the task’s note. This should make creating tasks from emails quick and painless, but like I said I just haven’t started using it heavily yet, even though I need to. The same command-shorthand works to create new tasks via Twitter using a Direct Message, by the way.

There are several other ways to get information out of Toodledo, including iCal subscriptions, Vista and Apple dashboard or sidebar widgets, a Firefox extension and sidebar (the sidebar uses the same Slim interface as the iPhone), and there’s a third-party Outlook Synchronization Tool that does just what it sounds like, using the Toodledo API. I tried this (it does work!) since I use Outlook but the lack of contexts turned me off and I’ve tried and failed to use the Outlook Tasks feature for tracking todo items, so I’m not sure why I wanted to try again :-) You can display your tasks in your Google Calendar in at least two ways (as a drop down item each day to see tasks due that day, or as actual calendar items if you’ve set a due time as well), and you can get text-message or email alerts about an hour before a task with the due time field set is due (for now, you can’t configure how early to remind you, and if on, all tasks with a due time will remind you up to the maximum number of reminders you want per day).

Conclusion

Is Toodledo what I’m going to use long-term? Well, I’ve spent about $25 on Toodledo Pro for a year, and the Appigo Todo and Notebook iPhone Apps. I’ve been using the system for about a month I think, successfully, and with money invested I (hope) I’m nore likely to stick with it longer. Only time will tell! It’s full-featured yet flexible, but it doesn’t quite provide the collaborative project management that I’m also looking for, which may end up being another tool to juggle when I find the right one, rather than replacing Toodledo. Sometimes you just need a nice, smart, flexible list to give your mind some sanity by offloading the “stuff” to the system.

That’s the premise of GTD, and Toodleso is my favorite implementation so far. I just have to be careful to avoid something I recall reading on Merlin Mann’s 43folders blog a while ago (I’m not sure what article) that mentioned it was too easy to spend more time looking at, examining, and setting up a system that you more busy with that than actually using it! I agree, that is easy to slip into sometimes! I guess I’ll just have to stop and use this for while!

If a laptop user establishes a VPN connection to your corporate VPN server, and doesn’t use split tunneling (in other words, from the time they’re connected, all traffic goes through the VPN as its default gateway no matter what), assuming that you’re using a VPN client that verifies the identity of the server (rather than blindly trusting DNS, which is easily spoofable on a wireless network), the user moves from the realm of insecurity into a much more secure environment, similar to being plugged into your wired network at the office. Of course, then your office WAN connection has to support everything they do, including web browsing!

However, using a free or paid “VPN” service from a company that just turns your wireless connection into a VPN-enabled “wired” connection is only going to help thwart unencrypted wifi sniffing and other such attacks. Unless you also use SSL and other encryption technologies, those services are just giving you a wired internet connection just like your home connection rather than the easier-to-sniff unencrypted wireless. It’s better than nothing, but it’s not like an encrypted pipe into your own network.

Don’t discount unencrypted wireless attacks. It’s never happened to me, but if you hop over and read some of Security Monkey’s case files at you’ll discover that there’s a lot of bad stuff going on in the world on computers :-) Those case files are slightly modified true stories from this guy’s career! His old 2005-2007 podcast episodes are worth listening to for some cool security tips and tools as well, to digress for a moment!

I don’t have a good answer; VPN connections to the office make internet run very slowly unless you have the WAN bandwidth to support fast throughput to and from all your remote users including web browsing! But that’s a much more secure way to operate. The number of ways wireless can be hijacked, sniffed, spoofed, and hacked, especially if it’s unencrypted to begin with, is downright scary! At the very least use SSL with verified certificates for anything you do of any importance (or if passwords are transmitted) on an encrypted wireless connection. As an IT guy, I can tell you (or myself) whether a particular session (POP3, IMAP, RPC over HTTP, HTTPS, etc.) is happening over an encrypted connection or not and can be careful. However, the average user is, obviously, not going to know or even care necessarily if Outlook is using POP3 unencrypted or via SSL, or using RPC over HTTPS securely. And if they log into Gmail, they’re not likely to know that although their password is always encrypted on login, their email is transmitted in the clear unless they initiate the session using SSL from the start (using https://mail.google.com/ rather than http://mail.google.com)./ Even if their email contains passwords and confirmations for other accounts!

Stuart mentioned WiTopia on his comment to Tony’s original post. I’d never heard of them before, but I’ve seen similar services to their personalVPN product. That service appears to be, like I mentioned above, just a way to get a “wired quality” connection to the internet over unsecured wireless. An admirable service and a worthy goal even with its limitations, but what caught my eye even more was their SecureMyWifi service. It’s still a wireless service but it has to do with your own on-campus wireless access. It lets you move away from using WPA with a Pre-Shared Key (PSK), also known as WPA-Personal, and use their RADIUS services to authenticate users individually to your encrypted wireless access points. It seems a bit pricey (to me–it’s currently a $99 setup fee, $99/year for one access point, and $14.95/year for each additional access point), but we have the same thing set up using Microsoft’s free (built-in on Windows Server 2003) IAS RADIUS server in-house. If you aren’t familiar with how to set it all up, the WiTopia service could be quite beneficial! They charge per access point, but at Lakeview we have a centrally-managed access points system with one controller that takes care of authentication. I assume that the WiTopia service is based on unique RADIUS keys for each access point client; since the central controller (currently running 12 access points) acts as a single client, it should look like “one” access point to the service. Whether or not this is allowed with their terms of service I have no idea; we are not likely going to use the service since I already do this in-house for free, but I would recommend reading the terms and/or contacting them if you plan on doing something similar to remain in the spirit of their offering.

That’s great news Rob, thanks for the heads-up!

UPDATE: Chris Green linked to more details about the iPhone and ActiveSync straight from Microsoft. Microsoft’s Terry Myerson, VP of for Exchange, said, “We started talking with Apple about licensing Exchange ActiveSync before the launch of the iPhone last year. In fact, I met with Apple Senior Vice President of Worldwide Product Marketing Phil Schiller almost daily for a period of two weeks ironing out the details of the agreement. The result is a true collaboration between Microsoft and Apple.”

UPDATE at 3:15 pm: Apple has an Enterprise website for the iPhone including a beta signup to test the iPhone with ActiveSync using the iPhone 2.0 software! (hat tip to Jason Lee in the #citrt chat.)

Google also jumped on the synchronization bandwagon with its own Google Calendar Sync utility to keep your Google Calendar and Microsoft Outlook calendar up to date (two-way or one-way). It’s not ActiveSync and it doesn’t sync with Exchange, but I can see a use for this even for personal use where friends have Google Apps set up and want to sync with their phones, but their phones will only sync with Outlook. Another, over-the-air option I’ve heard about is GooSync, but I don’t have any experience with that yet. It sounds good but I’ve heard mixed opinions. Thanks to Scott, also in the #citrt chat room, for this piece of news!

And don’t forget about the Church IT Podcast episode recording in just a few minutes this afternoon! (It’s at 2 pm Easter via TalkShoe on Thursday the 6^th, so if you’re reading this later–it may be over for this week, come back in two weeks!)

I received an email response from my request for a sales rep regarding Postini at non-profit prices. Here’s what they (in specific, Peter from The Google Message Security Team) said, in part:

We don’t actually have the non-profit pricing available online at this time. We’re working on making the non-profit pricing available directly online. We don’t have a specific timeline for that, but definitely check back with us later!

If you would still like to move forward with the non-profit pricing right now, I can forward you along to one of our direct sales representatives if you are planning on making a purchase of $1,500 USD or more.

So basically, unless we’re over three times the size we are, we have to wait. This is going to leave a bunch of churches and other non-profits waiting out in the cold for an undetermined length of time. Education customers may, in general, have larger email user bases to qualify for direct sales, but that’s just my guess. I hope their non-specific timeline is shorter rather than longer; perhaps they’re working hard on it right now but don’t have it up since the change is such a new announcement. There’s just no way to know yet, given this response. A note of some sort to this effect would be appreciated on the pricing web page, but as much as I like them, Google will do what Google will do. I don’t think that’s going to change any time soon!

UPDATE the next day: My reply to Google went like this:

Thanks for the information and clarification. But you are still saying that if we are wanting to purchase a plan for less than $1500 we will need to wait for online availability, correct?

and Google Rep Peter’s reply was:

You’ve got it exactly. We’re making the $1,500 option available for people who are already planning on paying that much, or need the service deployed either right away, yesterday, or as soon as possible.

If that doesn’t fit your needs, I would recommend sitting tight while we get the Google Message Discovery online purchasing process up. We don’t have a set timeline for it, but it’s going to be sooner rather than later.

This is mostly good news. They aren’t committing to a date, but it seems to be coming soon. When it does, you can bet we’ll be jumping on it like a frog on a lily pad!

I’m waiting to hear from a Google sales representative to confirm pricing and details, but based on this pricing chart, it looks like the non-profit pricing for their highest level of service will only be $8.33/mo, or less than 70 cents per month, per user. We’re paying more than twice that for our current hosted anti-spam, anti-virus filtering service, and it doesn’t do message archiving! Basic spam filtering would be only $1/year/user, or the mid-range plan adding some security features would go up to a whopping $4/year/user. I sure hope I’m reading these prices right, ’cause if I am, Postini will be getting another customer!

Interestingly, the pricing chart is for Postini as an add-on to Google Apps for your Domain, which has a free premium version for non-profits. The chart is not specifically for the Postini stand-alone service. However, if necessary, that service does let you dual-deliver messages both to the Google webmail interface and to your own email server, so setting up a free account to get the Postini pricing wouldn’t be a humongous deal. However, I’m curious to see what the pricing will be for Postini without going through Google Apps! My suspicion is…it will be comparable. When I submitted a request to talk to them, they replied and said they have a lot of people to contact due to the new pricing. No kidding!

(Hat tip: Jason Powell via #citrt).

I jumped on the opportunity to add Gmail as an IMAP account to VersaMail on my Treo 650. But when looking for the necessary server settings, I discovered this sad news: “Palm handheld users: please note that Gmail IMAP access is not currently compatible with VersaMail.” Oh well. I was happy for a couple of minutes. I’ll probably stick to the web interface all around, but it’s nice to know IMAP is an option since there is a dearth of free email services supporting IMAP (Gmail is the only major one that I know of).

9. Google says that enterprise customers use only 10% of the features in todayâ€s productivity applications which implies that EVERYONE needs the SAME 10% of the feature when in fact it is very clear that in each company there are specific roles people play that demands access to specific information – how does Googleâ€s generic strategy address role specific needs?

Thanks to Vladville for the post with the original link.

Shortest. Post. Ever. (For me. :-)

PassPack gives you a free account (did I mention it was free?). You create a user ID, a passphrase, and a Packing Key, all distinct. PassPack creates an encrypted container using your Packing Key, which is encrypted on your web browser using JavaScript and standards-based encryption. Only this encrypted “bundle,” without your Packing Key, is then stored on the PassPack servers. Want a password? Log in, enter your Packing Key if it’s timed out (5 minutes by default, up to 15 minutes), find the relevant account alphabetically, by tag, or search (all very Web 2.0 and AJAXy-smooth), and click it to…reveal your login name and a scrambled-looking (unreadable) password field. Click in this field and use the Ctrl+C keyboard shortcut to copy the password, and paste in to the site in question (URL also saved as an option to make it easy). This means the password never appears on the screen, it’s just stored directly in your clipboard, and you don’t have to retype it.

So you can copy and paste the password, so what? Well, they also have an auto-login bookmarklet you can save in your browser. Save the URL of the login page along with the password at PassPack, and then just click the Open and Login link within PassPack to open the website in a new window. Then, click the “PasssPack It!” bookmarklet you previously set up. If the site has been “trained” before (even by another user), it fills in the username and password fields and clicks Login to get you into the site! If it’s not been trained for this site, you are walked through a very simple process of clicking the bookmarklet, clicking the username field, then the password field, then the Login button to train the system. So far out of about twenty sites, only two have had issues and not been trained successfully (a Plesk 7.5 dedicated server control panel and the ZoHo group of sites, including the Church IT Podcast Wiki, were the malfunctioning sites, which have been reported to PassPack); these can still have their login information memorized like any other account, on- or off-line, they just won’t auto-login with the bookmarklet.

The folks at PassPack have implemented a few other nice features besides the slick and speedy interface and somewhat novel readable-only-by-you encryption scheme:

• They have a nice anti-phishing setup in place to prevent your PassPack credentials from being phished easily.
• If you keep the site open, it functions offline and can be saved to their server the next time you connect (it also auto-saves if you don’t disable this option).
• One-time keys are available for you to print out and carry with you. If using a public internet terminal, log in to PassPack with one of these one-time-use keys, and copy-and-paste the scrambled password you need. Then you never have to type a usable password into the insecure computer (for PassPack or the target site).
• Export and Import of your data, in unencrypted format, if you wish to switch between other password-saving applications that also give you access to your data in text format.
• Backup and Restore of your encrypted data, so you have a copy on your computer in addition to on their server (you choose whether the backup will use your regular Packing Key or a unique one).
• They will generate a unique password for you to use when registering a new account somewhere, which they will of course remember for you.

You may be wondering where this Packing Key thingy comes from. (I can hear you now, “David, this thing is awesome, sign me up, but what the heck is a Packing Key anyway?!”) PassPack has some of the best help I’ve ever read, which is even available contextually when you click Help within the site. They handily have an answer about Packing Keys and why they’re so handy. They do a much better job of explaining that and just about everything else about the service than I could, given that they wrote it and I’ve just used it for a day. But I’ve found it to be exciting, apparently secure, well-designed, and actually fun.

It should go without saying that besides the great interface, being able to access your passwords from any web browser very easily, along with the off-site storage, is probably the single biggest benefit to using PassPack over a Windows utility. Even the auto-login bookmarklet it cross-platform, cross-browser code and is a simple JavaScript bookmark — no need to install a Firefox Extension, IE Add-In, or any other code running on your machine outside of JavaScript.

I do see one potential downside: their Terms of Service contain several limitations (yes I read it! Well, the parts they highlighted at least…):

1. You are not allowed to store information about financial accounts (banks, etc.), although this may be legal CYA considering I don’t know how they could possibly enforce this given they don’t have access to your data.
2. If you don’t login at least once every six months, your account is “inactive” and they delete everything.
3. You only get 32k of storage per account (they estimate 75-100 entries worth of entries), with no upgrades available yet. Accounts active before August 1st (missed it by less than two weeks, darn!) got 128k of storage (150-200 estimated entries).

I’m sure PassPack intends on offering upgraded service with more storage at some point, but those three conditions may limit my use of their service, and possibly yours. I know I have 23 entries already saved, and I’ve barely scratched the surface with the quantity of online accounts I maintain. It’s at least worth a shot in my opinion. If you like the concept and want an alternative, Clipperz is worth a look, it’s also free and PassPack even has a comparison of their two services. It doesn’t do the anti-phishing stuff like PassPack but it does have many other similar features, which I have not tested extensively. They also do not prohibit the storage of financial details and actually provide a template to hold credit card and bank account information. They also keep the data from leaving your browser unless it’s encrypted so they have no access when it’s on their servers.

Poor Man’s Google Reader Search appears to have a solution that lets you search a public label or an individual feed, but that’s not what I was looking for.

Google Reader Gears Search has a way to search Google Reader using the Google Gears offline post database if you are set up to use Reader offline with Gears, but again this requires a browser add-in. The creator of this option actually talked to Chris Wetherell, the Google Reader creator, about why there was no search, but he doesn’t articulate the answer with any level of detail.

Google Groups has a thread about Google Reader search, which basically asks the same question I do, but provides no answers. Martin Porcheron comments back in May that Google Reader has updated their CSS (Cascading Style Sheets) to include hints of search capabilities, but those haven’t yet materialized. This seems to be the most promising reference that Google is indeed working to make this happen.

The most promising current solution that I’ve found came via a Lifehacker entry about a Google Operating System post: How to Add Search to Google Reader. It requires using Google Co-op and Greasemonkey (there’s another browser add-on to install still!), but it is probably the one I’m going to try for now. You also must export your feeds list and re-import it at the Co-Op site every time you update your subscriptions. Why is it so hard for Google to integrate their own two services, anyway?! I suppose I’ll have to live with the workaround for now, but I still think it’s strange for a company so focused on search to eschew it in such a widely used product. And there’s even an updated Greasemonkey script that will display your search results right within Google Reader. So you (and I) can fake it ’til they make it!

Anyway, if you could use a great way to keep track of the books you’ve read, are reading, and want to read, so you can share them with others or remember them yourself, my wife found an excellent site a couple of weeks ago called GoodReads. A free account lets you add books from their database or from Amazon.com, rate and review the books, add to as many “bookshelves” as you want (read: tags), and basically track all that goodness. Now you can return all those books to the library, knowing you can find them later. Or just keep track of what you’re reading and what you’ve read, or use the RSS feed capability to share your favorite reads with others. I mention the service here because it’s where I’ve started keeping track of the technical books I want to remember for my reference and to pass along to others, even if I don’t buy them for my bookshelf. The ability to track the fiction I’m reading is just a nice side-benefit, and the bookshelves feature keeps them all organized. In only a couple of days of using the site, I’d “shelved” 14 books in my account!

If you add enough books, you can also request Librarian status so you may add and edit metadata about the books on the site. My wife had to do this right away of course (and had more than enough books added to her profile in under 24 hours), since she’s a real-life librarian :-) (Did you know librarians need a masters degree? I didn’t either until I married one! Well, I did know before we dated, she didn’t wait to tell me until we were actually married…but I didn’t know until she told me.)

They are using St. Bernard for the block list, the company that makes the iPrism for corporate content filtering. I’ve had some contact with them recently (watched an online live demo and gotten some quotes — the demo was impressive but not worth the time given the price of the quote vs. our budget) and they seem to be a classy company, near the top of the choices for premiere content filtering.

OpenDNS also allows you to put your custom image on the block page (for their typo correction, not just the content filtering). Their service is already being put to use in several churches, but I can’t help thinking this will bump that trend right on up! Andrew Mitry at Anchorite switched from OpenDNS to ScrubIT in March (it sounds like he either used OpenDNS before or liked it, hard to tell from that post), while at the same time commenting that OpenDNS appeared to be more mature (an assessment I’d fully agree with). This is the first time OpenDNS has responded with a content filter on this level however. In my experience (and I’ve corresponded with several of the OpenDNS staff including owner David Ulevich), OpenDNS doesn’t do something unless it can be done right, and going with a large provider like St. Bernard for their list sounds just like something they’d do.

Now, to test extensively! Detailed reporting (especially at the user or internal IP level) is really the key component missing from this service, since you can add your own blocked domains as well. I also don’t see a way to override specific blocked pages if you run into a site categorized incorrectly (although OpenDNS is known for adding additional control features later on). And, while it will catch direct-access porn and other adult content, it can’t do much for direct-IP access sites, or a bigger threat, open proxies (possibly the most well-known being Google’s own English-to-English translator, among hundreds of others) since it’s not doing URL filtering or any content inspection, just DNS blocking. But it’s a good first line of defense, at an even better price. Our free wireless internet is getting switched over post haste!

Thanks to Alan Shimel, my first source for this news (reading Google Reader feeds on my Treo at red lights on my way home — post coming very soon comparing two feed readers!).

How to change the default temp directory for MozyPro:

1. Make sure you’re running Mozy 1.8.2.3 or later. (You can the latest version at http://mozy.com/downloads/mozysetup.exe)
2. Create a new folder for Mozy to build its files in. Most people use something like D:\mozytemp\
3. Open your registry editor by click the Start menu, then Run, and typing ‘regedit’. Click OK.
4. Open HKEY_LOCAL_MACHINE\Software\mozypro\options
5. Right click the right pane and click New->String Value
6. Change the new value’s name to tempdir
7. Right click the value and select Edit (or double-click on it).
8. Change the value to the name of the folder you created. (If you created D:\mozytemp\, make the value ‘D:\mozytemp\’)
9. Save the changes and close the registry editor.
10. Open a command prompt (click the Start menu, then Run, and type ‘cmd’. Click OK.)
11. Type “net stop mozybackup” and hit Enter
12. Type “net start mozybackup” and hit Enter.

NOTE from Jason: steps 11 & 12 didn’t work for me so I just went into Admin Tools->Services and restarted the mozy service. (David says: same for me.)

The backup size went from 2.2 GB (already backed up) up to another 14 GB of stuff to back up; a lot of that is the Exchange store but SQL isn’t tiny. Because I’m throttling the uploads during the day very heavily, it will probably take maybe a week (total guesstimate) to finish the initial backup, although it may be less as I’ve gotten up to 900 kbps overnight with my first test. Hopefully I won’t run into the SQL issue Jason’s discovered, but I don’t see any indication of that yet. Kudos to MozyPro for excellent and fast support, though!