Activity History

Every matter will have an Activity History view. This will comprise a timeline of all activity on a matter, including:

• Recordable events
• File/document creation, including invoices, letters, etc
• Free form “note” entries
• Workflow outcomes (e.g. conflict of interest checks, funding assurance reviews)
• Updates to stage of case
• Emails sent and received
• SMS / WhatsApp messages sent and received [TBC]
• Calendar Entries associated with matter

Core functionality

1. A user will be able to sort the Activity History according to any particular field (the default sort being date in descending order).
2. A user will be able to hide and show columns in the Activity History. Hidden fields and other meta data will be available by clicking on a + icon in the first column
3. Documents created from within a matter will be saved to the Activity History.
4. Chargeable events will be accessible via the Activity History
5. It will be possible to create different versions of a file on a matter Activity History.
6. It will be possible to copy and/or move activity history records / files from one matter to another.
7. It will be possible to create a PDF bundle document by merging Activity History documents.
8. It will be possible to preview a file from the Activity History. This preview should be via a collapsable /slide out panel so a user can easily navigate and view each file without have to change tabs/windows. It should also be possible for a user to preview a file by opening it in a new tab (so they have make use of a whole screen if they want).

Example preview of email

Example preview of word document

Example preview of PDF

1. It will be possible to open and edit a file from the Activity History
2. It will be possible to tag an Activity History Record to pre-defined categories.
3. It will be possible to create custom hierarchical Activity History categories for an individual matter.
4. It will be possible to filter the Activity History view using a “search builder” aggregating search criteria for fields and including:
   • Date range
   • Document type
   • Activity History description
   • One or more categories
   • Document Author
   • Document Recipient
5. It will be possible to quickly filter/search the Activity History View by typing into simple search boxes for description, author and sent to fields
6. It will be possible to send selected Activity History documents via email (the sending of the email will create a new matter Activity History record).
7. It will be possible to share single, multiple or all files from the Activity History.
8. It will be possible to download files from the Activity History
9. It will be possible to “send” files from the matter Activity History to a “print room” for bulk printing (TBC)
10. It will be possible to create free-form note entries in a matter’s Activity History
11. It will be possible to export the Activity History record entries to csv, MS Word or PDF on a WYSIWYG basis (ie respecting any filters, sorting, hiding of columns in operation at the time)
12. It will be possible to export a matter’s entire Activity History to a zipped archive file with an html index hyperlinked to the underlining files).
13. Some note entries in a matter’s Activity History will be created automatically:
    • Access by a non-allocated user
    • Matter creation
    • Funding assurance pass
    • Conflict of interest results
14. All correspondence and other matter related material sent and received will be accessible via a matter history’s screen.
    • Emails sent and received bearing the unique LawPage matter reference in the subject line will be automatically saved in the matter Activity hHistory.
    • Emails sent and received bearing the client’s or another party’s unique matter reference number in the subject line will be automatically saved in the mMatter Activity history.
    • It will be possible to separately save attachments to emails to a matter’s Activity history.
15. It will be possible to create different versions of a document on a matter Activity History.
16. It will be possible to markup PDF documents online using a third-party editing tool such as Foxit-PDF. Important functionality includes:
    • Comment on PDF content
    • Edit PDF text and images
    • Insert, delete, rotate and re-order pages
    • Split a PDF by extracting one or multiple pages based on pages range and/or bookmark level
    • Add bookmarks
    • Add headers
    • Add watermarks
    • Permanently remove hidden sensitive information in PDFs
    • Redact to permanently remove sensitive visible information in PDFs
    • Add page labelling

Fields to display in Activity History

The matter history is made up of data from a number of different sources, listed above and each activity history will have an icon depicting the type of record.

Field Name in Activity History	Recordable Event	Notes	File Meta Data	Email	SMS/WhatsApp	Calendar Entry
Date/Time	Date of Recordable Event	Date & Time Created	File Creation Date & Time	Date & Time Sent	Date & Time Sent	Date & Time
Description	Description	Description	File Name	Subject Line	First 255 character of message	Subject Line
Author / Sender / Fee Earner	Fee Earner	Created By	Created By	Sender	Sender	Attendees
Recipient				Recipients (to, cc and bcc)	Sent to
Activity Type	Recordable Event	Note	MIME Type	Mail Sent / Mail Received / Draft Email	WhatsApp / SMS Message	Appointment
Has Associated Chargeable Items Flag	True if there are linked Chargeable Items	True if there are linked Chargeable Items	True if there are linked Chargeable Items	True if there are linked Chargeable Items	True if there are linked Chargeable Items
Tags	Tags	Tagss	Tags	Tags	Tags	Tags

Child Grids

Different activity history types will have different child grids of data.

Recordable Events

If the Has Associated Chargeable Items Flag is set to true then there will a sub grid comprising the following fields:

• Date
• ActivityCode
• NumberOfUnits
• AmountCharged

Note

No subgrid

Files

If the Has Associated Chargeable Items Flag is set to true there will be a sub grid identical to Recordable Events. They will have an additional sub grid comprising the following fields:

• File Size
• Modified Date & Time
• Modified By
• Page Count Equivalent (to be discussed - not required for MVP)
• Additional Note

Email

If the Has Associated Chargeable Items Flag is set to true there will be a sub grid identical to Recordable Events.

Note that if an email has an attachment then the relevant mail icon should indicate this fact.

SMS/WhatsApp

If the Has Associated Chargeable Items Flag is set to true there will be a sub grid identical to Recordable Events.

Historical Calendar Appointments

If the Has Associated Chargeable Items Flag is set to true there will be a sub grid identical to Recordable Events.

#Actions Available for Activity History Records Each record should have the following actions available:

• View
• Edit
• Print
• Add Chargeable Items
• Tag

In addition, one ore more activity history records may be selected and subject to the following (bulk) actions:

• Copy / move record (and files) to a different matter
• Merge into PDF bundle (including converting none-PDFs into a PDF as part of the process)
• Send selected records as attachments to an email
• Download file(s) (including zip and download)
• Upload files(s)
• Delete record(s) / file(s)
• Share file(s)