Matter Taxonomy

LawPage uses the word “Taxonomy” to describe its system of content management that groups information based on specified terms.

In Lawpage, matter activity history taxonomies allow users to group activity history records based on shared characteristics.

The Default Activity History Taxonomies

There are 4 default matter activity history taxonomies:

1. Activity History Type
2. Activity History Categories
3. Activity History Tags
4. Matter folder structure

Activity history type

This is a flat taxonomy that organises activity history records by their type. The terms of the activity history type are system defined and not editable. For example, an activity history record may belong to one of the following types:

• Recordable event
• OneNote file
• Word file
• Excel file
• Sent Email
• Received Email
• System Note
• Etc

This taxonomy has already been developed and can be seen in the activity history grid.

Activity history categories

This is a hierarchical taxonomy that organises activity history records. An activity history record can be linked to none, one or many categories. Categories are definable at system (i.e. all matter types), matter type and matter level. For example

• Document Type (could be system level)
  • Hearing Note
  • Meeting Note
  • Brief
  • Witness Statement
  • Court pleading
  • Correspondence
• CCDS Sections (could be system level, and applicable only to criminal matter types)
  • Key witness statements
  • Key exhibits
  • Applications
  • Court Orders
  • POCA
  • Unused Material
  • Defence Material
• Disclosure (applicable to a specific matter only)
  • Served on 01/01/2000
  • Served on 01/03/2000

Activity history Tags

This is a non-hierarchical taxonomy that is definable at system and matter level.

Matter folder structure

This taxonomy reflects the logical path of the file from the matter root. It is read only and cannot be edited.

User-defined Taxonomies

LTEs and users can also create their own taxonomy for activity history records, at system or matter level.

A taxonomy can be multi-selectable (ie an activity history record can be linked to multiple terms in the taxonomy) or single-select (where an activity history record can only be linked to one term in the taxonomy).

##Taxonomy Settings - System Level There is a taxonomy settings menu item on the main menu. This will allow a user to:

• Create, edit and delete a system-level custom taxonomy (they cannot delete the categories and tags taxonomy).
• Create, edit and delete the terms of a system-level taxonomy.

There is no system setting for the Activity History Types and Matter Folders taxonomy. They are not editable.

If a user attempts to delete a custom taxonomy that is linked to terms a warning will be displayed asking if they are sure they want to delete the taxonomy.

If a user attempts to delete a term that is linked to activity history records a warning will be displayed asking if they are sure they want to delete the term.

Template Settings

When a template is added to the system it may be assigned to a system-level category so that when a user creates a document from that template the newly created document is automatically linked to that category.

When a template is added to the system it can be assigned to a system-level tag so that when a user creates a document from that template the newly created document is automatically linked to that tag.

Taxonomy Settings - Matter Level

Each matter will have a Taxonomy tab. That tab will have a grid for each taxonomy applicable to the matter’s MatterType. That means there will be at least three taxonomy grids:

1. Categories taxonomy grid, displaying the terms for the categories taxonomy, in Tree Data mode.
2. Tags taxonomy grid, displaying the terms for the tags taxonomy.
3. Matter Folder taxonomy grid, displaying the folders and subfolders up to the matter folder root, in Tree Data mode.

A user can add, edit and delete matter-level terms in all of the taxonomy grids except for Matter Folders.

If a user attempts to delete a custom taxonomy that is linked to one or more terms a warning will be displayed asking if they are sure they want to delete the custom taxonomy.

If a user attempts to delete a term that is linked to activity history records a warning will be displayed asking if they are sure they want to delete the term.

Categories and Tags Taxonomies

Although system level terms for the categories and tags taxonomies will be displayed, they will not be editable. A user will be able to add and edit matter-level terms for the categories and tags taxonomies.

##Matter Folder taxonomy The matter’s folders taxonomy grid is not editable.

##Creating custom taxonomies A user will be able to create a custom taxonomy that relates only to a specific matter.

Taxonomy grid functionality

Link summary field

There will be a link summary column in each of the grids which will show the number of activity history records linked to each term. For hierarchical taxonomies, the link summary for a term will aggregate the number of activity history records linked to the parent and its children terms.

Clicking on the Link Summary value for a particular term will open a new tab displaying a grid containing the activity history records linked to the particular term. The grid will have the same options available as the main activity history grid.

Moving terms that belong to a hierarchical taxonomy to a parent or child term

A user can organise non-system level terms that belong to a hierarchical taxonomy, changing their parent/child relationship with other categories.

Linking individual activity history records to a taxonomical term

A user can link an individual activity history record to a taxonomical term by clicking on the label icon. This will display an Activity History Record Taxonomy slide-out panel which will display:

1. A tree-data mode grid of terms, with each taxonomy applicable to the matter where the IsHierarchicalFlag is true appearing as a root. A user can link the activity history record to a term in the taxonomy by selecting the term in the tree view (a selected term indicates that it is linked to the activity record). If IsMultiselect is true then a user can linked the same activity history record to multiple terms in the taxonomy.
2. A react select input control for each taxonomy applicable to the matter where the IsHierarchicalFlag is false. A user can link the activity history record to a term in the taxonomy by typing in the text field.

Bulk linking activity history records to a taxonomical term

A user can link multiple activity history records to a term using the grid options button. Selecting Grid options > Bulk link to taxonomical terms will activate a slide-out panel similar to the one described above (although it will not reflect whether the selected records have already been linked to any of the records). After the user has selected and/or entered the desired terms and clicks an “Apply” button, a warning should appear reminding the user that all of the selected records will be linked to the chosen terms and the only way to undo the action will be to edit each record individually.

Filtering the activity history grid by taxonomical scheme

It must be possible for a user to filter the activity history grid by one or more of the taxonomies applicable to the matter.

Suggested database tables

MatterActivityHistoryTaxonomies

This is the table that contains all of the activity history taxonomy. It will contain at least 2 records for each LTE:

1. Categories
2. Tags

Suggested fields for this table are:

• Id: guid
• DisplayName: string. Required. This is the name of the taxonomy, for example “Categories” or “Tags”
• Description: string. Long text. This is used to describe what the taxonomy is to be used for.
• MatterTypeIds: Required. String. List of MatterTypeIds that the Taxonomy applies to.
• LTEId: This is the ID of the LTE that “owns” the taxonomy.
• MatterId: Not required. This is the Id of the matter to which the taxonomy applies.
• IsHierarchical: boolean. Indicates whether the taxonomy is hierarchical, i.e. whether a term can have a parent.
• IsMultiSelect: boolean. Indicates whether an activity history record can be linked to one or multiple terms of the taxonomy.

MatterActivityHistoryTaxonomyTerms

This is the table that contains the terms applicable to a specific taxonomy in the the MatterActivityHistoryTaxonomies table. Suggested fields are:

• Id: guid.
• TaxonomyId: Required. This is the ID is the taxonomy to which the term belongs.
• ParentTaxonomyTermId: Not quired. This is the ID of the parent terms. A null value indicates that the term is either a root term for the applicable taxonomy or the applicable taxonomy is flat (i.e. the taxonomy’s IsHierarchical field is set to false).
• DisplayName: String. Required. This is the term to be used, e.g. “Hearing Note”, “Served on 08/10/2023”.
• Description: Long string. Not required.
• MatterTypeIds: Where the MatterActivityHistoryTaxonmy.MatterId is null, this field is required. String. List of MatterTypeIds that the terms applies to.

MatterActivityHistoryToTaxonomyTerm

This is the table that actually links a taxonomical term to an activity history record.

• Id
• ActivityHistoryId
• TaxonomyTermId