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Continuous Communications Log

Every call, voicemail, text, and email on a case lands in one growing note — never spread across screens again.

Ready to run todaydailyenterprise tierPI partnerLitigation paralegalOffice manager

The problem

Every PI case has a communications timeline that's scattered across systems: voicemails sit in RingCentral, texts sit in another RC tab, outbound calls live in the office phone log, and emails are buried in Outlook. SmartAdvocate has a Notes screen but each call/text creates its own note — six weeks into a case the partner has 80 notes to scroll through and no one thread to read. The firm's actual workflow is: every comm should append to ONE growing chronological note on the case, with a transcript or summary, attributed to the staff member who handled it.

The outcome

Claude maintains a SINGLE rolling note per case titled by the firm's convention (e.g. "Client Communications Log"). When a new voicemail, text, call recording, or client email lands, Claude appends a dated entry with: who called, transcript/summary, staff handler, and next-action flag. The partner opens ONE note and reads the case's entire communications history in chronological order. No more 80-note scroll.

Connectors you'll need

microsoft-365optional
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The prompt

Paste this into Claude (with Cohesive360 installed in your Claude → Settings → Connectors). Replace bracketed placeholders with your specifics.

Run my comms-log update for the last 24 hours:
1. List every RingCentral voicemail, SMS, and call from the last 24 hours. Pull AI transcripts.
2. List every inbound and outbound Outlook email tagged with a case number or matching a known client/provider/carrier address.
3. Match each comm to a case by phone number or email address.
4. For each case touched, find the existing "Client Communications Log" note (or create one if it doesn't exist) and append today's entries in reverse chronological order at the top.
5. Flag any comm that contains words like "settle", "offer", "surgery", "hospital", "deposition", "deadline" as URGENT in the entry.
6. Show me what was appended before posting — I'll approve the batch.

What Claude does

Step-by-step rundown of the work. Every write is drafted, not posted — you approve before anything lands in your systems.

  1. 1

    Pull all comms in window

    Lists RingCentral voicemails + SMS + call recordings + Outlook email in the last N hours. Pulls AI transcripts for voice and call recordings.

    comms_ringcentral_list_voicemailscomms_ringcentral_get_transcriptcomms_ringcentral_list_smscomms_ringcentral_list_callsoutlook_email_search
  2. 2

    Resolve each comm to a case

    Matches caller phone or email sender to the case-management contact list. Flags anything that doesn't resolve as "unmatched — intake or new contact?".

    search_casessearch_contactsget_case_contacts
  3. 3

    Find or create the case's comms-log note

    For each touched case, searches notes for the firm-configured title (default "Client Communications Log"). Creates the note if it doesn't exist; otherwise reads existing content so the new entries get prepended cleanly.

    get_case_notescreate_noteupdate_note
  4. 4

    Append today's entries

    Updates the note with today's batch — newest first, each entry includes timestamp, direction (in/out), channel (call/sms/email/vm), counterpart (client/provider/defense/carrier), transcript or summary, and the staff handler.

  5. 5

    Flag urgent comms

    Any entry containing the firm-configured urgency keywords (default: settle, offer, surgery, hospital, deposition, deadline, statute) gets ⚠ URGENT prepended. Shown to the partner first in the approval screen.

  6. 6

    Wait for approval, then post

    Nothing writes to the CMS until the user types "approve". On approve, all notes update atomically. On reject, nothing is touched.

Verify before approving

Claude is fast but not infallible. These are the spots most worth a second look before you hit approve.

  • Verify phone/email match — any "unmatched" entries should be reviewed manually.
  • Confirm the comms-log note title matches your firm's existing convention.
  • AI voicemail transcripts can mishear technical/medical terms — verify before quoting.
  • URGENT flags are heuristic — a casual mention of "deadline" isn't always urgent.

Run this workflow in Claude

Two ways: copy the prompt and paste into Claude for a one-off run, or install as a permanent Claude Skill that activates automatically. Step-by-step instructions →

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