Activity & Notifications - Victoria AI OS Documentation

Overview

Victoria’s Activity & Notification System keeps your firm informed about what’s happening across all cases in real-time. Know instantly when clients log in, track their progress through the portal, receive alerts for important events, and maintain a complete activity timeline for every case.

Version 1.0 includes real-time client presence tracking, in-app notifications with bell icon, dedicated Activity Center, and per-case activity timelines. Email notifications are configurable per firm.

Key Benefits

Real-Time Client Visibility

See which clients are online and what they’re working on at any moment

Never Miss Important Events

Instant notifications for document uploads, FA submissions, and client activity

Complete Activity Timeline

Every case maintains a detailed audit trail of all client and attorney actions

Configurable Alerts

Firm-level control over email notifications - enable only what you need

Why Activity Tracking Matters

Scenario	Without Activity Tracking	With Victoria Activity Tracking
Client uploads financial docs	Discover days later during case review	Instant notification + badge alert
Client completes FA draft	Manually check portal periodically	Real-time alert to review
Client having difficulty	Don’t know until they call frustrated	See “stuck” on same page for 20+ min
Opposing counsel deadline	Track manually in calendar	Auto-extracted + case activity log
Client portal engagement	No visibility into usage	Full timeline of every action

Getting Started

For Firm Users

The Activity & Notification System is automatically enabled for all firm users. Here’s how to access it:

Notification Bell

Look for the bell icon in the top navigation bar (right side, next to your profile).

Badge shows unread notification count
Click to see recent notifications
“View all activity” link opens Activity Center

Activity Center

Navigate to /activity or click “View all activity” from the notification dropdown.

Active Clients Panel: See who’s online right now
Notifications Tab: Your personal notification inbox
All Activity Tab: Firm-wide activity feed across all cases

Case Activity Tab

Open any case workspace and click the Activity tab.

Client presence indicator (if currently online)
Complete timeline for that specific case
Filter by activity type
Real-time updates as events occur

Notification Preferences (Firm Admin)

Firm administrators can configure email notifications:

Navigate to Settings → Notifications (coming soon)
Toggle email notifications globally on/off
Enable/disable specific notification types:
- Client logins
- Document uploads
- Financial Affidavit submissions
- Task completions
- Client messages

Recommendation: Start with email notifications off, then selectively enable based on firm workflow. Many firms prefer in-app notifications only to avoid inbox overload.

Core Features

Real-Time Client Presence

Victoria tracks when clients are actively using the portal and what they’re doing.

Active Client Sessions

What You See:

Client name
Current page (Dashboard, Documents, Financial Affidavit, etc.)
Current action (Viewing, Uploading, Completing, etc.)
Time since last activity

Where It Appears:

Activity Center → Active Clients panel (green highlight)
Case Activity Tab → Top banner when client is online
Notification badge animation

How It Works:

Client portal sends heartbeat every 30 seconds
Session considered “active” if heartbeat within 5 minutes
Automatic detection when client leaves or goes idle

Presence Status Examples

Status	What Client is Doing
Viewing Dashboard	Browsing case overview
Viewing Documents	Looking at uploaded files
Completing Financial Affidavit	Filling out FA form
Uploading Document	Actively uploading files
Reviewing Tasks	Checking their task list
Viewing Parenting Plan	Working on custody details
Reading Messages	Reviewing attorney communications

Use Case: If you see a client “stuck” on Financial Affidavit for 30+ minutes, consider reaching out to offer help.

Notification Bell

The notification bell provides instant access to important alerts.

Notification Types

Type	Icon	Priority	Description
Client Login	LogIn	Low	Client accessed the portal
Document Uploaded	Upload	Normal	New document added to case
FA Submitted	FileCheck	High	Financial Affidavit completed
FA Approved	CheckCircle	Normal	FA reviewed and approved
Task Completed	CheckSquare	Normal	Client finished assigned task
Message Sent	MessageSquare	Normal	New message from client
Disclosure Progress	ListChecks	Normal	Discovery milestone reached
Onboarding Completed	UserCheck	Normal	New client finished setup

Notification Actions

From the dropdown:

Click notification: Mark as read + navigate to related case/page
X button: Dismiss notification (remove from list)
Mark all read: Clear unread count
View all activity: Open full Activity Center

Notification Lifecycle:

Created → Unread (blue highlight, counted in badge)
Clicked/Viewed → Read (no highlight, removed from count)
Dismissed → Removed from dropdown (still in database for audit)

Priority Levels

Notifications are color-coded by priority:

Urgent (red dot): Requires immediate attention
High (orange dot): Important, review soon
Normal (blue dot): Standard notification
Low (gray): Informational only

Priority Examples:

Urgent: Client message marked “Emergency”
High: Financial Affidavit submitted for review
Normal: Document uploaded, task completed
Low: Client login, routine activity

Activity Center

The Activity Center (/activity) provides a comprehensive view of firm-wide activity.

Active Clients Panel
Notifications Tab
All Activity Tab

Green-highlighted section showing all clients currently online:

Animated green dot indicates live presence
Shows client name, current page, and activity
Click to navigate directly to their case
Updates every 30 seconds automatically

Example:

🟢 Sarah Johnson
   Viewing Financial Affidavit
   Active 2 minutes ago
   [Click to view case]

Case Activity Tab

Each case workspace includes a dedicated Activity tab showing the complete timeline.

Activity Timeline

Visual timeline of all case events:

Vertical line connecting events
Icons representing activity types
Actor badges (Client, Attorney, Victoria, System)
Timestamps with full date/time
Descriptions of what happened

Timeline Entry Format:

[Icon] [Activity Type Badge] [Actor Badge]

Description of the activity...

Nov 15, 2024 2:34 PM    by Sarah Johnson

Actor Types

Actor	Badge Color	Examples
Client	Green	Uploaded document, submitted FA
Attorney	Blue	Approved FA, assigned task
Staff	Purple	Filed document, sent message
System	Gray	Deadline reminder, auto-archive
Victoria	Indigo	Generated document, analyzed FA

Client Activity Highlight: Activities performed by clients are specially marked with a green “Client Activity” label for easy identification.

Real-Time Updates

Supabase Realtime subscription:

New activities appear instantly (no refresh needed)
Client presence updates automatically
Smooth animation when new items appear

How It Works:

Activity logged to database
Postgres triggers realtime broadcast
Frontend receives via WebSocket
UI updates with animation

Activity Types Reference

Client-Triggered Activities

client_login

document_uploaded

Triggered: When client uploads a file to the caseLogged Details:

Document name and type
File size
Upload location (which folder)

Notification: Normal priorityUse Case: Immediately review uploaded financials, discovery documents

fa_submitted

Triggered: When client completes and submits Financial AffidavitLogged Details:

Submission timestamp
FA version/draft number
Completion percentage

Notification: High priorityUse Case: Review and approve FA before court deadline

task_completed

Triggered: When client marks an assigned task as doneLogged Details:

Task title
Time to complete (from assignment)
Any notes added

Notification: Normal priorityUse Case: Track client progress, assign next steps

message_sent

Triggered: When client sends a message to attorneyLogged Details:

Message preview
Thread context
Urgency flag (if set)

Notification: Normal priority (High if marked urgent)Use Case: Respond to client inquiries promptly

System-Generated Activities

case_created

Triggered: When a new case is createdLogged Details:

Case name and type
Assigned attorney
Jurisdiction

disclosure_progress

Triggered: When discovery milestones are reachedLogged Details:

Milestone name
Completion percentage
Items remaining

onboarding_completed

Triggered: When new client finishes initial setupLogged Details:

Onboarding duration
Sections completed
Initial documents uploaded

Email Notifications

Configuration Options

Email notifications are controlled at the firm level by administrators.

Email notifications are optional. Many firms prefer in-app only notifications to reduce inbox clutter. Enable selectively based on your workflow.

Available Email Toggles:

Setting	Default	Description
`email_enabled`	Off	Master toggle for all email notifications
`email_client_login`	Off	Notify when clients log in
`email_document_upload`	On	Notify on new document uploads
`email_fa_submitted`	On	Notify when FA is submitted
`email_fa_approved`	Off	Notify client when FA approved
`email_task_completed`	Off	Notify when tasks are done
`email_client_message`	On	Notify on new client messages
`email_onboarding_completed`	Off	Notify when client completes onboarding

Email Format

When enabled, emails are sent via Resend with professional formatting:

From: Victoria AI <[email protected]>
Subject: [HIGH] Financial Affidavit Submitted - Johnson v. Johnson

────────────────────────────────────────

Financial Affidavit Submitted

Sarah Johnson completed and submitted their Financial Affidavit
for review. This requires attorney review before the court deadline.

[View Details Button]

────────────────────────────────────────

This notification was sent from your Divorce.law portal
resolute.divorce.law

Client Portal Integration

How Client Presence Works

The client portal automatically tracks presence without any action needed from clients.

When a client logs into the portal, a new session is created and the client_login activity is logged.

Heartbeat Starts

The portal sends a “heartbeat” signal every 30 seconds containing:

Current page (Dashboard, Documents, FA, etc.)
Current action (Viewing, Uploading, etc.)
Client name

Page Changes Tracked

When client navigates to a different page, an immediate heartbeat is sent with the new location.

Session Ends

When client closes browser or goes idle for 5+ minutes:

Session marked as ended
No longer shown in “Active Clients”
Total session duration logged

Privacy Considerations

Client Privacy: Presence tracking is designed for firm visibility only. Clients do not see when attorneys are viewing their case, and presence data is not shared with opposing parties.

Presence data is firm-isolated (multi-tenant RLS)
Clients cannot see their own presence history
No location tracking beyond page visited
Data retained for audit purposes per firm retention policy

Technical Architecture

Database Schema

notifications
client_sessions
notification_preferences
case_activities

Stores all notifications for users:

notifications (
  id UUID PRIMARY KEY,
  firm_id UUID NOT NULL,
  user_id UUID NOT NULL,
  case_id UUID,
  title TEXT NOT NULL,
  message TEXT NOT NULL,
  notification_type TEXT NOT NULL,
  priority TEXT DEFAULT 'normal',
  source_type TEXT,
  source_user_id TEXT,
  source_name TEXT,
  metadata JSONB,
  action_url TEXT,
  icon TEXT,
  read_at TIMESTAMPTZ,
  dismissed_at TIMESTAMPTZ,
  email_sent_at TIMESTAMPTZ,
  created_at TIMESTAMPTZ DEFAULT now()
)

Indexes:

idx_notifications_user_unread - Fast lookup of unread
idx_notifications_user_created - Chronological feed
idx_notifications_case - Case-specific notifications
idx_notifications_firm_created - Firm-wide feed

Tracks active client presence:

client_sessions (
  id UUID PRIMARY KEY,
  client_user_id TEXT NOT NULL,
  case_id UUID NOT NULL,
  firm_id UUID NOT NULL,
  started_at TIMESTAMPTZ,
  last_activity_at TIMESTAMPTZ,
  ended_at TIMESTAMPTZ,
  current_page TEXT,
  current_action TEXT,
  user_agent TEXT,
  ip_address INET,
  client_name TEXT
)

Indexes:

idx_client_sessions_active - Active sessions query
idx_client_sessions_client - Per-client history

Per-firm email configuration:

notification_preferences (
  id UUID PRIMARY KEY,
  firm_id UUID UNIQUE NOT NULL,
  email_enabled BOOLEAN DEFAULT false,
  email_client_login BOOLEAN DEFAULT false,
  email_document_upload BOOLEAN DEFAULT true,
  email_fa_submitted BOOLEAN DEFAULT true,
  email_fa_approved BOOLEAN DEFAULT false,
  email_task_completed BOOLEAN DEFAULT false,
  email_task_assigned BOOLEAN DEFAULT true,
  email_disclosure_progress BOOLEAN DEFAULT false,
  email_client_message BOOLEAN DEFAULT true,
  email_onboarding_completed BOOLEAN DEFAULT false,
  email_digest_enabled BOOLEAN DEFAULT false,
  email_digest_frequency TEXT DEFAULT 'daily',
  created_at TIMESTAMPTZ,
  updated_at TIMESTAMPTZ
)

Enhanced with activity tracking fields:

-- New columns added to existing table:
actor_type TEXT,        -- 'client', 'attorney', 'staff', 'system', 'victoria'
actor_name TEXT,        -- Human-readable name
icon TEXT,              -- Lucide icon name
is_client_visible BOOL  -- Show in client portal?

Row Level Security

All activity data is protected by RLS policies:

notifications RLS

-- Users can only view their own notifications
CREATE POLICY "Users can view their own notifications"
ON notifications FOR SELECT
USING (
  user_id = (
    SELECT id FROM user_profiles
    WHERE clerk_user_id = auth.jwt() ->> 'sub'
  )
);

-- Users can update (mark read/dismiss) their own
CREATE POLICY "Users can update their own notifications"
ON notifications FOR UPDATE
USING (
  user_id = (
    SELECT id FROM user_profiles
    WHERE clerk_user_id = auth.jwt() ->> 'sub'
  )
);

client_sessions RLS

-- Firm members can view sessions for their firm
CREATE POLICY "Firm members can view sessions"
ON client_sessions FOR SELECT
USING (
  firm_id IN (
    SELECT firm_id FROM user_profiles
    WHERE clerk_user_id = auth.jwt() ->> 'sub'
  )
);

-- Clients can manage their own sessions
CREATE POLICY "Clients can manage own sessions"
ON client_sessions FOR ALL
USING (client_user_id = auth.jwt() ->> 'sub');

Real-Time Subscriptions

Victoria uses Supabase Realtime for instant updates:

// Frontend subscription example
supabase
  .channel('notifications-changes')
  .on(
    'postgres_changes',
    {
      event: 'INSERT',
      schema: 'public',
      table: 'notifications',
      filter: `user_id=eq.${userId}`,
    },
    (payload) => {
      // New notification received instantly
      addNotification(payload.new);
      incrementUnreadCount();
    }
  )
  .subscribe();

Best Practices

Client Engagement

Use presence tracking proactively:

Follow up with stuck clients - If you see someone on the FA page for 30+ minutes, send a quick message offering help
Time your communications - Send important messages when you see the client is online for immediate visibility
Track engagement patterns - Clients who haven’t logged in for 7+ days may need a check-in call
Celebrate completions - When you see a client complete their FA, send an encouraging message

Notification Management

Keep notifications actionable:

Process daily - Don’t let notifications pile up; review and dismiss daily
Use filters - Focus on high-priority items (FA submissions, urgent messages)
Mark as read - Click notifications you’ve handled to keep the count accurate
Dismiss old items - Remove notifications you’ve already addressed

Email Configuration

Configure emails strategically:

Start with in-app only - Enable emails selectively based on need
Essential emails - FA submissions and urgent client messages are good candidates
Avoid overload - Don’t enable client login emails unless you have very few clients
Daily digest option - Consider enabling digest mode for non-urgent activity (coming soon)

Case Timeline Review

Leverage case activity for better outcomes:

Pre-meeting review - Check recent activity before client calls
Document client participation - Activity timeline proves client engagement for fee disputes
Identify bottlenecks - See where cases are stalling based on activity gaps
Audit trail - Complete record for malpractice defense if ever needed

Troubleshooting

Notifications Not Appearing

Possible causes:

Not logged in - Notifications require authentication
Wrong user - Notifications are user-specific; check you’re logged into correct account
All dismissed - You may have dismissed all notifications
No new activity - Check Activity Center for overall firm activity

Fix:

Click notification bell to refresh
Check Activity Center → All Activity tab
Contact support if issue persists

Client Presence Not Showing

Possible causes:

Client not active - Sessions expire after 5 minutes of inactivity
Heartbeat failure - Network issues on client’s device
Different firm - Multi-tenant isolation (correct behavior)

How to verify:

Check Activity Center → Active Clients panel
Review Case Activity tab for recent “client_login” events
Confirm client is actively using the portal

Email Notifications Not Sending

Possible causes:

Email disabled - Check notification preferences
Specific type disabled - Each type has its own toggle
Spam filter - Check client’s spam folder
Invalid email - Verify email address in user profile

Fix:

Settings → Notifications → Enable email_enabled
Enable specific notification type toggle
Check Resend dashboard for delivery status

Activity Tab Empty

Possible causes:

New case - No activity logged yet
RLS restriction - May not have access to this case
Loading issue - Click refresh button

Fix:

Perform an action on the case (add note, upload doc)
Check you have access to this case
Click the refresh icon in the Activity tab

Security & Compliance

Data Protection

All activity data is protected by Row Level Security (RLS) and multi-tenant isolation. Activity from one firm is never visible to another firm.

Security Measures:

RLS Policies: Database-level access control
Firm Isolation: Activity data partitioned by firm_id
JWT Authentication: All API calls require valid Clerk token
Audit Trail: Complete history preserved for compliance
Encryption: Data encrypted at rest and in transit

Retention & Compliance

Data Type	Retention	Purpose
Notifications	90 days	User experience
Client Sessions	1 year	Engagement analytics
Case Activities	Case lifetime + 7 years	Audit trail, malpractice defense

Compliance Alignment:

Bar Ethics: Complete documentation of client interactions
SOC 2: Audit logging requirements satisfied
GDPR: Activity data included in data export requests

FAQs

Can clients see their own activity history?

No. Activity tracking is designed for firm visibility only. Clients can see their own uploaded documents and submitted forms, but not the detailed activity timeline or presence tracking data.

How long does presence stay 'active'?

5 minutes from the last heartbeat. If a client closes their browser or goes idle, they’ll be removed from the “Active Clients” list after 5 minutes.

Can I turn off all notifications?

Yes. You can dismiss all notifications and they won’t return. However, new activities will continue to generate new notifications. To truly disable, contact support about disabling notifications for your account.

Do notifications work on mobile?

Yes. The notification bell and Activity Center work on mobile browsers. Native push notifications are planned for a future release.

Can I get notifications for specific cases only?

Not yet. Currently, notifications are generated for all cases you have access to. Case-specific notification preferences are on the roadmap.

What happens to dismissed notifications?

They’re soft-deleted. Dismissed notifications are marked with a dismissed_at timestamp and hidden from the UI, but retained in the database for audit purposes.

Can opposing counsel see my client's activity?

Absolutely not. Activity data is strictly isolated by firm. There is no way for one firm to see another firm’s activity, even if they share a case.

Roadmap

Coming Soon:

Notification Preferences UI - Self-service configuration in Settings
Daily/Weekly Email Digests - Summary emails instead of individual alerts
Case-Specific Subscriptions - Watch/unwatch individual cases
Mobile Push Notifications - Native alerts on iOS/Android
Activity Analytics - Client engagement reports and insights
Custom Alert Rules - Create your own notification triggers
Slack/Teams Integration - Forward notifications to team chat

Support

Need help with Activity & Notifications? We’re here:

Email: [email protected]
Live Chat: Click support icon in bottom right
Office Hours: Monday-Friday, 9am-5pm PT
Response Time: Less than 2 hours during business hours

Common Requests:

Configure email notification preferences
Troubleshoot missing notifications
Export activity data for compliance
Custom notification rules setup

Getting Started

Core Features

Victoria AI Agents

User Guides

Advanced

​Overview

​Key Benefits

Real-Time Client Visibility

Never Miss Important Events

Complete Activity Timeline

Configurable Alerts

​Why Activity Tracking Matters

​Getting Started

​For Firm Users

​Notification Preferences (Firm Admin)

​Core Features

​Real-Time Client Presence

​Notification Bell

​Activity Center

​Case Activity Tab

​Activity Types Reference

​Client-Triggered Activities

​System-Generated Activities

​Email Notifications

​Configuration Options

​Email Format

​Client Portal Integration

​How Client Presence Works

​Privacy Considerations

​Technical Architecture

​Database Schema

​Row Level Security

​Real-Time Subscriptions

​Best Practices

​Troubleshooting

​Security & Compliance

​Data Protection

​Retention & Compliance

​FAQs

​Roadmap

​Support

Overview

Key Benefits

Why Activity Tracking Matters

Getting Started

For Firm Users

Notification Preferences (Firm Admin)

Core Features

Real-Time Client Presence

Notification Bell

Activity Center

Case Activity Tab

Activity Types Reference

Client-Triggered Activities

System-Generated Activities

Email Notifications

Configuration Options

Email Format

Client Portal Integration

How Client Presence Works

Privacy Considerations

Technical Architecture

Database Schema

Row Level Security

Real-Time Subscriptions

Best Practices

Troubleshooting

Security & Compliance

Data Protection

Retention & Compliance

FAQs

Roadmap

Support