Ask Client Feature - Victoria AI OS Documentation

Overview

The Ask Client feature enables any Victoria agent (Co-Counsel, Discovery Manager, Financial Analyst, Case Manager) to request missing information from clients through an intelligent workflow coordinated by Victoria Client Liaison. How It Works:

Victoria agent (used by attorney) detects missing information (not in CaseMind)
Attorney clicks “Ask Client” to create information request
Victoria Client Liaison receives the request and:
- Reformulates question in client-friendly language
- Sends to client through secure portal
- Extracts facts from answer and adds to CaseMind for all Victoria modes
Client receives notification and answers through portal
All Victoria agents now have the information for future analysis

Why no “checking” step? All Victoria agents load CaseMind facts in their context. If the information was in CaseMind, the Victoria agent wouldn’t ask for it in the first place. By the time we hit “Ask Client”, we know the information genuinely doesn’t exist in CaseMind.

Phase 4 AI Feature: Ask Client is part of Victoria AI OS’s Cross-Portal AI Collaboration System, enabling seamless information flow between attorney and client portals with AI mediation.

Why Ask Client Exists

The Problem

Traditional workflow (broken):

Attorney: "Victoria, calculate child support"
Victoria Financial Analyst: "I need the client's current income"
Attorney: *emails client*
Client: *emails back 3 days later*
Attorney: *manually enters information*
Victoria: "Now I can calculate"

Time wasted: 3 days + manual data entry + potential transcription errors

The Solution

Ask Client workflow (automated):

Attorney: "Victoria, calculate child support"
Victoria Financial Analyst: "I need the client's current income"
  (Victoria already checked CaseMind - information not found)
  → [Attorney clicks "Ask Client" button]
  → Victoria Client Liaison reformulates to client-friendly language
  → Sends request through portal
Client: *answers through portal* (gets notification immediately)
  → Victoria Client Liaison extracts facts → adds to CaseMind
Victoria Financial Analyst: "Now calculating with income data from CaseMind"

Time saved: Same-day response + automatic fact extraction + zero transcription errors

How to Use Ask Client

From Attorney Portal

When Victoria needs missing information, you’ll see an “Ask Client” button in the chat interface. Example Scenario: You ask Victoria Discovery Manager:

"What documents are required for Florida Rule 12.285 disclosure?"

Victoria responds:

Florida Rule 12.285 - Mandatory Disclosure (45 days from service):

Required Documents:
✓ Financial Affidavit Form 12.902(b) or 12.902(c)
✓ Federal and state income tax returns (past 3 years)
✓ Pay stubs for preceding 3 months
...

⚠️ I don't see your client's current employment information in CaseMind.
This is needed to determine which financial affidavit form to use.

[Ask Client] ← Click this button

The Ask Client Dialog

When you click “Ask Client,” a dialog appears with: 1. Information Type (dropdown):

General Information
Income Details
Employment Information
Asset Information
Liability/Debt Information
Custody Preferences
Child Information
Personal Information
Financial Document
Legal Document

2. What specific information does Victoria need? (text field):

Example: "Client's current monthly income from all sources including
employment, benefits, and other income"

3. Why does Victoria need this? (optional context):

Example: "Required to calculate child support obligations under
state guidelines"

4. Priority (dropdown):

High - Blocking Victoria’s analysis
Medium - Needed soon (default)
Low - Nice to have

5. Supporting Documents Required (auto-detected): Based on the information type selected, Victoria automatically determines if documents are needed: ✅ Auto-Detected Document Requirements:

Information Type	Documents Required?	Suggested Documents
Employment Information	✅ Yes	Employment verification letter, Offer letter, W2 forms, Recent pay stub
Income Details	✅ Yes	Pay stubs (last 3 months), W2 forms, Tax returns, Bank statements, 1099 forms, Employment letter
Asset Information	✅ Yes	Bank statements, Investment account statements, Property deed, Vehicle title, Appraisal reports
Liability Information	✅ Yes	Loan statements, Credit card statements, Mortgage documents, Collection notices, Court judgments
Financial Document	✅ Yes	Bank statements, Tax returns, Investment statements, Financial disclosures
Legal Document	✅ Yes	Court orders, Contracts, Agreements, Legal notices, Judgments
Custody Preferences	❌ No	(Text answer sufficient)
Child Information	❌ No	Birth certificate (optional), School records (optional), Medical records (optional)
Personal Information	❌ No	(Text answer sufficient)
General Information	❌ No	(Text answer sufficient)

You can toggle “Require documents” on/off if the auto-detection doesn’t match your needs. 6. Send to Client Liaison (button): Click to route the request through Victoria Client Liaison.

What Happens Next

Step 1: Victoria Client Liaison Receives Request

Victoria Client Liaison acts as an intelligent intermediary that reformulates attorney requests into client-friendly language. What Client Liaison does:

Receives the request from the requesting Victoria agent (Co-Counsel, Discovery, Financial Analyst)
Reformulates the question from legal/technical language to plain English
Prepares the client portal notification with clear instructions and suggested documents

Example Reformulation: Attorney’s Request (Technical):

Information Type: Employment Information
What Victoria needs: "Client's current employment details including
employer name, job title, compensation structure, and start date"
Why: "Required to calculate child support under state guidelines"

Client Receives (Plain English):

Your attorney needs some employment information for your case.
Could you please share:

• Your current employer's name
• Your job title
• Your monthly income (before taxes)
• When you started working there

Please upload a recent pay stub or W2 form to verify.

Why this is needed:
This information helps calculate child support obligations accurately
under your state's guidelines.

No “checking” happens - By the time we reach Ask Client, the Victoria agent has already determined the information doesn’t exist in CaseMind. Victoria Client Liaison’s job is translation and extraction, not validation.

Step 2: Client Receives Notification

Client Portal Notification:

┌──────────────────────────────────────────────────────┐
│  🔔 New Request from Your Attorney                  │
│                                                      │
│  Victoria needs some information to help with        │
│  your case. Please answer when you have a moment.   │
│                                                      │
│  [View Request]                                      │
└──────────────────────────────────────────────────────┘

Client sees in portal:

┌──────────────────────────────────────────────────────┐
│  💼 Employment Information Needed                    │
│  Priority: Medium | Asked by: Victoria Discovery    │
│                                                      │
│  Your attorney needs some employment information     │
│  for your case. Could you share:                     │
│                                                      │
│  • Your current employer's name                      │
│  • Your job title                                    │
│  • Your monthly income                               │
│  • When you started working there                    │
│                                                      │
│  📎 Please upload supporting documents:              │
│  • Employment verification letter                    │
│  • Recent pay stub                                   │
│  • W2 forms                                          │
│                                                      │
│  [Your Answer] ________________________              │
│                                                      │
│  [Upload Documents] [Skip] [Answer Later]           │
└──────────────────────────────────────────────────────┘

Step 3: Client Answers

Client types answer:

"I work at ABC Corporation as a Senior Accountant. I started on
January 15, 2023. My monthly gross income is $6,500 from my salary,
plus I occasionally get bonuses (about $10,000/year)."

Client uploads:

Recent pay stub (October 2025)
W2 form (2024)

Client submits answer

Step 4: Victoria Client Liaison Processes Answer

Automatic fact extraction:

Extracting facts from client answer...

Discovered Facts:
✓ Employment.employer: "ABC Corporation"
✓ Employment.job_title: "Senior Accountant"
✓ Employment.start_date: "2023-01-15"
✓ Income.monthly_gross: "$6,500"
✓ Income.annual_bonus: "~$10,000/year"

Adding facts to CaseMind...
Processing uploaded documents...
  → pay_stub_october_2025.pdf: $6,500 gross income confirmed
  → w2_2024.pdf: Annual income $78,000

✓ Facts added to CaseMind
✓ Documents categorized in LexVault
✓ All Victoria agents now have access to this information

Attorney receives notification:

✓ Client answered: "Employment Information"

Victoria Client Liaison extracted:
- Employer: ABC Corporation
- Job Title: Senior Accountant
- Monthly Income: $6,500 + ~$833/month in bonuses
- Verified with uploaded pay stub and W2

This information is now available in CaseMind for all Victoria agents.

Step 5: Victoria Agents Use the Information

Now when you ask any Victoria agent: Victoria Financial Analyst:

"Calculate child support for Florida case"

Using client's income from CaseMind:
- Monthly gross: $6,500
- Average monthly bonus: $833
- Total monthly gross: $7,333

[Proceeds with calculation...]

Victoria Co-Counsel:

"Draft income section of financial affidavit"

From CaseMind:
Employment: Senior Accountant at ABC Corporation (since 1/15/2023)
Monthly Gross Income: $7,333 ($6,500 salary + $833 avg bonus)
Verified with: Pay stub (Oct 2025) and W2 (2024)

[Drafts affidavit...]

Victoria Discovery Manager:

"Check discovery compliance"

✓ Employment information: Complete (CaseMind)
✓ Income verification: Complete (W2 + pay stub uploaded)
✓ Employer details: Complete (CaseMind)

[Shows compliance status...]

Intelligent Features

1. Duplicate Question Prevention

Victoria Client Liaison prevents asking the same question twice: Scenario:

Day 1: Attorney A asks about employment through Discovery Manager
Day 2: Attorney B asks about employment through Financial Analyst

Victoria Client Liaison detects:
"Similar question already sent to client 1 day ago (status: pending)"

Response to Attorney B:
"I already asked the client about employment information yesterday through
Victoria Discovery. The client hasn't responded yet. Would you like to:
[Send Reminder] [Ask Anyway] [Wait for Response]"

2. Client-Friendly Language Reformulation

Victoria Client Liaison translates legal jargon to plain English:

Attorney Request	Client Receives
”Provide discovery responses pursuant to Fla. Fam. Law Rule 12.285"	"Your attorney needs you to share some financial documents for your case"
"Disclose all marital assets subject to equitable distribution"	"Please list all property, accounts, and assets you and your spouse own together"
"Identify all sources of earned and unearned income"	"What are all your sources of income? (job, investments, benefits, etc.)"
"Provide documentation of post-separation expenses"	"Can you share your monthly expenses since you separated?“

3. Confidence Level Tracking

Clients can indicate how confident they are in their answers: Client Answer Options:

Your Answer: "I think my 401k balance is around $45,000"

How confident are you in this answer?
○ Very confident - I'm certain
● Somewhat confident - This is my best estimate
○ Not confident - I'm guessing

[Upload Documents to Verify]

This helps attorneys know which facts need verification vs which are definitive.

4. Auto-Categorization of Uploaded Documents

When clients upload documents through Ask Client:

Victoria automatically categorizes them in LexVault
Runs standard document processing (Temporal workflow)
Extracts financial data if applicable
Links documents to the specific question/fact

Example:

Client uploads "paystub_oct2025.pdf" in response to income question

Auto-processing:
✓ Category: Income Documents → Pay Stubs → ABC Corporation
✓ Title: "October 2025 Pay Stub - ABC Corporation"
✓ Extracted data: Gross income $6,500, Net $4,850
✓ Linked to: CaseMind fact "Income.monthly_gross"
✓ Available to: All Victoria agents immediately

Real-World Examples

Example 1: Discovery Manager Requests Missing Documents

Attorney asks Victoria Discovery:

"Check discovery compliance for Florida Rule 12.285"

Victoria Discovery Manager responds:

Florida Rule 12.285 - Discovery Compliance Status: 60%

Still Missing:
❌ Retirement account statements (past 12 months)
❌ Property records (deed + mortgage statement)

Would you like me to request these from the client?
[Ask Client]

Attorney clicks “Ask Client” Ask Client Dialog auto-fills:

Information Type: Financial Document
What Victoria needs: “Retirement account statements for all accounts (401k, IRA, etc.) for the past 12 months, plus property deed and current mortgage statement”
Why: “Required by Florida Rule 12.285 mandatory disclosure (due in 10 days)”
Priority: High - Blocking Victoria’s analysis
Documents Required: ✅ Yes (auto-detected)
- Retirement account statements (401k, IRA, pension)
- Property deed
- Current mortgage statement

Client receives:

🔴 HIGH PRIORITY REQUEST

Your attorney needs some financial documents for Florida mandatory
disclosure (due in 10 days):

Retirement Accounts:
Please upload statements for ALL retirement accounts (401k, IRA,
pension, etc.) for the past 12 months.

Property Information:
Please upload:
• Property deed for your home
• Current mortgage statement

Upload Documents: [📎 Choose Files]

Why this is needed:
Florida law requires both parties to exchange these documents within
45 days of filing. These documents help determine how assets will
be divided.

Client uploads 4 documents:

401k_q1_2025.pdf
401k_q2_2025.pdf
401k_q3_2025.pdf
mortgage_statement_nov2025.pdf

Victoria processes:

✓ Categorized 3 documents → Retirement Accounts → 401(k) → ABC Corp
✓ Categorized 1 document → Property Records → Mortgage Statements
✓ Extracted balance: $127,850 (401k as of Q3 2025)
✓ Extracted mortgage balance: $285,000 remaining
✓ Added facts to CaseMind
✓ Updated discovery compliance: 60% → 85%

Attorney notified:

✓ Client uploaded retirement and property documents
✓ Discovery compliance now 85% (was 60%)
✓ Still missing: Vehicle titles

All Victoria agents now have access to retirement and property
information.

Example 2: Financial Analyst Requests Income Breakdown

Attorney asks Victoria Financial Analyst:

"Calculate Florida child support. Father earns $80k/year, mother's
income unknown."

Victoria Financial Analyst responds:

To calculate child support accurately, I need your client's
(mother's) income information. I don't see this in CaseMind.

Would you like me to request this from the client?
[Ask Client]

Ask Client Dialog:

Information Type: Income Details
What Victoria needs: “Client’s monthly gross income from all sources (employment, benefits, alimony, investments, rental income, etc.)”
Why: “Required to calculate child support obligations under Florida guidelines”
Priority: Medium - Needed soon
Documents Required: ✅ Yes
- Pay stubs (last 3 months)
- W2 forms
- Tax returns
- Bank statements
- 1099 forms
- Employment letter

Client answers:

"I work part-time as a nurse at City Hospital. My gross income
varies but averages around $3,200/month. I also receive $500/month
in child support from my previous marriage."

Uploaded:
- paystubs_aug_sept_oct_2025.pdf (3 months)
- w2_2024.pdf

Victoria extracts:

✓ Employment: Part-time nurse at City Hospital
✓ Monthly gross income: ~$3,200 (variable)
✓ Additional income: $500/month child support from previous marriage
✓ Total monthly gross: $3,700
✓ Verified with 3 months of pay stubs

Victoria Financial Analyst now calculates:

Florida Child Support Calculation (Income Shares Model)

Father's Net Income: $5,467/month (from $80k gross)
Mother's Net Income: $2,997/month (from $3,700 gross)
Combined Net Income: $8,464/month

Basic Child Support Obligation (2 children): $1,720/month
Father's Share (64.6%): $1,111/month

Child Support Order: Father pays mother $1,111/month

Example 3: Co-Counsel Requests Asset Information

Attorney asks Victoria Co-Counsel:

"Draft property division section for settlement proposal"

Victoria Co-Counsel responds:

To draft an accurate property division proposal, I need information
about marital assets. CaseMind shows:

✓ Primary residence: 123 Main St (mortgage $285k)
✓ 401(k) accounts: $127,850
❌ Missing: Bank accounts, vehicles, other investments, debts

Would you like me to request complete financial information from
the client?
[Ask Client]

Ask Client Dialog:

Information Type: Asset Information
What Victoria needs: “Complete list of all assets: bank accounts (checking, savings), vehicles, investments, retirement accounts not yet disclosed, real estate, valuable personal property (jewelry, collections, etc.)”
Why: “Required to draft comprehensive settlement proposal ensuring equitable division of all marital property”
Priority: Medium
Documents Required: ✅ Yes
- Bank statements
- Investment account statements
- Vehicle titles
- Appraisal reports (if any)

Client answers:

Bank Accounts:
- Joint checking at Wells Fargo: ~$12,000
- My savings at Wells Fargo: ~$8,500
- His checking at Chase: unknown

Vehicles:
- 2021 Honda CR-V (my car) - paid off, worth ~$28,000
- 2019 Ford F-150 (his truck) - still financed, ~$15,000 owed

Other Assets:
- My grandma's engagement ring (inherited, not marital) - appraised at $5,000
- Our wedding bands - ~$1,500 total

Uploaded:
- bank_statements_wells_fargo_oct2025.pdf
- vehicle_title_honda_crv.pdf

Victoria extracts and categorizes:

✓ Marital Assets Added to CaseMind:
  - Bank: Joint checking $12,000
  - Bank: Individual savings $8,500
  - Vehicle: 2021 Honda CR-V $28,000 (no lien)
  - Vehicle: 2019 Ford F-150 $15,000 loan remaining
  - Personal property: Wedding bands $1,500

✓ Separate Property (Non-Marital):
  - Inherited ring $5,000 (excluded from division)

✓ Documents categorized in LexVault

Victoria Co-Counsel now drafts:

MARITAL PROPERTY DIVISION PROPOSAL

A. Real Property
  1. Marital Residence: 123 Main Street
     Current Value: $450,000 (est.)
     Mortgage Balance: $285,000
     Equity: $165,000

B. Financial Accounts
  1. Wells Fargo Joint Checking: $12,000
  2. Wells Fargo Savings (Wife): $8,500
  Total Cash Assets: $20,500

C. Retirement Accounts
  1. Husband's 401(k) - ABC Corp: $127,850

D. Vehicles
  1. 2021 Honda CR-V (Wife): $28,000 (no lien)
  2. 2019 Ford F-150 (Husband): Market value TBD, loan $15,000

E. Personal Property
  1. Wedding bands: $1,500 (to be divided)
  2. Inherited ring: $5,000 (Wife's separate property - excluded)

[Continues with proposed division...]

Benefits for Law Firms

1. Eliminate Email Ping-Pong

Before Ask Client:

Day 1: Attorney emails client: "I need your income information"
Day 3: Client emails back: "What kind of income information?"
Day 3: Attorney emails: "Pay stubs and W2"
Day 7: Client emails PDF (wrong year)
Day 8: Attorney emails: "I need 2025 W2, not 2024"
Day 12: Client emails correct document
Day 12: Attorney manually reviews and enters data

Total time: 12 days, 6 emails, manual data entry With Ask Client:

Day 1, 2:00 PM: Attorney clicks "Ask Client" in Victoria
Day 1, 2:01 PM: Client gets notification with specific instructions
Day 1, 6:30 PM: Client uploads documents through portal
Day 1, 6:31 PM: Victoria auto-processes, extracts facts, updates CaseMind
Day 1, 6:32 PM: All Victoria agents have the information

Total time: 4.5 hours, zero emails, automatic data extraction

2. Reduce Attorney Burden

Tasks automated by Ask Client:

✅ Detecting missing information
✅ Drafting client-friendly requests
✅ Tracking which questions are pending
✅ Sending reminders to clients
✅ Extracting facts from answers
✅ Categorizing uploaded documents
✅ Updating CaseMind for all agents
✅ Notifying attorney when answered

Attorney only needs to:

Click “Ask Client” button
Review client’s answer (optional - Victoria already extracted facts)

3. Improve Client Experience

Clients prefer Ask Client because:

📱 Mobile-friendly: Answer questions from phone
🔔 Immediate notifications: Know exactly what’s needed
📝 Clear instructions: No confusing legal jargon
📎 Guided uploads: Suggested documents listed
⏰ 24/7 availability: Answer when convenient
✓ Confirmation: See when answer is received and processed

4. Better Data Quality

Ask Client improves accuracy:

Structured requests: Specific questions get specific answers
Document verification: Facts backed by uploaded documents
Confidence tracking: Client indicates certainty level
Automatic extraction: Eliminates transcription errors
Duplicate prevention: Doesn’t ask same question twice
Context preservation: Why information is needed

5. Faster Case Resolution

Time savings per case:

Discovery document collection: 7-14 days → 1-3 days
Financial information gathering: 5-10 days → 1-2 days
Asset disclosure: 10-20 days → 2-5 days

Average time savings: 60-80% on information gathering

Best Practices

Use Specific Questions

❌ Vague: “I need some financial information”✅ Specific: “I need your current monthly gross income from employment, including any bonuses or commissions. Please include income from all jobs if you have multiple sources.”Why: Specific questions get complete answers the first time, avoiding follow-up requests.

Explain Why You Need It

Context helps clients prioritize:

Why: "Required by Florida law for mandatory disclosure due in 7 days"
Result: Client responds same-day with priority

vs.

No context given
Result: Client responds in 5 days

Always include context in the “Why does Victoria need this?” field. Clients are more motivated when they understand the purpose.

Set Appropriate Priority

High Priority (use sparingly):

Court deadline in < 7 days
Blocking urgent analysis
Required for imminent hearing

Medium Priority (default):

Normal case progression
Needed for upcoming work
General information gathering

Low Priority:

Nice-to-have information
No immediate deadline
Background details

⚠️ Warning: Overusing “High” priority reduces its effectiveness. Reserve for truly urgent requests.

Trust Victoria's Document Detection

Victoria auto-detects when documents are required based on information type:Employment Information → Auto-requires W2, pay stubs Asset Information → Auto-requires bank statements, titles Income Details → Auto-requires pay stubs, tax returnsOnly override if:

You know client can’t provide documents (e.g., spouse controls all records)
Verbal answer is sufficient for your immediate needs
Documents will be obtained later through formal discovery

Most of the time: Trust the auto-detection—it ensures better data quality.

Review Extracted Facts

After client answers, review what Victoria extracted:Location: Case Details → CaseMind → Recent FactsLook for:

✓ Accuracy: Did Victoria extract correctly?
✓ Completeness: Did Victoria catch all details?
✓ Conflicts: Does new info contradict existing facts?

If extraction is incorrect:

Manually edit the fact in CaseMind
Report extraction issue (helps improve AI)

Most extractions are 95%+ accurate, but always verify important financial/legal facts.

Use for Routine Information, Not Legal Strategy

✅ Good uses:

Employment information
Income details
Asset/liability lists
Document uploads
Custody preferences (basic)
Contact information updates

❌ Don’t use for:

Legal advice questions
Strategy discussions
Sensitive negotiations
Attorney work product
Privileged communications
Complex legal analysis

Rule of thumb: If you’d normally discuss it in person or via phone (not email), don’t use Ask Client. Use Ask Client for factual information gathering only.

Technical Architecture

How Ask Client Works Behind the Scenes

Phase 1: Request Creation

Attorney Portal (Victoria Discovery Agent)
    ↓
Click "Ask Client" button
    ↓
AskClientLiaisonDialog component renders
    ↓
Attorney fills form + clicks "Send to Client Liaison"
    ↓
POST to /functions/v1/victoria-question-router

Phase 2: Intelligent Routing

victoria-question-router receives request
    ↓
Check: Does client have portal access?
  → If NO: Error "Client portal not configured"
  → If YES: Continue
    ↓
Check: Similar question asked recently? (24-hour window)
  → If YES: Prompt attorney "Already asked, send anyway?"
  → If NO: Continue
    ↓
Insert into client_questions table
    ↓
Notify Victoria Client Liaison queue

Phase 3: Victoria Client Liaison Processing

Victoria Client Liaison agent processes request
    ↓
STEP 1: Reformulate question in client-friendly language
    Legal jargon → Plain English
    Attorney terminology → Client-understandable phrasing
    "Employment details" → "Your current job information"
    ↓
STEP 2: Prepare suggested documents list
    Based on information_type from request
    Employment → W2, pay stubs, employment letter
    Income → Pay stubs, tax returns, bank statements
    ↓
STEP 3: Create client portal notification
    Question in plain language
    Context explaining why it's needed
    Suggested documents to upload
    Priority indicator
    ↓
STEP 4: Send to client through portal
    Insert into client_questions table
    Create client_portal_notification
    Send email/SMS notification (if enabled)

No CaseMind checking - The requesting Victoria agent already has CaseMind loaded. If the info was in CaseMind, the agent wouldn’t have requested it. Client Liaison’s role is translation and extraction, not validation.

Phase 4: Client Portal Display

Client logs into portal
    ↓
ClientQuestionAnswer component loads pending questions
    ↓
Client sees:
  - Question in plain language
  - Context (why needed)
  - Suggested documents (if applicable)
  - Answer textarea
  - Upload documents button
  - Confidence level selector
    ↓
Client submits answer + uploads documents

Phase 5: Answer Processing & Fact Extraction

Client submits answer
    ↓
POST to /functions/v1/victoria-client-liaison
    ↓
Victoria Client Liaison extracts facts:
    - Employment: employer name, job title, start date
    - Income: monthly gross, bonus structure, other sources
    - Assets: account balances, property values, vehicle details
    - Liabilities: loan balances, payment amounts, creditors
    ↓
Insert extracted facts into case_facts table (CaseMind)
    ↓
Process uploaded documents through Temporal workflow:
    - LlamaCloud parsing
    - Title generation
    - Auto-categorization
    - Financial data extraction
    - Vector embedding
    ↓
Update client_questions table: status = 'answered'
    ↓
Create notification for attorney

Phase 6: All Victoria Agents Access Information

Any Victoria agent (Co-Counsel, Discovery, Financial Analyst, Case Manager)
    ↓
Loads case context for conversation
    ↓
CaseMind facts automatically included in prompt:
    - Employment.employer: "ABC Corporation"
    - Employment.job_title: "Senior Accountant"
    - Income.monthly_gross: "$6,500"
    - [All extracted facts available]
    ↓
Victoria agent uses facts in response
    ↓
No need to ask client again - information persists across agents

Cost & Performance

Ask Client is extremely cost-effective:

Cost Breakdown

Per Request:

Question routing: $0.02 (Haiku 4.5)
Client Liaison processing: $0.03 (Haiku 4.5)
Fact extraction: $0.02-0.05 (Haiku 4.5)
Document processing: $0.02-0.05 per document (Haiku 4.5)

Total per Ask Client request: $0.09-0.20 Compare to alternative:

Attorney time to email client: 5 minutes = $14-29 (at$ 175-350/hr rate)
Attorney time to review response: 3 minutes = $8-17
Attorney time to manually enter data: 2 minutes = $6-12
Total attorney time cost: $28-58

ROI: Ask Client saves $27-57 per request (97% cost reduction)

Performance Metrics

Speed:

Request creation: < 1 second
Client Liaison processing: 2-5 seconds
Client notification: < 1 second
Fact extraction from answer: 3-10 seconds
Document processing: 30-120 seconds per document

Client Response Time:

Average: 4-8 hours (same-day for urgent requests)
Traditional email: 2-5 days average

Accuracy:

Fact extraction accuracy: 95-98%
Document categorization accuracy: 97-99%
Duplicate prevention: 99.9%

Limitations

What Ask Client Cannot Do

❌ No Legal Advice: Ask Client is for factual information gathering only. Legal advice must come from attorney directly. ❌ No Real-Time Chat: Ask Client is asynchronous. For urgent matters requiring immediate response, call the client. ❌ No Complex Negotiations: Not suitable for settlement negotiations or strategy discussions. ❌ No Privileged Communications: Don’t use Ask Client for privileged attorney-client communications requiring confidentiality beyond normal case facts. ❌ No Guaranteed Response Time: Clients answer when available. For time-sensitive matters, follow up via phone/email. ❌ No Third-Party Information: Ask Client only requests information from your client, not opposing party or third parties.

When to Use Traditional Communication Instead

Use phone call/meeting when:

Emotional or sensitive topics (abuse, mental health)
Complex strategy decisions
Settlement negotiations
Explaining complicated legal concepts
Client seems confused or overwhelmed
Immediate decision required

Use email when:

Need written record for court
Sending formal notices
Detailed explanations beyond fact gathering
Multiple back-and-forth expected

Use Ask Client when:

Routine factual information needed
Document collection
Simple yes/no or multiple choice questions
Financial data gathering
Asset/liability inventories

Troubleshooting

Client Doesn't Have Portal Access

Error: “Cannot route request - Client information not found for this case”Solution:

Go to Case → Settings → Client Portal
Add client email address
Send portal invitation
Wait for client to create account
Retry Ask Client feature

Note: Client must have an active portal account to receive Ask Client requests.

Client Not Responding

Issue: Client received request 3+ days ago, no responseSolutions:

Send Reminder: Click “Send Reminder” button in client_questions list
Follow Up Traditional Way: Call or email client directly
Adjust Priority: Change priority to “High” if deadline approaching
Check Client Portal: Verify client can log in (may have forgotten password)

Average response time: 4-8 hours for medium priority, 1-2 hours for high priority

Duplicate Question Sent

Issue: Client received same question twice from different Victoria agentsVictoria prevents this automatically, but if it happens:Reason: Two attorneys working on same case simultaneously clicked “Ask Client” within secondsSolution:

Coordinate with other attorneys on case
Check “Pending Questions” list before sending new request
Victoria will consolidate responses automatically

Wrong Information Type Selected

Issue: Selected “Employment Information” but needed “Income Details”, wrong documents suggestedSolution:

Edit the question (if not yet sent to client)
Or: Client can still answer and upload appropriate documents
Victoria will extract facts correctly regardless of category selected

Prevention: Read category descriptions carefully before selecting

Fact Extraction Missed Important Detail

Issue: Client answered comprehensively, but Victoria only extracted partial informationSolution:

Go to CaseMind → Recent Facts
Manually add the missing fact
Reference the client’s answer (already in system)
Report extraction issue to improve AI

Note: Extraction accuracy is 95-98%, but always review important financial/legal facts manually

Client Uploaded Wrong Document

Issue: Client uploaded 2024 W2 when you needed 2025Solution:

Click “Request Clarification” in client’s answer
Victoria sends automated follow-up: “Thank you! We need the 2025 W2 specifically. Could you upload that?”
Client uploads correct document
Both documents remain in LexVault

Prevention: Be specific in document requests: “2025 W2 (most recent year)“

FAQ

Q: Can I edit a request after sending to Client Liaison? A: No, once sent it’s in Victoria Client Liaison’s queue. However, you can send a new request with updated information, or click “Cancel Request” if client hasn’t answered yet. Q: What if client provides partial answer? A: Victoria extracts facts from partial answer and marks question as “partially answered.” You can send a follow-up request for missing details, or Victoria will prompt you: “Client answered partially, request remaining information?” Q: Can opposing party see Ask Client requests? A: No. Ask Client is internal to your firm and your client. Opposing party has no access to your client portal or Victoria interactions. Q: Does Ask Client work for clients without portal access? A: No. Client must have active portal account. If client doesn’t want portal access, use traditional email/phone communication. Q: How long do pending questions remain active? A: By default, 30 days. After 30 days, question expires and client can no longer answer. You can adjust expiration per request or send reminder before expiration. Q: Can client ask Victoria questions back? A: Yes! When answering an Ask Client request, client can type questions in their answer. Victoria Client Liaison will respond to clarify what’s needed. Example: Client: “What does ‘gross income’ mean?” Victoria: “Gross income is your total income before taxes…” Q: Are Ask Client answers admissible in court? A: Ask Client answers are client statements, same as email or written questionnaire. Standard rules of evidence apply. Document uploads can be used as exhibits. Always verify important information. Q: Can I ask multiple questions in one request? A: Yes! Use line breaks to separate multiple related questions. Victoria will extract facts from all answers. However, for unrelated topics (e.g., employment + custody), send separate requests for better organization. Q: What happens to uploaded documents if client changes their mind? A: Client can delete uploaded documents before submitting answer. Once submitted, documents are processed and stored in LexVault. If client wants to retract, attorney must manually remove from case. Q: Does Victoria tell client what will happen with their information? A: Yes. Victoria Client Liaison explains: “Your attorney needs this information for [reason]. This will be used to [calculate support/draft documents/determine compliance/etc.].” Transparency builds client trust.

Next Steps

Victoria Client Liaison

Learn about the client-facing AI that processes Ask Client requests

CaseMind Memory System

Understand how extracted facts are stored and used across Victoria agents

Discovery Command Center

See how Ask Client integrates with discovery document collection

Client Portal Guide

Complete guide to client portal features and capabilities

Pro Tip: Enable client portal for all cases at intake. This ensures Ask Client is available immediately when Victoria agents need information, reducing delays in case progression by 60-80%.

​Overview

​Why Ask Client Exists

​The Problem

​The Solution

​How to Use Ask Client

​From Attorney Portal

​The Ask Client Dialog

​What Happens Next

​Step 1: Victoria Client Liaison Receives Request

​Step 2: Client Receives Notification

​Step 3: Client Answers

​Step 4: Victoria Client Liaison Processes Answer

​Step 5: Victoria Agents Use the Information

​Intelligent Features

​1. Duplicate Question Prevention

​2. Client-Friendly Language Reformulation

​3. Confidence Level Tracking

​4. Auto-Categorization of Uploaded Documents

​Real-World Examples

​Example 1: Discovery Manager Requests Missing Documents

​Example 2: Financial Analyst Requests Income Breakdown

​Example 3: Co-Counsel Requests Asset Information

​Benefits for Law Firms

​1. Eliminate Email Ping-Pong

​2. Reduce Attorney Burden

​3. Improve Client Experience

​4. Better Data Quality

​5. Faster Case Resolution

​Best Practices

​Technical Architecture

​How Ask Client Works Behind the Scenes

​Cost & Performance

​Cost Breakdown

​Performance Metrics

​Limitations

​What Ask Client Cannot Do

​When to Use Traditional Communication Instead

​Troubleshooting

​FAQ

​Next Steps

Victoria Client Liaison

CaseMind Memory System

Discovery Command Center

Client Portal Guide

Overview

Why Ask Client Exists

The Problem

The Solution

How to Use Ask Client

From Attorney Portal

The Ask Client Dialog

What Happens Next

Step 1: Victoria Client Liaison Receives Request

Step 2: Client Receives Notification

Step 3: Client Answers

Step 4: Victoria Client Liaison Processes Answer

Step 5: Victoria Agents Use the Information

Intelligent Features

1. Duplicate Question Prevention

2. Client-Friendly Language Reformulation

3. Confidence Level Tracking

4. Auto-Categorization of Uploaded Documents

Real-World Examples

Example 1: Discovery Manager Requests Missing Documents

Example 2: Financial Analyst Requests Income Breakdown

Example 3: Co-Counsel Requests Asset Information

Benefits for Law Firms

1. Eliminate Email Ping-Pong

2. Reduce Attorney Burden

3. Improve Client Experience

4. Better Data Quality

5. Faster Case Resolution

Best Practices

Technical Architecture

How Ask Client Works Behind the Scenes

Cost & Performance

Cost Breakdown

Performance Metrics

Limitations

What Ask Client Cannot Do

When to Use Traditional Communication Instead

Troubleshooting

FAQ

Next Steps