Case Workspace - Victoria AI OS Documentation

Overview

The Case Workspace is your AI-powered command center for managing every aspect of a divorce case. It seamlessly integrates Victoria AI, document management, client communication, billing, and case planning in one unified interface.

Every case automatically gets its own workspace with 10 powerful tabs. No setup required - just open a case and start working.

All Workspace Tabs

Co-Counsel

Chat with Victoria’s 3 law firm agents: Co-Counsel, Discovery Manager, and Financial Analyst

Tasks

AI-generated and manual task management with smart workflows

Calendar

AI-maintained deadlines, hearings, and court dates

Billing

Time tracking, expenses, and invoice generation

Messages

Secure communication between law firm and client

Notes

Private case notes and documentation

Documents

LexVault document management with AI analysis

Discovery

Discovery Command Center for document production

Financial

Financial Analyst for asset division and support calculations

Tasks Tab

AI-Generated Task Workflows

Victoria AI can generate complete task workflows from natural language prompts. Simply describe what you need, and Victoria creates a structured task list with priorities, due dates, and dependencies. Example Prompts:

"Generate a contested divorce workflow for a high-asset case with business valuation"

"Create discovery phase checklist for a custody modification case"

"Build tasks for emergency custody order filing in California"

Victoria Task Assistant Features

Natural Language Task Generation

Describe your case stage in plain English:

“We’re starting discovery in a contested case”
“Need to prepare for settlement conference next month”
“Client wants to file for custody modification”

Victoria analyzes your request and generates a complete task list with:

Titles and detailed descriptions
Priority levels (low, medium, high, urgent)
Task types (filing, meeting, research, discovery, court appearance)
Realistic due dates
Task dependencies

Quick Start Templates

Pre-built workflows for common scenarios:Litigation Templates:

Contested divorce workflow (30+ tasks)
Mediation preparation checklist
Trial preparation timeline
Emergency orders workflow

Discovery Templates:

Discovery phase checklist
Deposition preparation tasks
Document production timeline

Post-Judgment Templates:

Modification proceedings
Enforcement actions
Appeal preparation

Smart Task Properties

Every task includes:Core Information:

Title and description
Due date (auto-calculated from workflow)
Priority level (color-coded)
Task type with matching icon

Assignment & Status:

Assigned team member
Status (pending, in progress, completed, cancelled)
Completion timestamp

AI Metadata:

ai_generated: true flag
Template used
Victoria context for future reference
Task dependencies

Task Views

Multiple ways to organize your work:Dashboard View (Default):

Past Due (red alerts)
Today (yellow highlights)
This Week (organized by day)
Next 2 Weeks (upcoming deadlines)

Coming Soon:

Kanban board view (drag & drop)
Calendar view (visual timeline)
Team view (grouped by assignee)

Task Management

Create Tasks:

Click “Add Task” for manual entry
Use Victoria to generate task workflows
Convert checklist items from other tabs

Organize Tasks:

Filter by status, priority, assignee, case
Search task titles and descriptions
Sort by due date, priority, or creation date

Track Progress:

Update status as work progresses
Mark tasks complete with completion timestamp
View completed task history

Use Victoria’s task generation for comprehensive workflows, then customize individual tasks as your case evolves. Tasks marked ai_generated help track which workflows came from Victoria.

Calendar Tab

AI-Maintained Deadline Tracking

Victoria automatically extracts and tracks deadlines from court documents, orders, and scheduling notices. The Case Calendar unifies two powerful systems:

Court Deadlines

Auto-extracted from court documents, orders, and scheduling notices

Calendar Events

Meetings, hearings, and personal events with attendee management

Deadline Types

Court Deadlines (Auto-Tracked):

Filing deadlines
Response deadlines
Discovery deadlines
Hearing dates
Trial dates
Mediation sessions
Temporary order expirations

Calendar Events (Manual & AI):

Client meetings
Team conferences
Court appearances
Depositions
Settlement conferences
Personal reminders

Smart Features

Color-Coded Urgency System

Visual priority indicators:🔴 Critical (0-3 days) - Immediate attention required 🟠 Urgent (4-7 days) - This week deadlines 🟡 Warning (8-14 days) - Next two weeks 🟢 Normal (15+ days) - Standard timelinePurple gradient indicates AI-extracted deadlines.

Court Hearing Details

Every court event includes:

Court location and address
Judge name
Hearing type (motion, trial, conference)
Outcome field (completed events)
Occurred timestamp

Export to Calendar Apps

Download .ics files for:

Google Calendar
Outlook Calendar
Apple Calendar
Any iCal-compatible app

Includes reminders 24 hours and 1 hour before events.

Auto-Archive System

Keeps your calendar clean:

Deadlines 90+ days past auto-archive
Completed events marked with checkmark
Filter to show archived items

Victoria Integration

Victoria Co-Counsel can:

Extract deadlines from uploaded court orders
Calculate response and filing deadlines
Suggest calendar events based on case stage
Generate discovery production timelines

Always verify AI-extracted deadlines against official court documents. Victoria provides smart suggestions, but you are responsible for deadline compliance.

Billing Tab

Time & Expense Tracking

Track billable time, expenses, and generate invoices - all integrated with your case timeline and Victoria AI.

Time Tracking

Log billable hours with automatic rate calculation

Expense Management

Track case expenses and client costs

Invoice Generation

Generate professional invoices from unbilled entries

Financial Dashboard

Real-time case billing analytics and reports

Time Entry Features

Manual Time Entry:

Date, duration, and hourly rate
Description of work performed
Activity type categorization
Billable/non-billable flag
Invoice status tracking

Activity Categories:

Client Communication
Document Review
Legal Research
Court Appearances
Drafting
Administrative Work

Victoria Time Logging

AI-Assisted Time Entry: Click “Ask Victoria to Log Time” to automatically generate time entries from your conversation history. Victoria analyzes your recent work and creates professional time entries with:

Natural language descriptions
Estimated hours based on task complexity
Appropriate activity type
Professional formatting for client bills

Example:

You: "Ask Victoria to log time"

Victoria analyzes: Case strategy discussion, motion drafting,
document review conversation from past 2 hours

Generated Entry:
Title: "Case strategy and motion drafting consultation"
Hours: 2.0
Activity: Legal Research & Drafting
Description: "Reviewed client facts, analyzed legal strategy
for custody modification, and drafted initial motion outline
with supporting case law research."

Expense Tracking

Expense Categories:

Court filing fees
Service of process fees
Travel expenses
Legal research subscriptions
Document copying/printing
Expert witness fees
Other case-related costs

Expense Properties:

Date and amount
Category and description
Billable/non-billable status
Invoice status (pending, billed, paid)

Financial Dashboard

Real-time metrics for each case: Billing Metrics:

Total unbilled time (hours × rates)
Total unbilled expenses
Pending invoices
Total case value (all invoices)
Collection rate percentage
Effective hourly rate

Reporting:

Time entries by activity type
Expense breakdown by category
Billing trends over time
Attorney utilization rates

Invoice Generation

Create professional invoices with one click:

Select unbilled time entries
Select unbilled expenses
Review total and adjust as needed
Generate PDF invoice
Send directly to client
Track payment status

Use Victoria to log time after long research sessions or document review. Victoria analyzes your conversation context and creates professional, billable descriptions.

Messages Tab

Secure Law Firm ↔ Client Communication

The Messages tab provides a secure, HIPAA-compliant communication channel between your law firm team and clients. Think of it as a private messaging platform built into each case.

Messages are case-specific and automatically include all relevant parties. No need to set up group chats - it’s ready to use for every case.

How It Works

Automatic Setup:

Each case gets a dedicated message thread
All case attorneys, paralegals, and admins are included
All case clients are automatically added
Messages sync in real-time

Message Interface:

SMS/iMessage-style conversation view
Full-screen messaging experience
Real-time delivery
Read receipts (coming soon)
Typing indicators (coming soon)

Security & Privacy

Multi-Tenant Isolation

Row Level Security (RLS) ensures:

Firms can only see their own messages
Clients only see messages in their cases
No cross-firm data leakage
Database-level security enforcement

Participant Management

Smart participant system:

Law firm members see all case messages
Clients only see conversations they’re part of
Add/remove participants as needed
Track when participants joined

Message Persistence

Complete message history:

All messages stored indefinitely
Full conversation timeline
Search message history
Export for case files

Use Cases

Client Updates:

Case status updates
Document requests
Meeting confirmations
Quick questions

Team Collaboration:

Strategy discussions
Task assignments
Document sharing
Court appearance coordination

Client Intake:

Initial questionnaires
Document collection
Onboarding communications

Use Messages for quick client communication. For document-heavy discussions, reference specific documents from the Documents tab by name.

While Messages are secure, always maintain professional communication standards. Messages may be discoverable in legal proceedings.

Notes Tab

Private Case Documentation

The Notes tab is your private notebook for case observations, strategy notes, and internal documentation. Notes are law firm only by default.

Internal Notes

Private notes visible only to your law firm team

Shared Notes

Optional: Share specific notes with clients

Note Types

Each note type has a distinct color and icon for quick identification:

General (Gray)

Default note type for miscellaneous documentation:

Case observations
Follow-up reminders
Administrative notes
General thoughts

Court Hearing (Blue)

Document court appearances:

Hearing outcomes
Judge comments
Opposing counsel behavior
Courtroom observations
Orders issued

Client Call (Green)

Track client conversations:

Call summaries
Client requests
Information provided
Follow-up items
Client concerns

Case Strategy (Purple)

Legal strategy and planning:

Litigation strategy notes
Settlement approaches
Strengths and weaknesses
Alternative arguments
Risk assessments

Discovery (Orange)

Discovery-related notes:

Document review observations
Discovery gaps identified
Production timeline notes
Response strategies

Legal Research (Teal)

Research findings and citations:

Case law notes
Statute research
Legal memo drafts
Authority analysis
Research to-dos

Note Features

Rich Text Support:

Formatted text (bold, italic, underline)
Bulleted and numbered lists
Headings and subheadings
Hyperlinks

Organization:

Search across all notes
Filter by note type
Timeline view with author attribution
Edit and delete capabilities

Access Control:

is_internal: true (default) - Law firm only
is_internal: false - Shared with clients
Change visibility per note

Best Practices

Document Everything: Notes help track case progress and justify billing. After every client call or court hearing, create a note with key takeaways.

Recommended Note-Taking:

After every client phone call → Client Call note
After every court appearance → Court Hearing note
After significant case developments → Case Strategy note
After document review sessions → Discovery note
After legal research → Legal Research note

What to Include:

Date and time of event
Who was present
Key points discussed
Decisions made
Follow-up items
Deadlines mentioned

Notes are typically attorney work product, but may be discoverable. Avoid inflammatory language or speculation about clients. Focus on factual observations and legal analysis.

Documents Tab

LexVault Document Management

The Documents tab provides access to LexVault, Victoria AI OS’s intelligent document management system with AI-powered analysis and semantic search. Key Features:

Automatic document categorization
Victoria AI insights extraction
Vector embeddings for semantic search
Version control
Confidentiality flagging

Learn More About LexVault

Comprehensive guide to document management, AI analysis, and search capabilities

Quick Overview

Document Categories:

Pleadings (petitions, responses, motions, orders)
Discovery (interrogatories, depositions, requests)
Financial Documents (tax returns, bank statements, valuations)
Correspondence (client emails, opposing counsel letters)
Court Orders (temporary orders, final orders)
Expert Reports (appraisals, custody evaluations)

AI-Powered Features:

Auto-extraction of key facts to CaseMind
Deadline extraction to Calendar
Financial data extraction to Financial Analyst
Discovery gaps identified in Discovery tab

Document Actions:

Upload multiple documents
Download original files
View Victoria’s extracted insights
Search across all documents (semantic search)
Tag documents as sensitive/confidential
Track document versions

Discovery Tab

Discovery Command Center

The Discovery tab is your AI-powered hub for managing the discovery phase of litigation. Victoria analyzes all uploaded documents and identifies gaps, suggests requests, and tracks production. Key Features:

Discovery gap analysis
Document request generation
Production timeline tracking
Response strategy suggestions

Learn More About Discovery

Complete guide to Discovery Command Center and AI-powered discovery management

Quick Overview

Discovery Intelligence:

Missing document identification
Suggested discovery requests
Opposing counsel response analysis
Production deadline tracking

Victoria Integration:

Ask Victoria about discovery strategy
Generate document requests
Draft interrogatories and requests for production
Analyze responses for follow-up

Ask Client Liaison:

Request documents directly from clients
Track client document production
Automated client follow-ups

Financial Tab

Financial Analyst

The Financial tab provides Victoria’s Financial Analyst agent - your AI-powered CPA for asset division, support calculations, and financial discovery. Key Features:

Real-time financial intelligence dashboard
State-specific support calculators
Asset and liability tracking
Income analysis

Learn More About Financial Analyst

Complete guide to financial analysis, support calculations, and asset division

Quick Overview

Financial Dashboard:

Total assets by category (real estate, retirement, businesses)
Total liabilities
Net worth calculation
Income analysis (both parties)
Support calculations

State-Specific Calculators:

Child support calculator (all 50 states)
Spousal support calculator (jurisdiction-specific)
Equitable distribution worksheets

AI Document Processing:

Auto-extracts data from financial affidavits
Categorizes assets and liabilities
Verifies income sources
Identifies missing financial documents

Co-Counsel Tab

Victoria AI Chat Interface

The Co-Counsel tab is where you interact with Victoria AI - your AI legal assistant powered by Claude Sonnet 4.5.

Victoria has access to all case documents, extracted facts in CaseMind, and 7 layers of intelligence to provide contextual, accurate responses.

Victoria’s Modes (Law Firm Portal):

Co-Counsel (default): General legal strategy and research
Discovery Manager: Discovery-focused analysis
Financial Analyst: Financial calculations and asset division

Client Liaison is Victoria’s 4th agent, but it’s exclusively available in the Client Portal where clients can ask questions, request documents, and get case updates. Law firm users access the three agents listed above.

Learn More About Victoria Co-Counsel

Complete guide to Victoria’s capabilities, intelligence layers, and best practices

Quick Overview

What Victoria Can Do:

Draft motions and pleadings
Legal research and case law
Case strategy development
Settlement negotiation analysis
Court procedure guidance
Document analysis and summary

Victoria’s Intelligence:

Base Prompts (role, expertise, ethics)
Practice Knowledge (all 50 states + federal)
Case Context (facts, parties, timeline)
CaseMind Memory (discovered facts)
Document Knowledge (RAG from uploads)
Conversation History (recent context)
Your Query (specific request)

Cost: ~$0.05-0.10 per conversation

Cross-Tab Intelligence

How Tabs Work Together

The true power of the Case Workspace comes from how tabs intelligently share data:

Upload Document

Upload a court order to Documents tab

Victoria Processes

Victoria extracts key information:

Facts → CaseMind
Deadlines → Calendar
Financial data → Financial Analyst
Discovery requests → Discovery tab

AI Suggests Tasks

Tasks tab suggests workflows based on document type

Calendar Updates

Calendar tab adds extracted deadlines with urgency colors

Chat Knows All

Co-Counsel tab can now reference the document and facts

Smart Prefetch System

When you open a case, Victoria preloads:

All case facts from CaseMind
Relevant documents from LexVault
Case metadata (parties, jurisdiction, timeline)
Recent conversation context

This means Victoria’s first response is instant - no waiting for context loading.

Best Practices

Start Every Case Right

Day 1 Checklist:

Upload initial case documents (petition, retainer agreement)
Create case in system with jurisdiction
Let Victoria extract facts to CaseMind
Generate initial task workflow with Victoria
Review auto-extracted calendar deadlines
Invite client to portal for Messages

Use Victoria Throughout

Daily Victoria Uses:

Generate task workflows for case stages
Ask about legal strategy before hearings
Log time with AI assistance after work sessions
Draft motions and pleadings
Analyze opposing counsel documents
Calculate support and division scenarios

Keep Everything in One Place

Document Organization:

Upload ALL case documents to LexVault
Tag documents properly by category
Use Notes tab for observations (not scattered files)
Track all time in Billing tab
Keep client communication in Messages tab

This ensures Victoria has complete case context.

Review AI Outputs

Always Verify:

AI-generated tasks (customize for your case)
AI-extracted deadlines (check against orders)
AI-drafted motions (cite-check case law)
AI-calculated support (verify with state calculator)
AI-logged time entries (adjust descriptions)

Victoria is a powerful assistant, not a replacement for attorney judgment.

Security & Compliance

Data Protection:

AES-256 encryption at rest
TLS 1.3 encryption in transit
SOC 2 Type II compliant infrastructure
HIPAA-compliant architecture

Multi-Tenant Isolation:

Row Level Security (RLS) on all tables
Firms can only access their own data
Clients can only access their cases
Database-level security enforcement

Access Controls:

Role-based permissions (admin, attorney, paralegal, client)
Granular feature access
Audit logging for all actions
IP allowlisting available

Learn More About Security

Complete security and compliance documentation

Getting Started

Open a Case

Click on any case from your Dashboard to open the Case Workspace

Explore the Tabs

Navigate between tabs to see all available features

Upload Documents

Start with the Documents tab - upload key case files

Generate Tasks

Use Victoria in the Tasks tab to create your workflow

Chat with Victoria

Ask Victoria questions in the Co-Counsel tab

New to Victoria AI OS? Start with the Co-Counsel tab and ask Victoria to give you a tour of the workspace. Victoria can explain features and answer questions about your specific case.

Next Steps

Victoria Co-Counsel

Learn how to work with Victoria AI

LexVault Documents

Master document management and AI analysis

CaseMind Memory

Understand how Victoria remembers your case

Discovery Management

Optimize discovery with AI assistance

​Overview

​All Workspace Tabs

Co-Counsel

Tasks

Calendar

Billing

Messages

Notes

Documents

Discovery

Financial

​Tasks Tab

​AI-Generated Task Workflows

​Victoria Task Assistant Features

​Task Management

​Calendar Tab

​AI-Maintained Deadline Tracking

Court Deadlines

Calendar Events

​Deadline Types

​Smart Features

​Victoria Integration

​Billing Tab

​Time & Expense Tracking

Time Tracking

Expense Management

Invoice Generation

Financial Dashboard

​Time Entry Features

​Victoria Time Logging

​Expense Tracking

​Financial Dashboard

​Invoice Generation

​Messages Tab

​Secure Law Firm ↔ Client Communication

​How It Works

​Security & Privacy

​Use Cases

​Notes Tab

​Private Case Documentation

Internal Notes

Shared Notes

​Note Types

​Note Features

​Best Practices

​Documents Tab

​LexVault Document Management

Learn More About LexVault

​Quick Overview

​Discovery Tab

​Discovery Command Center

Learn More About Discovery

​Quick Overview

​Financial Tab

​Financial Analyst

Learn More About Financial Analyst

​Quick Overview

​Co-Counsel Tab

​Victoria AI Chat Interface

Learn More About Victoria Co-Counsel

​Quick Overview

​Cross-Tab Intelligence

​How Tabs Work Together

​Smart Prefetch System

​Best Practices

​Security & Compliance

Learn More About Security

​Getting Started

​Next Steps

Victoria Co-Counsel

LexVault Documents

CaseMind Memory

Discovery Management

Overview

All Workspace Tabs

Tasks Tab

AI-Generated Task Workflows

Victoria Task Assistant Features

Task Management

Calendar Tab

AI-Maintained Deadline Tracking

Deadline Types

Smart Features

Victoria Integration

Billing Tab

Time & Expense Tracking

Time Entry Features

Victoria Time Logging

Expense Tracking

Financial Dashboard

Invoice Generation

Messages Tab

Secure Law Firm ↔ Client Communication

How It Works

Security & Privacy

Use Cases

Notes Tab

Private Case Documentation

Note Types

Note Features

Best Practices

Documents Tab

LexVault Document Management

Quick Overview

Discovery Tab

Discovery Command Center

Quick Overview

Financial Tab

Financial Analyst

Quick Overview

Co-Counsel Tab

Victoria AI Chat Interface

Quick Overview

Cross-Tab Intelligence

How Tabs Work Together

Smart Prefetch System

Best Practices

Security & Compliance

Getting Started

Next Steps