• Developed and tested:
  • Summarizing the following with OpenAI integration
    • New Lead Form
    • Red Flag Review
    • Sales Consult
    • Otter Transcript
  • Links to view and edit the summaries in the Document Vault
• All developement on rlp.smplfy.dev

Meeting with Sharon to discuss RLP AI Integration

• Attendees
  • Sharon Ramage
  • Thomas Fine
  • Andre Nell
• Discussed expected outcomes
• Created prompts

• Researched
  • How summarize an uploaded document with OpenAI Integration
  • How to summarize and analyze an audio recording with OpenAI Integration
• Developed
  • Working example of how a PDF document uploaded in a form can be summarised by chat GPT after submission

• Updated
  • Prompt for divorce
  • Price list
• Tested output
• Result can be viewed here
  • https://rlp.smplfy.dev/view/client-document-vault/entry/73412/

• Review prompt from Sharon
• Test and refine prompt submissions

Created presentation of high level overview of

• CRM architecture
• Sales Process

• Developed logic to summarise document uploaded by PNC in the document upload repater
  • Tested logic
• Developed logic for sales consult transcript to be analysed by Chat GPT to summarise PNC emotional state and sales consultant performance after submission of sales consult
• Developed logic to get trancripts from Fireflies, process it and store the transcript in a form entry

• Researched how to have all files in document upload repeaters be summarised in one go when the parent form is submitted

• Setup Fireflies account correctly
• Added outgoing notifications to fireflies for when a transcript has completed
• Developed functionality to receive notifications on RamageLawPortal.com
• Troubleshooting
  • Successfully sent mock notifications to RamageLawPortal.com using Postman
  • Discussed issue with outgoing notifications not being sent with Fireflies technical support
  • Waiting for a response

• Refined output for AI responses for
  • Summary of Sales Consult Transcript
  • Analysis of Sales Consult

• Created  detailed Lucidchart document of overview of Ramage Law Group sales overview
  • https://lucid.app/lucidchart/80f2d941-ef2b-4acd-a9af-ed32e093957a/view
• Fireflies Integration
  • Resolved issue where Fireflies was not sending notifications with support team
  • Tested webhook notifications to rlp.smplfy.dev from Fireflies.ai
  • Tested queries in Fireflies.ai using postman to finetune prompts
  • Uploaded mp4 files from Thomas Fine into Fireflies.ai to test prompts

• Submitted Pink Slip, New Lead form, CQ and Sales Consult on dev site using real client info and trancripts to accurately test AI summary logic

• Researched Fireflies API to get query that will return Transcript summaries generated by our custom apps

• Development
  • Refined and tested summary of Sales Intake analysis
  • Tested 6 matters and fixed issues where data was not displaying
  • Created Summary form
  • Udpated workflows to push summarys of Sales Intake, Client Questionnaire (Divorce, Divorce with Kids, Modification), and Sales Consult to Summary Form
  • Created view for summary form

• Prepared lucidchart diagram and Document Vault mockup in preparation to meet with Sharon to define outcomes.
  • https://lucid.app/lucidchart/46a80e38-5b7b-4734-93e1-23a92ec2a0f6/view
  • https://docs.google.com/document/d/1VCM7Ju-Tc_fxEk0NGg_bSoFJQVsPi3UJvLfycxT9rBk/edit?usp=sharing

• Developed logic so that if PNC email and  NLF are retrieved by data sent by Fireflies, AI summary and analyis of sales consult are stored in seperate repeater form entries in the NLF entry

• Developed logic so that audio uploaded in form can be sent to RingCentral for analysis by AI
• Developed logic so that Fireflies AI sales consult analysis will be stored in repeater entries and linked to NLF if able to

• Developed logic to handle maintaining access to RingCentral API
  • Logic to test access token and refresh access token
• Developed methods to make API calls to RingCentral to get recordings and AI analysis
• Developed logic to upload audio to be analysed by Ring Central

• Developed logic to authourise app in RingCentral with rlp.com and generate authorisation code to make API calls from the site

• Developed logic so that if PNC email cannot be determined in transcript receieved by Fireflies, entry is created in form where AI analysis and summary of sales intake can be assigned to the NLF entry manually
• Developed logic so that all CQ forms generate an AI summary of the entry and store it in the NLF entry
• Developed view and linked to document vault so CQ ai summary can be viewed and editted
• Updated document vault so that sales consult and sales intake summaries can be viewed by sales consultant

• Developed logic to retrieve NLF entry using meeting data and update with AI summary and analysis when meeting with PNC has been transcribed in Fireflies

• Developed logic so that when a transcript is made in Fireflies, a request is sent to RLP and the AI summaries of that transcript are stored in a NLF entry
• Developed Client Questionaire forms to generate AI summary of submission and store summary in NLF entry
• Developed logic to identify PNC from meeting using data received from Fireflies API

• Met with Andre to discuss current status of AI integration project

• Studied documentation and instruction given by RingCentral support on how manage RingSense licenses
• Tested API calls from site to get RingSense insights

• Developed logic to get RingSense insights from call recording in ramagelawportal.com

• Developing logic to upload recording from Fireflies to be analysed by RingSense

• Calculating potential API usage for RingCentral team

• Developed logic to
  • upload audio file from Fireflies to RingCentral
  • Analyze and process the response

• Developed logic to upload audio to RingCentral and receive summary data when processed by RingCentral
  • Investigated methods to analyze uploaded file in RingSense
• Developed Document Vault views
  • AI Summary of Sales Consult
  • AI summary of sales intake
  • AI analysis of Sales consultant
  • AI analysis of intake specialist
• Tested logic to storing AI summaries and analysis from Fireflies in the PNC's NLF entry after a meeting has concluded

• Deployed sales consultant AI summary and analysis logic
  • Logic to store AI summary of sales consult and ai analysis of sales consultant in RLP when Fireflies transcript has been completed
• Tested logic on live site
• Updated look and functionality of views for AI summaries and analysis to be more user friendly
• Updated logic so that when NLF entry ID is added to ai summary or analysis entry that hasn't been linked to a NLF entry, the entry is associated with the provided entry ID
• Researched possiblity of modifying RingSense summary prompts

• Investigate issue
  • Transcriptions of Crystals calls in Fireflies not being sent to ramagelawportal.com
  • Identified that Admin role does not have requisite permissions for the entire team
• Solution
  • Requested role of 'Super Admin' activated on our account
• Updated logic so that summaries and analysis of sales consult recorded by Fireflies is generated by OpenAI using the transcript from the Fireflies call

• Developed logic to retrieve ringsense transcript, process it, store in a form entry and have OpenAI Chat GPT analyse the intake specialist and store the response in the form entry

• Developed logic so that Intake Specialist is analysed by OpenAI and stored in a form entry when RingCentral call is completed

• Improved user interface for view to assign missing AI summaries and analysis to a NLF entry
• Tested process of assigning missing AI summaries to NLF form entries
• Wrote guide on how to assign incoming stored messages for which the PNC and deal were not identified.

• Investigated setting up Super Admin webhook in Fireflies in order to store AI summaries in RLP for all meetings

• Issue
  • AI summaries and analysis recorded by Crystal was not assigned to the PNC NLF Entry
  • Entry was not associated with PNC NLF Entry because meeting was recorded in person using the fireflies app
• Updated logic so that consultants email is retrieved from a fireflies meeting recorded in person

• Resolving concerns with testing the automation

• Updated document vault logic so that viewing/editing the Sales Consult AI summary goes to the sales consult directly rather than viewing the specific AI summary and analyis form entry

• Added a YearExtractionResult data class to support structured and consistent extraction results.

• Implemented an email detection preset with 5 regex patterns covering standard, spaced, and obfuscated formats.

• Expanded phone number detection from 1 to 4 regex patterns to cover common real-world formats.

• Added test_pii_redaction.py with 30 property-based tests using Hypothesis to validate PII redaction logic.

• Reviewed related areas and confirmed no further changes were required where existing functionality was already working.

• Flagged one case where expected behavior was unclear and requested guidance for correct implementation.

• Reviewed the existing single-user Streamlit-based discovery processing script.

• Identified all core functional components: Bates labeling, redaction, indexing, unlocking, and organizing.

• Analyzed the limitations of the single-user flow and outlined what was required to convert it into a scalable multi-user backend.

• Clarified integration requirements for FastAPI, pytest, Render, and WordPress.

• Designed the complete backend architecture for the new FastAPI microservice.

• Planned the separation of concerns between routing, security, processing logic, and testing.

• Created the initial high-level documentation covering system goals, API behaviour, and integration flow.

• Defined authentication strategy (API Key or JWT) for secure WordPress-to-FastAPI communication.

• Broke down the original script into modular engine components (Bates, redaction, index generation, unlocking, organizing).

• Designed the core processing layer structure (core/ folder) for clean code separation.

• Mapped how existing functionality would be imported or refactored into the new backend.

• Drafted API endpoint specifications for file uploads and streamed ZIP/PDF/Excel responses.

• Finalized the full production-ready project structure for the FastAPI service.

• Defined all folders and files needed for GitHub/docs, routes, engines, and tests.

• Prepared deployment scaffolding for Render, including Procfile, requirements, and render.yaml.

• Documented the full integration plan for WordPress, including plugin architecture and request/response flow.

• Build a page on WordPress to add the short codes

• Tested logic for Clio matter opening for when it goes live in the new year

UI/UX Improvements
- Added consistent sectioned form styling across all discovery tools (Bates, Index, Organize, Redact, Unlock)

Bates Labeler Enhancements
- Added color picker for label color
- Added font size control
- Added checkbox toggles for optional punch margin and border settings
- Enforced industry standard digit length (6-10 digits)

Discovery Index Improvements
- Added "Use last Bates output" source selector
- Implemented JavaScript blob storage for seamless Bates → Index workflow

Version & Deployment
- Bumped plugin version from 1.0.0 to 1.1.0
- Updated CSS/JS enqueue versions for cache busting
- Rebuilt and committed plugin zip

• Improving styling for the Discovery App
• Quality Assurance Testing for the Discovery App
• Developed FIX for Redaction Tool
• Met with Danielle to review the Discovery App

• Updated logic to change when Clio matter fields get updated, (Contract signed)
  • Tested logic
• Developed logic so that Clio matter will be updated correctly when the contract is uploaded rather than signed electroincially
  • Tested logic

• Fixed Redaction Tool — developed logic to redact specific email and phone patterns
• RLG Discovery App plugin — deployed redaction tool fix to remote
• Render URL — corrected plugin to display URL accurately
• Discovery Tools — refined CSS for improved layout/readability

Meeting with Danielle Khaitas

• Review RLG Discovery App

• Prepare for Discovery App Presentation
• Discovery App UI Enhancement

• Developed logic so that Case Type Code is populated in Clio matter when contract is fully signed

• Discovery App
  • Updates to design to reflect Streamlit version of app
  • Add automatic Bates label detection when uploading pre-labeled ZIPs to Index tool
  • Extract text from PDF pages using PDF.js and detect Bates patterns via regex
  • Update party colors: Client (light green), OP (light blue) in both CSS and Excel output

• Troubleshooted issue with Matter population for Domunique

• Troubleshooted issue regarding matter number not being populated
  • Issue appears to be caused by confusion on when the matter number is supposed to be generated automatically

• Updated logic so that Clio matter fields that would be updated when Sales Consult is submitted are now done when the contract is finalised
  • Tested logic

• Troubleshooted issue with "Lester" matter in Clio
  • Based on logs from the custom plugin, the matter was updated correctly as intended
  • More information required

• Developing Solutions for quicker response using Discovery App
• Set up Render Account for RLP
• Set up RLG Discovery App to work with RLP Render Account
• Testing

• Found a solution to uploading large files with the Discovery App
• Updated Render host
• Testing large files on Discovery App
• Meeting with Danielle Khaitas

• Troubleshooted why Dakota Burns matter was not updated after contract finalisation
  • Issue was caused by contract initiate not being submitted

Development Update

• Deployed the Discovery App integration to the production environment
• Completed QA testing of the Discovery App on the live site to verify functionality
• Addressed dark mode display inconsistencies
• Resolved layout issues in the PDF Bates Labeler

• Troubleshooting Discovery App
• Added Error Message if Redact Tool has no options selected on submit
• Removed Phone, Email, and Date from Redaction Tool
• Moved Regex Pattern behind an advanced tool option
• Meeting with Danielle to review improvements/fixes
• Added Last Used Bates Label
• Fixed Dark Mode Index Tool Preview Table
• Index Preview Bates Label Category Path Capture Fix

• Identified cause of issue where matters were being updated as open before contract finalisation
  • Issue caused as by product from moving logic to update a matter as open from Sales Consult submission to Contract Finalised submission