Cohesive360
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Client Communications → Case

Voicemails, SMS, and calls auto-logged to the right case with notes and time entries drafted.

Ready to run todaydailyenterprise tierAttorneyIntake paralegalBilling coordinator

The problem

Client communications are where insight goes to die. The voicemail at 5:43pm never gets logged. The client text from the car never makes it into the file. The 8-minute call about the settlement counter doesn't show up as a time entry. Three months later: discovery produces 'all communications with plaintiff' and 30% of them aren't in your case-management. Or worse: the partner who answered the call gets credit on zero billable hours.

The outcome

Comms come in via RingCentral. Claude routes them to the right matter, drafts the case note, drafts the reply (for SMS), and drafts the time entry (for calls). You review the batch and approve in bulk. Audit-clean text trail, no manual logging, no leaked time.

Connectors you'll need

RingCentralrequired
live

The prompt

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

Process my recent RingCentral activity:
1. Pull unread voicemails from the last 12 hours. Get the AI transcript. Match to matter by caller phone.
2. Pull any unread inbound SMS. Match to matter. Draft a reply in our firm's voice.
3. Pull today's outbound + inbound calls > 2 minutes. Match each to matter. Draft a time entry with the right billing code.
4. For each, draft a case note: communication content + suggested action.
5. Show me everything in a single batch — I'll approve or reject per row.

What Claude does

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

  1. 1

    Pull voicemails + transcripts

    Lists unread voicemails; pulls RingSense AI transcript. Requires RingEX Advanced (transcripts are vendor-side).

    comms_ringcentral_list_voicemailscomms_ringcentral_get_transcript
  2. 2

    Pull SMS threads

    Lists unread inbound SMS. Threads grouped by sender.

    comms_ringcentral_search_call_log
  3. 3

    Pull call log

    Lists outbound + inbound calls over the day, > 2 minute threshold (configurable in the prompt).

    comms_ringcentral_search_call_log
  4. 4

    Match each comm to matter

    Per voicemail/SMS/call, looks up the other-party phone number against case-management contacts. Single match → assignment. Multiple → Claude asks. None → intake triage.

  5. 5

    Draft notes, replies, and time entries

    Per matter, drafts the case note (verbatim content + suggested action), the SMS reply (if applicable), and the time entry (with ABA UTBMS billing code, default L120 for client calls).

  6. 6

    Hand off batch for approval

    Single table grouped by matter. Approve all, reject all, or per row. Approved notes + time entries post; approved SMS replies send.

Verify before approving

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

  • Verify matter assignment — phone-match isn't perfect when the same number is on multiple matters.
  • Personal calls (family, friends) flagged as 'No Match' — exclude from time entries.
  • SMS replies must not contradict prior partner communication. If unsure, escalate, don't send.
  • If client is asking about settlement dollars in SMS, reply 'let me check' — don't quote from case file.

Run this workflow in Claude

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

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