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Cross-App Activity Report

One visual report showing every staff member's calls, emails, case touches, and documents — across SA + RingCentral + Outlook + Word.

Needs a connector to ship firstdailyenterprise tierPI partnerManaging partnerOffice manager

The problem

When the partner asks "what did each person do today?" the answer lives across four systems: SmartAdvocate (case notes, status changes, tasks closed), RingCentral (calls placed and received, voicemails handled), Outlook (emails sent), and Word (documents drafted or revised). No one tool aggregates this. Today the partner has to log into each system, eyeball the numbers, and trust each paralegal's self-reported activity log. That's not a management system; that's a guess.

The outcome

Every evening at the firm-configured cutover hour, Claude produces a visual HTML report — one row per staff member, columns for: calls in/out (RingCentral), voicemails handled (RC), emails sent (Outlook), case notes written (CMS), tasks closed (CMS), status changes pushed (CMS), and documents touched (M365). The partner sees who was productive, who was on the phone but not closing tasks, and where the bottlenecks are. "What did the team do today?" answered in 30 seconds, with hard numbers from the source systems.

Connectors you'll need

The prompt

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

Generate today's cross-app activity report:
1. For each staff member on the firm roster, pull from RingCentral: outbound calls, inbound calls, voicemails listened to, SMS sent.
2. From Outlook: emails sent and received in business hours (filter out auto-responders + newsletter noise).
3. From the CMS: notes authored, tasks closed, status changes, new contacts added, documents uploaded — keyed by author = staff member.
4. From Microsoft 365 (optional): Word documents created or modified today.
5. Render as a clean HTML table — one row per staff, columns as above. Color-code: green if above firm average, red if below, gray if zero. Add a sparkline of last 7 days at the right.
6. Output as a single .html file I can preview and email out.

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 RingCentral activity per staff

    Per staff phone extension: outbound calls, inbound calls, total minutes on the phone, voicemails listened to, SMS sent/received.

    comms_ringcentral_list_callscomms_ringcentral_list_voicemailscomms_ringcentral_list_sms
  2. 2

    Pull Outlook activity per staff

    Per staff mailbox: emails sent, emails received, replied threads. Filters out auto-responders and obvious newsletter sources via the firm-configured noise list.

    outlook_email_search
  3. 3

    Pull CMS activity per staff

    Per staff CMS user: notes authored, tasks closed, status changes, contacts added, documents uploaded. Calls list_firm_users first to get the user→display-name map.

    list_firm_usersget_case_notessearch_tasksget_users_full_info
  4. 4

    Pull M365 document activity (optional)

    If Microsoft 365 is connected: Word documents created/modified today per staff. Optional — silently skipped if M365 isn't configured.

  5. 5

    Render visual HTML

    Single HTML page, one row per staff, one column per activity metric. Color-coded vs. the firm's rolling 7-day average. 7-day sparkline per staff at the right.

  6. 6

    Deliver

    Saves the .html locally for the partner to preview. Optionally emails to the firm-configured recipients list at the cutover hour.

Verify before approving

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

  • Confirm the staff roster matches your CMS user list — anyone missing won't appear in the report.
  • Phone-extension → staff mapping must be set up in RingCentral correctly or the call numbers land on the wrong row.
  • Auto-responder noise list is heuristic — review the email column for obvious junk and add to the noise list.
  • Activity volume is NOT a quality metric; use this to spot anomalies, not to performance-review.

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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