The activity timeline
Each case has a chronological activity timeline. Workers add notes from the composer; the system records file uploads, template runs, PDF generations, form submissions from clients, field edits, case creation, and collaborator changes. File-related entries are filtered to match the viewer's category visibility.
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Each case has a chronological activity timeline. Workers add notes from the composer; the system records file uploads, template runs, PDF generations, form submissions from clients, field edits, case creation, and collaborator changes. File-related entries are filtered to match the viewer's category visibility.
The timeline is derived at read time from several Firestore sources (case notes, form-submission records, PDF-generation records, file store, template-run records, the dataHistory map on the case, override/hidden-id audit markers, and the case activity subcollection) — not a single canonical event collection. That's why some entries can be deleted by a worker, others can only be soft-reverted with an audit row, and editing a note rewrites the source rather than creating a new event.
What you need
- A case open in the dashboard
- Edit access to add notes
What appears in the timeline
The timeline mixes several kinds of entries:
Notes are added by workers via the activity composer at the top of the timeline. The composer is a single editor — there are no tabs. Each note can have:
- Free-text body
- An optional event date (powers the workspace calendar)
- Attached images, PDFs, or other media (added with the paperclip button)
Notes can be edited after posting. Edited notes show an Edited badge and keep an edit history so the earlier text, attachments, or event date can be reviewed.
Form submissions are recorded when a client fills a form template from the portal (or from a shared form link). The entry captures the template, the submitted answers, and the submitter. Workers don't fill forms from this composer.
Generations are recorded when an autofill or Generate run produces a PDF. The entry preserves the template, the output file, and a snapshot of the field values used as inputs — so you can always see what fed a historical output.
Template runs are recorded when extraction or autofill runs against a file. When the same template runs more than once, the timeline can show field-level differences from the prior run.
System events are recorded automatically:
- File ingested — a new file landed on the case
- Field updated — a case value was changed directly or by the assistant
- Case created — the case was opened manually or by an automation
- Collaborator added or removed — someone was given (or lost) access to the case
- General — a catch-all for other system actions
Entries show in chronological order, most recent first.
Dates and the calendar
The activity calendar uses the same entries as the timeline. Most entries appear on the day they were created.
Notes are special: if you set an event date, the note appears on that selected date instead of the day you wrote it. Use this for future follow-ups, scheduled calls, site visits, due dates, or reminders that should sit on the calendar.
Future-dated notes can be added to Google Calendar from the row.
Worker vs client copy
Activity copy reflects who got what. When a workspace member is assigned, the entry reads "Riley was assigned to this case". When an external client is given portal access, it reads "client@example.com was given client access to this case" — the distinction makes audit trails honest about who's staff and who isn't.
Category visibility filters what you see
Entries that reference a file carry the file's category. When a collaborator views the timeline, any entry whose category isn't visible to them is hidden. A restricted viewer can see that the case exists without seeing activity about files they don't have access to.
This filtering is enforced at the data layer — it's not a UI-only hide.
Delete and restore behavior
Notes you are allowed to manage can be deleted. If the note was tied to structured case changes, you may be asked whether to undo those related changes too.
System entries use a soft-revert model rather than disappearing outright. When you "delete" a system entry, the original row is marked struck-through and a new audit row appears in the timeline (e.g. "Riley deleted activity: File ingested"). Restoring it adds another audit row ("Riley restored activity: File ingested"). The original entry is never physically removed — the audit trail stays honest while still letting workers undo accidental file-ingestion or field-edit noise.
Step by step (adding a note)
- Open a case.
- Scroll to the Activity section.
- Type the body in the composer at the top.
- (Optional) click the paperclip to attach images, PDFs, or other media.
- (Optional) set an event date with the calendar icon — useful for follow-ups.
- Click Add Note.