Sort a law firm's matter inbox so nothing urgent waits

Fields

• Sender role on the matter (Client, Other side, Court, Expert or Other)
• Email subject
• Email body, quoted history trimmed

Questions

1. What is the main business of this email on the matter? Choice

   Read the sender role, the subject and the body. Choose what the email is mainly about: the part the writer spends most words on or asks the firm to act on first. Other things in the same email are recorded by the flags.

   • New instructions The client asks the firm to take, change or stop a step in the matter, or changes what they want from it.
   • Question or chaser Asks for an update, an explanation or advice, or follows up an earlier request, without complaining about the firm.
   • Documents or information supplied Sends documents or information the firm asked for or needs, and asks for nothing else.
   • Settlement offer or proposal Makes, answers or reports an offer or proposal to settle all or part of the matter.
   • Deadline, hearing or order Sets, moves or confirms a date, a hearing, a court order or a requirement, such as a court notice or a scheduling letter.
   • Demand or threat A formal demand, or a threat of proceedings, sanctions or costs, from someone other than the client.
   • Complaint about the firm The writer is mainly unhappy with the firm's work, fees, delay or conduct.
   • Fee or invoice query Asks about a bill, a fee estimate or a payment, without dissatisfaction with the firm.
   • Scheduling or admin Arranges a call or meeting, confirms receipt, or other administration that changes nothing in the matter.
   • Marketing or unrelated A newsletter, an event invitation, a vendor pitch, an automatic reply, or mail meant for another matter.

2. Does the email make, answer or report an offer or proposal to settle all or part of the matter? Yes / No

   Count an offer with terms in any form: a proposal marked "without prejudice" or as a settlement communication, an offer of judgment, a counter-offer, an acceptance or rejection of an offer, or a report of an offer made elsewhere, such as at a mediation. A general wish to settle, or an invitation to talk about settlement with no terms, does not count. Yes: The email makes, answers or reports at least one offer or proposal to settle. No: No offer or proposal to settle appears.

3. Does the email set, move or state a deadline, hearing date or time limit? Yes / No

   Count a date or time limit for a filing, a response, a discovery answer, a hearing or accepting an offer, whether the writer sets it or refers to one already set. Do not work out or compare any date; the docketing team does. Yes: The email sets, moves or states at least one deadline, hearing date or time limit. No: No deadline, hearing date or time limit appears.

4. Does the client instruct the firm to take, change or stop a step in the matter? Yes / No

   Count an instruction only from the client, as the sender role and the email show. Count instructions to file, sign, send, accept, reject, settle, withdraw, agree or refuse something with the other side, or stop work. A question about whether to do something is not an instruction, and neither is a request for a draft or an update. Yes: The client gives at least one such instruction. No: No such instruction appears, or the email is not from the client.

5. Does the writer express dissatisfaction with the firm's work, fees, delay or conduct? Yes / No

   Use the firm rules in the context. Dissatisfaction counts whatever the main purpose of the email, and whether or not the writer uses the word "complaint". Frustration only with the other side, the court or the way the case is going is not dissatisfaction with the firm. Yes: The writer is unhappy with something the firm did, failed to do, or charged. No: The email expresses no dissatisfaction with the firm.

6. Does the writer mention circumstances that may mean the client needs extra support? Yes / No

   Use the firm rules in the context. Count only what the email says about the client or someone in their household. Do not infer anything from tone, writing style or spelling. Frustration or anger with the firm is not a circumstance of this kind. Yes: The email mentions health problems, disability, bereavement, old age, money trouble, a language or literacy barrier, or similar circumstances. No: The email mentions none of these.

7. Does the email expect a reply or an action from the firm? Yes / No

   Yes: The writer asks a question, asks for something to be sent or done, or asks the firm to confirm or call. No: The email is for information only and asks nothing of the firm.

8. How soon should someone at the firm act on this email? Scale

   Rate the most urgent thing in the email from what it says. Use words such as "today", "by Thursday" or "within 14 days"; do not compare dates with today.

   • Routine Nothing in the email needs action within a week: newsletters, receipts, routine updates.
   • Soon Needs action within two or three working days: a question, documents to review, or an ordinary request.
   • Within a day Needs action within one working day: a settlement offer, a new instruction, dissatisfaction with the firm, or a deadline the email calls close.
   • Same day Cannot wait until tomorrow: a hearing, filing or offer deadline the email says is today or tomorrow, or an instruction the client says cannot wait.

Lens columns

message_type, message_type_probability, settlement_offer, settlement_offer_probability, deadline_stated, deadline_stated_probability, instruction_to_act, instruction_to_act_probability, complaint_expressed, complaint_expressed_probability, vulnerability_signal, vulnerability_signal_probability, reply_expected, reply_expected_probability, urgency, urgency_average