famlaw/WORKFLOWS.md

ActiveBlue Family Law — End-to-End Workflows

How a case moves from intake through final order, what each role does at each stage, and which buttons / menus to click. Targets the live build on 192.168.2.9:8069, database db1. Florida 11th Circuit (Miami-Dade).

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Stage map at a glance

  Intake ─►  Active ─►  Discovery ─►  Pre-Trial ─►  Closed
    │           │            │             │            │
    │           │            │             │            └─ archive, bill, retention
    │           │            │             └─ pretrial stmt, exhibits, witnesses, mediation
    │           │            └─ interrogatories, production, depositions
    │           └─ serve, mandatory disclosure (FL 12.932), initial hearings
    └─ conflict check, questionnaire, fee-waiver assessment

Move stages via the Kanban (drag) or the status bar on the case form. Each transition automatically runs the Paralegal agent, which (1) generates the stage's task batch, (2) recalculates deadlines, (3) cross-references statutes to the case's issue tags, and (4) posts a chatter summary.

The case cannot leave Intake until the conflict-of-interest check passes (or an administrator overrides it with a written justification).

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One-time configuration (before your first case)

Settings → Technical → System Parameters:

Key	Value	Used by
fl_ai.claude_api_key	sk-ant-…	AI engine, Paralegal agent, Attorney agent
fl_timesheet.default_hourly_rate	e.g. 350	Time & Billing totals when employee has no rate set
fl_efiling.portal_url	https://eportal.flcourts.org (default)	Open e-Filing Portal button
web.base.url	your Odoo base URL	Signing-portal link in emails

Per-employee: open the employee record, set Family Law Billing Rate ($/hr).

Python dependencies in the container (already required by code paths): anthropic, pikepdf, PyMuPDF. Install with docker exec -u root odoo-web-1 pip install anthropic pikepdf PyMuPDF.

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STAGE 1 — Intake

Goal: capture parties, screen for conflicts, decide if pro se vs attorney referral, assess fee-waiver eligibility, identify legal issues.

1.1 Create the case

Two paths:

• Family Law → Cases → New Case (Intake Wizard) — guided form covering case type, parties, children, basic facts.
• Family Law → Cases → All Cases → New — direct creation of fl.case.

Required at create time: case_type and petitioner_id. respondent_id is strongly recommended (drives conflict screening and downstream service).

1.2 What the system does automatically on create

1. Conflict-of-interest check runs first

   • Compares petitioner / respondent / party names against parties on every other open case (folded stages excluded).
   • Exact partner-id match → instant conflict. Otherwise fuzzy match (difflib ≥ 0.85).
   • Conflict found → red banner on the case, Kanban "Conflict" badge, conflict_check_passed = False, case is locked at Intake.
   • Clear → conflict_check_passed = True, case can advance.

2. Project auto-created with case-type task templates.

3. Paralegal agent generates the Intake task batch:

   • Run conflict-of-interest check (the audit record)
   • Complete client intake questionnaire
   • Assess fee-waiver eligibility (FL 57.082)

4. Fee waiver eligibility computed quickly from petitioner income vs 200% FPL; chatter note if eligible.

5. DV flag (if set) posts a safety banner with mediation/representation guidance and the Miami DV hotlines, forces attorney_referral_flag.

1.3 Resolving a flagged conflict

Open the conflict check record from the case's "Conflict of Interest" group (Parties tab) or via Cases → Conflict Checks.

• Review the match list and similarity scores.
• If proceeding is safe, an administrator writes a justification and clicks Override Conflict → state becomes "override", conflict_check_passed = True, audit entry posted to chatter.
• Never silently pass a conflict — the override leaves a permanent record.

1.4 Fill in the questionnaire (Parties tab)

For each party (One2many "Party Details"):

• Employment type and gross monthly income.
• Statutory deductions (federal tax withholding, mandatory retirement, health insurance self-only, other court-ordered support) → Odoo computes net monthly income per FL 61.30(3).
• Income imputation (FL 61.30(2)(b)) if voluntarily un/under-employed — set income_imputed, an imputed amount, and document the basis.
• Lifestyle inconsistency flag if income vs lifestyle is suspect (Barner v. Barner) — Attorney agent will incorporate this.

1.5 Run the AI passes

• Paralegal Review (header button) — Claude procedural briefing (best-effort; falls back to a rule-based summary if the API is unavailable). Useful to see "what should we be doing now?" at any time.
• AI tab → Generate Attorney Strategy Memo (admin) — substantive memo. Identifies the top 3–5 statutes and case law (from the seeded library only, no hallucinated citations), drafts petitioner arguments, opposing counterarguments, procedural risks, and a substantial-change assessment for modifications. Stored as fl.analysis of type "attorney", linked from case.attorney_memo_id.

1.6 Advance to Active

Drag the case to Active on the Kanban (or click the status bar). If conflict_check_passed is still False you'll get a blocking error — go back and resolve the conflict.

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STAGE 2 — Active

Goal: serve the respondent, exchange mandatory disclosure, schedule the initial hearings, generate and file the petition.

2.1 Automatic on stage entry

Paralegal agent generates the Active task batch:

• Effect service of process
• Serve mandatory disclosure (FL-12.932) within 45 days of service
• Schedule initial hearings (case management, temporary relief)

2.2 Filing date and service date drive deadlines

Set filing_date on the case → deadline engine generates filing-anchored deadlines (30-day target service, 120-day FL 1.070 max service, parenting class for petitioner if minor children).

Set service_date → service-anchored deadlines are generated/recalculated:

Deadline	Offset	Statute
Respondent answer due	service + 20 days	FL 1.140
Mandatory disclosure exchange	service + 45 days	FL 12.285
Certificate of mandatory disclosure	service + 45 days	FL 12.932
Discovery opens	service + 20 days	FL 12.280
Respondent parenting class	service + 60 days	FL 61.21

Each fl.deadline syncs to a calendar.event (visible in the case's Deadlines tab and on the user's calendar). Daily cron sends 7/3/1-day and overdue alerts to the case chatter.

2.3 If respondent doesn't answer by day 20

A daily cron (FL 12.922 / FL 1.500) automatically:

1. Creates a "File Motion for Default" deadline (5 days out).
2. Adds an urgent project task with filing instructions.
3. Posts a "DEFAULT JUDGMENT WINDOW OPEN" alert to the case chatter.

2.4 Generate and file court documents

Each case document maps to a QWeb PDF report:

Document	Form	Menu / Action
Financial Affidavit (Short)	FL-12.902(b)	Reports → on fl.document
Financial Affidavit (Long)	FL-12.902(c)	""
Child Support Worksheet	FL-12.902(e)	""
Motion to Modify	—	""
Notice of SSN	FL-12.930(a)	""
Mandatory Disclosure Certificate	FL-12.932	""
Notice of Deposition	—	""
Motion to Compel	FL 1.380	""
Income Withholding	FL 61.1301	""
Parenting Plan	FL-12.995(a)	""
Application for Civil Indigent Status	FL 57.082	""
Motion for Default	FL 12.922	""

To get a signed, filed PDF, use Filings tab → Request Signature then Prepare e-Filing (full walkthrough in Cross-cutting flows: Documents → e-Sign → e-File below).

2.5 Fee waiver application

If the case shows "Fee Waiver Potentially Eligible" (200% FPL test), open the Fees & Expenses tab → Create Fee Waiver Application. Complete household size and income; eligibility is computed against the FL 57.082 threshold and the document flows through draft → submitted → approved/denied. Generate the QWeb PDF and file with the clerk.

2.6 Move to Discovery when ready

Drag to Discovery when initial service + mandatory disclosure are in hand and you need formal discovery. Typically also after the Attorney agent has rated complexity as medium or higher.

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STAGE 3 — Discovery

Goal: Interrogatories, requests for production, depositions, motions to compel as needed.

3.1 Automatic on stage entry

Paralegal agent generates the Discovery task batch:

• Draft interrogatories
• Draft requests for production
• Schedule depositions where income or facts are disputed

3.2 Discovery Suggest wizard

From the case → Run Discovery Suggest Wizard (or Cases → Discovery → specific tools). The wizard reads:

• Case's issue tags (issue_tag_ids)
• Complexity (from the latest analysis or rule-based fallback)
• Active flags (DV, income imputation, respondent has counsel)

…and proposes a tailored discovery package: interrogatory sets directed to the opposing party, document requests, deposition notices, third-party subpoenas (e.g., employer when income is disputed).

Each selected line creates an fl.discovery item linked to the case. The wizard posts a chatter summary of everything generated.

3.3 Discovery items lifecycle (fl.discovery)

• States: draft → served → responded → complete (or → motion-to-compel / deemed-admissions when overdue).
• 30-day response clock from service; daily cron fires alerts for overdue responses and flags admissions deemed under FL 1.370 when the deadline lapses.
• Track objections and motion-to-compel status per item.

3.4 Depositions (fl.deposition)

• States: draft → noticed → confirmed → completed (or cancelled / no-show / continued).
• Notice validity is computed (FL 1.310(b): ≥10 days notice). Search filters expose "Invalid Notice" — fix before serving.
• Duces tecum (document subpoena): tracked separately.
• Generate the Notice of Deposition PDF and route through e-Sign / e-File.

3.5 Move to Pre-Trial

When discovery is essentially closed (responses in, depositions taken or waived), advance the stage.

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STAGE 4 — Pre-Trial

Goal: Pretrial statement, exhibits, witnesses, mediation, support calculation, parenting plan, threshold test for modifications.

4.1 Automatic on stage entry

Paralegal agent generates the Pre-Trial task batch:

• Prepare pretrial statement
• Compile exhibit list
• Compile witness list
• Schedule mediation (separate rooms if DV flagged — FL 44.102)

4.2 Child support calculation (FL 61.30)

Open Case → Open Calculator (or AI tab → Calculator stat button).

• Pulls petitioner / respondent effective monthly income (uses imputed if set).
• Children, day-care, health insurance for children, tax exemption assumptions.
• Substantial timesharing kicks in when either parent has > 73 overnights (FL 61.30(11)(b)) — automatically detected from petitioner_overnights.
• Result → case.calculated_support.

For modifications, the Support tab also runs the threshold test (FL 61.30(1)(b)): change must be both ≥ $50 AND ≥ 15%. The case shows a clear "QUALIFIES" / "DOES NOT QUALIFY" panel with the math.

4.3 Mediation scheduling

Add fl.hearing of type "Mediation" (Hearings tab). If domestic_violence_flag is set, you get a separate-rooms reminder. Court-ordered mediation is the default in family law cases (FL 44.102).

4.4 Pretrial statement, exhibit and witness lists

Use the project tasks generated by the paralegal agent as the checklist. Documents and exhibits go through the standard Documents → e-Sign → e-File flow.

4.5 Move to Closed when the final order is entered

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STAGE 5 — Closed

Goal: Capture the new order, generate income withholding, reconcile billing, archive the case, send retention notice.

5.1 Automatic on stage entry

Paralegal agent generates the Closed task batch:

• Complete archive checklist
• Reconcile billing
• Send file retention notice

5.2 Post-order: income withholding (FL 61.1301)

Set new_order_amount and new_order_date on the case → an fl.income.withholding record is auto-created (mandatory under FL 61.1301 unless good cause or written agreement). Generate the Income Withholding PDF and serve.

retroactivity_date is computed = filing_date (FL 61.30(17)).

5.3 Reconcile billing

Time & Billing tab shows:

• total_billable_hours — sum of billable timesheet entries
• total_billable_amount — billable hours × rate
• total_ai_audit_hours — non-billable AI agent time (for audit trail)

Add manual time entries inline (date, who, hours, description, billable). The wrapped account.analytic.line records flow into standard Odoo Accounting for invoicing.

5.4 File retention notice

Use the Document workflow to generate a closing letter to the client with the retention/destruction policy.

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Cross-cutting flows

A. Documents → e-Sign → e-File

The "paperwork pipeline" — every court document follows the same path.

1. Generate the document. From the case Documents area (Filings tab or fl.document form), pick the document type (e.g., Financial Affidavit Long). Use Print → [Report] to render the QWeb PDF, or the document auto-renders when a signature request is created.

2. Request Signature (Filings tab → "Request Signature" button). On the fl.signature.request form:

   • Pick the document and signer (signer_partner_id).
   • Click Render PDF to generate the unsigned PDF (or skip — clicking "Send to Signer" will render automatically).
   • Click Send to Signer. An email goes out with a one-time link https://<your-host>/familylaw/sign/<token> (token is 256-bit; expires in 14 days; cron sweeps expired links hourly).

3. Signer signs at the portal page (no login required):

   • The unsigned PDF is shown in an iframe.
   • The signer draws on the HTML5 canvas pad (mouse/trackpad/finger).
   • "Submit Signature" posts the PNG to the server; PyMuPDF embeds it at the per-report _SIGNATURE_COORDS rectangle.
   • The signed PDF is attached to the fl.document (state → "signed"); the request state → "signed"; case chatter logs the event with signer IP.

   The signer can also Decline with an optional reason; the request closes.

4. Re-validate PDF/A on the signed PDF (signature form has a button) if it's bound for e-filing. Uses the same pikepdf check as the e-Filing model.

5. Prepare e-Filing (Filings tab → "Prepare e-Filing"). The wizard:

   • Picks the signed PDF (or any attachment).
   • Generates the 11th Circuit-compliant filename: {LastName}_{CaseNumber}_{DocType}_{YYYYMMDD}.pdf.
   • Auto-validates PDF/A.

6. Submit on the FL e-Filing Portal. From the fl.efiling.submission form:

   • Click Open e-Filing Portal — opens eportal.flcourts.org in a new tab, deep-linked with the case number if available.
   • Upload the signed PDF on the portal, complete the filing, copy the portal confirmation #.
   • Back in Odoo, paste the confirmation # and click Mark Submitted.
   • When the clerk acts, click Clerk Accepted (which also marks the fl.document as filed) or Clerk Rejected (note the reason).

The Submit via API button is reserved for Phase 2 and currently refuses to call any unconfirmed endpoint — assisted submission is the supported flow.

B. AI agents — when to use which

Agent	Trigger	What it produces	Cost
Paralegal — auto	Every stage transition (including case creation)	Stage task batch, deadline recalc, statute cross-ref, rule-based chatter summary	No AI call
Paralegal — manual ("Paralegal Review" button)	On demand	Same as above + Claude procedural briefing	1 Claude call
AI Engine ("Run AI Analysis" header → wizard)	On demand	Rule-based issue tagging + caselaw matching + Claude case-summary analysis (fl.analysis type engine)	1 Claude call
Attorney — manual (AI tab → "Generate Attorney Strategy Memo")	On demand, admin	Substantive strategy memo: top 3–5 statutes (linked to fl.statute), top 3–5 case law (linked to fl.caselaw), petitioner arguments + opposing counterarguments, risk narrative, substantial-change assessment, attorney-referral flag	1 Claude call (longer prompt)

All agents log non-billable audit time to fl.timesheet (ai_agent field identifies which agent) and fall back to rule-based output if Claude is unavailable. AI failures never block the user workflow.

C. Time & Billing

• Manual entry: Case → Time & Billing tab → add row. Date, employee, hours, billable flag, description.
• AI audit time: posted automatically by each agent run (paralegal ~0.05h AI / 0.01h rule-based; attorney ~0.1h AI / 0.02h fallback). Marked non-billable; visible in the same tab and on the Cases → Timesheets list (filter: AI Audit).
• Rate resolves to hr.employee.fl_hourly_rate (per person) or the firm default param.
• Each timesheet entry wraps an account.analytic.line, so it shows up in Odoo Accounting and flows into invoicing in the usual way.

D. Deadlines & calendar

• Defined in fl.deadline; each one syncs to a calendar.event (default 1h block at 08:00).
• Decoration in the Deadlines tab: red for overdue, yellow for ≤ 7 days.
• Daily cron posts 7-day, 3-day, 1-day, and overdue alerts to the case chatter.
• The case header shows "Next Deadline" and "Overdue Deadlines"; the Kanban card shows the count.

E. Conflict-of-interest gate

• Runs on case creation. Also accessible via header Run Conflict Check.
• Admin override only, with a written justification (audit-logged).
• Visible globally under Cases → Conflict Checks (default filter: open conflicts).

F. Portal access (clients)

Petitioner / respondent users (groups group_portal_petitioner / group_portal_respondent) can sign in and see:

• /my/cases — their case(s)
• /my/cases/<id> — case detail with deadlines and timeline
• /my/cases/calculator — interactive FL 61.30 calculator
• /my/cases/caselaw — searchable FL case law library

To grant portal access, on the party record (Parties tab → party row) link a partner.user_ids to that party's partner.

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Roles — who does what

Role	Group	Typical day
Admin / Attorney	group_admin	Open Attorney Strategy Memo; review/override conflicts; review filings before submission; review billing
Paralegal	group_paralegal	Drives the case stage-by-stage; runs Paralegal Review for procedural questions; manages discovery, depositions, deadlines; prepares court documents, signatures, filings; logs billable time
Portal Petitioner	group_portal_petitioner	Sees own case; signs court documents on the portal page when sent a link
Portal Respondent	group_portal_respondent	Sees own case (read-only beyond their party record)

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Quick troubleshooting

Symptom	Where to look
Can't move case past Intake	Conflict check failed — open the conflict record, admin override with justification
"anthropic not installed" / no AI summary	pip install anthropic in odoo-web-1; set fl_ai.claude_api_key system parameter
Signature page errors	pip install PyMuPDF; check web.base.url is set so the email link is correct
PDF/A check always warns	Source PDFs are not PDF/A-compliant — wkhtmltopdf output is plain PDF. Run them through a PDF/A converter (e.g., Ghostscript pdfa.ps) before signing/filing if the clerk rejects them. The pikepdf check is pragmatic (markers + OutputIntents), not full veraPDF conformance.
e-Filing API button errors	By design — confirm portal endpoint, set fl_efiling.api_endpoint, then Phase 2 work is needed to wire real submission. Until then, use Open Portal + Mark Submitted.
Paralegal agent fires twice on Intake	Once from create(), once from the first stage-write. Tasks are idempotent (same-name guard) so no duplicates are actually created.
Deadline alerts not firing	Check Settings → Technical → Scheduled Actions for "FL Family Law: Daily Deadline Alerts" — active = True, last run within 24h

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Reference: menus

Family Law
├── Cases
│   ├── All Cases
│   ├── New Case (Intake Wizard)
│   ├── Deadlines
│   ├── Hearings
│   ├── Depositions
│   ├── Discovery
│   ├── Conflict Checks
│   ├── Timesheets
│   ├── e-Filings
│   └── Signature Requests
├── Support Calculator
│   ├── Calculations
│   └── FL DCF Schedule  (admin)
├── Case Law Library
└── Configuration  (admin)
    ├── FL Statute Index
    └── Issue Tags