Assemble a coverage handoff before leave Get the source data and prepare the review Documentation-checked proposed route; source collection and human approval required WHAT WAS CHECKED Official documentation checked; all routes are proposed and have not been run in a product account. No client data, account access, installs or account writes used. Native column names are distinguished from editorial kit contracts. Missing source evidence blocks completeness claims. BEFORE YOU START - Clio Manage task access and a defined absence window with timezone. - Actual, explicit cover assignments and acknowledgment records; a role label alone is not acceptance of responsibility. - Firm-approved Excel; optional Copilot entitlement and tenant approval for the exact minimized data. Native Excel analysis can be done manually if Copilot is absent. - Keep raw exports and identifying source pointers in a separate restricted location. The AI workbook contains only approved alias-based tables and visible policy/scope text, never raw client records on another tab. DATA ACQUISITION LIMITS - Task export does not supply a complete coverage rota or prove that a cover lawyer accepted a task. Off-system work and private tasks need separate review. - This route prepares a handoff; it never reassigns tasks or recalculates deadlines. DECLARED INPUT CONTRACT tasks.csv: task_id, matter_alias, status, next_explicit_action, approved_due_datetime, owner_role, blocker, secure_internal_link_id coverage.csv: absence_start, absence_end, task_id, explicitly_assigned_cover_role, acknowledgment_status STEP 1: Collect the actual task list Tool: Clio Manage Open: Tasks > Outstanding (then Completed if required) > Filters > Apply filters > bottom Export > CSV > Export Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Choose the authorized users, matters and date range for the absence handoff, including overdue and undated outstanding work. Include undated tasks when the scope requires them. Export Outstanding and Completed separately; note filters, capture time and visible record count. Use Expand rows or Print task from the task row menu to inspect full instructions where necessary. Expected output: Native task CSV file(s), plus a scope note. Exact CSV headers must be inspected; the kit headers are not promised native fields. Use it next: Keep the raw files restricted; prepare the alias-based input in the next step. Check: Private tasks may be invisible. Task export is only the selected scope; exporting does not prove all review requests or off-system obligations exist here. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://help.clio.com/hc/en-us/articles/9204982812699-Filter-and-Export-Tasks https://help.clio.com/hc/en-us/articles/9204917906971-Manage-Tasks-in-Clio-Manage STEP 2: Map the observed records to the starter input Tool: Excel and authorized staff Open: Separate analysis workbook > Home > Format as Table Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Map each actual task to task_id and matter_alias; preserve observed status and owner_role. Copy next_explicit_action, blocker and approved_due_datetime from the task/request after staff verification. Record a secure_internal_link_id that resolves only in a separate restricted crosswalk. From the approved rota and actual replies enter absence_start, absence_end, task_id, explicitly_assigned_cover_role and acknowledgment_status into Coverage. Date-only deadlines remain date-only with timezone/precision noted in Scope; do not fabricate midnight. Create named tables for Tasks and Coverage. Put the policy and review scope in visible worksheets or paste them into the next prompt. Expected output: tasks.csv and coverage.csv; both editorial mapped inputs. Use it next: Check the mapping against each original source before using AI. Check: Aliases and missing policy fields are staff-created; do not relabel a native export as the kit schema. Unknown stays blank/unknown, not false or zero. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model STEP 3: Review the bounded evidence with Copilot Tool: Excel Copilot, optional Open: Approved analysis workbook > Copilot icon at lower right > Chat only Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. Use Chat only and submit the prompt. Without Copilot: filter by the absence window and inspect each task against its coverage record. PASTE THIS PROMPT Read Tasks, Coverage and Scope. Build a coverage handoff grouped by explicitly_assigned_cover_role, listing task_id, matter_alias, exact next action, supplied due date/time, blocker, acknowledgment status and secure_internal_link_id. Flag unassigned cover, missing acknowledgment, conflicting assignments, undated items and tasks due before/during the absence. Cite input rows. Do not infer legal deadlines or assign responsibility. Unknown cover is uncovered, not delegated. Do not send or edit. Expected output: Handoff draft plus an uncovered/unacknowledged-task checklist. Use it next: Copy the draft exception list to the reviewer; retain row references. Check: Check every flagged row and the scope. A fluent answer is not evidence of completeness; no automatic workbook or source-system edits. Documentation limit: Official sources support named product features. Workflow-specific prompts, alias fields, mappings and reviewer rules are editorial adaptations, not native export promises. Source documentation: https://support.microsoft.com/en-us/excel/copilot/get-started-with-copilot-in-excel https://support.microsoft.com/en-us/excel/copilot/frequently-asked-questions-about-copilot-in-excel STEP 4: Approve the review result Tool: Responsible staff reviewer Open: Reviewed local worksheet Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested. The outgoing owner and supervising lawyer confirm the scope, inspect original task instructions and obtain explicit acceptance through the firm’s normal process. Mark the handoff approved only when the actual acknowledgments are checked. Expected output: Reviewed handoff and unresolved coverage exceptions. Use it next: Any external message, source change, payment or deletion requires its own authorized process. Check: Keep missing acknowledgment visible. The draft itself is not notice, acceptance or a reassignment. Documentation limit: Editorial human-review gate; linked Excel documentation supports the worksheet used, not legal or accounting conclusions. Source documentation: https://support.microsoft.com/en-us/excel/tutorial-import-data-into-excel-and-create-a-data-model ACCOUNT AND SOURCE CHECKS STILL NEEDED - Actual account access, plan and source-data completeness have not been tested. USING THE FILES IN THIS KIT Use the exact files or source text named in the steps above. Native exports keep their own headers. The kit tables are editorial review worksheets; they are not a claim that a product exports those fields. Some routes use reviewed text directly or require additional original files. Never rename an unreviewed raw export to make it appear mapped. Keep expected-result files separate from inputs. The source account, actual data, prompts and end-to-end workflow were not tested. Any final communication, filing, permission change, payment or publication needs its own authorized human action. This guide performs none.