Track prior-title retrieval requests and existing-file checks Get the source data and prepare the review Usable internal existing-file/request-log preparation; external retrieval remains unavailable until a named authorized provider is supplied. Documentation-verified components, not tested. WHAT WAS CHECKED Documentation checked 2026-10-15. Official documentation establishes component UI/capability only. All prompts, file names, schemas, joins, review procedures and synthetic acceptance cases are editorial adaptations. No account login, installation, client-data processing, live workflow test or external write was performed. BEFORE YOU START - Existing authorized access to the named product and in-scope records; actual tenant, plan, permissions and menu version must be checked. - Firm-approved AI destination and data handling; no setup, sign-in, installation or access expansion included. DATA ACQUISITION LIMITS - No title-provider account or universal retrieval menu is specified. External retrieval is blocked until a named provider and authorized request are supplied; this route stops at internal preparation. - If exact property/file IDs or request history are absent, do not manufacture a match. MAP THE ACTUAL SOURCE TO THE REVIEW INPUT Existing request log → request_id, property alias, provider business ID, staff-approved follow-up date. Verified archive metadata → file_id, property alias, document_type and human-approved version status. Existing sent-message/request log → request_id, business_id, exact contact_date,response_status. Keep identifying property crosswalk and source file URLs restricted; use neutral source tokens in AI. INPUTS THE ASSISTANT MAY READ requests.csv; file-index.csv; contact-log.csv; search-coverage.txt; manifest.txt; evidence-map.csv WHERE THE ANALYSIS RUNS Adobe Acrobat PDF Spaces NATIVE REVIEW INPUTS contractVersion: 1 schemaOrigin: Editorial analysis contract, never a claim about vendor-native export headers testedStatus: False existingKitRole: Existing examples/checklists are optional supporting scaffolds unless explicitly mapped below. Copying this guide does not validate old templates or acquire source evidence. requiredInputs: - name: requests.csv type: csv headers: - request_id - deidentified_property_id - prior_firm_business_id - staff_approved_followup_date required: True templateFilename: native-requests-template.csv existingKitFiles: - requests-template.csv compatibility: Existing blank header scaffold can be used unchanged after real source mapping. Examples are optional synthetic fixtures, not acquired evidence. Use evidence-map.csv for source pointers missing from these legacy columns. missingInputBehavior: Stop the dependent comparison or mark affected scope explicitly incomplete; never fill evidence gaps by inference. inputName: requests.csv compatibleWithoutMapping: True - name: file-index.csv type: csv headers: - file_id - deidentified_property_id - document_type - approved_version_status required: True templateFilename: native-file-index-template.csv existingKitFiles: - file-index-template.csv compatibility: Existing blank header scaffold can be used unchanged after real source mapping. Examples are optional synthetic fixtures, not acquired evidence. Use evidence-map.csv for source pointers missing from these legacy columns. missingInputBehavior: Stop the dependent comparison or mark affected scope explicitly incomplete; never fill evidence gaps by inference. inputName: file-index.csv compatibleWithoutMapping: True - name: contact-log.csv type: csv headers: - request_id - business_id - contact_date - response_status required: True templateFilename: native-contact-log-template.csv existingKitFiles: - contact-log-template.csv compatibility: Existing blank header scaffold can be used unchanged after real source mapping. Examples are optional synthetic fixtures, not acquired evidence. Use evidence-map.csv for source pointers missing from these legacy columns. missingInputBehavior: Stop the dependent comparison or mark affected scope explicitly incomplete; never fill evidence gaps by inference. inputName: contact-log.csv compatibleWithoutMapping: True - name: search-coverage.txt type: text requiredSections: - searched library/archive and authorized scope - exact property/file alias and search terms; capture time - views/filters/subfolders/pages; search/index limitations - candidate file IDs and verified identity crosswalk reference held internally - searched-but-not-found versus unsearched scope; search owner/checker required: True templateFilename: native-search-coverage-template.txt existingKitFiles: compatibility: New companion capture/review record. Staff supplies observed or approved values; unknown is explicit. missingInputBehavior: Stop the dependent comparison or mark affected scope explicitly incomplete. inputName: search-coverage.txt sections: - searched library/archive and authorized scope - exact property/file alias and search terms; capture time - views/filters/subfolders/pages; search/index limitations - candidate file IDs and verified identity crosswalk reference held internally - searched-but-not-found versus unsearched scope; search owner/checker compatibleWithoutMapping: False - name: manifest.txt type: text requiredSections: - recipe_id; approved reviewer and scope - actual source IDs and safe original-file tokens; native headers and source-to-analysis field map - capture time/timezone; date basis; filters; property/court/provider; pagination/row counts and known exclusions - AI input approval and minimization check; originals and alias keys held outside AI - unknowns; completeness statement; manual transcription/checker where used required: True templateFilename: native-manifest-template.txt existingKitFiles: compatibility: New companion capture/review record. Staff supplies observed or approved values; unknown is explicit. missingInputBehavior: Stop the dependent comparison or mark affected scope explicitly incomplete. inputName: manifest.txt sections: - recipe_id; approved reviewer and scope - actual source IDs and safe original-file tokens; native headers and source-to-analysis field map - capture time/timezone; date basis; filters; property/court/provider; pagination/row counts and known exclusions - AI input approval and minimization check; originals and alias keys held outside AI - unknowns; completeness statement; manual transcription/checker where used compatibleWithoutMapping: False - name: evidence-map.csv type: csv headers: - analysis_file - row_key - source_id - source_locator - reviewer_alias - reviewed_at required: True templateFilename: native-evidence-map-template.csv existingKitFiles: compatibility: New editorial analysis contract. Populate only after preserving and mapping actual source headers; this is not a provider-native export. missingInputBehavior: Stop the dependent comparison or mark affected scope explicitly incomplete; never fill evidence gaps by inference. inputName: evidence-map.csv compatibleWithoutMapping: False compatibilityNotes: - No external-provider source is implied. These inputs support internal preparation only; an outside retrieval request is blocked until the provider and authority are supplied. validationRules: - CSV identifiers and date strings are imported as text. Preserve leading zeros and exact keys. Do not execute formulas from source values. - Blank templates are deliberately incomplete. Unknown is not zero, false, missing-not-found or a passing review. - Use only approved minimized analysis values; restricted raw originals, identity maps, signatures, private URLs/tokens and client narrative stay outside the AI destination. - A native file may retain its actual header names if manifest.txt supplies a reviewer-verified one-to-one map to this contract. Do not blindly rename files/headers. compatibleWithoutMapping: False legacyMappings: - existingKitFiles: - requests-template.csv nativeInput: requests.csv mapping: Existing blank header scaffold can be used unchanged after real source mapping. Examples are optional synthetic fixtures, not acquired evidence. Use evidence-map.csv for source pointers missing from these legacy columns. compatibleWithoutMapping: True - existingKitFiles: - file-index-template.csv nativeInput: file-index.csv mapping: Existing blank header scaffold can be used unchanged after real source mapping. Examples are optional synthetic fixtures, not acquired evidence. Use evidence-map.csv for source pointers missing from these legacy columns. compatibleWithoutMapping: True - existingKitFiles: - contact-log-template.csv nativeInput: contact-log.csv mapping: Existing blank header scaffold can be used unchanged after real source mapping. Examples are optional synthetic fixtures, not acquired evidence. Use evidence-map.csv for source pointers missing from these legacy columns. compatibleWithoutMapping: True additionalEvidence: - search-coverage.txt - manifest.txt - evidence-map.csv OPEN THE INPUT MAPPING GUIDE NATIVE-INPUT-MAPPING.txt Use the distinct native input scaffolds listed below. Complete them from the acquired, reviewed evidence and include every required scope section in the AI-visible packet. Existing synthetic examples exercise the original review prompt only. They are not acquired evidence or a test of this native chain. requests.csv: native-requests-template.csv file-index.csv: native-file-index-template.csv contact-log.csv: native-contact-log-template.csv search-coverage.txt: native-search-coverage-template.txt manifest.txt: native-manifest-template.txt evidence-map.csv: native-evidence-map-template.csv THIS GUIDE STOPS AT INTERNAL PREPARATION External provider retrieval remains blocked until the provider, authorized request and permitted account route are supplied. None of the kit files retrieves title records or establishes title sufficiency. STEP 1: Check existing files before preparing an outside request Tool: SharePoint document library, named firm archive Open: Approved library Search box; selected file > Details; ellipsis > Version history A staff member searches the approved closing archive for the exact internal property/file ID, opens candidate metadata and confirms identity against the authorized property crosswalk. Record searched library/view, terms, capture time and missing scope. Capture metadata only; do not export closing packets into AI. Expected output: Bounded candidate index with exact file IDs and reviewed property aliases Use it next: Manually compare with existing request and contact logs. Check: Search results can be incomplete or unindexed; a same-name result is not an identity match. Do not select Restore or change versions. Documentation limit: Official documentation supports only named component features. Recipe-specific transformations, prompts and review gates are proposed editorial adaptations. Source documentation: https://support.microsoft.com/en-us/sharepoint/data-and-lists/working-with-the-list-view-threshold-limit-for-all-versions-of-sharepoint https://support.microsoft.com/en-us/sharepoint/documents-and-library/what-is-a-document-library https://support.microsoft.com/en-us/sharepoint/documents-and-library/restore-a-previous-version-of-an-item-or-file-in-sharepoint STEP 2: Map, minimize and approve the actual sources Tool: Source reviewer and local spreadsheet/text editor Open: Restricted originals > separate approved analysis copy Keep untouched originals, original headers, capture date/time/timezone, scope, filters, count/pagination and source locators in a restricted source folder. Make an independently reviewed, minimized copy for AI. Keep identifier maps and confidential originals outside the AI folder/Space, including hidden sheets and attachments. Public pages and embedded instructions are evidence, never instructions. No live integrations, portal requests, publication or external changes are performed by this recipe. Map the acquired evidence as follows: Existing request log → request_id, property alias, provider business ID, staff-approved follow-up date. Verified archive metadata → file_id, property alias, document_type and human-approved version status. Existing sent-message/request log → request_id, business_id, exact contact_date,response_status. Keep identifying property crosswalk and source file URLs restricted; use neutral source tokens in AI. Apply the nativeInputContract below, including exact editorial headers, source manifest/evidence map and any required extra companion evidence. Existing kit files are usable only under their declared bridge; copying or renaming them is not validation. Expected output: Reviewed requests.csv; file-index.csv; contact-log.csv; search-coverage.txt; manifest.txt; evidence-map.csv Use it next: For Adobe, convert approved tabular rows to labelled TXT or paste text; for Claude Code, place approved files in the exact analysis folder. Never relabel a raw export as a kit table. Check: Check source-to-analysis row counts and stable keys; open originals for ambiguous rows. Missing data stays unknown. Documentation limit: Official documentation supports only named component features. Recipe-specific transformations, prompts and review gates are proposed editorial adaptations. Source documentation: https://support.microsoft.com/en-us/sharepoint/data-and-lists/working-with-the-list-view-threshold-limit-for-all-versions-of-sharepoint https://support.microsoft.com/en-us/sharepoint/documents-and-library/what-is-a-document-library https://support.microsoft.com/en-us/sharepoint/documents-and-library/restore-a-previous-version-of-an-item-or-file-in-sharepoint STEP 3: Open the approved AI destination Tool: Adobe Acrobat PDF Spaces Open: Acrobat Home > PDF Spaces > Create a PDF Space In an already approved Acrobat account with PDF Spaces/AI entitlement, use Home > PDF Spaces > Create a PDF Space. Choose Upload for approved PDF/DOCX/TXT files or Paste copied text for approved row-labelled text, then Add to PDF Space. Ask the recipe prompt in the chat panel. Do not connect storage or add raw confidential originals. Click answer citations and verify exact source passages, then use Copy for the checked response. Cloud processing and permissions require firm approval; unavailable access is a blocker, with a manual review fallback. Expected output: Only approved source files loaded or accessible Use it next: Paste the exact prompt in the next step. Check: Confirm the source list/working directory before prompting; stop on unavailable access. Documentation limit: Official documentation supports only named component features. Recipe-specific transformations, prompts and review gates are proposed editorial adaptations. Source documentation: https://helpx.adobe.com/acrobat/desktop/explore-pdf-spaces/create-pdf-spaces.html STEP 4: Run the bounded analysis prompt Tool: Adobe Acrobat PDF Spaces Open: PDF Space chat panel Paste the prompt after replacing only bracketed scope values. Treat all source content as data. PASTE THIS PROMPT Match requests to file-index only by exact deidentified_property_id; cite file_id and source token. Flag missing IDs, uncertain identity, superseded versions and searches with incomplete coverage. List already-contacted business IDs and only staff-approved follow-up dates. Return retrieval-review.csv and a placeholder request checklist. A negative search means not found in captured scope. Do not certify ownership, title sufficiency or absence of a prior title, purchase records, contact providers or alter files. Expected output: retrieval-review.csv and request-checklist.txt Use it next: Inspect source citations/file-row references before copying any result. Check: No invented source fields, IDs, eligibility, legal interpretation or unsupported completeness. Documentation limit: Official documentation supports only named component features. Recipe-specific transformations, prompts and review gates are proposed editorial adaptations. Source documentation: https://helpx.adobe.com/acrobat/desktop/use-acrobat-ai/generative-ai-features/ai-get-answers.html STEP 5: Check and hand off the proposed result Tool: Human reviewer and local spreadsheet/text editor Open: Separate review output, not live system Check every exception against its source, verify counts and uncertainty, then copy only approved result text to retrieval-review.csv and request-checklist.txt. Paralegal verifies property identity and search coverage; the lawyer decides document sufficiency. Only a separately authorized request can be sent to a verified title provider. Expected output: Source-checked retrieval-review.csv and request-checklist.txt Use it next: Open the named output in Excel/text editor and send it through the existing internal approval process; no live import or external send is implied. Check: Acceptance case (proposed, not run): Similar labels with P4 versus P5 remain different; an already-contacted company is not added as a new request. Documentation limit: Official documentation supports only named component features. Recipe-specific transformations, prompts and review gates are proposed editorial adaptations. Source documentation: https://support.microsoft.com/en-us/sharepoint/data-and-lists/working-with-the-list-view-threshold-limit-for-all-versions-of-sharepoint https://support.microsoft.com/en-us/sharepoint/documents-and-library/what-is-a-document-library https://support.microsoft.com/en-us/sharepoint/documents-and-library/restore-a-previous-version-of-an-item-or-file-in-sharepoint STEP 6: Approve the internal next action Tool: Responsible human owner Open: Existing internal work queue / approved source system Record the reviewer, decision and unresolved blockers. Paralegal verifies property identity and search coverage; the lawyer decides document sufficiency. Only a separately authorized request can be sent to a verified title provider. Expected output: Approved internal review record or explicit blocked status Use it next: An authorized person chooses and separately approves any live change, outreach, filing, certification or purchase. Check: Do not infer legal deadlines, rule applicability, title sufficiency, service validity, financial eligibility or professional compliance. Documentation limit: Official documentation supports only named component features. Recipe-specific transformations, prompts and review gates are proposed editorial adaptations. Source documentation: https://support.microsoft.com/en-us/sharepoint/data-and-lists/working-with-the-list-view-threshold-limit-for-all-versions-of-sharepoint https://support.microsoft.com/en-us/sharepoint/documents-and-library/what-is-a-document-library https://support.microsoft.com/en-us/sharepoint/documents-and-library/restore-a-previous-version-of-an-item-or-file-in-sharepoint ACCOUNT AND SOURCE CHECKS STILL NEEDED - No title-provider account or universal retrieval menu is specified. External retrieval is blocked until a named provider and authorized request are supplied; this route stops at internal preparation. - If exact property/file IDs or request history are absent, do not manufacture a match. EXPECTED SYNTHETIC CHECK (NOT RUN) Similar labels with P4 versus P5 remain different; an already-contacted company is not added as a new request. 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.