Keep outbound referrals from disappearing after handoff Get the source data and prepare the review Documentation-checked component path; proposed workflow, not tested WHAT WAS CHECKED Public official documentation and supplied candidate artifacts only. No product login, account exports, client data, installation, credential access, external writes, advertising spend, template imports or live tests. Proposed prompts do not prove a feature supports every requested field. Missing required source data blocks execution. BEFORE YOU START - Existing authorized access to the correct source account and records; no new login, credentials, installation or permission grant is included. - Responsible lawyer/operations reviewer approves scope, definitions and any later action. - AI optional; use only approved minimized data and retain originals separately. DATA ACQUISITION LIMITS - No native end-to-end outbound-referral export is established. The register is a manually evidenced editorial input. STOP IF - No outbound sent/acknowledgment record, missing recipient verification or missing information-sharing scope. KEEP THE ANALYSIS COPY SEPARATE Keep untouched original exports/screenshots and the identifying source map in restricted firm storage. Build a separate minimized analysis file; do not hide raw client data on another tab. Include the complete Scope/coverage note in the AI-visible workbook or prompt. Use aliases and administrative metadata only. Unknown is not zero, false, completed or absent. INPUT FORMAT LIMIT All capitalized analysis tables and alias fields are editorial contracts. Native exports retain real vendor headers; mapping is explicit. No blank starter template is evidence of available data. NATIVE REVIEW INPUTS version: 1 status: Requires distinct native-input templates or an explicit reviewed mapping; existing kit is not drop-in compatible compatibleWithoutMapping: False existingKitFilesInspected: - file: followup-policy.txt firstLine: G21: followup-policy.txt - file: recipient-verification.csv firstLine: recipient_alias,verified_channel,verification_ref,verified_at - file: referral-followup.csv firstLine: referral_id,acknowledgment_status,followup_due,missing_permission_or_recipient_evidence,owner_alias,proposed_next_step - file: referrals.csv firstLine: referral_id,recipient_alias,authorized_at,sent_at,acknowledgment_at,next_check_at,owner_alias,sharing_scope - file: status-request-drafts.txt firstLine: EMPTY OUTPUT TEMPLATE: status-request-drafts.txt requiredNativeInputs: - name: Referrals kind: editorial_table proposedDistinctTemplate: native-referrals-template.csv columns: - referral_alias - destination_alias - sent_at - acknowledged_at - owner_alias - next_check_at - sharing_scope_verified - evidence_refs acquisitionRequirement: Populate only from the recipe’s documented export or explicit manual evidence capture. Existing blanks and synthetic fixtures do not supply facts. - name: Scope kind: approved_text_section proposedDistinctTemplate: native-scope-template.txt requiredContent: Full approved scope, source account aliases, date filters, date basis/timezone, as-of capture time, definitions, source-to-alias map provenance, matching rules, inspected/excluded records, permission/privacy limits, missing-data reasons, coverage and responsible reviewer. Include recipe-specific policies, versions and tests. Scope must be inside the AI workbook or pasted packet, not merely a separate unprovided file. templateFilesCreatedByThisTask: False requiredGate: Kit owner must add the named inputs or document field-level mapping before replacing an existing kit prompt. Preserve the old kit contract; never rename headers without acquiring missing evidence. 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. Referrals: native-referrals-template.csv Scope: native-scope-template.txt STEP 1: Locate the real outbound-referral evidence Tool: Lawmatics / firm’s existing referral register Open: Matter > Details / Activities / Tasks; existing approved outbound-referral register Access needed: Existing authorized access and relevant plan/region feature; exact live subscription and permissions not tested. No setup or persistent access changes included. AI role: not_an_ai_step Read the existing register or maintained custom fields, sent-event evidence, receiving-party acknowledgment, staff owner and follow-up date. Keep recipient identity and client-sharing authorization in restricted records. No inbound-referrer report is substituted. Expected output: A bounded staff-verified outbound-referral ledger, or a missing-ledger blocker. Use it next: Assign referral/destination aliases and evidence refs; pass only administrative state downstream. Check: Lawmatics Source=Referrals and Campaign/Referrer track inbound referral attribution. They do not prove a referral was sent out or accepted. Documentation limit: The source verifies the component feature; workflow prompts, schemas, manual captures, checks and handoffs are proposed editorial adaptations. Source documentation: https://help.lawmatics.com/en/articles/10699954-tracking-referrals https://help.lawmatics.com/en/articles/10699825-matter-profile-overview https://help.lawmatics.com/en/articles/10738648-completing-and-editing-tasks STEP 2: Make the checked, minimized handoff Tool: Excel / source-record reviewer Open: Restricted original workbook > separate analysis workbook > Scope worksheet Access needed: Existing authorized access and relevant plan/region feature; exact live subscription and permissions not tested. No setup or persistent access changes included. AI role: not_an_ai_step For each staff-nominated outbound referral, verify whether it was sent, what administrative information may be shared, whether an acknowledgment exists, and the already assigned next-check date. Keep untouched original exports/screenshots and the identifying source map in restricted firm storage. Build a separate minimized analysis file; do not hide raw client data on another tab. Include the complete Scope/coverage note in the AI-visible workbook or prompt. Use aliases and administrative metadata only. Unknown is not zero, false, completed or absent. Expected output: Referrals(referral_alias,destination_alias,sent_at,acknowledged_at,owner_alias,next_check_at,sharing_scope_verified,evidence_refs) Use it next: Format each approved range as a named table. Carry source-row references and coverage into the analysis workbook. Check: Every field has an observed source or an explicit missing reason; staff assignments are marked editorial, not native. Documentation limit: The source verifies the component feature; workflow prompts, schemas, manual captures, checks and handoffs are proposed editorial adaptations. Source documentation: https://support.microsoft.com/en-us/excel/merge-queries-power-query https://help.lawmatics.com/en/articles/10738648-completing-and-editing-tasks STEP 3: Ask AI to inspect the checked inputs Tool: Excel Copilot, optional Open: Analysis workbook > Copilot icon at lower right > Chat only Access needed: Existing authorized access and relevant plan/region feature; exact live subscription and permissions not tested. No setup or persistent access changes included. AI role: downstream_application_ai Open the minimized workbook containing the named tables and Scope. Paste the exact prompt; if unavailable, perform the same rule checks manually. PASTE THIS PROMPT Use Referrals and Scope. Flag missing acknowledgment, missing owner or missing staff-assigned next-check date. Do not invent deadlines or conclude nonresponse from incomplete correspondence coverage. Require sharing_scope_verified=true; false, unknown and missing values are blocked for any draft using sharing facts. Draft an internal status-check request using only referral_alias and approved administrative facts; no case narrative, legal opinion, recipient selection, fee negotiation or sending. Expected output: Internal follow-up queue and minimal draft requests. Use it next: Copy checked results into a new Review sheet, retaining source references and unresolved blockers. Check: Acknowledgment is distinct from accepting representation; client permission is a human-verified prerequisite. Documentation limit: The source verifies the component feature; workflow prompts, schemas, manual captures, checks and handoffs are proposed editorial adaptations. Source documentation: https://support.microsoft.com/en-us/excel/copilot/get-started-with-copilot-in-excel STEP 4: Human review and final action Tool: Responsible firm reviewer Open: Internal Review worksheet / review document Access needed: Existing authorized access and relevant plan/region feature; exact live subscription and permissions not tested. No setup or persistent access changes included. AI role: not_an_ai_step Lawyer confirms destination, sharing permission and the specific draft before any external contact. Save the internal queue with the source references. Expected output: Reviewed queue; no external transmission. Use it next: If requested and approved, staff contacts the verified recipient in the existing channel. Check: No marketplace posting or new integration is needed. Documentation limit: The source verifies the component feature; workflow prompts, schemas, manual captures, checks and handoffs are proposed editorial adaptations. Source documentation: https://help.lawmatics.com/en/articles/10699954-tracking-referrals ACCOUNT AND SOURCE CHECKS STILL NEEDED - The live account, entitlement, exact headers, records and field coverage have not been observed. 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.