Check that emails and attachments were filed
Get the source data and prepare the review

Documentation-verified component path; proposed adaptation, not tested

WHAT WAS CHECKED
Official public documentation checked 2026-10-15; no account, source-data acquisition, prompt run or end-to-end workflow was tested. Menus/features are vendor-documented; prompts, field maps and human gates are editorial adaptations. No actual client work, account login, installation, connection, external write or site edit occurred.

BEFORE YOU START
- Existing authorized Clio Outlook add-in and Clio Manage access; selected-for-filing message/attachment list and approved matter mapping.
- Clio documents Outlook 2016+ and Microsoft 365 Business on Microsoft-backed email; shared inboxes are unsupported. Do not install, reconnect or relax browser security for this recipe.
- Existing firm-approved Acrobat Studio, AI Assistant add-on, or another plan including Acrobat AI; online services/cloud storage, language and region must be permitted. No purchase, login or connection is part of this verification. The manual route works without AI.
- Preserve original evidence unchanged in restricted storage. Use synthetic material first. Prepare a separate, explicitly approved minimized AI input; aliases alone do not anonymize narrative or attachments. Do not upload raw originals or an alias key merely because another tab/file is sanitized.

DATA ACQUISITION LIMITS
- A Filed to Clio tag can lag because synchronization is scheduled. A tag or File Email button is not proof that every message/attachment reached the correct matter.
- The source and destination ID/attachment mapping is a manual check unless the firm already maintains it; there is no verified one-click complete reconciliation export.
- A live filing step may also create time entries or move messages depending on existing settings; this review does not trigger filing or change settings.

WHEN THIS CAN RUN
Blocked until actual sources, permissions and required human approvals are supplied; no real inputs were available in this verification.

STEP 1: Inspect what was selected for filing
Tool: Outlook and existing Clio add-in
Open: Open message > Clio icon > File Email panel > expand thread/attachment down arrow
Access needed: See recipe prerequisites; exact account entitlement and permissions not observed.

Inspect the selected message/thread and individual attachments without pressing the final File Email action. Record original message/attachment identity, intended matter alias, visible status and capture time. Compare to the maintained selected-for-filing list; missing prior selection evidence stays unknown.

Expected output: Manually captured expected message/attachment inventory and add-in status.
Use it next: Open actual Clio matter Communications and Documents, not merely the Outlook category.
Check: Do not activate Add a time entry or move-to-folder; these controls can have separate effects.
Documentation limit: Sources support named component capabilities. Capture fields, prompts and review requirements are the proposed adaptation, not promised native export columns.
Source documentation:
https://help.clio.com/hc/en-us/articles/9125228224539-Clio-s-Outlook-Add-in

STEP 2: Verify receiving-side records
Tool: Clio Manage
Open: Selected matter > Communications > Logs > Emails; matter > Documents
Access needed: See recipe prerequisites; exact account entitlement and permissions not observed.

Open each claimed filed email and each expected attachment in the actual matter. Match content/version and provenance using permitted local identifiers, not just filenames or sender names. Record receiving record ID/locator, actual matter and capture time; if identity cannot be established, mark uncertain.

Expected output: Receiving-side communication/attachment evidence with source/destination mapping.
Use it next: Prepare a separate alias-only selected-emails/filed-records ledger and scope note for AI review.
Check: Check every selected attachment separately. Pending scheduled sync stays pending; absent receiving evidence is not success.
Documentation limit: Sources support named component capabilities. Capture fields, prompts and review requirements are the proposed adaptation, not promised native export columns.
Source documentation:
https://help.clio.com/hc/en-us/articles/9125228224539-Clio-s-Outlook-Add-in

STEP 3: Load only the approved AI input
Tool: Acrobat PDF Spaces
Open: Acrobat homepage > PDF Spaces > Create a PDF Space > upload files or Paste copied text > Add to PDF Space
Access needed: See recipe prerequisites; exact account entitlement and permissions not observed.

Add the minimized selected-email/attachment inventory, receiving-side ledger and scope/status policy.  Use clear source/version labels and verify the Files panel. Do not add originals that have not separately been cleared for Adobe processing.

Expected output: Visible approved source set in the PDF Space; no account integration is implied.
Use it next: Use the AI Assistant message field in this same space for the next prompt.
Check: Confirm every named source is actually loaded and readable. PDF Spaces supports up to 100 files, 100 MB and 600 pages per file; unsupported/password-protected/handwritten material blocks affected extraction.
Documentation limit: Sources support named component capabilities. Capture fields, prompts and review requirements are the proposed adaptation, not promised native export columns.
Source documentation:
https://helpx.adobe.com/acrobat/desktop/explore-pdf-spaces/create-pdf-spaces.html
https://helpx.adobe.com/acrobat/desktop/explore-pdf-spaces/supported-formats-limitations.html
https://helpx.adobe.com/acrobat/desktop/explore-pdf-spaces/pdf-spaces-faq.html

STEP 4: Run the bounded prompt and inspect citations
Tool: Acrobat AI Assistant
Open: The PDF Space AI Assistant message field
Access needed: See recipe prerequisites; exact account entitlement and permissions not observed.

Paste the prompt below. Open each source-number citation, check it, and use Copy to transfer the answer into a new local Word document or text file. Correct errors using the originals before reliance.

PASTE THIS PROMPT
Compare these observed selected-email and receiving-side filing ledgers using only verified message/attachment mappings. Return source_message_id,attachment_id if applicable,intended_matter,observed_matter,receiving_ref,status,exception,evidence_refs. Flag missing attachments, wrong matters, duplicates and unverifiable identities. Treat Not yet filed or delayed sync as pending, never success. A Filed to Clio tag alone cannot satisfy receiving-side evidence. Do not infer matters from names, refile, create time entries, move/delete originals or forward anything.

Expected output: Source-linked filing exceptions and unresolved identity/sync states.
Use it next: Save the checked draft as email-filing-review.docx; carry source IDs, versions and reviewer corrections into the next review step.
Check: Staff verifies all receiving records, not just an add-in tag. Any later attachment/version change invalidates the old check.
Documentation limit: Sources support named component capabilities. Capture fields, prompts and review requirements are the proposed adaptation, not promised native export columns.
Source documentation:
https://helpx.adobe.com/acrobat/desktop/use-acrobat-ai/generative-ai-features/ai-get-answers.html

STEP 5: Human review and final handoff
Tool: Responsible staff reviewer and lawyer/process owner
Open: Local reviewed report beside the frozen source set
Access needed: See recipe prerequisites; exact account entitlement and permissions not observed.

Staff checks pending sync again through the actual receiving records under the firm’s normal process; confirmed missing/wrong-matter findings go to an authorized correction owner.

Expected output: Reviewed message-and-attachment filing evidence register.
Use it next: Refiling, time-entry creation, deletion or corrective communications require separate authorization.
Check: All unresolved or unreadable evidence stays open. No inferred approval or external action follows from AI output.
Documentation limit: Sources support named component capabilities. Capture fields, prompts and review requirements are the proposed adaptation, not promised native export columns.
Source documentation:
https://help.clio.com/hc/en-us/articles/9125228224539-Clio-s-Outlook-Add-in

ACCOUNT AND SOURCE CHECKS STILL NEEDED
- Actual account access, source versions/completeness, privacy approval and reviewer sign-off were not 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.
