Find missing fields in active matter records
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
- Authorized view of selected Clio Manage matters and their Custom Fields.
- Practice/status-specific required-field rules approved by the firm, with rule version and scope.
- 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
- Current official matter documentation supports the Dashboard and Custom Fields views. The older Filter/Export/Convert article now redirects to Convert Matters; this route does not rely on its stale cached export menu.
- This is manual capture of a bounded matter set, not a firm-wide data-quality certificate. Blank, hidden, not applicable and inaccessible are distinct.

DECLARED INPUT CONTRACT
matters.csv: matter_alias, practice_type, owner_alias, status, field_name, field_value, source_row
field-rules.csv: rule_id, practice_type, applicable_status, field_name, required, allowed_values, rule_version
scope.txt

STEP 1: Read the actual matter fields
Tool: Clio Manage
Open: Matters > chosen matter > Dashboard Details and Custom Fields
Access needed: See prerequisites; actual subscription, tenant configuration and permissions are untested.

For each matter in the approved scope, inspect status, practice area, responsible owner and each field named in the approved rules. Record the observed value and source location; if hidden/inaccessible, record that condition rather than a blank. No editing is needed.

Expected output: Observed field values for the explicitly enumerated matter set.
Use it next: Create the long-form alias-based matter table in Excel.
Check: Check that every in-scope matter and applicable field was visited. Missing visibility is a coverage gap.
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/9285920226075-Get-Started-With-Matters

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.

Create matters.csv one row per matter_alias/field_name, copying practice_type,owner_alias,status,field_value and a stable source_row reference. From the approved policy create field-rules.csv with rule_id,practice_type,applicable_status,field_name,required,allowed_values,rule_version. Paste scope.txt into Scope, including inaccessible fields and whether blanks mean absent or unobserved. Create named tables for Matters and FieldRules. Put the policy and review scope in visible worksheets or paste them into the next prompt.

Expected output: Matters and FieldRules tables matching the kit; values are manually observed, not generated by AI.
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 practice/status applicability and compare each observed value to the approved rule.

PASTE THIS PROMPT
Apply FieldRules to Matters within Scope. Return matter_alias, field_name, rule_id/version, observed_value, issue and source_row. Flag applicable required blanks, disallowed values and contradictory duplicate records. Separate not applicable and unobserved/inaccessible from truly missing. Do not invent field values, choose matter status, decide legal requirements or edit records. List untested matters/fields.

Expected output: Rule-linked data-quality exceptions with explicit coverage.
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 matter owner verifies each flagged field against the source and approves any correction separately. Keep unknown/inaccessible fields unresolved.

Expected output: Reviewed field-quality checklist and coverage note.
Use it next: Any external message, source change, payment or deletion requires its own authorized process.
Check: An empty exceptions list means no issue found in the inspected fields, not that every matter is complete.
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.