# Keep couples’ will instructions separate Canonical page: https://agents.paretoid.com/workflows/check-couples-will-intake-mapping/ Category: Operations & Reporting Practice relevance: specialty-specific. Checks each will client’s intake response against that client’s recorded instructions. Jurisdiction/provider scope: AU: confirm state-specific intake and will matter type Check whether each person’s recorded executor, beneficiary and instruction fields match their own intake response. Status: Primary workflow and tool capabilities documented; editorial adaptation, untested. Verification: No measured outcome for this exact adaptation. Run synthetic acceptance tests before deployment. ## The problem A completed will-intake response can leave fields unmapped or place one client’s instructions in the other client’s record. Current behaviour needs checking in the firm’s own setup. Why it matters: An intake response placed in the wrong person’s fields can carry the wrong instructions into a will draft. Separate checks for each client help identify mapping gaps without treating shared details as shared wishes. ## Sources and evidence - pain: [Original AU practitioner discussion: couples will intake](https://community.smokeball.com/general-q-a-7/estate-planning-intake-form-for-couples-1405) Original Australian practitioner reports in May 2024 and March 7, 2026; vendor reply March 11, 2026. Historical pain, not proof of a current defect. - method: [Smokeball AU intake FAQ](https://support.smokeball.com/hc/en-au/articles/16800587058967-Intake-Forms-Frequently-Asked-Questions) Shows how to view completed responses and explains party-specific form configuration. - method: [Smokeball AU: Archie supported matter context and limitations](https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant) Matter-native document and note review with source links. Images, rendered PDFs and spreadsheets are not extractable; broader contacts and trust transaction history are unavailable. This is capability evidence, not validation of this recipe. - method: [Smokeball AU: reviewing documents with Archie](https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie) Documents native review UI and matter-context limitations; no recipe testing claimed. Source checked: October 15, 2026. This is an editorial adaptation of documented methods and tool features. No customer result or end-to-end test is claimed. Australian practitioner reports in May 2024 and March 2026 described second-client intake mapping friction. A vendor response in March 2026 acknowledged no active solution then; current behaviour must still be tested. ## Suggested approach Start when: Two clients’ will-intake responses have arrived before a lawyer drafts either will. 1. Confirm authority for the existing indexed matter context before opening AI review. 2. Collect the approved original records and make only the checked text copies needed for readability. 3. Run the bounded comparison with source IDs, item coverage and explicit incomplete flags. 4. Check the report against the originals and retain it for internal human review. ## What you need - Responsible lawyer confirms jurisdiction, applicable court AI rules, scope, client confidentiality, processing terms and authority before real matter data is indexed. Test in a synthetic matter first. - Existing licensed, authorised AU Smokeball and Archie access. Add-ons and specialised modules must already be enabled; no new permissions or connections are included. - Lawyer supplies the current matter-specific review checklist, permitted source list, and any controlling orders. No automatic deadline calculation. - Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. - Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. ## How to use Documentation-checked steps; this adaptation has not been run in a live account. - Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. - Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. - Preparing and checking the source packet takes staff time. For a small record set, use direct human review if preparation would take longer. No efficiency gain has been measured. Access and setup: - Existing AU Smokeball/Archie licensing, required modules and staff access must be confirmed by the firm; the directory has not inspected its account. - Jurisdiction, court AI rules, source-processing terms and client authority require the responsible lawyer’s approval. This guide does not enable AI, connect accounts or change access. ### 1. Approve indexed-context access Tool: Authorised source application / human reviewer Location: Responsible lawyer: existing matter/indexed-context access review Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. Expected output: Documented authority and scope, or BLOCKED before AI access Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://community.smokeball.com/general-q-a-7/estate-planning-intake-form-for-couples-1405 https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://support.smokeball.com/hc/en-au/articles/16800587058967-Intake-Forms-Frequently-Asked-Questions ### 2. Acquire original sources Tool: Authorised source application / human reviewer Location: Authorised source application/matter; acquisition instructions below For each client separately, open that client’s authorised will matter and Intake Forms > three-dot menu > View. Match that client’s completed response to their own current will-detail fields. Run in an already authorised segregated context where access differs. Do not put both clients’ instructions into one indexed context unless cross-client disclosure and shared staff/history access are expressly authorised. Expected output: Identified authorised original sources and IDs, or an acquisition blocker Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://community.smokeball.com/general-q-a-7/estate-planning-intake-form-for-couples-1405 https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://support.smokeball.com/hc/en-au/articles/16800587058967-Intake-Forms-Frequently-Asked-Questions ### 3. Prepare source-first inputs Tool: Authorised source application / human reviewer Location: Authorised source application/matter; acquisition instructions below Prepare the current client’s approved text-bearing intake response and field snapshot with response ID and original source locators. Run the comparison separately for Client A and Client B. Any cross-client comparison is a separate lawyer-controlled step requiring explicit authority; Archie cannot compare documents across separate matters. Never assume shared address means shared wishes. Expected output: Readable verified input packet with original locators, or manual-review gaps Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://community.smokeball.com/general-q-a-7/estate-planning-intake-form-for-couples-1405 https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://support.smokeball.com/hc/en-au/articles/16800587058967-Intake-Forms-Frequently-Asked-Questions ### 4. Plan bounded source coverage Tool: Authorised source application / human reviewer Location: Internal expected-source/covered-item register Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. Expected output: Bounded batch plan and complete expected-source register Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://community.smokeball.com/general-q-a-7/estate-planning-intake-form-for-couples-1405 https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://support.smokeball.com/hc/en-au/articles/16800587058967-Intake-Forms-Frequently-Asked-Questions ### 5. Open native document review Tool: Smokeball Archie Location: Smokeball matter > Archie tab > paperclip, or Files > select files > right-click > Ask Archie about these documents Open the authorised matter > Archie tab > paperclip; alternatively Files > select approved documents with Shift/Ctrl > right-click > Ask Archie about these documents. Wait for ingestion. Use only verified text-bearing sources; unreadable media or scans require human transcription and verification. Expected output: Ingested approved text-bearing source batch, or INCOMPLETE input Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://community.smokeball.com/general-q-a-7/estate-planning-intake-form-for-couples-1405 https://support.smokeball.com/hc/en-au/articles/16800587058967-Intake-Forms-Frequently-Asked-Questions ### 6. Run the bounded comparison Tool: Smokeball Archie Location: Archie question field, with batch ID and source register Paste the starter prompt with the expected-source register and explicit batch ID. Require a covered-item list plus missing/truncated/unreadable sources. If coverage cannot be verified, mark the run incomplete and stop any completeness conclusion. Prompt: ```text For THIS AUTHORISED CLIENT ONLY, compare their approved intake response with their own recorded matter fields. Report matches, unmapped or overwritten answers and conflicts, with stable source IDs and original locators. Never access or infer another client’s instructions, merge wishes, assume mirror wills, decide capacity or draft a will. Produce a mapping review only; do not change records or send anything. Use only the approved task scope; this instruction does not limit indexed-context access. For every row include source_ref, source_locator, coverage_status and manual_review. Never invent locators. List expected sources and batches not covered, unreadable or potentially trimmed. Mark the overall output INCOMPLETE if source coverage cannot be verified; no unsupported completeness claim. Copy/open an internal Word draft only; take no external or record-changing action. Return the review table with these exact columns: client_alias, response_id, instruction_field, response_value, matter_value, match_status, source, lawyer_question, source_ref, source_locator, batch_id, coverage_status, manual_review. Return a separate source-coverage register with these exact columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer. ``` Expected output: Draft rows plus actual covered-source/item register and explicit incomplete flags Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://community.smokeball.com/general-q-a-7/estate-planning-intake-form-for-couples-1405 https://support.smokeball.com/hc/en-au/articles/16800587058967-Intake-Forms-Frequently-Asked-Questions ### 7. Verify and retain the internal review Tool: Microsoft Word / human reviewer Location: Archie response > Copy or Open in Microsoft Word Copy the result or open it in Word for internal review only. Verify every exception and cited locator against the original, reconcile covered items across every batch, and retain unresolved/manual-review rows. Do not use Outlook/Client Portal send, update native records, file, serve or release originals. Expected output: Human-checked internal report with unresolved items preserved; no external action Next step: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Check before continuing: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Execution status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Step documentation: https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant https://community.smokeball.com/general-q-a-7/estate-planning-intake-form-for-couples-1405 https://support.smokeball.com/hc/en-au/articles/16800587058967-Intake-Forms-Frequently-Asked-Questions ## What you will get A per-person instruction-to-field discrepancy list for the lawyer, including unmapped, overwritten and conflicting entries. ## Human review and limits Confirm who the firm represents, joint-retainer/conflict issues and whether sharing between clients is authorised. Do not merge wishes, assess capacity or undue influence, choose executors or draft testamentary clauses. Internal administrative review only. Do not infer legal compliance from completeness; do not file, serve, contact anyone, change originals or decide legal rights. What to measure: In a synthetic pilot, record confirmed findings, false alarms, missed items and preparation/review time. Do not infer a saving from an untested draft. ## Original prepared-input schema approved-scope-template.docx: the lawyer’s scope, permitted sources and context-access checks. Use synthetic-client-a-source-packet.docx and synthetic-client-b-source-packet.docx in separate authorised matter runs. synthetic-source-packet.docx is a human-only combined master; NEVER attach, index or submit it to AI. source-coverage-register.csv columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer review-output.csv is a blank OUTPUT table, not source evidence. Columns: client_alias, response_id, instruction_field, response_value, matter_value, match_status, source, lawyer_question, source_ref, source_locator, batch_id, coverage_status, manual_review expected-results.csv is the answer key. Keep them outside the AI’s indexed test context. Synthetic example input: ```text Run synthetic-client-a-source-packet.docx and synthetic-client-b-source-packet.docx separately in their respective authorised synthetic matter contexts, using approved-scope-template.docx. The combined synthetic-source-packet.docx is for a human reviewer only: never attach or index it. Keep expected-results.csv outside all AI context. A wrong-client context must block a run before AI access. ``` Expected synthetic output: ```text The expected-results.csv answer key shows the exact output columns and source locators. Missing, unreadable or unprocessed sources keep the overall run INCOMPLETE. An unauthorised indexed context is BLOCKED before AI access. These are expected test behaviours, not observed results. ``` Failure check: Include at least one exact match, one conflicting value, one missing source, one explicitly out-of-scope item and one unreadable attachment. Pass only if each is labelled correctly with a source or explicit absence, and no external action occurs. Include a withheld source, a second batch not processed, a simulated trimmed source and a wrong-client access case. Every run must remain incomplete or blocked until those are resolved; selected attachments must never be described as isolating indexed context. ## Starter files Native blank scaffolds and original synthetic examples may use different schemas. Follow NATIVE-INPUT-MAPPING where supplied. These files do not connect accounts or install automation. - [Download starter kit](https://agents.paretoid.com/assets/starter-kits/check-couples-will-intake-mapping-starter-kit.zip) — All inputs, synthetic examples and review notes in one ZIP. No automation is installed. - [Source acquisition and review guide](https://agents.paretoid.com/assets/starter-kits/check-couples-will-intake-mapping/START-HERE.md) — Reviewed source acquisition, exact documented handoffs, prompt, file-use instructions and human gates - [Approved scope template](https://agents.paretoid.com/assets/starter-kits/check-couples-will-intake-mapping/approved-scope-template.docx) — Blank internal lawyer-authority and source-scope worksheet; no official legal form - [Separate synthetic expected results](https://agents.paretoid.com/assets/starter-kits/check-couples-will-intake-mapping/expected-results.csv) — Offline human answer key; never attach or index for AI; includes blocked preflight expectations - [Exact reviewed starter prompt](https://agents.paretoid.com/assets/starter-kits/check-couples-will-intake-mapping/prompt.txt) — Verbatim locked source starter prompt including output and coverage schemas - [Blank review output](https://agents.paretoid.com/assets/starter-kits/check-couples-will-intake-mapping/review-output.csv) — Exact reviewed output headers only; staff report format, not native export or AI-ingestible spreadsheet - [Blank source coverage register](https://agents.paretoid.com/assets/starter-kits/check-couples-will-intake-mapping/source-coverage-register.csv) — Exact reviewed coverage headers only; staff worksheet; copy approved bounded rows as text for AI context - [Client A synthetic source packet](https://agents.paretoid.com/assets/starter-kits/check-couples-will-intake-mapping/synthetic-client-a-source-packet.docx) — Single-client source excerpt for CA01 only; no Client B source records - [Client B synthetic source packet](https://agents.paretoid.com/assets/starter-kits/check-couples-will-intake-mapping/synthetic-client-b-source-packet.docx) — Single-client source excerpt for CB01 only; no Client A source records - [Synthetic unreviewed source plan](https://agents.paretoid.com/assets/starter-kits/check-couples-will-intake-mapping/synthetic-source-coverage-example.csv) — Separate synthetic expected-source plan; actual covered items and reviewer deliberately blank; never represents an executed review - [Synthetic source packet](https://agents.paretoid.com/assets/starter-kits/check-couples-will-intake-mapping/synthetic-source-packet.docx) — Combined Client A/B reviewer master, HUMAN REVIEW ONLY; never attach to any AI run; use the separate client packets ## Optional original prepared-input prompt Destination: Archie inside the authorised Smokeball matter This original prompt uses its own prepared-input schema. Do not mix it with native-step tables without the supplied mapping. ```text For THIS AUTHORISED CLIENT ONLY, compare their approved intake response with their own recorded matter fields. Report matches, unmapped or overwritten answers and conflicts, with stable source IDs and original locators. Never access or infer another client’s instructions, merge wishes, assume mirror wills, decide capacity or draft a will. Produce a mapping review only; do not change records or send anything. Use only the approved task scope; this instruction does not limit indexed-context access. For every row include source_ref, source_locator, coverage_status and manual_review. Never invent locators. List expected sources and batches not covered, unreadable or potentially trimmed. Mark the overall output INCOMPLETE if source coverage cannot be verified; no unsupported completeness claim. Copy/open an internal Word draft only; take no external or record-changing action. Return the review table with these exact columns: client_alias, response_id, instruction_field, response_value, matter_value, match_status, source, lawyer_question, source_ref, source_locator, batch_id, coverage_status, manual_review. Return a separate source-coverage register with these exact columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer. ``` Editorial prompt · proposed, not tested Published by Law Firm Agents. Proposed adaptation; not tested. Not legal advice.