# Check that emails and attachments were filed Canonical page: https://agents.paretoid.com/workflows/check-that-emails-and-attachments-were-filed/ Category: Operations & Reporting Practice relevance: cross-practice. A general operational method. Review the stated tool and jurisdiction limits before use. Jurisdiction/provider scope: Compare the filing request list with actual message and attachment records. Status: Proposed / not tested. The public source describes the problem. Documentation supports only the stated method components; no result from this recipe has been verified. Verification: Source methods and reported problems have been reviewed. We have not run the adapted workflow. The sample below describes expected behavior on synthetic data, not a customer result. ## The problem Compare the filing request list with actual message and attachment records. Why it matters: Selecting an email for filing is not the same as confirming that the message and every attachment reached the right matter. A post-filing check makes delayed sync and missing records visible. ## Sources and evidence - pain: [Pain evidence: Solution for saving and filing emails](https://www.reddit.com/r/LawFirm/comments/hm96kf) Solution for saving and filing emails, 2020-07-06, older. A small-firm owner says dragging and renaming emails into OneDrive consumes substantial staff time; a practitioner describes cumbersome Outlook-to-practice-system filing. Clio Manage: save PDFs/docs, 2025-03-18, reports that losing a save button also removes a reminder to file documents. Direct open of the first thread failed; indexed original text was available. - pain: [Pain evidence: Clio Manage: save PDFs/docs](https://www.reddit.com/r/LawFirm/comments/1je93x7/clio_manage_save_pdfsdocs/) Additional self-reported public account; no independent identity or outcome verification. - method: [Method: Clio Outlook Add-in](https://help.clio.com/hc/en-us/articles/9125228224539-Clio-s-Outlook-Add-in) Clio Outlook Add-in, updated 2026-04-08, documents filing emails and attachments plus Not yet filed/Filed to Clio status. Sync is scheduled rather than instantaneous; shared inboxes are unsupported. The firm must verify its Outlook/Microsoft 365 eligibility. Source checked: October 15, 2026. Pain accounts are self-reported. Documentation supports components; this adapted recipe and prompt have not been tested. ## Suggested approach Start when: Day-end or post-filing check 1. compare the selected-for-filing register with actual communication and attachment records 2. Keep source references and report unknowns instead of filling gaps. 3. The responsible reviewer checks the report before any separately approved action. ## What you need - 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. - Use synthetic inputs first. Keep real data in firm-approved accounts and processing, with appropriate access, confidentiality and retention controls. Aliases alone do not anonymize records. Never paste credentials, API keys or unnecessary client details. ## How to use Documentation-verified component path; proposed adaptation, not tested - 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. Access and setup: - Actual account access, source versions/completeness, privacy approval and reviewer sign-off were not observed. ### 1. Inspect what was selected for filing Tool: Outlook and existing Clio add-in Location: Open message > Clio icon > File Email panel > expand thread/attachment down arrow 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. Next step: Open actual Clio matter Communications and Documents, not merely the Outlook category. Check before continuing: Do not activate Add a time entry or move-to-folder; these controls can have separate effects. Execution status: Official public documentation checked 2026-10-15; no account, source-data acquisition, prompt run or end-to-end workflow was tested. Step documentation: https://help.clio.com/hc/en-us/articles/9125228224539-Clio-s-Outlook-Add-in ### 2. Verify receiving-side records Tool: Clio Manage Location: Selected matter > Communications > Logs > Emails; matter > Documents 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. Next step: Prepare a separate alias-only selected-emails/filed-records ledger and scope note for AI review. Check before continuing: Check every selected attachment separately. Pending scheduled sync stays pending; absent receiving evidence is not success. Execution status: Official public documentation checked 2026-10-15; no account, source-data acquisition, prompt run or end-to-end workflow was tested. Step documentation: https://help.clio.com/hc/en-us/articles/9125228224539-Clio-s-Outlook-Add-in ### 3. Load only the approved AI input Tool: Acrobat PDF Spaces Location: Acrobat homepage > PDF Spaces > Create a PDF Space > upload files or Paste copied text > Add to PDF Space 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. Next step: Use the AI Assistant message field in this same space for the next prompt. Check before continuing: 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. Execution status: Official public documentation checked 2026-10-15; no account, source-data acquisition, prompt run or end-to-end workflow was tested. Step 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 ### 4. Run the bounded prompt and inspect citations Tool: Acrobat AI Assistant Location: The PDF Space AI Assistant message field 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. Prompt: ```text 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. Next step: Save the checked draft as email-filing-review.docx; carry source IDs, versions and reviewer corrections into the next review step. Check before continuing: Staff verifies all receiving records, not just an add-in tag. Any later attachment/version change invalidates the old check. Execution status: Official public documentation checked 2026-10-15; no account, source-data acquisition, prompt run or end-to-end workflow was tested. Step documentation: https://helpx.adobe.com/acrobat/desktop/use-acrobat-ai/generative-ai-features/ai-get-answers.html ### 5. Human review and final handoff Tool: Responsible staff reviewer and lawyer/process owner Location: Local reviewed report beside the frozen source set 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. Next step: Refiling, time-entry creation, deletion or corrective communications require separate authorization. Check before continuing: All unresolved or unreadable evidence stays open. No inferred approval or external action follows from AI output. Execution status: Official public documentation checked 2026-10-15; no account, source-data acquisition, prompt run or end-to-end workflow was tested. Step documentation: https://help.clio.com/hc/en-us/articles/9125228224539-Clio-s-Outlook-Add-in ## What you will get filing-review.csv: message_id, approved_matter_alias, observed_matter_alias, status, missing_attachment_ids, evidence_rows ## Human review and limits Staff confirm original records inside the secure systems. Turn off unintended automatic time-entry behavior during an approved pilot. Test delayed sync and a thread where only one of two attachments was selected. The assistant drafts or reports only. Check source records and review the output before a human performs any separately approved send or change. No automatic legal decision, money movement, account connection or publication is included. What to measure: In a synthetic pilot, count correctly found exceptions, false alarms, and unresolved inputs. No time or cost saving is assumed. ## Original prepared-input schema selected-emails.csv: message_id, approved_matter_alias, expected_attachment_ids, selection_time filed-records.csv: message_id, matter_alias, attachment_id, filing_status, observed_at; scope.txt: approved sync interval and export cutoff Synthetic example input: ```text M1: Not yet filed status M2: message filed with one of two expected attachments M3: message filed to a different matter ``` Expected synthetic output: ```text M1: pending, not success M2: missing-attachment exception M3: wrong-matter review ``` Failure check: Staff confirm original records inside the secure systems. Turn off unintended automatic time-entry behavior during an approved pilot. Test delayed sync and a thread where only one of two attachments was selected. ## 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/s05-starter-kit.zip) — All inputs, synthetic examples and review notes in one ZIP. No automation is installed. - [Start here: get the sources and prepare the review](https://agents.paretoid.com/assets/starter-kits/s05/START-HERE.txt) — Documentation-checked acquisition, explicit manual mapping, exact prompts and human review limits - [selected-emails.csv](https://agents.paretoid.com/assets/starter-kits/s05/selected-emails.csv) — Blank input template with exact recipe headers. - [selected-emails.example.csv](https://agents.paretoid.com/assets/starter-kits/s05/selected-emails.example.csv) — Separate synthetic fixture input. Do not mix these rows into real exports. - [filed-records.csv](https://agents.paretoid.com/assets/starter-kits/s05/filed-records.csv) — Blank input template with exact recipe headers. - [filed-records.example.csv](https://agents.paretoid.com/assets/starter-kits/s05/filed-records.example.csv) — Separate synthetic fixture input. Do not mix these rows into real exports. - [scope.txt](https://agents.paretoid.com/assets/starter-kits/s05/scope.txt) — Blank text input worksheet. Fill its fields with approved evidence; no default assumptions are supplied. - [scope.example.txt](https://agents.paretoid.com/assets/starter-kits/s05/scope.example.txt) — Separate synthetic text input fixture; use with the example CSV files only. - [Expected fixture findings](https://agents.paretoid.com/assets/starter-kits/s05/expected-fixture-result.txt) — Read-only expected output and failure conditions for the included synthetic input files. - [Setup and review checklist](https://agents.paretoid.com/assets/starter-kits/s05/README.txt) — Recipe-specific prerequisites, file mapping, prompt, setup steps, checklist and limits. ## Optional original prepared-input prompt Destination: Your firm-approved AI assistant · prepared files This original prompt uses its own prepared-input schema. Do not mix it with native-step tables without the supplied mapping. ```text Compare these deidentified selected-email and filed-record manifests. Verify matter ID, message ID and expected attachment IDs. Treat ‘Not yet filed’ as pending, never success. Flag missing attachments, mismatches and duplicates with source rows. Do not infer a matter from a name, refile, create time entries, delete originals or forward mail. Return an exceptions queue for staff. INPUTS selected-emails.csv: message_id, approved_matter_alias, expected_attachment_ids, selection_time filed-records.csv: message_id, matter_alias, attachment_id, filing_status, observed_at; scope.txt: approved sync interval and export cutoff OUTPUT filing-review.csv: message_id, approved_matter_alias, observed_matter_alias, status, missing_attachment_ids, evidence_rows Use only these synthetic or firm-approved inputs and preserve source row/page IDs. Keep missing or conflicting evidence unresolved. Return a draft for the named reviewer. Do not send messages, connect accounts, change records or permissions, move money, or make legal decisions. Keep source files unchanged. List missing prerequisites before continuing. ``` Proposed / not tested · editorial prompt Published by Law Firm Agents. Proposed adaptation; not tested. Not legal advice.