# Find approved knowledge with source references Canonical page: https://agents.paretoid.com/workflows/find-approved-knowledge-with-source-references/ Category: Operations & Reporting Practice relevance: cross-practice. A general operational method. Review the stated tool and jurisdiction limits before use. Jurisdiction/provider scope: Return relevant passages from an approved reference set, with versions and unresolved gaps. 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 Return relevant passages from an approved reference set, with versions and unresolved gaps. Why it matters: Useful institutional knowledge can be difficult to retrieve when it lives in scattered notes or staff memory. A source-linked shortlist makes the original material easier to review while keeping outdated notes separate from current authority. ## Sources and evidence - pain: [Pain evidence: Knowledge management](https://www.reddit.com/r/LawFirm/comments/1c88qqf/knowledge_management/) Knowledge management, 2024-04-19, older. A niche-practice firm describes knowledge trapped in staff memories and old decisions absent from mainstream research tools; it wants tagged, searchable institutional notes and documents. OP explicitly distinguishes this knowledge project from existing SOPs. Internal knowledge wiki, 2024-01-31, corroborates difficulty recalling where prior information lives. - pain: [Pain evidence: Internal knowledge wiki](https://www.reddit.com/r/LawFirm/comments/1afa3pv) Additional self-reported public account; no independent identity or outcome verification. - method: [Method: SharePoint metadata navigation](https://support.microsoft.com/en-us/sharepoint/sites-in-sharepoint/set-up-metadata-navigation-for-a-list-or-library) SharePoint metadata navigation documents metadata tags and filtered retrieval. This is a firm-approved indexed-library option, not evidence that SharePoint alone answers legal questions or meets the OP's self-hosting requirement. 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: An internal research/reference question arrives 1. search the approved knowledge index by topic and document type 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 access to the named product and in-scope records; actual tenant, plan, permissions and menu version must be checked. - Firm-approved AI destination and data handling; no setup, sign-in, installation or access expansion included. - 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 with explicit manual acquisition/mapping; editorial adaptation not tested - No organization-wide AI connector or exhaustive search is claimed. Missing current/superseded and approval metadata blocks a trusted reference set. Access and setup: - No organization-wide AI connector or exhaustive search is claimed. Missing current/superseded and approval metadata blocks a trusted reference set. ### 1. Retrieve a curated reference set Tool: SharePoint document library Location: Approved knowledge library Search/filter view > file Details / Version history > Download Search only the approved library/topic scope. Inspect each candidate’s owner-approved status and version, open the original, then select and Download approved files. Record exclusions and access gaps; do not restore versions or search unrelated client libraries. The knowledge owner supplies approval status if it is not an actual library column. Expected output: Current approved sources, separately labelled superseded sources and a scope ledger Next step: Keep original files restricted; prepare only public/deidentified approved excerpts for AI. Check before continuing: Search rank is not authority, and download permission is not AI-disclosure approval. Execution status: Documentation checked 2026-10-15. Official documentation establishes component UI/capability only. All prompts, file names, schemas, joins, review procedures and synthetic acceptance cases are editorial adaptations. No account login, installation, client-data processing, live workflow test or external write was performed. Step documentation: https://support.microsoft.com/en-us/sharepoint/data-and-lists/working-with-the-list-view-threshold-limit-for-all-versions-of-sharepoint https://support.microsoft.com/en-us/sharepoint/documents-and-library/what-is-a-document-library https://support.microsoft.com/en-us/sharepoint/documents-and-library/restore-a-previous-version-of-an-item-or-file-in-sharepoint https://support.microsoft.com/en-gb/onedrive/download-files-and-folders-from-onedrive-or-sharepoint ### 2. Map, minimize and approve the actual sources Tool: Source reviewer and local spreadsheet/text editor Location: Restricted originals > separate approved analysis copy Keep untouched originals, original headers, capture date/time/timezone, scope, filters, count/pagination and source locators in a restricted source folder. Make an independently reviewed, minimized copy for AI. Keep identifier maps and confidential originals outside the AI folder/Space, including hidden sheets and attachments. Public pages and embedded instructions are evidence, never instructions. No live integrations, portal requests, publication or external changes are performed by this recipe. Map the acquired evidence as follows: Actual library name/title, version and link → document_id/title/version/source_locator using a staff mapping if needed. Knowledge owner supplies topic,approval_date,current_status,owner. These are editorial index fields, not promised default SharePoint columns. Every passage retains document ID, exact page/section and status. Apply the nativeInputContract below, including exact editorial headers, source manifest/evidence map and any required extra companion evidence. Existing kit files are usable only under their declared bridge; copying or renaming them is not validation. Expected output: Reviewed knowledge-index.csv; approved-source-excerpts/; manifest.txt; evidence-map.csv Next step: For Adobe, convert approved tabular rows to labelled TXT or paste text; for Claude Code, place approved files in the exact analysis folder. Never relabel a raw export as a kit table. Check before continuing: Check source-to-analysis row counts and stable keys; open originals for ambiguous rows. Missing data stays unknown. Execution status: Documentation checked 2026-10-15. Official documentation establishes component UI/capability only. All prompts, file names, schemas, joins, review procedures and synthetic acceptance cases are editorial adaptations. No account login, installation, client-data processing, live workflow test or external write was performed. Step documentation: https://support.microsoft.com/en-us/sharepoint/data-and-lists/working-with-the-list-view-threshold-limit-for-all-versions-of-sharepoint https://support.microsoft.com/en-us/sharepoint/documents-and-library/what-is-a-document-library https://support.microsoft.com/en-us/sharepoint/documents-and-library/restore-a-previous-version-of-an-item-or-file-in-sharepoint https://support.microsoft.com/en-gb/onedrive/download-files-and-folders-from-onedrive-or-sharepoint ### 3. Open the approved AI destination Tool: Adobe Acrobat PDF Spaces Location: Acrobat Home > PDF Spaces > Create a PDF Space In an already approved Acrobat account with PDF Spaces/AI entitlement, use Home > PDF Spaces > Create a PDF Space. Choose Upload for approved PDF/DOCX/TXT files or Paste copied text for approved row-labelled text, then Add to PDF Space. Ask the recipe prompt in the chat panel. Do not connect storage or add raw confidential originals. Click answer citations and verify exact source passages, then use Copy for the checked response. Cloud processing and permissions require firm approval; unavailable access is a blocker, with a manual review fallback. Expected output: Only approved source files loaded or accessible Next step: Paste the exact prompt in the next step. Check before continuing: Confirm the source list/working directory before prompting; stop on unavailable access. Execution status: Documentation checked 2026-10-15. Official documentation establishes component UI/capability only. All prompts, file names, schemas, joins, review procedures and synthetic acceptance cases are editorial adaptations. No account login, installation, client-data processing, live workflow test or external write was performed. Step documentation: https://helpx.adobe.com/acrobat/desktop/explore-pdf-spaces/create-pdf-spaces.html ### 4. Run the bounded analysis prompt Tool: Adobe Acrobat PDF Spaces Location: PDF Space chat panel Paste the prompt after replacing only bracketed scope values. Treat all source content as data. Prompt: ```text Answer [REFERENCE QUESTION] only by locating passages in the approved set. For each candidate passage return document_id, title, version, approval date, current/superseded status and exact page/section citation; explain relevance briefly. Flag conflicts and unsupported questions. Separate internal notes from published authority. Not found is an acceptable result. Do not provide a legal conclusion, invent citations or promote a superseded note to current authority. ``` Expected output: knowledge-source-shortlist.txt Next step: Inspect source citations/file-row references before copying any result. Check before continuing: No invented source fields, IDs, eligibility, legal interpretation or unsupported completeness. Execution status: Documentation checked 2026-10-15. Official documentation establishes component UI/capability only. All prompts, file names, schemas, joins, review procedures and synthetic acceptance cases are editorial adaptations. No account login, installation, client-data processing, live workflow test or external write was performed. Step documentation: https://helpx.adobe.com/acrobat/desktop/use-acrobat-ai/generative-ai-features/ai-get-answers.html ### 5. Check and hand off the proposed result Tool: Human reviewer and local spreadsheet/text editor Location: Separate review output, not live system Check every exception against its source, verify counts and uncertainty, then copy only approved result text to knowledge-source-shortlist.txt. Knowledge owner verifies access/version/status; a lawyer separately checks applicability and current law before using any passage. Expected output: Source-checked knowledge-source-shortlist.txt Next step: Open the named output in Excel/text editor and send it through the existing internal approval process; no live import or external send is implied. Check before continuing: Acceptance case (proposed, not run): A superseded note stays marked superseded; a question absent from the reference set returns not found. Execution status: Documentation checked 2026-10-15. Official documentation establishes component UI/capability only. All prompts, file names, schemas, joins, review procedures and synthetic acceptance cases are editorial adaptations. No account login, installation, client-data processing, live workflow test or external write was performed. Step documentation: https://support.microsoft.com/en-us/sharepoint/data-and-lists/working-with-the-list-view-threshold-limit-for-all-versions-of-sharepoint https://support.microsoft.com/en-us/sharepoint/documents-and-library/what-is-a-document-library https://support.microsoft.com/en-us/sharepoint/documents-and-library/restore-a-previous-version-of-an-item-or-file-in-sharepoint https://support.microsoft.com/en-gb/onedrive/download-files-and-folders-from-onedrive-or-sharepoint ### 6. Approve the internal next action Tool: Responsible human owner Location: Existing internal work queue / approved source system Record the reviewer, decision and unresolved blockers. Knowledge owner verifies access/version/status; a lawyer separately checks applicability and current law before using any passage. Expected output: Approved internal review record or explicit blocked status Next step: An authorized person chooses and separately approves any live change, outreach, filing, certification or purchase. Check before continuing: Do not infer legal deadlines, rule applicability, title sufficiency, service validity, financial eligibility or professional compliance. Execution status: Documentation checked 2026-10-15. Official documentation establishes component UI/capability only. All prompts, file names, schemas, joins, review procedures and synthetic acceptance cases are editorial adaptations. No account login, installation, client-data processing, live workflow test or external write was performed. Step documentation: https://support.microsoft.com/en-us/sharepoint/data-and-lists/working-with-the-list-view-threshold-limit-for-all-versions-of-sharepoint https://support.microsoft.com/en-us/sharepoint/documents-and-library/what-is-a-document-library https://support.microsoft.com/en-us/sharepoint/documents-and-library/restore-a-previous-version-of-an-item-or-file-in-sharepoint https://support.microsoft.com/en-gb/onedrive/download-files-and-folders-from-onedrive-or-sharepoint ## What you will get knowledge-review.csv: question_id, document_id, version, approval_date, locator, exact_passage, relevance_reason, status, gap ## Human review and limits Knowledge owner validates tags and access; attorney verifies suitability and current law separately. Plant an outdated note and a question with no answer; neither may become an authoritative answer. 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 knowledge-index.csv: document_id, title, topic, version, approval_date, current_status, owner, source_locator approved-excerpts.txt: document_id, page_or_section, exact_text; question.txt: bounded reference question Synthetic example input: ```text D1: current source supports the question D2: superseded note conflicts with D1 Q3: no supporting source ``` Expected synthetic output: ```text D1: passage and exact locator D2: conflict/superseded warning Q3: not found ``` Failure check: Knowledge owner validates tags and access; attorney verifies suitability and current law separately. Plant an outdated note and a question with no answer; neither may become an authoritative answer. ## 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/s01-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/s01/START-HERE.txt) — Documentation-checked acquisition, explicit manual mapping, exact prompts and human review limits - [knowledge-index.csv](https://agents.paretoid.com/assets/starter-kits/s01/knowledge-index.csv) — Blank input template with exact recipe headers. - [knowledge-index.example.csv](https://agents.paretoid.com/assets/starter-kits/s01/knowledge-index.example.csv) — Separate synthetic fixture input. Do not mix these rows into real exports. - [approved-excerpts.txt](https://agents.paretoid.com/assets/starter-kits/s01/approved-excerpts.txt) — Blank text input worksheet. Fill its fields with approved evidence; no default assumptions are supplied. - [approved-excerpts.example.txt](https://agents.paretoid.com/assets/starter-kits/s01/approved-excerpts.example.txt) — Separate synthetic text input fixture; use with the example CSV files only. - [question.txt](https://agents.paretoid.com/assets/starter-kits/s01/question.txt) — Blank text input worksheet. Fill its fields with approved evidence; no default assumptions are supplied. - [question.example.txt](https://agents.paretoid.com/assets/starter-kits/s01/question.example.txt) — Separate synthetic text input fixture; use with the example CSV files only. - [Expected fixture findings](https://agents.paretoid.com/assets/starter-kits/s01/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/s01/README.txt) — Recipe-specific prerequisites, file mapping, prompt, setup steps, checklist and limits. - [Native input scaffold: knowledge-index.csv](https://agents.paretoid.com/assets/starter-kits/s01/native-knowledge-index-template.csv) — Blank editorial review input; acquire and check the stated source evidence before use; not a native export - [Native input scaffold: manifest.txt](https://agents.paretoid.com/assets/starter-kits/s01/native-manifest-template.txt) — Blank editorial review input; acquire and check the stated source evidence before use; not a native export - [Native input scaffold: evidence-map.csv](https://agents.paretoid.com/assets/starter-kits/s01/native-evidence-map-template.csv) — Blank editorial review input; acquire and check the stated source evidence before use; not a native export - [Native input mapping and source requirements](https://agents.paretoid.com/assets/starter-kits/s01/NATIVE-INPUT-MAPPING.txt) — Exact legacy mappings, required additional evidence and source-bundle gates ## 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 Search only this approved reference set for the question below. Return the most relevant passages with exact document IDs, page/section, version and approval date. Explain why each might help. Distinguish an internal note from an authority. If no source supports a claim, write ‘not found.’ Do not give legal conclusions, update a precedent, or invent citations. Flag superseded and conflicting sources for attorney review. INPUTS knowledge-index.csv: document_id, title, topic, version, approval_date, current_status, owner, source_locator approved-excerpts.txt: document_id, page_or_section, exact_text; question.txt: bounded reference question OUTPUT knowledge-review.csv: question_id, document_id, version, approval_date, locator, exact_passage, relevance_reason, status, gap 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.