# Prepare an internal prior-title retrieval list Canonical page: https://agents.paretoid.com/workflows/prepare-an-internal-prior-title-retrieval-list/ Category: Client Service Practice relevance: specialty-specific. The job itself concerns prior-title/closing records. Source context may be US; no Australian title-search integration is established. Jurisdiction/provider scope: Internal Microsoft Lists/SharePoint prior-title inventory; no verified external Australian land-registry retrieval route. Prepare an internal list of prior-title files and requests. External provider retrieval still needs a verified route. 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 Prepare an internal list of prior-title files and requests. External provider retrieval still needs a verified route. Why it matters: A similarly named file may relate to another property, and repeated requests can waste time. Checking exact property references and prior contacts helps staff prepare a precise retrieval list without making a title or ownership judgment. ## Sources and evidence - pain: [Pain evidence: Where are my real estate paralegals?](https://www.reddit.com/r/paralegal/comments/1x4kl3i/where_are_my_real_estate_paralegals/) Where are my real estate paralegals?, 2026-10-13, recent. OP spends time emailing companies one by one to locate prior titles; replies mention searching old closing packets and using a request tracker. - method: [Method: Microsoft Lists creation](https://support.microsoft.com/en-us/sharepoint/lists/create-a-list-from-the-lists-app) Microsoft Lists creation supports structured task/issue data; Lists rules supports condition-based notifications. - method: [Method: Lists rules](https://support.microsoft.com/en-au/sharepoint/lists/documents-and-library/create-a-rule-to-automate-a-list-or-library) Additional official capability reference. The complete adapted recipe has not been tested. 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: Staff opens a prior-document retrieval task 1. check an authorized existing-file index and known request log 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 Usable internal existing-file/request-log preparation; external retrieval remains unavailable until a named authorized provider is supplied. Documentation-verified components, not tested. - No title-provider account or universal retrieval menu is specified. External retrieval is blocked until a named provider and authorized request are supplied; this route stops at internal preparation. - If exact property/file IDs or request history are absent, do not manufacture a match. Access and setup: - No title-provider account or universal retrieval menu is specified. External retrieval is blocked until a named provider and authorized request are supplied; this route stops at internal preparation. - If exact property/file IDs or request history are absent, do not manufacture a match. ### 1. Check existing files before preparing an outside request Tool: SharePoint document library, named firm archive Location: Approved library Search box; selected file > Details; ellipsis > Version history A staff member searches the approved closing archive for the exact internal property/file ID, opens candidate metadata and confirms identity against the authorized property crosswalk. Record searched library/view, terms, capture time and missing scope. Capture metadata only; do not export closing packets into AI. Expected output: Bounded candidate index with exact file IDs and reviewed property aliases Next step: Manually compare with existing request and contact logs. Check before continuing: Search results can be incomplete or unindexed; a same-name result is not an identity match. Do not select Restore or change versions. 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 ### 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: Existing request log → request_id, property alias, provider business ID, staff-approved follow-up date. Verified archive metadata → file_id, property alias, document_type and human-approved version status. Existing sent-message/request log → request_id, business_id, exact contact_date,response_status. Keep identifying property crosswalk and source file URLs restricted; use neutral source tokens in AI. 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 requests.csv; file-index.csv; contact-log.csv; search-coverage.txt; 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 ### 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 Match requests to file-index only by exact deidentified_property_id; cite file_id and source token. Flag missing IDs, uncertain identity, superseded versions and searches with incomplete coverage. List already-contacted business IDs and only staff-approved follow-up dates. Return retrieval-review.csv and a placeholder request checklist. A negative search means not found in captured scope. Do not certify ownership, title sufficiency or absence of a prior title, purchase records, contact providers or alter files. ``` Expected output: retrieval-review.csv and request-checklist.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 retrieval-review.csv and request-checklist.txt. Paralegal verifies property identity and search coverage; the lawyer decides document sufficiency. Only a separately authorized request can be sent to a verified title provider. Expected output: Source-checked retrieval-review.csv and request-checklist.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): Similar labels with P4 versus P5 remain different; an already-contacted company is not added as a new request. 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 ### 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. Paralegal verifies property identity and search coverage; the lawyer decides document sufficiency. Only a separately authorized request can be sent to a verified title provider. 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 ## What you will get Approved assistant workspace searches only provided index/log; retrieval-review.csv and placeholder request checklist. No public title opinion or outreach. ## Human review and limits Paralegal verifies property/file identity and lawyer decides title sufficiency. Test two properties with similar labels and an already-contacted provider. 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 requests.csv: request_id, deidentified_property_id, prior_firm_business_id, staff_approved_followup_date. file-index.csv: file_id, deidentified_property_id, document_type, approved_version_status. contact-log.csv: request_id, business_id, contact_date, response_status. Synthetic example input: ```text Synthetic inputs are included in the starter kit. requests-example.csv file-index-example.csv contact-log-example.csv ``` Expected synthetic output: ```text Request Q4 is for property P4; a similarly named file is tagged P5 → uncertain/wrong-property candidate, not a confirmed match. Existing Q4 contact is not duplicated. ``` Failure check: Paralegal verifies property/file identity and lawyer decides title sufficiency. Test two properties with similar labels and an already-contacted provider. ## 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/a23-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/a23/START-HERE.txt) — Documentation-checked acquisition, explicit manual mapping, exact prompts and human review limits - [Setup and review checklist](https://agents.paretoid.com/assets/starter-kits/a23/README.txt) — Required inputs, file use, review steps and limits - [Requests blank CSV](https://agents.paretoid.com/assets/starter-kits/a23/requests-template.csv) — Blank input headers for requests.csv - [Requests synthetic example](https://agents.paretoid.com/assets/starter-kits/a23/requests-example.csv) — Synthetic test records for requests.csv - [File index blank CSV](https://agents.paretoid.com/assets/starter-kits/a23/file-index-template.csv) — Blank input headers for file-index.csv - [File index synthetic example](https://agents.paretoid.com/assets/starter-kits/a23/file-index-example.csv) — Synthetic test records for file-index.csv - [Contact log blank CSV](https://agents.paretoid.com/assets/starter-kits/a23/contact-log-template.csv) — Blank input headers for contact-log.csv - [Contact log synthetic example](https://agents.paretoid.com/assets/starter-kits/a23/contact-log-example.csv) — Synthetic test records for contact-log.csv - [Synthetic example expected results](https://agents.paretoid.com/assets/starter-kits/a23/expected-results.txt) — Compare a pilot result with the planted exceptions - [Native input scaffold: requests.csv](https://agents.paretoid.com/assets/starter-kits/a23/native-requests-template.csv) — Blank editorial review input; acquire and check the stated source evidence before use; not a native export - [Native input scaffold: file-index.csv](https://agents.paretoid.com/assets/starter-kits/a23/native-file-index-template.csv) — Blank editorial review input; acquire and check the stated source evidence before use; not a native export - [Native input scaffold: contact-log.csv](https://agents.paretoid.com/assets/starter-kits/a23/native-contact-log-template.csv) — Blank editorial review input; acquire and check the stated source evidence before use; not a native export - [Native input scaffold: search-coverage.txt](https://agents.paretoid.com/assets/starter-kits/a23/native-search-coverage-template.txt) — 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/a23/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/a23/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/a23/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 Using only this deidentified existing-file index and retrieval log, identify possible prior-title documents for each request ID, cite exact file IDs, and flag uncertain matches. List companies already contacted, response status and staff-approved follow-up dates. Draft a request checklist with placeholders. Do not perform a legal title search, certify ownership, email anyone or assume a matching name is the same property. INPUTS requests.csv: request_id, deidentified_property_id, prior_firm_business_id, staff_approved_followup_date. file-index.csv: file_id, deidentified_property_id, document_type, approved_version_status. contact-log.csv: request_id, business_id, contact_date, response_status. OUTPUT Approved assistant workspace searches only provided index/log; retrieval-review.csv and placeholder request checklist. No public title opinion or outreach. 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.