Blank Fields on Client Documents: Logging an Empty Box Before the AI Pass

Jane Doe sends the Firm a Doe Holdings account form, and the box printed "Account holder ID" shows nothing. For blank fields client documents can carry, the Preparer follows "What counts, in this method".

In this method, the Preparer logs each blank field by hand, by its file page and the field's printed label, and asks the client. Each log line, and each entry whose citation the Preparer checked against a log line, stays open for the Reviewer's decision.

The plugin drafts; the Firm's preparer prepares; the Reviewer signs off. Every step here is one the Firm writes and keeps, in whatever systems the Firm already uses, and the Firm can adapt the document-handling steps; the Reviewer's sign-off on the whole file stays as it is.

This piece gives a blank-field log layout, a citation pattern, a client message, a marking table, a pre-review check and a Doe example. It states no rule about what a blank field means.

A blank page, a blank amount, or a blank field

For a whole file page with nothing printed, written or stamped on it, follow the blank-page steps in blank pages in a client scan where they apply.

For an empty amount field, follow the blank-amount steps in blank amounts in the AI pass where they apply.

Here a box whose printed label isn't an amount, such as a name, an ID or a check box, shows nothing. In this method, the Preparer doesn't supply anything the box doesn't print.

What counts, in this method

In this method, the Preparer logs a field "Blank" when all of these are true:

• The page prints the field's label, with a box, line or space for an entry.
• The box, line or space shows no print, writing, stamp or mark.
• The field's printed label isn't an amount.

The Preparer looks only at what the page shows, not the file name, the upload or the folder. If a box shows print or a mark the Preparer can't make out, the Preparer logs that field "Can't read" with a plain note of what shows, and asks the client.

The blank-field log

In this method, the Preparer logs each field that meets the list, and each "Can't read" field, on the file index, by hand, on its own line.

The Preparer copies each printed label word for word and writes no reason for the blank on the line.

In this method, the Preparer keeps the document as it came in. Any further document steps follow the Firm's own policy.

Citing a page with a logged field

In this method, the Firm's instructions ask for the document, file page and printed page in each drafted entry's citation; the Preparer checks each citation against its page and the blank-field log by hand. A pattern the Firm can adapt:

"[document], file page [file page], printed page [printed page or no page number printed]"

A line for the Firm's AI instructions

In this method, the Firm adds a line, in its own words, to its instructions for the drafting pass on these documents. A version to adapt:

"[document]. The Firm's instructions ask for each entry's citation by document, file page and printed page, and for nothing a box on the page doesn't print."

The line is the Firm's wording, not a promise about what any drafting software does. The Preparer still checks each entry by hand.

Asking the client about a blank field

In this method, the Preparer asks the client about each field on the blank-field log. The Firm can adapt this message:

Hi Jane Doe, thanks for sending [document]. Box "[printed label]", [file-page location]: [no print, writing, stamp or mark; or print or a mark we can't make out: plain note of what shows]. Could you tell us what you know about this box, or send another copy of the document if you have one? Thanks, [Preparer name] at [Firm]

Marking entries drafted from a page on the log

In this method, the Preparer marks by hand, in the entry's note, every drafted entry with one or more of these marks.

When the client answers

If the client says what they know about the field, the Preparer quotes the answer word for word on the log line and in the note of each entry the Preparer checked against it, marked "Client answer noted". The log line keeps "Blank" or "Can't read", as logged. Each log line, and each entry the Preparer checked against it, stays open for the Reviewer's decision.

If the client sends another copy, the Preparer logs it on its own file-index line and follows "What counts, in this method"; the earlier log line stays as written. Each log line, and each entry the Preparer checked against it, stays open for the Reviewer's decision.

If the client can't say or doesn't answer, the Preparer notes that on the log line. Each log line, and each entry the Preparer checked against it, stays open for the Reviewer's decision; any further document steps follow the Firm's own policy.

The pre-review check

In this method, the Preparer reads the file against this check and sends it to the Reviewer.

• The Preparer checks fields covered by "What counts, in this method" have log lines naming who logged them.
• The Preparer checks each log line shows its file page, its printed page or "no page number printed", and the field's printed label word for word.
• The Preparer checks each "Can't read" line describes what shows and names the client question.
• The Preparer checks each box description against its page and each client quotation against the client's answer.
• The Preparer checks the Firm's instructions include each logged document's line.
• The Preparer checks each entry's citation for document, file page and printed page, and checks each entry has one or more of the Preparer's marks, set by hand.
• The Preparer checks client replies against "When the client answers" and the log and notes.

Who logs and who decides

The Firm names people for the document-handling steps.

A mark on an entry, or a log line's status, tells the Reviewer where to look. It isn't a sign-off and doesn't stand in for one. The Reviewer sees every marked entry and the log and decides on each entry and each log line; the Reviewer signs off on the whole file, blank-field log included.

No file is done without the Reviewer's sign-off.

A Doe example

The names and file below are made up for illustration.

Jane Doe, a synthetic client, sends a Doe Holdings account form and a Doe Bank statement. Alex Doe is the Preparer; Pat Doe is the Reviewer.

Alex reads every file page. On a form page, the box printed "Account holder ID" shows no print, writing, stamp or mark. Alex finds no bank field meeting the list or needing "Can't read".

Alex handwrites each column in "The blank-field log", including the printed label verbatim and "Blank". The log line stays open for the Reviewer's decision; bank pages have no logged fields.

Alex adds the instruction and runs the pass. Alex also messages Jane Doe about the box. Alex checks each citation against its page and the log by hand. Alex marks each entry by hand and quotes the logged label in the form entries' notes. Each entry stays open for the Reviewer's decision.

Jane writes back about the box. Alex quotes Jane Doe's reply word for word on the log line and in the form entries' notes, marked "Client answer noted". Each log line and entry stays open for the Reviewer's decision.

Alex runs the pre-review check and sends the file to Pat. Pat reviews the marked entries and the log, decides on each log line and each entry, and signs off on the whole file.

Where TracePrep fits

We've built a TracePrep plugin that drafts these steps in your Firm's workflow, while your preparer decides and your Reviewer signs off. Join the waitlist and we'll tell you when plugin access opens.

Get on the list for plugin access

This is general information, not tax or legal advice. In TracePrep's workflow, the plugin drafts, the Firm's preparer prepares, and the Firm's Reviewer signs off. Access to the plugin is by waitlist. Keep client data inside the systems your Firm has approved.