One Document, Several Messages: Logging Pages Sent in Parts

Jane Doe sends the Firm her bank statement across several messages. It's one statement. It just came in parts.

That's the case here: a document sent in parts, where one client document's pages arrive in more than one message or upload. In this method, the Preparer logs each part on its own line under one item in a parts log on the file index, with the printed pages and a page count for each part and a total for the document, then runs the drafting pass.

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 parts log layout, a citation pattern, a client message, a marking table, a pre-review check, a Doe example and a line for the Firm's AI instructions.

Several documents in one file, absent pages, one document in several parts

Several documents sharing one file are covered in mapping a combined client upload.

Pages that never came in are covered in missing pages in a client document.

Here it's one document across several messages.

What counts as a document sent in parts, in this method

In this method, the Preparer treats a document as sent in parts when any of these is true:

• The client says the document is coming in more than one message or upload.
• Pages with the same heading and issuer name arrive in separate messages or uploads.
• A file's printed page numbers start partway through a document the Preparer has already logged.

If the Preparer can't tell, the Preparer starts a parts log anyway.

The parts log

In this method, the Preparer reads every page in every part and builds the parts log on the file index.

The log keeps the whole document on one item: a line for each part, in the order they came in, and a total line. The Preparer copies printed page numbers word for word and counts each part's pages by hand.

The total counts each printed page once. If a page comes again in a later part, the Preparer notes it on both part lines, and it adds nothing to the total.

If the logged total falls short of a page total the document prints, or a printed page number has no part, a page is absent, and the Preparer follows the missing-pages steps for it.

A page the Preparer can't tie to the document goes on its own line with "Part unclear" and a plain note of what it shows. It stays out of the total, and the Preparer doesn't guess its place from its figures.

In this method, the Preparer keeps each part as it came in. If the Firm's own policy calls for a single copy of the document, the Preparer saves it separately and notes the parts it came from.

Citing by part and printed page

In this method, the Firm asks for document, part and printed page or "unnumbered" in citations; the Preparer checks each citation against its page by hand. A pattern the Firm can adapt:

"[document], [part label and copy ID], [printed page or unnumbered]"

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 a folder holding a document sent in parts. A version to adapt:

"Document in parts: [document]. The parts log lists each part with its printed pages. Cite each entry by document, part and printed page or “unnumbered”; the Preparer checks and marks by hand."

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 the parts

In this method, the Preparer asks the client whether more parts are coming and about any part marked unclear. The Firm can adapt this message:

Hi Jane Doe, thanks for sending your statement in parts. Our Preparer has logged [parts listed], with [page count] pages in all. Could you tell us whether any more parts are coming, and whether the page in [message or upload] belongs to this statement? Thanks, [Preparer name] at [Firm]

Marking entries drafted from a document sent in parts

In this method, the Preparer marks by hand, in the entry's note, every entry drafted from parts. The Firm can rename the marks.

When the client answers

If the client says more parts are coming, the Preparer logs arrivals, updates totals and checks citations by hand.

If the client says the unclear page belongs to the document, the Preparer adds it to the log, updates the total, quotes the answer, checks the entry and marks it "Placed by client answer". The entry stays open for the Reviewer's decision.

If the client says the page is from a different document, the Preparer indexes that document on its own, runs the drafting pass again on it, checks the new entries and notes the answer on the original entry, which stays open for the Reviewer's decision.

If the client can't say, the Preparer notes the answer on the entry and marks it "Still unclear". The entry stays open for the Reviewer's decision, and 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, then sends it to the Reviewer.

• Each document sent in parts has a parts log on the file index.
• Each log has a line for every part and a total line, and names who logged it.
• Each total line counts a repeated page once.
• The Preparer has started missing-pages steps for a short total or a printed page number without a part.
• The Firm's instructions hold a parts line for each such document.
• No entry from a document sent in parts cites the document alone.
• Entries drafted from parts carry marks set by hand, and each unclear page has a client question and a note for the Reviewer.

Who logs and who decides

The Firm names people for the document-handling steps; the Reviewer decides on entries and signs off. People at the Firm do every document-handling step.

A mark or a log line 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 what happens with each entry, and the Reviewer signs off on the whole file, parts 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 is a synthetic client of the Firm. Alex Doe is the Preparer and Pat Doe is the Reviewer. Jane sends her Doe Bank statement across several messages.

Alex reads every page in every part. The statement's footers print page numbers and the statement's page total. The last page of an earlier part comes again at the start of a later part, and a later message holds a page with no heading, page number or footer.

Alex logs the parts by hand, noting the repeated page wherever it appears and excluding its repeat from the total. The logged total matches the footer's total, and every printed page number has a part. The page with no heading goes on a "Part unclear" line, outside the total.

Alex adds the parts line to the Firm's instructions and runs the drafting pass. Alex checks citations against their pages and marks entries by hand: "Cited by part and page"; "Part unclear, open" for Pat's decision on the unnumbered page.

Alex sends Jane the message and logs it. Jane says no more parts are coming and the page is from a separate Doe Bank letter. Alex indexes the letter as its own document, runs the drafting pass again on it, checks the new entries and notes Jane's answer on the original entry, which stays open for Pat's decision.

Alex runs the pre-review check and sends the file to Pat. Pat reviews the marked entries and the log, decides what happens with 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.