A Zipped Folder of Client Documents: Listing What's Inside Before the AI Pass

Jane Doe sends the Firm a zipped folder. It's one attachment holding many files.

This piece is about zipped folder client documents: client files packed into one compressed archive. In this method, the Preparer opens the archive and lists every file in it by hand on the file index, 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. Any file-handling or security steps for an archive follow the Firm's own policy; this piece gives none.

Below: a listing layout, citation pattern, client message, marking table, pre-review check, Doe example and AI-instruction line.

Several documents in one file, the Firm's folder, many files in one archive

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

How the Firm names and arranges its own client folder is covered in setting up the client folder before any AI pass.

Here it's many files in one archive.

What counts as a zipped folder, in this method

In this method, the Preparer treats an upload as a zipped folder when any of these is true:

• The client says the upload is a zipped or compressed folder.
• The upload's file name ends in .zip or a similar archive ending.
• When the Preparer opens the upload, it shows folders and files instead of pages.

If unsure, the Preparer lists it as an archive anyway.

The archive listing

In this method, the Preparer opens the archive, in line with the Firm's own policy, and lists every file in it on the file index, by hand.

Each file gets its own line, folder by folder, including unpaged files and files that won't open.

The total line counts files from the archive and files sent separately. Lines marked [sent separately] sit outside that check. The Preparer counts the files the opened archive shows in each folder, by hand, and checks that count against the archive's lines. If they differ, the Preparer lists the folder again.

A file with the same name as another listed file keeps its own line under its own path. The Preparer doesn't decide from the figures whether the two are the same document.

An archive inside the archive gets its own line, and the Preparer lists its files the same way.

How the Firm keeps the archive as received follows the Firm's own policy; the Firm's own folder setup covers naming and placing the opened files.

Citing by archive, path and page

In this method, the Firm asks entries to cite archive, path, file name and page or “not paged”; the Preparer checks each citation by hand against the cited page or file. A pattern the Firm can adapt:

"[archive name], [path inside the archive], [file name], [page or not paged]"

A file sent separately is cited as [sent separately] in place of archive and path.

A line for the Firm's AI instructions

In this method, the Firm adds a line, in its own words, to its drafting-pass instructions for files from an archive. A version to adapt:

"Zipped folder: [archive name]. The file index lists each file from it by path and file name. Cite each entry by archive, path, file name and page or “not paged”."

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 archive

In this method, the Preparer asks the client about files that won't open or share a name, and whether anything was left out. The Firm can adapt this message:

Hi Jane Doe, thanks for the zipped folder. Our Preparer has listed [file count] files from it. [File name] at [path] won't open for us; could you send it again on its own? Is [file name] at [path] the same document as [file name] at [path]? And does the folder hold everything you meant to send? Thanks, [Preparer name] at [Firm]

Marking entries drafted from a zipped folder

In this method, the Preparer marks by hand, in the entry's note, every entry drafted from a file listed from an archive. The Firm can rename the marks.

A file that won't open has no entries drafted from it. Its line stays on the index with "Won't open" and a client question.

When the client answers

If the client sends a file again, the Preparer lists the new copy on its own line marked [sent separately], updates the total line, runs the drafting pass on it, checks and marks the new entries by hand and keeps the "Won't open" line as it was.

If the client says which document a same-name file is, the Preparer quotes the answer in the note on each entry drafted from it and marks it "Client answered, open". The entry stays open for the Reviewer's decision.

If the client says files were left out and sends them, the Preparer lists each on its own line marked [sent separately], updates the total line, runs the drafting pass on them and checks and marks the new entries by hand.

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 zipped folder has an archive listing on the file index.
• Each listing has a line for every file, under its path, and a total line, and names who listed it.
• The Preparer has counted the files in each folder by hand against the archive's lines.
• Each file that won't open has a "Won't open" line and a client question.
• The Firm's instructions hold an archive line for each zipped folder.
• No entry from an archive cites the archive alone.
• Entries from listed files carry marks set by hand; each same-name file has a client question and a Preparer's note for the Reviewer.

Who lists 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 listing 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 listing and decides what happens with each entry, and the Reviewer signs off on the whole file, archive listing included. No file is done without the Reviewer's sign-off.

A Doe example

The names and files 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.

Alex opens the archive in line with the Firm's own policy. The top level holds a subfolder named Bank, a Doe Brokerage statement, a receipt photo, a file named statement.pdf and a file that won't open. The Bank subfolder holds a Doe Bank statement, also named statement.pdf.

Alex lists every file by hand under its path, marking the file that won't open "Won't open". Alex counts the files in each folder by hand against the lines, and they match.

Alex adds the archive line to the Firm's instructions and runs the drafting pass. Alex checks citations by hand, marking statement.pdf entries “Same name, open” and others “Cited by path and page”.

Alex sends Jane the message and logs it. Jane says the top-level statement.pdf is a Doe Credit Union statement, a separate document, and sends the file that wouldn't open. The resent copy opens. Alex lists it on its own line marked [sent separately], updates the total line, runs the drafting pass, and checks and marks the new entries by hand. Alex quotes Jane Doe's answer in each same-name entry's note and marks those entries by hand “Client answered, open”. Each 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 listing, 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.