Keep every matter's document index up to date each week

Step by step

1. File emails by matter with rules

   In Outlook's rules settings, create a rule per busy matter that moves emails containing its reference number into a matter folder. Gmail filters with labels work the same way.

2. Make one index spreadsheet per matter

   In Excel, create columns: Date, Document type, From, To, Short description, Where saved, Action needed. Save it in the matter folder.

3. Block a weekly indexing slot

   Add a recurring 30-minute Friday event in your calendar called 'Update matter indexes'.

4. Let the AI draft the new rows

   In the slot, copy the subject lines, dates and senders from the week's matter folder into your firm-approved AI assistant with this prompt.

   Prompt to copyHere is a list of this week's correspondence for matter [reference]. For each item create one row for a document index with columns: Date | Document type (letter, email, court notice, invoice, other) | From | To | Short neutral description (max 12 words) | Action needed (yes/no, and what). Put anything that mentions a deadline or hearing date at the top and mark it DEADLINE. Items: [paste list]

5. Check, paste and diarise

   Check each row, paste them into the index, and put any deadline into the firm's diary system. Ask the lawyer to confirm any deadline you are unsure about. If the AI mentions any case or law, check it against the original source, as AI can invent case law.

More Legal & Compliance guides