Information about the ongoing Case should be recorded in the Notes tab of the Case Folder. For example, detailed case facts, treatment summaries, and conversations with the client, adjusters, and opposing counsel should all be entered into Notes. Use the Notes Tab to retain emails, text messages, phone calls, value notes, NeosAI Chat conversations, postage, and even general notes.
Notes can be marked as important and pinned to the top of the list view. Refer to Mark and Pin Important Notes for more information.
NOTE: You must have at least enabled permissions to Case > Notes Tab.
To access the Notes Tab, navigate to a Case Folder and select the Notes tab from the list of tabs on the left.
Notes by Type
All Notes that have been entered for a Case will display in the list view of the Notes tab. Notes can now be quickly filtered by the type of Note: General (regular text notes), Emails, Phone Calls, Text Messages, Value, NeosAI Chat (part of NeosAI Platinum), and Postage (part of the Stamps.com Integration). You may view the full Note text by hovering over the text in the Note column.
Value entry notes are also saved to the Notes Tab of the Case. These Value notes will display in the All Notes tab and can be filtered by just the Value note type along the top.
NOTE: Only new SMS messages will be displayed in the Text Messages view. Existing notes (prior to the September 2022 release) with an SMS type will still show in the All Notes and General views. These SMS notes will be available in the Text Messages view in a future release.
Any postage notes created prior to the 25.02 release will be migrated from "General" to the new "Postage" Note Type.
Note Views
Two grid view options have been added to the Notes Tab:
Compact is the default view you are used to, with one line for each entry. The Compact view shows up to 500 characters in the Note column.
Spacious allows a second line, surfacing more of the note body from the Note column, up to 1,000 characters. Expand the Note column to view additional text. Your view selection will be saved for this Case, even after a log out/in.
You can hover over the Note column to see more of the note body. The pop-up will show up to the number of characters based on your selected view.
The selected view will be retained for the current Case for the signed-in Staff.
Notes Grid
Columns within the grid can be shown or hidden by clicking the kebab menu next to any column title. Select the Columns option to expand the full list of columns. Click the checkbox of a column to show or hide it in the grid. Default columns within the Notes grid will change depending upon the Type of notes that are being filtered.
Click a column title to sort the Notes grid ascending or descending by that column.
Columns
The following columns are available on the All Notes tab grid.
Entry ID – Displays the entry number of the created note. This cannot be changed.
Staff – Displays the Staff Code of the user who added the note.
Date – Displays the date the note was created in Neos, shown in the time zone for the current logged-in staff (as saved in their Staff Profile). For emails tagged to Neos, this date and time will match the Date Created. For a new note created Neos, the date and time of triggering to add a note will be used.
Date Created – Displays the date and time the note was added or saved to Neos. As noted above, this may differ from the date column. For example, the + New Note button is clicked (triggers the Date/time) but the note is not saved until a few minutes later (triggers the Date Created).
Date Modified – Displays the date and time the note was changed.
Topic – Displays the set topic from the Note Topics Mini Directory.
Note Type – Displays the type of note, present on the All Notes Tab.
Subject – Displays subjects from a General, Email, Postage, and NeosAI Chat note.
Thread – Provides access to an entire Email conversation.
Note – Displays the note body. Refer to the Note Views above.
From – Displays the email address who sent the note.
Sent – Displays the date and time the email was sent.
Direction - Displays the Inbound or Outbound flow for the Phone Call or Text Message note.
Staff Created – Displays the Staff Code who created the note.
Staff Modified – Displays the Staff Code who changed the note.
To – Displays the email(s) in the To field of the emailed note.
CC – Displays the copied email(s) in the CC field of the emailed note.
Attachments – Blank column title that displays a paper clip icon for note entries that have one or more attachments.
BCC – Displays the email(s) in the BCC field of the emailed note.
Value Code – Displays the Value Code on the related Value item from Value type notes.
Party – Displays the Party on the related Value item of Value type notes
Provider – Displays the Provider on the related Value item of Value type notes.
Total – Displays the Amount on the related Value item of Value type notes.
Due – Displays the Reduced Total on the related Value item of Value type notes.
The Thread column displays the number of emails within that thread 
. Click the eye icon to filter for just those emails. The Notes grid will refresh showing only those entries. Select Clear Filter to return to the full view.
A right arrow has been added to each note, allowing the full note view to be opened below in the note entry list view. Multiple notes can be expanded to quickly reference Case notes without having to leave the current view. For longer notes, such as emails, a scroll bar will display on the right to view the full note.
All notes can be expanded with a single click by selecting the Expand All button. Click the Collapse All button to collapse all notes.
When this note entry is single-selected, the Preview Pane will display with a new Email Thread section.
Neos remembers the position of your last selected note after navigating away from the current view. For example, if a note is opened in the detail view and then closed, when returning to the list view, that same note will stay selected.
Search Notes
Easily search for notes using the Search field above the grid. Type in a fragment of the text you wish to find and Neos will locate entries containing your entered text using the following criteria:
Case note content
Note
Subject
Email
Subject
From Address
Email Recipients
Email Address
Phone Calls
From Number
To Number
Caller Full Name
Text Messages
Full Name
External Number
The search field is not case-sensitive. Your entered text will be cleared from the search field when navigating away from the Notes Tab to another tab within the Case Folder or when closing the Case Folder tab.
Filter Notes
Changes made to the Topics filter will be saved the next time you view this tab. The Topics field will filter notes based on the selected Case Note Topic(s).
Additional filters are available using the Filters button above the grid. On the Filter popup, select the Staff and/or date range in which to locate notes.
NOTE: Only one Staff Code can be selected in the Staff dropdown.
Click the Apply button to set your filters. Your entered filters will remain only for the current Case and session. Click the Reset All button to reset all filters, then click Apply to return to the default view. The grid will refresh each time Apply is clicked.
Search results will display instantly as you search or select a topic. The number of filters you have set from the Filter window will be shown in the Filters button (see example below):
To remove these set filters, click the Filters [#] button and then select the Reset All button, then click Apply.
Note Options
The options on the kebab menu (3 dots) on a note will differ based on the Type of note.
A General note (added from the Notes tab) will display the options to Send as Email or Delete.
Notes that have been created from an Email will show options to View Note, Download Email, Reply, Reply All, Forward, or Delete.
Notes that have been created from a Phone Call will display the option to Call Back.
Notes that have been created from Text Messages (SMS) will display the options to Reply to Conversation, Assign, or Delete.
Notes that have been created from Value entry notes will display the options to Send as Email or Delete.
Notes that have been created from NeosAI Chat will display the options to Continue Conversation, Send as Email, or Delete.
Notes that have been created from Postage will display the options to Send as Email or Delete.
Select a note to display the Notes side pane, which has been redesigned and is now editable. The clicked row will now show as the selected row for easier viewing when the side pane is open.
Note Detail View
The Note detail view contains the fields of a Note, where changes can be made, if permissible. Click the navigation arrows on the top right to move to the next or previous note. The current number of the total number of Notes is also displayed.
The Notes detail view has been redesigned to allow an expanded view of the note body.
The type of note will display on the top left with the corresponding ID number for the active note.
The left and right arrows allow you to scroll through all notes. The number of the current note out of the total count will display.
If a tagged email (from the Outlook Add-in) contains attachments, each attachment will be listed in the Attachments field. Click Download Original Email to download this email as an eml file.
NOTE: In-body pictures, e.g., email signature with company logo, are not recognized as attachments and will NOT be listed as such in Neos.
General notes can be emailed using the three-dot menu. Refer to Emailing a Note for more details. You can also send an email directly from the Notes Tab without having to create a note. Refer to Send New Email from Neos for more information.
A picture can be inserted and Staff can be mentioned in the body of the Note. Refer to Adding a Note for more details.
A Case Document can be attached to the note and saved to the Documents tab. Refer to Attaching Documents to Case Notes for more details.
The active Case note can be printed. Refer to Printing Case Notes for more details.
The active Case note can be deleted. Refer to Deleting Notes for more details.