Checklist items create a list of to-do items that also function as the Case/Intake chronology. Within a Case/Intake Checklist Tab, the items can be marked Open, Done, N/A or <Blank>. The due dates that appear on a Case/Intake Checklist are determined by the number of days in the Days column to the date in the Ref column. This article describes the process of adding checklist items that should be assigned to all Cases/Intakes of a particular Case Type.
NOTE: You must have Add permission to Directories > Primary Checklist to add checklist items.
To add a Primary Checklist item:
Within the Primary Checklist tab of a Case Type, click the + Add button above the grid. You may also scroll through the Primary Checklist grid and select the "Add task" row.
The Details right side pane will display.
NOTE: Information entered into the side pane will be retained, should you need to return to the Primary Checklist and will show dynamically in the list as you type. [screenshot]
Complete the following fields:
Task Name – Enter a generic description of the checklist item, up to 200 characters.
TIP: The checklist item description can be modified inside a Case/Intake Folder to reflect the actual Case/Intake information needed. For example, the Case Type checklist item in the Primary Checklist may read "Request hospital report", whereas the actual case checklist can be modified to read, "Request Mercy Hospital report".
Code – All checklist items must have a unique code. Any combination of up to ten letters or numbers can be used for a checklist item code, with the exception of COD, MAN, DOI, and Intake Date which are reserved codes. The same code may be used in other Case Types for the same or different checklist items. Items can be sorted in the Case checklist first by Phase or Status and then by Due Date. Code is a required field.
Review the Firm Preferences topic for details on Case/Intake Checklist sorting.
TIP: When you create the checklist codes, leave room for additional checklist items to be added later. You should not use consecutive codes (e.g., A01, A02, A03, A04) unless these items, under all circumstances, are always used together.
Color – User-definable colors may be selected to prioritize checklist items. Use the color palette pop-up to select the background color for the checklist item Code. The selected color will display on the Primary Checklist, the Case/Intake Folder Checklist tab, My Checklist, and Checklist Summary. Click OK to save the selected color.
Ref – The Ref indicates a reference date from which Neos will calculate the due date for the item. The valid reference dates are:
• COD: Case Opened Date. The due date for this item is calculated based on the date entered in the Date Opened field on the Case Tab.
• DOI: Date of Incident. The due date for this item is calculated based on the date entered in the Date of Incident field on the Case Tab.
• MAN: Manually Set Item. No due date is calculated for this item until the user activates the item. The due date is then either calculated from the date that the item is opened or it is set manually.
NOTE: These manual items are added to the Case/Intake with a Status = Blank and no due date.
• Intake Date: The date the Intake was created. This due date is calculated based on the date entered in the Intake Date (Case) field on the Intake Tab. "Intake Date" is automatically entered in the Intake Header when the Intake is created but can be added as a field manually from the Intake Layout Manager under the Case section.
• Date Labels: User Defined Case Tab Date Labels. The due date is calculated based on the date entered in one of the user defined date fields on the Case Tab. Date labels are created in the Case Dates Mini Directory and specified on the Case Type Directory > Case Dates Tab.
• Checklist Code: Any valid code in the current Primary Checklist. The date the selected checklist code (the "parent") is marked Done is the reference date for calculating the due date of the new code (the "child").
NOTE: A "parent/child" relationship links checklist items together so that the completion of one item automatically adds another item on the checklist. The closed item is called a "parent" and the item it activates is called a "child". One item can be the parent for numerous child items. By entering the code of the parent as the reference date (in the Ref column) of the child item, the child is added into the Case/Intake Checklist and its due date is calculated off the Completed Date of the Parent item. If the parent item is not applicable in a certain Case/Intake and the item is marked N/A, the child item will not be added to the Case/Intake Checklist.
Child item can be added from the Tree View using the + Add child task button.
Staff – Checklist items are delegated by Staff Roles, which correspond to the Assigned To fields on a Case Tab. Staff Roles are created in the Staff Role Mini Directory and set for each Case Type. If a default staff is not defined for the selected Staff Role of the Case Type, then the Staff in that role within the Case will be assigned. Staff members assigned to checklist items can be changed manually inside the Case/Intake Folder Checklist Tab. Staff is a required field.
Single / Repeat – Indicates whether the item is single or repeating.
• Single: The item is due on the calculated date (calculated by adding the number of days in the Days column to the date in the Ref column) and will remain due until you mark it done, change the due date or delete the item.
• Repeat: The item is due on the reference date and will remain due until you mark the item done, change the due date, or delete the item. When a repeating item is marked done, you have the option to reset the date. If reset, the due date for the item is recalculated for the number of days that were specified in the Days column. The item is reopened and will appear due again in the designated number of days. If it is not reset, the item will stay done.
• Open LIM items:
• Done, Blank or N/A LIM items:
NOTE: If a case type that has been defined as LIM applicable does not have a LIM checklist code assigned to its Primary Checklist, the statute of limitations (LIM Date) in the Case Header will display "Not Set".
Auto Repeat: When the check box is selected, the item will automatically repeat when marked done.
Days for due date – The number entered in this field is added to or subtracted from the reference point and determines on which date the checklist item will appear due. If using a negative number of days, the due date is that number of days prior to the reference point.
NOTE: Repeating checklist items cannot have negative days.
Outlook Sync – The Outlook Sync can be configured here for newly added Checklist tasks. For tasks that already exist in a Case, select the Outlook Sync checkbox in the Checklist Task Pane. Refer to Manually Sync Checklist Tasks to Outlook for more information.
If your firm has the "Organizer for Checklist Outlook Sync" enabled in Firm Preferences, this field will display a checkbox. Select the checkbox to have Neos create an all-day event in Outlook when this task is added to a Case AND the Due Date is not blank.
If your firm does NOT have "Organizer for Checklist Outlook Sync" enabled in Firm Preferences, this field will display the Enable Outlook Sync button. Selecting the button will open the Firm Preferences > Default Info tab, where you can enable this setting (Modify permissions are needed to make and save changes to General > Firm Preferences).
Collaborators - Select one or more active Staff Roles from the current Case Type to receive reminders for a Checklist item. Collaborators allow staff members to stay aligned on shared work and receive the same automatic reminder that is set in the "Remind Me" field in accordance with their Staff Profile > Notification Settings for Reminders. When a Checklist item is added to a Case, all assigned staff in the selected roles will be added as collaborators on the given task.
Phase – Use the dropdown to select the appropriate Phase. Default options include Phases 1 through 5, Intake (items that are only relevant during the intake lifecycle), and Unphased (if it does not pertain to any phase). Phases are created and modified in the Case Type Directory > Labels Tab. A Case Type may have up to 10 Phases. Checklist items are sorted and displayed in phase order as the default sorting method. Related checklist items can be grouped together by phase to form a timeline. Some items may be relevant throughout the Case, so they are not attached to any phase. Examples of unphased items are limitation warnings and file reviews.
LIM – The LIM check box is used to determine whether an item is a Statute of Limitation or other significant deadline for this Case Type. LIM items are indicated by a LIM icon on the Case Checklist. Multiple LIM codes may be selected.
Doc – If the task described in the checklist item calls for a document to be generated, the appropriate template can be attached to the checklist item. For example, for a checklist item you may wish to attach a "Request for Medical Records" that you have created as a template. You can then generate the document from within the Case Folder Checklist Tab, My Checklist or Checklist Summary when it is due. NOTE: Only Templates with a "Case" Template Type can be selected from this list.
Active – Select the checkbox to mark the checklist item active. Only active items can be inserted from within a Case.
Instructions – Use the Instructions field to enter more details about this checklist item, up to 1,000 characters. Changes can only be made in the Primary Checklist. Instruction text displays in the same paragraph formatting as entered.
Statute of Limitations and Warnings
The Statute of Limitations begins to run from the REF (Reference code), usually the DOI (Date of Incident). The date the statute runs displays as the LIM Date in the header of the Case Folder. The firm may select to have multiple Statute of Limitations. Select the LIM check box in the Primary Checklist grid to mark an item as a 'LIM' or Limitation Warning. The open LIM item in a case with the earliest Due Date will display as the LIM Date in the Case Folder header. You can run a Case Listing by Statute Date report to monitor case status. Warnings can also be built into the checklist to warn you of an impending statute at a predetermined interval. The warning remains on your checklist until you mark it Done.
The Starter database will set the Statue of Limitations (and any Warnings) for "0" Days for all case types. You will have to enter the correct number of Days in each Case Type for the LIM Date to calculate correctly in the Case.
4. Click the Save button above the grid to decide how you wish to handle adding new checklist items into open cases.
Select the check box if you wish to insert the new checklist item(s) into existing OPEN cases and intakes with a Status of Open and the Due Date calculated. Click the Save button to proceed with your selection. If the new item is a child of a parent, it will be added when the Parent is marked Done in the OPEN Case/Intake.
NOTE: Intakes are deemed "open" if they do not have data in the Close Date field. This is not a required intake field but can be added in the Intake Layout Manager under the Case section.
Leave the check box blank if you do not wish to insert new checklist item(s) into existing OPEN cases. Click the Save button proceed with your selection. The checklist item will only be inserted into the Primary Checklist and when new cases/intakes of this case type are created.
Click the Cancel button to return to the Primary Checklist with your changes.
A Processing/Complete window will display on the bottom right of Neos when the batch is running and then complete.
