Single General, Value Case Notes, NeosAI Chats, and Postage notes can be emailed directly from Neos. Notes and all attachments can be emailed to any name associated with the Case that has a listed email or to any recipient of your choosing. A Note can also be emailed directly from Neos without opening an Outlook tab and scheduled to be sent at a custom time. Email templates can also be used when sending emails from Neos.
NOTE: You must have at least Enabled permission to access the Notes Tab.
Staff emails must be activated within Settings > Staff Profiles > Staff Information to use this feature for the first time. To activate: Click the Activate button next to the Email field. Enter the staff email on the Activate Email window, then click the Activate button. Enter the staff's Microsoft 365 login credentials to complete the activation process.
To email a Case Note:
Open the desired Case Folder.
Click the Notes Tab.
From either the detail view of a note or the Notes Tab list view, click the three-dot menu and select the Send as Email option.
NOTE: A warning message will display if the staff email is not activated. Click the Staff Profile button to configure your email.
4. A New Email window will display.
5. Type into the To dropdown to select email accounts that match your entered keyword from the Case Contacts, Case Staff, or any Neos Staff. Hit the Tab or down arrow key to move down the list, or hit Shift + Tab or the up arrow key to move up the list. To insert the highlighted email, press the Enter key. You can also browse through each section.
NOTE: The To field is required to Send from Neos, Schedule, or Open in Outlook.
6. To email any recipient that is not in Neos, type their email as a custom value, then hit the Tab key or select the custom entry from the dropdown.
7. The New Email window contains CC and BCC fields. To insert a carbon copy or blind carbon copy, click the CC and/or BCC buttons to make the fields visible. Regardless of which button is clicked first, the CC field will display below the To field, followed by the BCC field. Use the dropdown field to search/select an active email or type an email as a custom value.
NOTE: All recipient fields (To, CC, and BCC) are grouped by Contacts, Case Staff, and Staff. Click the down arrow to expand each subsection. Active emails are displayed below each group.
Contacts – Contains the names and email addresses of all contacts within the Case.
Case Staff – Contains the Staff Codes and email addresses of the staff who are selected in the "Assigned To" section of the Case Tab.
Staff – Contains all active Neos Staff Full Names with emails.
8. Enter the Subject of your email. By default, the <First Party Name> (<Case Number>): <Note Topic> will display.
9. When you want to share a quick note, Neos has added a text field with font, color, and alignment options, saving time from opening a separate Outlook tab in your browser.
10. Click the Insert Template button to select an Email template from the Template Setup. Email templates save time by populating your pre-configured text and Case information when prompts exist. Choose a single email template and then click Next.
If your selected Email template contains prompts, choose the appropriate data for each field and click Insert. This will insert the data into the selected fields AND populate the template into the body of the New Email window, above any existing text.
NOTE: You may insert the selected template with some or no data by simply clicking Insert at any time.
To return to the template selection list, click the Back button. Clicking the Cancel button at any time will close the Insert Template window and abort the insertion process.
An inserted template can be removed by clicking the Undo button within the email body.
11. Your selected document(s) will be shown below the number of Attachments. Click + Add Attachment to include additional attachments.
The Attach Documents window will display showing all documents in the Case by default. Deselect the Show Case Documents Only checkbox to include all documents inside Neos. Search can be used to locate documents by title. Documents can be filtered by Type, Category, and Tags. Attachments are added to the email in the order in which they are clicked.
NOTE: Neos displays the first 25 characters of the file name before ellipses are added. Hover over the shortened attachment to see the full file name.
Use the Upload File button above the grid to upload a file directly from your computer and attach it to the note when emailing.
After a document is selected, the Upload 1 file window will display where you can choose the Document Type, Document Date (set to today by default), Category, and Tags. If your firm has NeosAI Platinum, select the slider to Analyze with NeosAI.
Once a file has been attached to an email, it will be added to the Documents Tab of that Case when the email is sent.
12. Choose your preferred Attachment Format: PDF, Original, or Link.
If you prefer to open the draft in Outlook, click the down arrow next to the Send button and select the Open in Outlook option. All text and selected recipients from the Neos New Email window will be displayed in the Outlook tab in your browser.
If your Staff Profile contains an Email Signature, it will be used when emailing notes in Neos.
13. When ready, click the Send button to send the note to the selected recipients immediately.
14. To schedule the email for a specific date/time, click the down arrow next to the Send button. Select the Schedule… option.
NOTE: Email recipients must be entered before scheduling the email.
15. On the Schedule Message window, choose when the email message should be sent (Tomorrow morning, Tomorrow afternoon, or Custom Time). A preview of tomorrow's date and time will display next to the first two options. Select Custom Time to specify the exact date and time to send the email message. Today's Date + 1 minute in the future will display by default. Select Done when complete to schedule your email message. The Schedule Message process should be performed after specifying fields on the Email window, as Custom Time selections are not saved when clicking the left back arrow. You cannot return to the previous window when Done is clicked. In other words, scheduled emails cannot be changed or aborted.
NOTE: The custom date/time cannot be in the past.
The scheduled email will be sent based on the signed-in Staff's time zone from Staff Profiles.
16. The received email will display the default or entered email subject, selected note(s), and attachment(s), and the staff's email signature, if applicable (from their Staff Profile).
NOTE: Emails sent from Neos are automatically saved in the Notes Tab of that Case with a Note Topic of "Email Sent". The sent email will not have the Neos tag in your Outlook Sent folder because it has already been saved in Neos. Any replies will need to be tagged back to Neos using the Outlook Add-in.
To save the email to the Notes Tab when sent from Outlook (Open in Outlook option), you will need to navigate to your Sent folder in Outlook and tag the email to the appropriate Case.
17. A confirmation banner will display when the email has been sent/scheduled to be sent.
Email Note from Outlook
When the Open in Outlook option is selected, the note will open in a new Outlook email tab within your browser.
• The selected or typed email(s) will automatically display in the To field.
• All attachments will display in the selected format.
• The First Party Name, Case Number, and Note Topic will display in the Subject field.
• The Note Date, Time, Staff, and Note Text will display in the Body.
NOTE: Emails sent from Outlook will need to be tagged back to Neos using the Outlook add-in.
Adjustments can be made as needed to include any additional information or attachments. Refer to each image for the selected attachment format.
Attachments as PDF
NOTE: Only files with the following extensions can be emailed as a PDF from Neos: csv, doc, docx, odp, ods, odt, pot, potm, potx, pps, ppsx, ppsxm, ppt, pptm, pptx, rtf, xls, xlsx.
A new Outlook email tab will open within your browser with the selected attachments(s) converted to PDF and attached.
a. The selected or typed email(s) will automatically display in the To field.
b. The First Party Name, Case Number, and Note Topic will display in the Subject field.
c. The attachment(s) as PDFs will display in the Attachment section.
Adjustments can be made as needed to include any additional information.
Click the Send button at the top of the new email window when you are ready to send. The email will be sent to the listed recipient(s) and automatically close the Outlook tab, returning you to Neos.
Click the trash can button if you choose not to send the email. The email will be discarded and the Outlook tab will close, returning you to Neos.
NOTE: Closing the tab window without selecting the trash can button will keep the draft in your Outlook. As a best practice, you may want to review your Drafts folder for any unnecessary drafts.
5. The recipient(s) will receive an email with attachments as PDFs.
Attachments as SharePoint Links
A new Outlook email tab will open within your browser with the selected attachment(s) as a link in SharePoint.
a. The selected or typed email(s) will automatically display in the To field.
b. The First Party Name, Case Number, and Note Topic will display in the Subject field.
c. The attachment(s) as links in SharePoint will display in the Attachment section.
Adjustments can be made as needed to include any additional information.
Click the Send button at the top of the new email window when you are ready to send. The email will be sent to the listed recipient(s) and automatically close the Outlook tab, returning you to Neos.
Click the trash can button if you choose not to send the email. The email will be discarded and the Outlook tab will close, returning you to Neos.
NOTE: Closing the tab window without selecting the trash can button will keep the draft in your Outlook. As a best practice, you may want to review your Drafts folder for any unnecessary drafts.
NOTE: Some attachments emailed as SharePoint links may be blocked from the recipient's Outlook desktop. If this occurs, contact your firm's Microsoft 365 Admin to review Outlook security settings.
5. Firm administrators should review SharePoint permissions to ensure that recipients can access the linked files.
NOTE: File permissions are configured in your firm's SharePoint site. Refer to the following Microsoft article for more details: https://docs.microsoft.com/en-us/sharepoint/change-external-sharing-site
6. The recipient(s) will receive an email with the link to the case documents file contained in your firm's SharePoint. Click the link to access the file.
Attachments as Original
A new Outlook email tab will open within your browser with the selected attachment(s) as a copy in the original format.
a. The selected or typed email(s) will automatically display in the To field.
b. The First Party Name, Case Number, and Note Topic will display in the Subject field.
c. The attachment(s) as copies in the original format will display in the Attachment section.
Adjustments can be made as needed to include any additional information.
Click the Send button at the top of the new email window when you are ready to send. The email will be sent to the listed recipient(s) and automatically close the Outlook tab, returning you to Neos.
Click the trash can button if you choose not to send the email. The email will be discarded and the Outlook tab will close, returning you to Neos.
NOTE: Closing the tab window without selecting the trash can button will keep the draft in your Outlook. As a best practice, you may want to review your Drafts folder for any unnecessary drafts.
The recipient(s) will receive an email with attachments in the original format.