Alt Case Num #1 – The alternate case number is optional and is determined by your firm's case numbering system. It is often unnecessary to maintain an alternate case numbering system. You can change the field label in the Case Type Directory to better describe the data you wish entered (e.g., Firm No.). A case may be searched using this number.

Alt Case Num #2 – A second alternate case number field is available to track additional numbers. A case may be searched using this number.

Date of Incident – Enter the date when the incident precipitating the case occurred, in MMDDYYYY format, without slashes or dashes. If the case does not have a definable date of incident, leave the field blank. A case may be searched using this number.

Class – Class codes are used to track or classify cases into subcategories that your firm finds meaningful. Use the dropdown to select a class code. Class Codes are created in the Class Codes Mini Directory.

Opened – The date opened is used in reports that filter by case open date. Date Opened is also used as a reference date for checklist items. The current date is automatically displayed when adding a new case. Enter the date the hard copy file is opened in your office or the date the file is opened in Neos, in MMDDYYYY format, as determined by your office's policy.

Closed – When a file is closed, enter the date in the Closed field in MMDDYYYY format. To re-open a case, clear the date in the Closed field.

NOTE: Open Checklist items will not be affected when a Case is marked 'Closed', however, these items will NOT display on the My Checklist widget in Neos Today or Checklist Summary.

Dormant – If a Case file is not active, but not yet closed, it should be marked as 'Dormant'. The Dormant field is used as part of the criteria for several reports, allowing you to monitor these cases, yet separate them from your active files. Click on the checkbox to mark the Case 'Dormant'.

Reassigned – Enter the date that the case was reassigned to a different staff member or referral attorney in MMDDYYYY format.

Referred By – The Referred By field is a searchable names field allowing for a name to be searched in Neos to select an existing provider. Enter a fragment of the referral source's name and click the search icon or ENTER. The Name Results List will display a list of matching results. Select the desired name from the search results and click the Select button to insert the name into the field.

To create a new provider, click the + icon on the left navigation pane and select Add Provider.

Referred To – The Referred To field is a searchable names field allowing for a name to be searched in Neos to select an existing provider. Enter a fragment of the referral source's name and click the search icon or ENTER. The Name Results List will display a list of matching results. Select the desired name from the search results and click the Select button to insert the name into the field.

To create a new provider, click the + icon on the left navigation pane and select Add Provider.

More info – Use the text field to enter additional details about the case.

Case Name – Displays the First Party in the active Case by default. Refer to the Case Folder Header for exact name fields. This field accepts up to 1,000 characters. The Case Name can be manually changed using the "Update Case Name" Special Permission and will also change the Case Header. Manual changes to the Case Name field are reflected in the Activity Feed for the Case.

Party & Case Name Syncing

The Folder Name (accessed from the Documents Tab > meatball menu) will automatically change if the Case Name changes. This can only occur if there are no SharePoint files from that Case Folder currently open. Keep in mind, that if any documents from the Case are currently open, Neos will not allow changes made to the Case Name field to be saved.

The Case Name does not need to match the Folder Name, however, the SharePoint folder only allows up to 255 characters. Refer to Document Folder and File Naming Considerations for a list of special characters that cannot be used when naming folders.

How did you hear about us? – Contains a list of options from the Source Mini Directory.

Client Reference ID – When LEDES Billing is enabled in Firm Preferences, enter your client's reference ID number. This field is blank by default. The entered ID number will populate the "Client_ID" field in the generated LEDES invoice. The Client Reference ID field now allows alphanumeric text up to 20 characters.

Billing Client – Displays a list of your firm's Neos Contacts that have a Billing Client Rate set. Enter part of the contact’s name to search. Matching contacts will display as results become available. Select the desired contact to assign it as the Billing Client for the Case.

When a Billing Client is selected, all Time and Value items entered for the Case will be assigned to this contact in the Bill To field. If this field is blank, the Bill To field will be automatically set to the party listed as the first party that is marked Our Client in the Case.

Marketing Campaign – Select the Marketing Campaign (Intake Pro feature) that was used to track the source of the case.

Synopsis – Enter a brief description of the incident. (A detailed account of the incident can be entered into the Case Notes tab.) This field will automatically resize and show up to ten lines of text before the scroll bar displays.

Intake Info - Intake information is automatically entered when you use a Neos Intake Sheet and then make it a case. The information can be added manually or modified. Enter the Intake Date and select the Intake Staff.

If your firm has the LawToolBox Integration, Deadlines can be calculated off of your Case Dates.

Case Dates - Case Dates are defined by Case Type in the Case/Matter Type Directory. Labels are created in the Case Date Labels Mini Directory. The case dates serve several purposes. They act as reference dates for the checklist, potentially triggering tasks. They can be merged into documents or used in reports. They also act as a quick reference for important dates in the case. As they become known and applicable, enter the dates in MM/DD/YYYY format.

Checklist items are assigned to staff based on their Staff Role in the case. Staff Roles are defined by Case Type on the Staff Assignments tab in the Case Type/Matter Directory. Default staff assignments can also be set for each Staff Role per Case Type which will auto-populate the staff assignments on the Case tab of a case. When not using default staff assignments or to change a staff assignment, click the dropdown next to the appropriate staff role and select the desired Staff Code.

If your firm has the eLaw Integration, motions can be synced to the Case as Dynamic Layouts and appearances can be synced to the Case as Case Calendar events.

Case Title – Enter the title of the Case. The case title is a useful field for merging into pleadings and other documents and is also available as possible criterion when performing a search.

Docket – Enter the docket number of the case, up to 35 characters.

Court – Court is a searchable names field allowing for a name to be searched in Neos to select an existing provider. Enter a fragment of the Court's name and click the search icon or ENTER. The Name Results List will display a list of matching results. Select the desired name from the search results and click the Select button to insert the name into the field.

To create a new provider, click the + icon on the left navigation pane and select Add Provider.

Judge – Judge is a searchable names field allowing for a name to be searched in Neos to select an existing provider. Enter a fragment of the Judge's name and click the search icon or ENTER. The Name Results List will display a list of matching results. Select the desired name from the search results and click the Select button to insert the name into the field.