Events can be scheduled from the Calendar Tab by selecting a time or date slot in the Calendar View or using the + New Event button. An Event Details window will display, where you enter General and Associated Case data. Once saved, the event will be displayed on the calendar(s) for all attendees.
An Organizer field has been added to all events in the Neos Calendar. When your Neos Calendar is connected to Office 365, Outlook becomes the driver of the calendar events and prevents the organizer of an event from being modified, which has caused confusion when assigning events to other staff in the firm or when removing them from specific calendars.
NOTE: The Organizer can only be changed when scheduling new events in Neos. Refer to the Organizer field description in this article for more details.
Additional changes have been made to the way the Neos Calendar handles events that are not in Outlook. Events that were migrated from Needles or created prior to turning on the Office 365 integration may have only appeared on your Neos Calendar. If these events were linked to a Case, they can be sent to Outlook from the Case Calendar Tab. If they are not associated with a case, this data can be exported from Neos by engaging our Professional Services team. NOTE: This may be billable and will be discussed when you connect with Professional Services.
To schedule a new event:
From the Calendar tab, click the desired time slot within the Calendar View or click the + New Event button above the Calendar.
NOTE: Using the +New Event button, all new events will be created with a 30-minute duration starting and ending on the current date.
Enter the following fields on the Event Details window. [screenshot]
Subject – Enter the event subject in the text field. The subject will display in the event within the Calendar View.
Start – Enter the start date and time of the event. Click the calendar icon
to open the date navigator. Click the clock icon
to select a time or type the desired time. The default start date is the current day (or the date selected in the Calendar Graphic) with a duration of 30 minutes.
End – Enter the end date and time of the event. Click the calendar icon to open the date navigator. Click the clock icon to select a time or type the desired time. The default end date is the current day (or the date selected in the Calendar Graphic) with a duration of 30 minutes.
NOTE: The End date/time cannot occur before the Start date/time.
Outlook Reminder – Use the dropdown to select the amount of time prior to the event that you would like to be reminded. Reminders can be set from the time of the appointment up to 2 weeks before. New events are set to 15 minutes by default.
All Day – Click the checkbox to schedule an event that is all day or has no specific start or end time, such as a holiday or birthday. This selection will hide the time on the Start and End fields.
Recurrence – To set the event recurrance, click the Edit button. New events do not repeat by default. Recurrance Repeat is set to Daily by default.
• Repeat – Use the dropdown to select how often this event should recur (Daily, Weekly, Monthly, or Yearly). Your selection will determine the options that display below.
• Daily - every # Day(s) – Use the arrows to enter the number of days the event should recur.
• Weekly – every # Week(s) – User the arrows to enter the number of weeks the event should recur.
• Repeat On – Select the day(s) for this event to recur.
• Monthly – Select either Day (nth number) or Interval to specify how often every month the event should recur.
• Day – Select the date that this event should recur each month.
• Interval – Select interval (First, Second, Third, Fourth or Last) and day of week that this event should recur for each month.
• Yearly – Choose the month that this event should recur.
• Day – Select the date that this event should recur each year.
• Interval – Select interval (First, Second, Third, Fourth or Last) and day of week that this event should recur for each year.
• End – Use the dropdown to select either Never, Until or Count in which to end the event recurrence. A preview of your selection will display below each.
• Never – When selected, the event will continue recurring in the specified pattern without an end date.
• Until – When selected, use the calendar icon to select a date by which to end the event recurrence.
• Count – When selected, use the up and down arrows to set the number of occurrences after which to end the appointment.
Click the Save button to save recurrence changes and close the window. Click the Cancel button to revert any selections to your previously saved recurrence setting and close the window. The saved recurrence will display on the Event Details window. Recurring events have a recurrence icon
.
[screenshot]
Organizer – Displays the Staff Code of the user who owns the event. Organizer is a required field. The Staff Code of the selected calendar will display by default. Use the dropdown to change the Staff when calendaring for someone else in your firm. Only Staff with an activated email in Staff Profiles will display in the dropdown. Staff must have Can Edit permissions in Microsoft 365 Outlook in order to schedule events on behalf of others.
NOTE: If a user does not have the proper editor permissions to the selected Staff's calendar, the Organizer field will display a validation message and the Save button will be disabled.
[screenshot]
The organizer can still be the staff or creator of the event or the calendar that was used to create the event. Once a new event has been saved, the Organizer cannot be modified.
Show as – Use the dropdown to select the desired event display. Events can be shown as Busy, Free, Out Of Office, Tentative, or Working Elsewhere. New timed events are set to "Busy" by default. New All Day events are set to "Free" by default.
Type – Select the appointment type from the dropdown. Type options are defined in the Appointment Type Mini Directory. The selected Type displays on the event popup in the global Neos Calendar.
Attendees – Use the dropdown to select the staff you wish to assign to the event. When multiple staff are selected, the total number will display in the field. The event is automatically assigned to the Organizer by default.
Staff Groups can be selected by clicking the + Groups blue text. Use the dropdown to select one or more staff groups and click Save. All staff within the selected staff group(s) will be inserted into the Attendees field.
Attendees can be added using their email address. Type an external email address to send the Calendar event to anyone outside of your firm (e.g., the client, co-counsel, and adjuster). Hit the Tab or Enter keys or select the entered email to insert the custom value.
NOTE: Only Staff will continue to display in the appointment preview popup. However, all attendees (Staff and external emails) will display in the Attendees field on the appointment detail view.
The Neos appointment will be emailed from the Organizer to external attendees with the Subject, Location, Date/Time, Organizer, and Description. Attendees should RSVP or click the attached invite to add the event to their calendar using their mobile or desktop device.
Location – Enter the location of the event in the text field.
Status – Use the dropdown to select the event status. Statuses are configured in the Appointment Status Mini Directory. The Status color appears on the event popup in the global Neos Calendar.
Description – Enter details about this event. Description does NOT have a character limitation.
Associated Case
Data in the Case #/Intake #, Party, Court, and Judge fields can be opened by double-clicking the blue hyperlinked text.
Case #/Intake # – If the event pertains to a case or intake and you have not completed the Party field, enter the Neos Case or Intake Number and use the Search icon to select the desired case/intake. The Party, Court, Docket #, and Judge fields will automatically populate from your selection when the information exists in the selected case. Use the Counsel dropdown to select the corresponding Counsel for that case.
Party – You can associate an appointment with a particular party or case. Type into the Search field and click the magnifying glass to search for a name. You may also click the magnifying glass to display a blank search with your most recent search queries. When a name is located, click the Select button to insert the name into the Party field. If a case/intake is attached, the Case #/Intake #, Court, Docket # and Judge fields will automatically populate if data exists.
Docket # – The Docket number will automatically display when you enter the Case # or Party. To change the Docket number, enter a new number into the text field.
Court – The Court name automatically displays when you enter the Case #/Intake #, Party fields. You may enter a different court name by typing a fragment of the name and using the Search icon to choose from the search results list.
Judge – The judge's name automatically displays when you enter the Case # or Party. You may change the Judge by entering a fragment and clicking the Search icon to choose a name from the search results list.
Counsel – Use the dropdown to select a Counsel entry from the associated case. You may enter a different counsel name by typing a fragment of the name and using the Search icon to choose from the search results list.
NOTE: Many events, such as staff meetings and vacations, do not pertain to a specific case. For these events, leave the Party field blank. However, the Case # field must be completed to see the event in the Case Calendar tab.
3. Click the Save button to save the new event to the calendar of all assigned staff. When the X is clicked at the top of the Event Details window, the new event will be discarded without warning. To discard all changes and revert to a blank Event Details window, click the Discard Changes button.
When one user schedules an appointment for another user, the user involved will receive an email with the calendar invitation. When they accept, it will display in all areas where their calendar is linked in Microsoft 365 (e.g., Outlook, Teams, Neos).
NOTE: When attendees accept appointments in Outlook, you, as the organizer may receive responses in your inbox. If you do not want these responses to show in your inbox, check the Automatically process meeting requests and responses to meeting requests and polls box shown below for each user (Outlook > File > Options > Mail > Tracking). Only when an attendee has responded with a comment will the email display in the organizer's inbox.
