Your Outlook emails can be linked to any Case, Intake, or Provider within Neos when Office 365 is connected in your Staff Profile. Multiple selected emails, including attachments, will be saved as an entry on the Notes and Documents Tabs of the linked Case, Intake, or Provider. A Case, Intake, or Provider can be located by Alt Case #, Case/Intake #, Case Name, Party Name, Party Email, Provider Name, or Provider Email. Received emails and emails in your Sent folder can be tagged in Neos.
The Tag and Send option allows new emails in Outlook Online and New Outlook Desktop to be tagged to Neos AND immediately sent to the recipient. "Tag and Send" should only be used when you are ready to send your email.
Attachments are saved to your firm's SharePoint and Case Documents Tab and linked to the note. Once the email(s) (and attachment(s)) are tagged to Neos, they can be deleted from Outlook, if desired. The tagged email(s) will still be accessible from the Notes Tab in Neos, with the option to download the original email and open using your default mail program. Refer to Actions for Emailed Notes for more information.
NOTE: If the tagged email does not show the full thread in Neos, check that the email address is added to the Safe Senders List in Outlook.
To tag one or multiple emails to Neos:
In Outlook, select the desired email(s). Multiple emails can be selected using Ctrl + click. The Case Info option will be disabled when multiple emails are selected.
Click the Tag Email button
from the add-in menu.NOTE: Make sure your Reading pane is visible on the right or bottom (View menu > Reading pane) to easily access the Neos Outlook Add-in.
Neos will automatically search by Provider Name. Matching Cases and Providers will display in the Matching Email section with a maximum of 5 results.
If no Cases, Intakes, or Providers are found, your recent search history will display under the Recent section.
Use the search field and criteria dropdown to search by Alt Case #, Case/Intake #, Case Name, Party Name, Party Email, Provider Name, or Provider Email. Provider Name is the default criterion. When the criteria filter is changed, the Outlook Add-in will store your last selection in the cache.
Click the magnifying icon or hit the ENTER key to refresh the results list. The first 30 results from your search will display. Scroll down to access the next set of 30, if additional results are applicable. Parties in a Case will display in your search results, regardless of their position in the Party Tab (i.e., First Party). See example below.
NOTE: The Search field utilizes the same functionality when performing a full or partial Name search in Neos (excludes AKA Name). Suffixes and Prefixes are not required. Refer to Accessing Neos Search for more information.
Select the Case, Intake, or Provider from your search results.
To also post attachments from the email to the Neos Documents Tab, select the Include Attachments check box. Each attachment name will be listed with the option to specify the Document Type and Category. Highlight the existing text and type into these fields to quickly filter to the desired Type and Category. The case folder within the SharePoint > Clouddocs > CaseFiles for the selected Case must already be created (by adding a document from the Case > Documents Tab), otherwise an error could occur when tagging emails and attachments.
NOTE: Including attachments of multiple selected emails (in bulk) will be a future enhancement.
Use the Topic dropdown to select the note topic you wish to set for the selected email(s). The single selected topic will be applied to all selected emails. Note topics are configured in the Note Topics Mini Directory. This is a required field and will default to "Email".
Click the Tag Email button. All selected emails will be tagged to the selected case.
NOTE: When selecting emails that already have the Neos Tag, the following will display in the Neos for Outlook pane.
The email will contain a tag in Outlook, categorized as "Neos".
NOTE: The Neos category color can be changed in Outlook > Settings > Categories.
Once the email is tagged successfully, it is posted to the Notes Tab of the linked Neos Case or Intake with a Type of "Email". Attachments are listed above the email. Attachments can be previewed by single-clicking or opened by double-clicking.
The tagged email displays with the Date/Time, From, To, CC, Subject, and Body fields of the email. Only the Staff and Topic fields of a tagged email can be modified.
All attachments are posted to the Documents Tab of the linked Neos Case, Intake, or Provider.
TIP: The Type column refers to the Document Type, which is the folder where the document is saved within your firm's SharePoint for the Case. These are defined in the Document Type Directory. Category is used to determine the type of document, such as Photos or Police Report. These are defined in the Document Categories Mini Directory.
Tag and Send Email
To ensure Neos retains the final sent version of an email, the Tag and Send option can be used to tag your draft email and immediately send to the listed recipients. This option will save you time and reduce the number of clicks to tag emails to Neos. The Tag and Send option should only be used when you are ready to send your email.
NOTE: The Tag and Send feature in the Neos for Outlook Add-in is only available on Outlook Online and New Outlook Desktop.
To ensure you are running on the latest version of the Neos for Outlook Add-in, navigate to Outlook Online, click the More Apps button 
> Add Apps > Manage your apps > select "Neos for Outlook" and then click Open.
On a final draft email, follow steps 1-6 to locate the desired Case. Your email draft must contain a recipient to proceed; otherwise an internal server error will display when Tag and Send is clicked.
Click the Tag and Send button.
NOTE: You cannot make any further edits when Tag and Send has been clicked.
The email draft will be tagged to the Notes Tab (and Documents Tab for attachments) of the selected Neos Case AND will immediately send the email to the listed recipients.
If the entered email is invalid or there are no recipients, the following error will display in the Outlook Add-in. Review the To, CC, and/or BCC fields as needed to ensure accuracy and try the Tag and Send process again.
With Version 1.2.125.418, the Neos Outlook Add-in now suggests the Case, Intake, or Provider for selected replies or forwarded emails within the same thread of previously tagged emails.
Select an email within the same thread.
Within the Neos Outlook Add-in, click the Tag Email option.
A new Tagged In Thread section will display at the top showing the Case/Intake or Provider that the email within this thread was previously tagged. This is helpful to quickly tag email replies to the same location.
NOTE: In order to access the Tagged In Thread section, you must be using the New Outlook version and ensure that your View > Conversations setting says "Show each message separately".
Troubleshooting
If you encounter a problem tagging an email using the Outlook Add-in, you may notice an error banner and notification inside Neos.
If the issue is related to tagging emails with attachments, you may notice an error banner and notification inside Neos.
