Documents can be added to the Documents Tab of a Provider from your computer or from a template. Files and emails can also be dragged and dropped into Neos.
NOTE: You must have Add permissions to Provider > Documents Tab to add documents.
To upload a document:
Click the Upload button above the Documents grid on the Documents Tab list view.
A new Document detail view screen will display. Enter information in the Document Details section. New standard fields (highlighted in blue) have been added, allowing your firm to more easily categorize and filter documents.
File Name – Click into the field to display the Open window from your browser, to search for a document. This field is required.
Date – Defaults to the current date. Use the calendar icon
to select a different date on the pop-up.
Sent Date – Set the date the file was sent.
Received Date – Set the date your firm received the file.
Due Date – Set the date the document should be returned to your firm.
Created By – Defaults to the logged-in staff. Use the dropdown to select a different staff.
Type – Use the dropdown to select the document type, from the list defined in the Document Types Directory. If a background color has been configured, it will display in the list view and in Browse Documents.
Category – Use the dropdown to select the category, from the list defined in the Document Categories Mini Directory.
Tags – Select one or more criteria to further classify the document. Document tags are created in the Tags Mini Directory. Tags aid in locating documents from the Documents Tab list view and Browse Documents.
Subject – Use the single-line text field to enter up to 8,000 characters about this document.
Notes – Use the multi-line text field to enter up to 8,000 characters.
Document Summary – Use the multi-line text field to enter a summary of the document. This field can also be used in conjunction with NeosAI. There is no technical character limit to this field.
User-defined fields that have been created for the Documents Tab of the selected Provider Role will display below the standard fields.
Delivery Info
Your firm can now track details related to document delivery, tracking numbers, and other important dates.
Click the plus icon on the far right of the Delivery Info section to open the Create Delivery Info window.
Enter the following details. All fields are required. Click Save when complete.
Date – Enter the date that the document was sent.
Delivery Type – Select the type of delivery service that was used for this document, e.g., Certified Mail, Hand Delivery, etc. Types are defined in the Delivery Type Mini Directory.
Notes – Enter additional information about the document.
3. Click the Save button to insert the document as an entry in the Provider Documents Tab and upload it to your firm's SharePoint. When the Document Type is selected, the document is saved in a subfolder of that type within your firm's CloudDocs ProviderFiles document library.
4. The current File Path of the document added from your computer will display on the Complete window in the bottom right of Neos.
Drag/Drop Documents and Emails
Documents can be uploaded in bulk from your computer by dragging and dropping them into the Neos Documents Tab list view.
NOTE: While zipped folders can be dragged and dropped into Neos, the individual files within a compressed zip folder must first be extracted before they can be added, otherwise, you will see an error icon
in the process window.
Documents from your Outlook desktop can also be dragged and dropped directly into the Documents Tab (Windows PC only). In addition, emails (including attachments) can be inserted using this method, however, the attachments will not be listed separately in the Documents Tab.
NOTE: For emails that are dragged and dropped into the Documents Tab, Outlook will move the selected emails to your Deleted folder.
Once dropped into the Neos Documents Tab, an Upload files window will display with each selected item.
Choose the appropriate Type, Category, and Tags, as necessary for each listed item.
You may also Bulk update selected or all files using the checkboxes. Choose the Type, Category, and/or Tags to set for all selected items. Click the Apply button to copy the selections to each item in the grid. You may individually change each field if needed. Then, click the Save button to insert the items into the Provider Documents Tab with your selections.
When the File name of an email is selected in Neos, the item will open the .msg file in an Outlook email window.
When the document(s) are uploaded to the Documents tab, the current File Path of each document will display on the Complete window in the bottom right of Neos.
