Provider documents can be emailed as a PDF, a Link to your firm's SharePoint, or as a Copy.
When a Document is sent as a Link, the recipients receive an email with a link to that document in your firm's SharePoint. This option is best reserved for staff inside your organization or those you grant SharePoint permissions in order to access the linked document. Refer to Emailing Documents as SharePoint Links for more details.
This feature also allows you to schedule and send documents from within Neos.
NOTE: You must have at least Enabled permissions to Provider > Documents Tab.
Staff emails must be activated within Settings > Staff Profiles to use this feature for the first time. Refer to Microsoft Office 365 Staff Activation for activation instructions.
To email one or more Provider document(s):
Navigate to the desired Provider and select the Documents Tab.
From the list view, use the checkboxes to select one or more documents and click the Bulk Actions dropdown or select the down arrow of a single document.
You may also open the detail view of a single document and select the Email file button.
NOTE: A warning message will display if the staff email is not activated and the Email option is selected. See the above link to activate staff emails for the first time when using this feature.
An New Email window will display. Use the To dropdown to type the recipient email as a custom value in the field, then hit the Tab key or select the custom entry from the dropdown.
NOTE: The To field is required to Send from Neos, Schedule, or Open in Outlook.
The New Email window now 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 select an active email or type an email as a custom value.
The Subject field contains the [Provider Full Name]: [Document Title].
When you want to share a quick document, Neos has added a text field with font, color, and alignment options, saving time from opening a separate Outlook tab in your browser.
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 Provider documents in Neos.
Choose your preferred Attachment Format: PDF, Original, or Link.
NOTE: 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 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 documents in Neos.
When ready, click the Send button to send the document and entered text to the selected recipients immediately.
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.
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. Click Done when complete to send 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.
A confirmation banner will display when the email has been sent/scheduled to be sent.
NOTE: Microsoft now allows files up to 150MB to be sent/received. Confirm your recipient's maximum file size for their email service when emailing large files over 25MB. Consult this Microsoft article "Send large files with Outlook" for workaround options, such as file compression, image size reduction, emailing as a link from your firm's SharePoint, or providing access to such files in a separate SharePoint folder. Alternatively, file-sharing sites like ShareFile or Dropbox can be used when sending large files.
The received email will display the Provider Name: Document Title as the email subject, selected document(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 Provider with a Note Topic of "Email Sent". To save the email to the Notes Tab when sent from Outlook (Open in Outlook option), you would need to navigate to your Sent folder in Outlook and tag to the appropriate Provider.
Emailing Document(s) as a PDFs
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 document(s) converted to PDF and attached.
a. The selected or typed email(s) will automatically display in the To field.
b. The Provider Name and Document Name will display in the Subject field.
c. The document(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 either the top or bottom 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 Discard 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 Discard button will keep the draft in your Outlook. As a best practice, you may want to review your Drafts folder for any unnecessary drafts.
Emailing Documents as SharePoint Links
A new Outlook email tab will open within your browser with the selected document(s) as a link in SharePoint.
a. The selected or typed email(s) will automatically display in the To field.
b. The Provider Name and Document Name will display in the Subject field.
c. The document(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 either the top or bottom 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 Discard 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 Discard button will keep the draft in your Outlook. As a best practice, you may want to review your Drafts folder for any unnecessary drafts.
4. The recipient(s) will receive an email with the link to the Provider documents file contained in your firm's SharePoint. Click the link to access the file.
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 link for more details: https://docs.microsoft.com/en-us/sharepoint/change-external-sharing-site
Emailing Document(s) as Original
A new Outlook email tab will open within your browser with the selected document(s) as a copy in the original format.
a. The selected or typed email(s) will automatically display in the To field.
b. The Provider Name and Document Name will display in the Subject field.
c. The document(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 either the top or bottom 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 Discard 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 Discard button will keep the draft in your Outlook. As a best practice, you may want to review your Drafts folder for any unnecessary drafts.