Generating New Provider Documents
Documents can be inserted into the Provider using a template. Templates are created using tags in the Neos Word Add-in or a PDF writer (e.g., Adobe Acrobat DC) and uploaded to the Template Setup. PDFs with fillable fields can be associated with Neos tags in the Template Setup. Information from the Provider is inserted into the template to create the document using the Document Generation process.
Neos includes a Document Generation Wizard as the complete solution for all your document generation needs. Save hours of staff productivity when creating documents for a Provider.
NOTE: You must have Add permissions to Provider > Documents Tab to add Provider documents.
Refer to Template Setup for details on creating and inserting Word templates, as well as adding PDFs with fillable fields to be coded in Neos.
To add a document using a saved template:
Click the + Generate New button above the Documents grid.
Choose your templates: On the Generate Documents wizard, click to select the desired template(s). Only templates that have a valid SharePoint link with a Template Type of Name will be displayed.
Templates can be located using a 'contains' search, by Template Type, and by Document Type. Click the Clear filters button to return to the full list of templates. Columns can now be resized by hovering over the far right of a column heading.
A preview of the last selected template will display in the right pane.
Click the Next button to proceed.
Fill in templates: In step 2 of the Generate Documents wizard, each of the selected templates will display with options to select or fill in the corresponding parameters matching the inserted tags. Only parameter dropdowns that relate to the current Provider will be displayed.
The kebab menu displays the option to Copy to case on remaining templates. This feature will copy your selection on this current field to the other selected templates that also have the same field name.
The View Document Template button displays a full preview of the selected template. This is useful for ensuring you have selected the correct template.
NOTE: Neos data has not yet been entered into the tags in the template.
The following fields relate to the Documents Tab and are always displayed.
File Name – The default file name shows the name from the Template Setup; however, you may choose to rename it to match the current Provider by selecting the current file name.
Type – Choose the applicable document from the list defined in the Document Types Directory. The generated document will be saved in the selected Document Type folder in your firm's SharePoint.
Category – Choose the applicable document category from the list defined in the Document Categories Mini Directory. The generated document will be saved in the selected Category folder in your firm's SharePoint.
Multi-Document Generation
Templates can be generated multiple times for the current Provider. Separate documents will be created and then filed directly in the Provider Documents Tab.
Click the + at the end of the File Name field to copy a template. A tabbed arrow will display showing a duplicate of the previous line.
Click the delete icon to remove a duplicated template.
The kebab menu allows you to quickly copy the current selection to all templates in this column. In the example below, Copy to all cases in this column will insert 'Correspondence' as the Document Type in the next row.
NOTE: Neos automatically names Provider documents with the File Name from the selected Template. The File Name can be adjusted in this step if needed by clicking into the field.
Generate Documents with DocuSign
If your template contains any DocuSign tags from the Name Merge Type, a DocuSign field will display in step 2 of the Generate Documents wizard. This feature is now applicable for both Word and PDF documents.
Date Signed – Inserts the current date when the recipients signs the document.
Initial – Inserts the recipient's initials at the time of signing the document.
Optional Attachment – Allows the recipient to include an attachment before finishing signing the document.
Required Attachment – Requires the recipient to include an attachment in order to finish signing the document.
Signature – Inserts the recipient's signature.
When an attachment has been added to the signed document, it will be downloaded to Neos and related to the original document in the Provider as a child item shown below. The signed document PDF and any included attachments [pending answer from Tim Carroll – 12/26/24] will also be emailed to the recipient.
Use the dropdown to select the contact(s) to send this document via DocuSign. Available recipients are Providers that have an email address.
Click the Send SMS text checkbox for DocuSign to send the link as a text message to all selected recipients with a saved Mobile number. This checkbox will only be enabled when at least one contact is selected in the DocuSign field AND your firm's DocuSign account includes SMS delivery (see below).
NOTE: A mobile number must be saved to the selected name's Provider tab in order to send the link via SMS. If the selected recipient does not have a saved mobile number, they will not receive an SMS message.
SMS delivery is available as a separate add-on to standard or higher DocuSign eSignature direct plans. Review SMS Delivery for Notifications for additional details and pricing.
NOTE: If your firm's DocuSign account does not include the SMS notification delivery add-on, the Send SMS text checkbox will be disabled with the following tooltip.
The following is an example of a recipient's received text message.
The recipients will be instructed to select the link and then consent to receive SMS messages from DocuSign.
They may also be asked to verify the email to which your firm sent the DocuSign envelope request. If the recipient declines, the request will be voided.
If the recipient did not receive a text from DocuSign, ensure they have a Mobile number saved to their Provider tab (review the Name's Phone details and DocuSign account history) and confirm they did not previously opt-out of DocuSign SMS.
Recipients that have opted out of SMS delivery would need to opt back in to receive texts from DocuSign.
While Neos does not keep a record of the selected recipients, log in to your DocuSign account to see a history of this and other envelope details.
7. Click the Generate Documents button on the bottom right to insert the selected information into the template and create a new document. A progress window will display during document assembly.
8. A confirmation window will display in the bottom right of Neos with the document File Name and current File Path. You may keep this window open (remains displayed on any other Neos screens), click the down arrow
to minimize the window (any subsequent generated documents will display below the first item), or click the
to close the confirmation window. The check icon
means the document was generated and added to the Documents Tab successfully. Click the File Name to open the generated document.
9. When multiple documents are generated at one time, they are batched together. Click the dropdown arrow to view the list of generated documents. Select the View Batch button to open the Browse Documents tab showing all documents within the batch.
10. Generated documents will be automatically added to the Documents Tab for the current Provider with the File Name and a number appended for each additional document, unless the file name is changed as noted above in Multi-Document Generation, prior to generating the document(s). SharePoint controls the file name conflicts and adds the next sequential number accordingly when documents have the same Name.
11. Templates that contain DocuSign tags will be automatically sent to the selected recipients in an email and text, if applicable, via DocuSign to sign, date and/or initial.
12. When complete, the document will be added to the Provider Documents Tab in Neos. The recipient will also receive a text when all parties have completed the document with a link to download the final version for their records.
13. Click the document name in the Name column of the Documents Tab list view to review the generated document. Word documents will open based on Link Handling settings in the Staff Profiles. PDFs will open in your browser. Refer to Viewing Provider Documents in SharePoint for more details.
14. It is imperative that you review the generated document to ensure the tags were filled in properly with content from Neos.
15. Changes can be made directly within the web-based version of Microsoft Word or you may open the document in your desktop version, using the Open in Desktop App button in the Editing menu. All modifications are automatically saved. PDFs can be edited as needed in a PDF writer (e.g., Adobe Acrobat DC). Refer to Editing Provider Documents in SharePoint for more details.
NOTE: Changes to tags can be made in both Word online or Word desktop using the Neos Word Add-in. Refer to Inserting Document Tags for more details.
16. The completed Word document can be distributed from within Word Online using the Share button or saved/distributed using the desktop application. The completed PDF can be downloaded or printed.
Refer to Emailing Provider Documents for more distribution options from Neos.