Documents should always be managed in the Neos Documents Tab List View. It is not recommended to use your local File Explorer with SharePoint. Neos does not support this functionality and could result in files not linking properly in SharePoint.
If a Case/Intake document only exists in your firm's SharePoint, follow this guide to properly add it in Neos.
NOTE: Documents that exist in other CaseFiles can be added to the current Case using the Documents Tab Import option.
All documents added from Neos have an Author. If the Author field is blank, this means that the document only exists in your firm's SharePoint and is not visible in the Documents Tab List View, nor in Browse Documents.
When any change or action is performed in the Neos Folder View for a SharePoint-only document [e.g., clicking the Details button to open the preview pane], it will be added to Neos and matched using the first-level (Document Type) and second-level (Category) folders from the path in SharePoint.
If only the first-level folder matches the exact text, Neos will assign the Document Type and move the document.
If only the second-level folder matches the exact text, Neos will move the document to the root Case Folder. [The first-level folder (Document Type) must match in order to assign the matched second-level folder (Category).]
If both the first and second-level folders match, Neos will assign the Document Type and Category and keep the document in the current location.
If the first AND second-level folders do not match, Neos will move the document to the root Case Folder.
NOTE: During this process, the document from SharePoint is added to Neos, so a notification will not display.
After a change occurs (e.g., assigning the Document Type), the signed-in Staff becomes the Author of that document and is now added to Neos, making it viewable in the Documents Tab List View and Browse Documents. The new path is shown in the Details section.
NOTE: For documents that exist in both SharePoint and Neos, when a change is made to the Document Type or Category in Neos, that document will always be moved to the folder of the selected type and/or category (in Neos and SharePoint).
Changes to other Neos fields (e.g., Date, Author, etc.) will only trigger the document to be moved if it does not currently exist in the location specified by the type and category (e.g., the document was manually moved in SharePoint).
For example, if a document was added to Neos under "Client > Photos" but later changed in SharePoint to "Client > Pictures", when a field change is made (e.g., Author), Neos will override your changes in SharePoint and move the document back to its original location (e.g., Client > Photos).