Skip to main content

Emailing Documents

Case 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 the proper permissions to access the Documents Tab.

Staff emails must be activated within Settings > Staff Information to use this feature for the first time. To activate: Click the Activate button next to the Email field. Enter the staff email on the Activate Email window, then click the Activate button. Enter the staff's Microsoft 365 login credentials to complete the activation process.

To email one or more Case document(s):

  1. Navigate to the desired Case and select the Case Documents Tab.

  2. From the list view, use the checkboxes to select one or more documents and click the Bulk Actions dropdown or select the down arrow menu of a single document.

You may also open the detail view of a single document and click the Email File button.

NOTE: A warning message will display if the staff email is not activated and either of the Email Document functions are selected. See the above steps for staff to activate their email for the first time when using this feature. Click the Staff Profile button to be redirected to initiate this setup.

3. A New Email window will display. Use the To dropdown to select email accounts from the current Case. To email any recipient, simply type their email as a custom value in the field, then hit the Tab key or select the custom entry from the dropdown. The To field is required to Send from Neos, Schedule, or Open in Outlook.

4. 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.

NOTE: All recipient fields (To, CC, and BCC) are grouped by Contacts and Case Staff. Click the down arrow to expand each subsection. Emails are displayed below each Contact and Case Staff.

  • Contacts – Contains the names and email addresses of all contacts within the Case.

  • Case Staff – Contains the Staff Codes and email addresses of the staff who are selected in the "Assigned To" section of the Case Tab.

5. Enter the Subject of your email.

  • For a single document, the "<First Party Full Name> (<Case Number>): <Document Title>" will display.

  • For multiple documents of the same case, the "<First Party Full Name> (<Case Number>)" will display.

  • For multiple documents of different cases, the "<number> Documents" will display.

6. 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.

7. 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 documents in the Case.

Deselect the Show Case Documents Only checkbox to include all documents inside Neos. Search can be used to locate documents by title. Documents can be filtered by Type, Category, and Tags. Attachments are added to the email in the order in which they are clicked. [screenshot]

8. Choose your preferred Attachment Format: PDF, Original, or Link.

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 Neos 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.

9. When ready, click the Send button to send the document and entered text to the selected recipients immediately.

10. 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.

11. 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 schedule 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.

NOTE: The custom date/time cannot be in the past.

The scheduled email will be sent based on the signed-in Staff's time zone from Staff Profiles.

12. 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.

13. The received email will display the default or entered 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 Case with a Note Topic of "Email Sent". To save the email to the Notes Tab when sent from Outlook (Open in Outlook option), you will need to navigate to your Sent folder in Outlook and tag the email to the appropriate Case.

Emailing Document(s) as 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.

  1. 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 First Party Name, Case Number, and Document Name will display in the Subject field.

    c. The document(s) as PDFs will display in the Attachment section.

  2. Adjustments can be made as needed to include any additional information.

  3. Click the Send button at the top 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.

  4. Click the trash can to discard 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 trash can button will keep the draft in your Outlook. As a best practice, you may want to review your Drafts folder for any unnecessary drafts.

  1. A new Outlook email tab will open within your browser with the selected document(s) as a link in your firm's SharePoint.

    a. The selected or typed email(s) will automatically display in the To field.

    b. The First Party Name, Case Number, and Document Name will display in the Subject field.

    c. The document(s) as links in SharePoint will display in the Attachment section.

  2. Adjustments can be made as needed to include any additional information.

  3. Click the Send button at the top 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 trash can to discard 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 trash can 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 case 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

  1. A new Outlook email tab will open within your browser with the selected document(s) in the original format.

    a. The selected or typed email(s) will automatically display in the To field.

    b. The First Party Name, Case Number, 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.

  2. Adjustments can be made as needed to include any additional information.

  3. Click the Send button at the top 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 trash can to discard 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 trash can button will keep the draft in your Outlook. As a best practice, you may want to review your Drafts folder for any unnecessary drafts.

Did this answer your question?

Related Articles