Documents can be inserted into the Case/Intake 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 Case/Intake or 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 document packets for a case. Quickly generate pre-trial letters and court forms by selecting multiple value, medical, and insurance providers at one time.
NOTE: You must have Add permissions to Case > Documents Tab.
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 New Document button above the Documents grid.
Choose your templates: On the Generate Documents wizard (now opens in a separate Neos tab), click to select the desired template(s). Only templates that have a valid SharePoint link with a Template Type of Case 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 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 options to select or fill in the corresponding parameters matching the inserted tags. Only parameter dropdowns that relate to the current Case 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. In the example below, 'Abbott, James' will not be copied to the Party field in the other template because the field does not match the 'Parties Select Injured Party' field.
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 Case/Documents Tab and are always displayed.
Case Name/Number – Displays the Case number and first Party Name.
File Name – The default file name shows the name from the Template Setup; however, you may choose to rename it to match the current Case 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.
When tags exist in your template (created using the Word Online Add-in), those fields will display in the Fill in templates section of the Generate Documents screen. Additional Counsel, Insurance, and Party information is now present in the dropdown for these tags. Ensure that data exists in those fields (shown in bold) on a Case. For example:
Counsel Tags
Displays: Counsel Full Name, Representing Full Name, Party Role
If the Counsel is representing more than one party, "et. al." will display after the first party and role.
Insurance Tags
Displays: Insurance Type, Insurer Full Name, Party Full Name, Party Role
Party Tags
Displays: Party Full Name and Party Role
User Tab Lists now display entries by Provider Name to easily access the most relevant fields in the dropdown.
Document Layout tags within your template can be used to prompt for a record from the Dynamic Layout used in the current Case. Each record will show the Date and Title column in the dropdown.
Multi-Document Generation
Templates can be generated multiple times for multiple Parties and Providers. Separate documents will be created for each Party addressed to a different Provider, then filed directly in the Case Documents Tab.
Multiple Documents can also be generated for multiple Cases/Providers from Advanced Search.
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 'Black, D.D.S., Dr. Bruce' as the Provider in the next row.
NOTE: Neos automatically names documents with the File Name – Party - Provider when generating multiples of the same template for different Parties/Providers. The File Name can be adjusted in this step if needed by clicking into the field. Regardless of the File Name change, Neos will append the selected Party(ies) – Provider(s) (based on tag order) to each document file name upon creation.
Generate Documents with DocuSign®
If your template contains any DocuSign tags from the Case Merge Type, a DocuSign field will display in step 2 of the Generate Documents wizard. This feature is applicable for both Word and PDF documents.
Date Signed – Inserts the current date when the recipient 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 Case as a child item shown below. The signed document PDF and any included attachments will also be emailed to the recipient.
Use the dropdown to select the contact(s) to send this document via DocuSign. Available recipients are those whose names appear in the Case (Party, Provider, or Name) and contain 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, when the Generate Documents button is clicked. 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.
NOTE: A mobile number must be saved to the selected name's Party 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.
NOTE: If SMS consent has not been granted and the Send SMS text checkbox is selected for an additional document, the following error will display in Neos. Ensure that the recipient has explicitly consented to receive text messages.
If the recipient did not receive a text from DocuSign, ensure they have a Mobile number saved to their Party tab (review the Name's Phone details and DocuSign account history) and confirm they did not previously opt-out of DocuSign SMS.
Recipients who 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 above 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 Case with the File Name and the Party – Provider appended. 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 Case 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 Case 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. In the example below, the highlighted area requires an adjustment due to missing data.
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 Documents in SharePoint for more details.
NOTE: Changes to tags can be made in both Word online and 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 Documents for more distribution options from Neos.