PDFs can be added to the Template Setup in Neos for use with Document Generation. The Template Setup allows PDFs with fillable fields to be merged with Neos fields. After mapping is complete, Neos will attempt to insert data or prompts as it relates to the Case during document assembly.
Fillable fields can be manually created using Adobe Acrobat DC or any other PDF writer. Click HERE to learn how to insert fillable fields in Adobe©.
NOTE: You must have at least Enabled and Add permissions to Directories > Templates.
Preparing Fillable Fields in Adobe
To create and customize fillable fields using Adobe Acrobat:
Open the PDF document in Adobe.
Use the Prepare a Form tool found under All Tools OR Edit depending on which version of Adobe you are running.
Right-click the Text Field and select Properties.
In the Text Field Properties window > General Tab, change the Name and Tooltip to the Neos Tag you want associated with this field. When generating documents, Neos will automatically insert the corresponding data. As long as the tag is properly included, it is not necessary to add the Merge Field in the Template Setup.
Adding the PDF to Template Setup
To add and code PDF documents using the Template Setup Directory:
Click the Settings icon on the left navigation pane.
Select the Templates button in the Directory editors group.
Click the + Add button to insert a PDF. Review Adding Coded Documents to Template Setup for more details about the Add Template window.
After the PDF has successfully been added, select it from the list.
A preview of the PDF will display in the left pane. The following image shows a firm with Neos Premium. Click the dropdown to quickly navigate to a different page or select the right or left arrow buttons to view the next or previous page. Enter additional Settings, as needed.
NOTE: If the PDF has security restrictions, the preview will not display in Neos. To remove these restrictions, open the PDF in Adobe and select File > Properties > Security. Change the Security Method to No Security and click OK.
Mapping PDF Fields
Select the PDF Fields heading to configure the merge fields. Neos has scanned your PDF and located a list of fillable fields, by Text and CheckBox. Fillable fields are highlighted yellow (unmapped) or green (mapped).
Click the Add Merge Field button for the fillable field in your PDF that you wish to merge with Neos data.
Text Fields
When the Add Merge Field button is clicked for a Text field, the Edit PDF Fields window will display. The Field contains the field name from your PDF. The Type contains options for Prompt or Merge.
Prompt
If Prompt is selected, a Prompt text field will display. Enter the desired prompt and set the Data Type (Currency, Date, Name, Select (Enter own values), or Text). The selected data type will display a field of that type during the document assembly process e.g., Currency shows a money field, Date shows a date field with a calendar popup, Select shows a dropdown of custom options, and Text displays a text field. Click the Save button to save changes and close the Edit PDF Fields window.
Merge
If Merge is selected, use the Filter By Tab, Filter by Case Type and Tag fields to find the Neos field that should be used during the document assembly process. For example, to locate the home address, you would select the Party or Provider Tab, then the Case Type where the name is associated, and finally the Home Address Tag from Neos. Click the Save button to save changes and close the Edit PDF Fields window.
NOTE: Some field name discrepancies between Neos and the Word Add-in may be present, e.g., SSN and SS Number. These correspond to the same field but are titled slightly differently.
Reusing the Same Merge Field
The same Neos Merge Fields can be mapped to multiple fillable fields from your PDF. For example, if the same injured party should be automatically generated multiple times throughout your PDF, ensure that your fillable fields have the same name. Adobe will automatically append a number to duplicated text fields. In Neos, you will only have to map unique fields but fields that use the same tag will automatically populate the same data during the document generation process.
Checkbox Fields
9. When the Add Merge Field button is clicked for a Checkbox field, the Edit PDF Fields window will display. The Field contains the field name from your PDF. The Type contains options to set a Condition or Prompt.
Conditon
If Condition is selected, choose the Tab you wish to Filter By [step 2], then the If (field from that Tab) [step 3], followed by the qualifier [step 4], then the result [step 5]. For example, to set a condition for a gender check box, choose either the Party or Provider Tab. Configure the If, Then condition, e.g., If Gender = female, Then Check On. The field name in the Text Field Properties window > General Tab of your PDF file must be capitalized (“Male” or “Female”); however, the typed gender in step 5 must be lowercase (“male” or “female”) for the checkbox to be selected on the generated document.
NOTE: In step 5, you must manually type the expected Neos result. For example, if setting a Condition for a user defined field:
Filter By Tab "Case Tab" [step 2]
If "Jury" (user defined checkbox field) [step 3]
"=" [step 4]
"True" (checked state) [step 5]
Then "Check On" [step 6].
Click the Save button to save changes and close the Edit PDF Fields window.
Prompt
If Prompt is selected, a Prompt text field will display. Enter the desired prompt and click the Save button to save changes and close the Edit PDF Fields window.
NOTE: Merge fields that utilize Dynamic Layouts include all fields from the layout in the Tag dropdown. To access fields within custom Dynamic Layouts, your firm must have NeosAI Platinum.
Finishing the Mapping
10. Continue this process for all the fillable fields that you wish to merge or prompt with Neos data. Click the Save button to save your changes. This process only needs to be configured once for each PDF added to the Template Setup. When a fillable field has been mapped in Neos, the field will be highlighted green.