The Documents Tab in Firm Preferences contains Document Folder Settings for configuring your firm's SharePoint folders and Document Search Preferences.
You can now link your Neos Case Docs, Provider Docs, and Templates to specific SharePoint® folders under Settings > Firm Preferences > Documents. The firm is now able to designate a SharePoint library for each group of documents (Case, Provider, and Template documents) in order to control where these documents are stored when they are created in or added to Neos.
Important: Firms migrating their documents to SharePoint, should upload them in the same file structure as it currently exists on-premise.
NOTE: You must have the proper permissions to access Integrations and Firm Preferences.
OneDrive Integration Setup
OneDrive integration and the SharePoint site must be set up first. This will enable the new Documents tab in Firm Preferences. When initially setting up and connecting to OneDrive, there is an option to automatically configure Document Libraries.
If the user has not enabled the OneDrive integration and they go into Settings > Integrations > OneDrive, they should see an option to connect to the firm's Microsoft 365 account. Refer to OneDrive Integration for more details.
Once connected, you will have the option to create a new SharePoint site automatically.
Clicking this button will do three things in your firm's SharePoint site:
A Microsoft 365 Group and SharePoint site will automatically be created called CloudDocs.
Document Libraries will be created called CaseFiles, ProviderFiles, and TemplateFiles.
These libraries will be automatically selected in the new Document Folder Settings section of Firm Preferences.
If you already have a SharePoint site with existing documents, the CloudDocs Group and CaseFiles, ProviderFiles, and TemplateFiles libraries will not be created automatically.
You can manually link Neos to the firm's existing SharePoint site and Document Libraries in the Document Folder Settings section of Firm Preferences.
Configuring the Document Libraries
To specify a SharePoint library for storage of Case, Provider, and Template documents:
Click the Settings icon on the left navigation pane.
Click the Firm Preferences button within the Directory editors group.
Select the Documents Tab.
Click the folder icon
for a library (Case Folders, Template Folders, or Provider Folders). A new window will open.
Use the SharePoint site dropdown to select the Firm's SharePoint site from the list. The dropdown should display all Microsoft 365 Groups found within the firm's 365 account.
Click the Document library for Case dropdown to select the desired document library for CaseFiles. The Document Library dropdown displays all Document Libraries found within the selected Microsoft 365 Group.
Click the Save button to save and return to the Document Folder Settings screen.
Perform the same actions to specify the libraries for Template and Provider folders.
Document Search Preferences
A new section has been added to control how Neos searches documents. When performing a document search, document title, contents, and metadata fields from the detail view (Notes and Subject) are all used to procure results. If your firm stores a large amount of documents, this can slow the performance of document searches.
To make document searches faster, a new toggle has been added called "Also search Neos data". When toggled OFF, a document search will only run for documents (document title and content) in SharePoint.
When toggled ON, Neos will first search the database and then expand to SharePoint. This toggle will be "on" by default.
