Neos has created a sophisticated new Intake form with a built-in Duplicate Name Check. This new form will help avoid duplicate contacts in your firm's Neos database and optimize productivity with time-saving techniques.
NOTE: You must have Add permissions to My Intakes and/or Others' Intakes to create new Intakes. Staff also need Enabled permissions to Directories > Staff Groups.
Intakes are created to track information about a potential client for a type of case. Your firm can customize Intakes for each Case Type. Refer to the Intake Layout Manager for details on creating Intake layout screens.
New Intakes can be created from the Browse Intakes Tab by clicking the New Intake button or from the Create menu at the top of Neos.
A Creating new Intake (NEOS) tab will display with only the Intake tab active. The Case Type will be set to NEOS as the default. The NEOS Case Type contains standard tab sections and fields for Party Details, Incident Details, and Marketing. The NEOS Case Type is not customizable. When the intake is saved the "NEOS" Case Type will display in the Intake header.
You may choose a Case Type from your firm's database to utilize custom sections and fields as defined in the Intake Layout Manager. If you know the Case Type that the intake should be associated with, select it first. The Default Primary Staff will automatically populate the Intake Primary Staff field. If the Default Primary Staff (from the Case Type > General Tab) is blank, you must manually enter the primary staff for this intake.
Select the Intake Primary Staff to assign the new Intake. Primary Staff is a required field to save a new Intake. Checklist items will be assigned to the Intake Primary Staff.
NOTE: When an Intake is being made into a Case, the Default Primary Staff for the assigned Case Type will display in the Make a Case window, allowing you to change the Primary Staff. This will also change the Assigned Staff on Open or <Blank> Checklist items. Any item marked Done or N/A will keep the original Intake Primary Staff.
Using NeosAI, contact details can be added to an intake using the Actions menu and uploading from a Photo ID or Business Card.
Party Details – This section contains fields for a contact's Initial Details, Online Accounts, Emails, Phones, and Addresses. The Party Name will populate in the Intake header upon Save "<Last Name>, <First Name> <Middle Name>".
Initial Details
NOTE: Additional Parties can only be added when defined in the Intake Layout Manager by Case Type.
• First Name (Party-1) – Enter the first name of the Party, if applicable.
• Middle Name (Party-1) – Enter the middle name of the Party, if applicable.
• Last Name (Party-1) – Start typing the last name of the Party. Neos automatically searches your firm's database for matching names using the Duplicate Name Check. Last Name is a required field to save a new Intake.
NOTE: To change from person to company, click the kebab menu
next to the Last Name field and select Change to Company. This action will hide the First Name, Middle Name, Last Name, and SSN fields. All data in these fields will be retained, should you need to change from company to person. The Company Name (Party-1) field will display with the same Duplicate Name Check functionality.• Prefix (Party-1) – Use the dropdown to select the Prefix, as necessary. Prefixes are defined in the Prefix Mini Directory.
• Suffix (Party-1) – Use the dropdown to select the Suffix, as necessary. Suffixes are defined in the Suffix Mini Directory.
• SSN (Party-1) – Type the Party's social security number. This field will locate any names in your firm's Neos database with the same SSN.
• D.O.B. (Party-1) – Type the Party's date of birth or use the calendar icon
to display the Date Navigator.• Role (Party-1) – Use the dropdown to select the Party's role in a case. Role is defined in the Party Role Mini Directory. Role is not required but will display "Neos Default" on Save if a role is not manually selected.
Online Accounts (Party-1)
The following fields are always available in the Online Accounts (block). Online account details will display in a grid. Click the + Add Online Account button to display the same three fields, allowing you to enter additional accounts.
To modify online accounts, click the pencil icon. To delete online accounts, click the trash icon.
Type (Party-1) – Use the dropdown to select the Party's online account type (Business, Other, or Personal).
Platform (Party-1) – Use the dropdown to select the Party's online account category (e.g., Facebook, LinkedIn, Twitter, or Website).
Link (Party-1) – Enter the URL of the Party's online account.
Emails (Party-1)
The following fields are always available in the Emails (block). Email details will display in the grid. Click the + Add Another Email button to display the same two fields, allowing you to enter additional emails.
Type – Select the type of email (Business, Personal, or Other)
Email – Enter a valid email address.
Phones (Party-1)
The following fields are always available in the Phones (block). Phone details will display in a grid. Click the + Add Another Phone button to display the same four fields, allowing you to enter additional phone numbers.
To modify a phone number, click the pencil icon. To delete a phone number, click the trash icon.
Type – Use the dropdown to select the Party's type of phone (Business, Fax, Home, Mobile, Pager, or add a custom value – up to 20 characters).
Phone – Enter the Party's phone number.
Ext. – Enter the Party's extension, if applicable.
Call? – Click the check box if it is OK to call this number.
Addresses (Party-1)
The following fields are always available in the Addresses (block). Address details will display in a grid. Click the + Add Another Address button to display the same eleven fields, allowing you to enter additional addresses.
To modify an address, click the pencil icon. To delete an address, click the trash icon.
Type (Party-1) – Use the dropdown to select the default address type (Business, Home, or add a custom value). This is a required field when entering address details.
Salutation (Party-1) – Type a custom salutation, if desired.
Company Name (Party-1) – Type the company name, if applicable.
Address Line #1 (Party-1) – Type the Party's address. This is a required field when entering address details.
Address Line #2 (Party-1) –Type the Party's address line 2, if needed.
City (Party-1) – Type the Party's city.
State (Party-1) – Use the dropdown to select the Party's state.
Zip code (Party-1) – Type the Party's zip code. This field data will automatically populate the City, State, County, and Country fields.
County (Party-1) – Type the Party's county.
Country (Party-1) – Type the Party's country.
Default (Party-1) – Click the check box for the Party's default address.
Incident Details – This section contains fields related to the Party's incident.
Date of Incident (Case) – Enter the date when the Party's incident occurred or use the calendar icon
to display the Date Navigator. The date will be transferred to the corresponding field on the Case Tab when the Intake is made into a Case.Synopsis (Case) – Enter a brief description of the incident in the text field. Use the two lines
to expand this field, if needed. This field data will transfer to the Synopsis field on the Case Tab when the Intake is made into a Case.Comment (Case) – Enter any comments relating to this new Intake. Data from this field will be entered as a note in the Notes Tab when the Intake is made into a Case.
Marketing – This section contains fields related to how the Party learned about your firm.
Source (Case) – Use the dropdown to select how the party heard about your firm. Available options are defined in the Source Mini Directory. This field information will be transferred to the How did you hear about us? field on the Case Tab when the Intake is made into a Case.
Referred By (Case) – If the party was referred by another person who has worked with your firm, type their name to search in your database. Select the desired name from the search results and click the Select button to insert that name into the field. The field data will be transferred to the corresponding field on the Case Tab when the Intake is made into a Case.
When all required fields have been entered, click the Save button to create the Intake. The next sequential Case/Intake number will be automatically assigned for this new Intake. Cases and Intakes are assigned consecutive numbers as they are entered into the system, beginning with the number 200001. The new Intake will display bold in Browse Intakes. Once saved, the Documents and Notes tabs will become available.
To utilize Intake Checklist and Case Calendar tabs, change the Case Type from NEOS using the Case Type dropdown or Actions > Change Case Type.