Customizable workflows for Intakes can be created in Intake Settings, which is a NeosAI Platinum feature. Using communication templates, your firm can automate the process for accepting, rejecting, and referring Intakes.
By customizing Intake documents, email, and SMS templates, your firm is helping to build strong relationships with consistent messaging for all potential clients.
NOTE: You must have Enabled, Add, Modify, and/or Delete permissions to Intakes > Intake Workflow Settings (NeosAI Platinum) to customize this feature.
NOTE: To notify the customer via Email and/or SMS, these templates must be created in the Template Setup. To create templates, you must have Add permissions to Directories > Templates.
To access Intake Workflow settings, select the Browse Intakes button on the left navigation pane. In the Browse Intakes tab, click the Intake Settings button on the bottom of the left pane. Select the Workflow tab.
Accepting an intake
When your firm is accepting an intake, the workflow for sending the proper retainer agreement (as defined in Template Setup) and notifying the customer can be configured here.
Intake tags can be added using the Word Online add-in. PDFs can be mapped in Neos when fillable fields exist. Refer to Adding PDFs to Template Setup for more details.
Workflow settings utilize templates that are assigned in Template Setup. When adding the retainer agreement template, specify "Intake" as the Template Type and select "Intake Retainer" for the Document Options field.
NOTE: Document templates with a type of "Intake" can only be generated in Intakes. To use the same template when made into a Case, you must recreate the template and assign the type of "Case".
Once the retainer agreement has been added to the Template Setup properly, you can choose it from the Accepting an intake Workflow.
Select how the customer should be notified of the retainer agreement, Via Email, Via SMS, or both. Both Email and SMS options utilize a template created in Template Setup. Refer to Add Email Templates and Add SMS Templates for more details. Use the dropdown in Intake Settings > Workflow to turn on each and the desired template.
NOTE: The Via Email check box and/or Via SMS check box must be selected with a template specified to save and use workflows.
Click the Save button when complete. Refer to Actions > Send Retainer Agreement for more details on the workflow process.
Referring an intake
When your firm is referring an intake, the workflow for sending the proper referral letter (as defined in Template Setup) and notifying the customer can be configured here.
Intake tags can be added using the Word Online add-in. PDFs can be mapped in Neos when fillable fields exist. Refer to Adding PDFs to Template Setup for more details.
Workflow settings utilize templates that are assigned in Template Setup. When adding the referral letter template, specify "Intake" as the Template Type and select "Intake Referral" in the Document Options field.
NOTE: Document templates with a type of "Intake" can only be generated in Intakes. To use the same template when made into a Case, you must recreate the template and assign the type of "Case".
Once the referral letter has been added to the Template Setup properly, you can choose it from the Referring an intake Workflow.
Select how the customer should be notified of the referral letter, Via Email, Via SMS, or both. Both Email and SMS options utilize a template created in Template Setup.
Refer to Add Email Templates and Add SMS Templates for more details. Use the dropdown in Intake Settings > Workflow to turn on each and the desired template.
NOTE: The Via Email checkbox and/or Via SMS checkbox must be selected with a template specified to save and use workflows.
Click the Save button when complete. Refer to Actions > Send Referral Letter for more details on the workflow process.
Rejecting an intake
When your firm is rejecting an intake, the workflow for sending the proper rejection letter (as defined in Template Setup) and notifying the customer can be configured here.
Intake tags can be added using the Word Online add-in. PDFs can be mapped in Neos when fillable fields exist. Refer to Adding PDFs to Template Setup for more details.
Workflow settings utilize templates that are assigned in Template Setup. When adding the rejection letter template, specify "Intake" as the Template Type and select "Intake Rejection" in the Document Options field.
NOTE: Document templates with a type of "Intake" can only be generated in Intakes. To use the same template when made into a Case, you must recreate the template and assign the type of "Case".
Once the rejection letter has been added to the Template Setup properly, you can choose it from the Rejecting an intake Workflow.
Select how the customer should be notified of the referral letter, Via Email, Via SMS, or both. Both Email and SMS options utilize a template created in Template Setup. Refer to Add Email Templates and Add SMS Templates for more details. Use the dropdown in Intake Settings > Workflow to turn on each and the desired template.
NOTE: The Via Email checkbox and/or Via SMS checkbox must be selected with a template specified to save and use workflows.
Click the Save button when complete. Refer to Actions > Send Rejection Letter for more details on the workflow process.