Documents relating to the entire lifecycle of an Intake can be managed on the Documents Tab. When an Intake is made into a Case, all documents will be transferred to the Documents Tab in the Case Folder. The enhanced Intake helps your firm collect, organize, and share any required files.
Documents that existed with your transitioned Intakes are now accessible in the Intake Documents Tab (list view). These documents are still saved in the ProviderFiles folder in your firm's SharePoint. All new documents added to an Intake will be saved in the CaseFiles folder in SharePoint.
NOTE: You must have at least Enabled permissions to My Intakes and/or Others' Intakes (to view Intakes) and Add permissions to Case > Documents Tab (to add Intake Documents).
Documents are added to an Intake in the same way as Case Documents. The left tab will highlight to show that you are on the Documents Tab within the selected Intake.
NOTE: The tab name is determined by the selected Case Type > Tab Setup.
Use Views to switch between the Neos list view and SharePoint folder view. Documents can be filtered and searched for easy access.
From the three-dot menu, you can Import files, Sync with SharePoint, Rename or Change the Case Documents Folder, Open CaseFiles in SharePoint, and Manage Tags. [screenshot]
Click the Open in SharePoint© option to open your firm's linked SharePoint Case Folder file as a new tab in your browser.
At least one document must be added to the Intake Documents Tab in order for the Case Folder file to be automatically created in your firm's SharePoint CaseFiles document library. Otherwise, the following error banner will display when the Open in SharePoint option is selected.
NOTE: Neos recommends the above process to automatically create and link the Case Folder file. The file can be created manually in SharePoint but will require the Change Case Folder option to create the link between SharePoint and the Neos Intake. Once linked, any documents that were added to the Case Folder file in SharePoint will need to have the Author field entered on the Details pane from the Folder View in order to see them in the Documents Tab List View and Browse Documents. Once these files display in the List View and thereby Browse Documents, your firm can continue to add documents from Neos and see them linked in the Case Folder file in SharePoint.
Search Documents
Based on customer feedback, the most common document search is by filename. When a keyword search is performed, only documents that match the text in the filename and extension will be shown. This change allows for a much faster search experience. However, you may choose to include a document content search using a new checkbox next to the keyword search field. The Search Content of Files checkbox is unchecked by default. When selected, keyword search results will include both filename and file contents.
The grid will automatically filter with the matching documents. Remove the entered text or click the Clear filters button to return to the full list of documents for the Intake. The Documents text field is not case-sensitive. The keyword search is relevant to the specific Intake and will now be cleared when navigating to the Documents Tab of another Intake. This change eliminates any confusion of documents not automatically displaying.
Filter Documents
Documents can be filtered using information from document entry fields. Documents are automatically filtered by Type, allowing documents to be easily located by where they are stored for the current Case in SharePoint. Documents can also be filtered by a link to other Related documents.
Types are defined in the Document Types Mini Directory. Select a Type tab in which to filter documents. Only documents that have been flagged as that type will display. Click the All Files tab to display the full list of documents for that Case, regardless of the Type. Additional types can be accessed by clicking the down arrow at the end of the list.
Refer to Document Tab Views for more details about the new Document Types tabs.
Click the More dropdown for a list of additional filters in which to locate documents. Selecting a filter will add it to the filter view on the Documents Tab. Review the description and use of each filter below. [screenshot]
Category – Use the dropdown to locate documents by the assigned Category, defined in the Case Document Categories Mini Directory.
Document Date Start – Use the date field to locate documents that have been added starting from a certain date.
Document Date End – Use the date field to locate documents that have been added ending by a certain date.
Extension – Use the text field to locate documents by their extension, e.g., docx, pdf, gif. You do not need to enter the period before the extension.
Author – Use the dropdown to locate documents by the Staff Created field.
Last Accessed By – Use the dropdown to locate documents that were last accessed by a user by clicking the document File name from the list view.
Tags – Use the dropdown to locate documents by the assigned Tag(s). Global tags (for use in all cases) are defined in the Tags Mini Directory. Case-specific tags can be created from a Tags field or using the Manage Case Tags modal.
Last Accessed Date – Use the Accessed Start Date and/or Accessed End Date fields to locate documents that were last accessed on a certain date or date range.
The grid will automatically filter with the matching documents.
Remove a single filter by clicking the X for that filter. Click the Clear filters button to remove all filters and return to the full list of documents for the Case.
Document Actions
Various actions can be performed for a single document from the list view of the Case Documents Tab. Click the down arrow to Open, Send to DocuSign ®, Email, Copy SharePoint Link, Download, Add a Related Document, Duplicate, Unlink, Copy To Another Case, or Move To Another Case. Using Bulk Actions, you can also Edit and Delete documents.
Add Documents
Documents can be added to the Documents Tab by clicking the Upload Document button, by clicking the + Generate New button, or by clicking Import (from the three-dot menu). When adding documents, the Document Type must be selected first in order to populate the list of linked Categories.
NOTE: It is recommended that firms add and manage documents from Neos. This allows your documents to be properly linked between Neos and SharePoint and utilize the various Neos productivity features.
Intake Documents are stored in the CaseFiles document library in your firm's SharePoint.
NOTE: Only templates with a Template Type of "Intake" will display in the Generate Document window.
Selecting the Document Name will open the document in SharePoint, allowing you to edit documents in SharePoint with Microsoft 365. Documents can be automatically opened in Word Desktop when configured in Staff Directory > Advanced Tab.
The following articles should be reviewed when sharing documents in SharePoint and accessing older Microsoft file extensions in Neos.
Document Preview
Click a document entry to display a right-side pane of data that can be edited. Refer to the Documents Side Pane for more details. Changes will be automatically saved when navigating away from the current field. The Intake Documents Tab will refresh when changes have been made and the preview pane is closed.
Changes, such as renaming a Document can be made on this Document preview pane by clicking into a field, e.g., Name. They can also be made on the Document Detail View. Changes will be reflected in both Neos and in SharePoint.
NOTE: Changes to the Document Name, Type, or Category fields in Neos cannot be saved IF the document is currently open in your browser or desktop.
The Details section lists the following details:
Name – Displays the document title.
Author – Displays the Staff Full Name of who created the document entry.
Document Date – Displays the date the document was added to the Documents tab.
Sent Date – Displays the date the document was sent.
Received Date – Displays the date your firm received the document.
Due Date – Set the date the document should be returned to your firm.
File Path – Displays the current file path of the document as it appears in your firm's SharePoint.
Type – Displays the Type of the document.
Category – Displays the Category of the document.
Tags – Lists the Tags associated with the document.
Party – Displays the Party from the Case or Intake that this document is associated with. Full Party Names will display with their corresponding Party Role.
Subject – Displays the Subject of the document.
Notes – Displays additional notes about this document.
Related documents are now displayed in the grid, preview pane, and detail view. Refer to Relating Documents for more details.
If your firm has transitioned to Neos from Needles 4 or 5, your user defined document fields will display in the User Defined section. Existing fields cannot be modified.
DocuSign®: This section only displays if the document was sent to DocuSign from Neos.
Status – Displays the document's current DocuSign status, e.g., Sent, Signed.
Sent By – Displays the Staff Code of whom sent the document to DocuSign.
Sent – Displays the date the document was sent to DocuSign.
Completed – Displays the date the document was signed by all signors and marked complete in DocuSign.
Version History – Last saved versions of this document are displayed by the saved date and time. Click the three-dot menu to open a previous version or to delete a version.
The Document preview section displays a full preview of the selected document.
Use the right and left arrows to quickly move to the next or previous entry preview. Click the right arrow icon to open the detail view of the selected document entry. Click the
icon to close the preview pane.
Double-click a document entry to open the detail view.
Click the hyperlinked file Name from the list view to open the document in your firm's SharePoint as a new tab in your browser.
