When your firm has decided to refer a case to another firm, you can easily do so from the three dots menu of the Intake detail view.
NOTE: Your firm must be a NeosAI Platinum subscriber and staff must have permissions to My and/or Others' Intakes to run this workflow.
When the referral letter template has been added to Templates and configured in Workflow Settings, open the detail view of an Intake.
Select the three dots menu > Send Referral Letter to initiate this workflow. The Create and Send Document screen displays template previews, the ability to choose different templates, document, and email field preferences, and the option to initiate the workflow from Neos or Outlook.
Template Preview
Toggle between Document Preview (default), Email Preview, and SMS Preview to view the templates configured with the selected workflow. These previews show the templates and any tags or prompts that are included. If the workflow does not include the SMS template (the Via SMS check box is not selected) or the Email template (the Via Email check box is not selected), the corresponding Preview button will be hidden from the Create and Send Document window.
To add an SMS template or Email template to the workflow for this current Intake, refer to Change Template.
NOTE: Template modifications can only be made in Template Setup.
Document Preview
Email Preview
SMS Preview
Change Template
At the time of using a workflow, you may need to choose a different template. For example, if your firm requires different documents for minors, the Choose a different template? button allows you to change the template a single time without having to change the workflow setting.
On the Select Templates window, use the dropdown fields to change the Document template, Email template, and/or SMS template.
NOTE: Only active document templates flagged with the Template Type of "Intake" with the appropriate Document Option (Intake Referral, Intake Rejection, or Intake Retainer) will display in the Template dropdown for a particular workflow.
On this window, you can also turn on/off the Email OR SMS template option using the Via Email or Via SMS check box. When turned off, the dropdown field on the window will be hidden as well as the Email Preview OR SMS Preview buttons on the Create and Send Document screen.
Click the Continue button to save your changes to the current workflow for this Intake. The Create and Send Document screen will refresh. Toggle through the preview options to ensure you have selected the correct template.
The right pane displays tags from your selected document and email template, as well as email setup options, and SMS template tags.
Document Template Fields
Filename – Displays the document name that has been linked from the Template Setup. The file can be renamed and will show appropriately on the Intake Documents Tab.
Category – Use the dropdown to classify the document on the Intake Documents Tab. Categories are defined in the Document Categories Mini Directory.
When tags exist in your template (created using the Word Online Add-in), those fields will display in the Document Template Fields section of the Create and Send Document screen. Additional Counsel, Insurance, and Party information is now present in the dropdown for these tags. Ensure that the corresponding fields are added to the Intake Layout Manager for the Case Type and that data exists in those fields (shown in bold) on an Intake. For example:
Counsel Tags
• Displays: Counsel Full Name, Representing Full Name, Party Role
Insurance Tags
• Displays: Insurance Type, Insurer Full Name, Party Full Name, Party Role Title
Party Tags
• Displays: Party Full Name (Last Name, First Name), Party Role
DocuSign – When your template contains DocuSign tags, this check box will display. Select the check box to choose recipients in which to send the document via DocuSign. When checked, the DocuSign Recipients field is required. Only recipients whose names appear in the Intake and contain an email address will be listed. An SMS can also be sent to the recipient from DocuSign. When sending the document, it will automatically be sent to the selected recipient(s) via DocuSign to sign, date, and/or initial, based on the tags in your template. NOTE: Configuring multiple signers is only possible directly inside DocuSign. Refer to Sending Documents to DocuSign® for more details.
Refer to Generating New Documents for more details.
Staff – Select the Staff Code who is performing the workflow. The signed-in user is listed by default.
Email Template Fields
This section corresponds to the tags you have included in the Email template. Neos will fill tags with the corresponding data from the current Intake. Some tags will allow you to make a different selection or enter data (from prompts) as it relates to the Intake.
Email Setup
This section corresponds to the email communication that will be sent as part of this workflow. Enter or change the following fields as needed.
Subject Line – Text from the Subject of your email template is displayed here.
Recipient Emails – Use the dropdown to select email accounts from the current Intake. The first Party's email address will be automatically populated in this field by default. All other Parties with email will be listed in the dropdown. To email any recipient, simply type their email as a custom value in the field, then hit the Tab key or select the custom entry from the dropdown.
CC Emails – Use the dropdown or enter the recipients who should be copied on this email.
BCC Emails – Use the dropdown or enter the recipients who should be blind copied on this email.
NOTE: Email fields are not required when sending the email from Outlook. If left blank, the To, Cc, and Bcc fields of the Outlook email will also be blank.
SMS Template Fields
Tags that relate to the current Intake where you can choose from different options will display in this section.
NOTE: When ONLY Via SMS is selected, the Email Preview will be hidden, including the Email Template Fields and Email Setup sections, and will only display the Run Workflow button.
Run Workflow
When the desired fields have been entered, click the Send Now button to run the workflow. To send the email from Microsoft Outlook, click the Open in Outlook option.
The Document template will generate and be saved to the Case Documents Tab in the Intake.
The Email template will generate, attach the generated document, send to the recipient(s) using the specified fields, and will be saved to the Intake Notes Tab with the Topic that was selected in the Email Template.
a. The Open in Outlook option lets you make changes or configure other settings before sending the email portion of the workflow.
The New SMS Message window display. Select the Recipient and enter the Subject. The Body contains the generated SMS template linked to this workflow. Click the Save button to send the SMS. The text message will be saved on the Intake Notes Tab with the Topic of "Text Message".
NOTE: If the Intake Party does not have a mobile number added, the New SMS Message window will NOT display.
Ensure the entered number is a mobile number, regardless of the label in Neos. If the number is not recognized as a mobile phone number, the SMS cannot be sent.
