The Find Case or Intake by Number action in the Neos Zapier app allows you to search your Neos environment for an existing case or intake based on the Case/Intake number. This can be useful when you want to check for duplicates or confirm that a case/intake already exists before creating a new one. Case/Intake Number is required when configuring this action.
Use this guide to add an optional search step in your Zaps. In this example, we'll add this action to an existing zap that uses the Create New Case action.
Open your existing Zap where you've configured the Create New Case action.
When using a Zap that is "on" (shown above), click the Edit Zap button to enter edit mode. Choose to edit the existing draft or create a new draft. NOTE: Zaps can be duplicated in the Zaps list view. In this example, we will edit the existing draft.
NOTE: When using an unpublished Zap that is "off", simply click the + button to add a step.
You'll notice a new Action block has appeared above the existing Create New Case action. Click the new block and choose Neos as the app.
Setup Action
Now, choose the Action Event for "Find Case or Intake by Number" and click Continue.
Configure Action
Map the Case or Intake Number field from your trigger data (these are the same values you used when setting up the Create New Case action). Click the + button to the right of each field. For example, if this Zap was configured with an Email Parser, that information should be available.
NOTE: This field is required when testing the Find Case or Intake by Number zap. Without the Case/Intake number in your configured email parser, this action cannot be used. Navigate to parser.zapier.com to review your configured email parser. To select a different email parser, click the Email Parser by Zapier trigger to choose a different configured mailbox.
The last two fields allow you to choose what happens if no search results are found and how to address if multiple search results are found. More information on these standard search options can be found in Zapier's Search for existing data in Zaps article.
If no search results are found:
• False: step run status is "stopped: halted" (Default) – ends this process
• True: step run status is "success"
If multiple search results are found (e.g., multiple cases for John Smith)
• Return the first search result. Step run status is "success" (Default)
• Step run status is "stopped: halted"
• Return all results as line items. Step run status is "success"
Let's imagine that John Smith calls your firm with details about a recent car accident, and your firm has created an Intake in Neos. John later recalls more information about his accident and contacts your firm after hours. He reaches your firm's call answering service, which transcribes his information into an email. The email parser is configured in a Zap to create new intakes.
To avoid duplicate intakes, the Find a Case/Intake by Number Action can be used to check if an intake already exists for this name.
If no match is found (e.g., for a different name, "Sally Jones"), the new intake will be created.
If "John Smith" is a match, your firm can choose how to proceed based on the results:
• When multiple results are found, return only the first, which uses the earliest Case/Intake number. The next action will trigger ONLY for the first result.
• For example, if there is one Case (200456) from last year for John Smith and an Intake (201900) that was created earlier today, Zapier will use the earliest number, i.e., Case 200456.
• This option is best used if you wish to ignore other results.
• When multiple results are found, stop the search and abort any future steps associated with the search.
• For example, if a match is found for John Smith in a Case and Intake, the search will stop and proceed to the next action in the Zap, as long as it is not dependent on the returned Case data.
• This option is best if you expect only a single result.
• If multiple results are found, Zapier will return all results, where your firm can decide on the next step. Looping by Zapier can be created to run one or multiple actions more than once.
• For example, if a match is found for John Smith in a Case and Intake, and you wish to create a note in each location from the information he provided after hours, Looping will create the Case/Intake Note for each matched result, allowing the Post Note action to only be listed once in the Zap.
NOTE: Additional actions outside of Neos can also be used based on search results, e.g., sending an email to specific staff who handle MVA intakes. Paths can also be configured to perform different actions based on certain rules or conditional logic.
7. Click Continue and then Test step to test the action.
NOTE: If the Case or Intake Number field is blank, the following error will display.
8. Once the test is successful, click the Continue button.
9. You can review your existing action(s) or jump to the Test step and Publish the Zap.
