DocuFiler replaces the tedious task of manual document filing in Neos for large amounts of documents originating from an outside source. This includes large batch scanning software, firm-to-firm document dumps, etc.
This is a paid integration with Neos.
Contact your Customer Success Manager or [email protected] for pricing.
Click here to watch a brief tutorial on using DocuFiler.
NOTE: This integration is no longer offered to new customers. Existing integrations remain supported. New implementations should use Smart Document Filing, included with NeosAI Platinum.
Use Cases
Scanning software/scanning IOT devices that track cases and then automatically places scanned files in a chosen destination.
Firm to Firm interactions, where a firm offloads a large quantity of case documents.
Leverage existing automation functionality to streamline large batch file uploads.
How It Works
At regular intervals, DocuFiler checks for files within your configured DocuFiler SharePoint folder within the CaseFiles library.
Any files present will be uploaded into Neos and moved into the pertinent cases as denoted by the file name. DocuFiler will check for all files once every hour by default, however, a shorter fetch frequency can be selected at the time of the sale.
The key to utilizing DocuFiler effectively is to follow the specific naming convention for all files you wish to upload to Neos. It guarantees accurate document filing and can also ensure key file attributes are included when a file is uploaded into Neos.
DocuFiler File Naming
In order for the file to be uploaded, it must adhere to the DocuFiler specific naming convention.
File naming components
Case Number
Staff Code
File Name
Neos Document Type
Case Number
The case number is the only required component and should match the Neos specific Case Number.
Example:
The below image shows Jessica Summer's case where the Neos case number is 200974.
Staff Code
The staff code component will be the username of the staff member assigned as the creator of the document. By default, 'neo-sys' will be populated.
Example:
The below staff member Lorraine Rolston will have the staff code of LR.
File Name
This component is the name of the file as you would like it to appear in Neos. By default, a file name will be represented with 'untitled[timestamp]' where the timestamp value will be when the file was uploaded. Any duplicate file name will include an incremented value added to the end.
Neos Document Type
The Document Type component must match one of the active document types currently configured in Neos. If nothing is provided for Document Type, then Neos will leave that value empty.
Example:
Using Appeals will properly be reflected on the document because it is both active and exactly matches the name within Neos.
File Name Construction
The file name fields are positional and separated with underscores ('_'). As mentioned above, the only field required for a successful upload to Neos is the Case Number field. All other fields are optional; however, their field must still be represented by an underscore and left blank if a subsequent field is being used.
File name examples:
Potential Errors
If there is a problem uploading the file, the original file will be moved into the folder named 'Exception' within the DocuFiler folder. It will be accompanied with an error log file named as follows; originalfilename-log.csv containing the reason for the failure. The log file can be used to diagnose any potential errors. After any issues are corrected with the file, you must relocate it back into the DocuFiler folder for upload.
Exception folder location
Common Errors
The Document Type field in the file name does not exactly match the name within Neos.
The Case Number doesn't match an existing case within Neos.
The Staff Code doesn't exist.
The file type is not compatible with Neos. Refer to Accessing the Documents Tab for more information.
How To Activate
Once DocuFiler has been purchased through Sales, work with your representative to schedule an installation time. Assembly Software will coordinate with your firm to give our application access to your firm's SharePoint drive. This will consist of a call between the Assembly Software Integration Engineers and a representative at your firm. We will go through the following steps to ensure DocuFiler is activated and working properly.
DocuFiler Integration Requirements
Staff with Admin permissions in Neos assigned to the DocuFiler Integration
Firm account with Admin permissions to SharePoint
In Neos, navigate to Settings (on the left navigation pane) and click the Integrations button. Select the DocuFiler tab. Then, select the contact email/user.
NOTE: For security purposes, Neos recommends an integration-specific staff be created for enabling each integration (e.g., "DocuFiler Integration") and given the proper permissions. Add the following details to the Staff Profile for this integration-specific staff:
Full Name, e.g., "DocuFiler Integration"
Staff Code, e.g., "docufiler"
Job Title – Create a job title, e.g., "Integrations" in the Job Title Mini Directory that can be selected for this required field.
Time Zone, as applicable to your firm
First Name, e.g., "DocuFiler"
Last Name, e.g., "Integration"
Active – checked
Email Address, e.g., [email protected]
Password – meet minimum qualifications
Since the entered email address does not need to be connected to an Office 365 account, it is recommended to enter a dummy email address, such as "[email protected]". Once the integration-specific staff has been added, you must refresh Neos to see that staff in the "Email address to connect to" dropdown on the integrations page. Using this configuration, the integration-specific staff will not count towards your firm's billable users.
The Docufiler Integration staff should have the following permissions:
Case:
• Documents Tab: Enabled and Add
Directories:
• Staff Directory: Enabled
General:
• Firm Preferences: Enabled
Click the Activate button.
A URL link will be provided and this link will request access to your firm's SharePoint site. The link is only active for 5 minutes, hence the need for direct coordination between us.
The link will look similar to this:
If the link activation is successful, a dialog box will be opened that instructs the user to log in to Microsoft to Grant access. If the link times out (after 5 minutes), an error will be received similar to the following:
Once access is granted, Neos will create all necessary folders within SharePoint.