With the LawToolBox integration enabled, Case Date Deadlines can be calculated per Case. Synced Deadlines will be added to the Case Calendar Tab and Neos Calendar. At this time, Deadlines will not be pushed to your Outlook Calendar. Staff assigned to a deadline can be reminded and will receive a notification, per their setting in Staff Profiles. Reporting in Advanced Search is also available.
NOTE: You must have Enabled and Modify permissions to Case > Case Tab.
When first accessing a case, navigate to the Case Tab to see a new "Deadlines" widget that can be set up in order to calculate and trigger deadlines. Click the Set Up button. [screenshot]
Set Up Calculation Options
This one-time setup is used for automatically calculating your case dates based on state jurisdiction and LawToolBox rule set.
State Jurisdiction – The dropdown shows the state(s) you selected in the LawToolBox integration screen. Only one state can be selected.
LawToolBox Rule Set – Based on your selected state, select the appropriate rule set for this case. Options are derived from your selections in the LawToolBox integration screen. If you do not see the rule set needed for this case, return to Settings > Mini Directories > Case Dates and reconfigure your trigger dates.
Click the Save button to keep your changes. The Deadlines widget will show as "being calculated".
If Case Date changes have been made and you have closed the Calculate Deadlines window, the widget will show the Calculate Deadlines button. The hollow circle next to the label means that Neos has not yet calculated the deadline. [screenshot]
If the State and/or Rule Set is changed (using the gear icon), any past deadlines will remain in the Case Calendar Tab but future deadlines will be deleted. New deadlines will get calculated for the new State/Rule Set.
Types of Trigger Dates
Deadline-only
Additional Information Needed
Reusable
Deadline-only
If no additional information is needed, when Save is clicked, Neos will display the Calculate deadlines selection window (see below).
Additional Information
Some triggers require additional information to calculate deadlines. For example, you could be asked how the legal paper was served. Based on your selection (e.g., non-electronic mail +3 days OR hand-delivery/eService, fax bf 4:30p/Other +0 days) it will add days to your deadline calculation.
If multiple dates need to be calculated, the current number of the total will display next to the Case Date label.
If you are calculating deadlines for multiple dates at once, select the Skip This Date button.
Click the Next button to navigate to the following case date question, if applicable, or to the next step.
Refer to the Calculate deadlines selection window (see below).
Calculate Deadlines Selection
In this window, you can determine (using checkboxes), which deadlines (associated with mapped Case Dates) should be automatically calculated and synced with Neos. The Deadline title comes from LawToolBox and based on the Case Date is automatically calculated using the mapped triggers. All deadlines are selected by default with the current staff listed. You may add or remove staff accordingly.
NOTE: Only the deadlines that are checked will be synced to Neos and displayed as an Outlook Event.
Click the Add Deadlines button. The batch Processing window will display at the bottom right of Neos showing the "Deadline Event Creation Batch <batch number>".
During the batch processing, all Case Date fields will be disabled from edits for all staff for this Case.
When the batch is complete, Case Dates will become editable and a Deadline Calculation notification will display in the Notifications pane.
If there is no batch activity for 15 minutes, the batch will timeout – any remaining deadlines not yet created or updated will show as errors (due to permissions or technical). Click the Errors link in the Notification pane for more details.
When the Case Date Calculation workflow is initiated to update existing deadlines and you do not have Calendar permissions to the original assigned Staff's calendar, the deadline event creation batch will result in an error.
Refer to the Invalid Data window to see the Case Date that triggered the issue. "Deadline update failed; [Staff Email] does not have permission to update calendar events for [original assigned Staff Email]". Although these deadlines have failed to be created, the Case Date change has been saved and the deadline status will remain in "can be calculated".
If changes are made to a Case Date, upon Save, the deadlines will be automatically recalculated, showing the updated Calculate deadlines window. These updated deadlines will also be reflected in the Case Calendar.
The calculated deadlines have been added to the Case Calendar, distinguishable by the Type of "Deadline (LawToolBox)". The Case Calendar grid will show the corresponding Rule Set and Case Date columns that apply to each trigger.
If a LawToolBox Deadline is deleted from the Case Calendar Tab (with Delete permissions to Case > Deadlines), the event will be removed from the Case Calendar Tab and the Neos Calendar. A record of this change can be found in the Activity Feed.
Deadline Preview
Single-select a deadline from the Case Calendar to display the preview pane. All fields with a pencil icon can be modified in this view.
The reminder(s) that you set in the LawToolBox integration will display but can be modified here. Refer to Notification Settings for more information.
A link to the ruling authority for this deadline will be provided by LawToolBox.
