Automations can be created from the + Add Automation button in the Automations Directory, from the Case Type Directory, from the Quick Add menu in a Case, from an individual Checklist item in the Primary or Auxiliary Checklist, or from a Checklist item inside a Case/Intake Checklist Tab, My Dashboards, or Checklist Summary.
NOTE: Your firm must have NeosAI Platinum to create and use automations. You must have Add permission to Directory > Automated Workflows.
To create a new automation:
Click the + Add Automation button, which will open a New Automation tab.
All new automations must be given a unique Title in order to save. Each unique automation can have one Trigger and any number of Actions associated.
When creating a new automation, the "When Checklist Status is changed" is set as the default Trigger.
Set Automation Trigger & Conditions
For your new automation, choose the desired trigger (system event or user action) that will automate a set of steps in Neos. Once the Trigger is set, choose the conditions that will initiate the trigger. Each trigger will have its own set of Trigger Conditions.
To set the trigger, select the Trigger dropdown in the right side pane of the New Automation tab. If the X is clicked, the right side pane will close but can be reopened by clicking anywhere on the Trigger card. Toggle the up/down caret to expand or collapse the trigger.
Available triggers and conditions include:
When Checklist Status is changed
Code – Single-select Checklist Code
Case Type – Multi-select active Case Type Code or "Any" to include all
Assignee – Single-select Staff Code for assigned Checklist item OR "Any" to include all
Status – Multi-select Checklist item status
NOTE: "Update Checklist Task Status" is not an applicable Action for this Trigger.
When the Class Code is changed
Class Code – Single-select Case Class Code
Case Type – Multi-select active Case Type Code or "Any" to include all
When a Checklist Task is added – manual addition from Primary or Auxiliary task
Code – Single-select Checklist Code
Case Type – Multi-select active Case Type Code or "Any" to include all
Assignee – Single-select Staff Code for assigned Checklist item OR "Any" to include all
Status – Multi-select Checklist item status
NOTE: "Add Auxiliary Checklist" is not an applicable Action for this Trigger.
When Intake Status is changed
Case Type – Multi-select active Case Type Code or "Any" to include all
Stage Status – Single-select Intake Stage > Status
NOTE: "Add Value Item" and "Change Intake Status" are not applicable Actions for this Trigger.
When a Case is opened – Triggers when an Intake is made into a Case, when manually creating a Case, or when a Case is created from a 3rd Party Integration, e.g., Zapier.
NOTE: The trigger does not activate when Cases are imported through the Import from CSV workflow.
Case Type – Multi-select active Case Type Code or "Any" to include all (required)
Primary Staff – Multi-select Staff on a Case. "Any" to include all
Intake Closed Status - Multi-select available statuses within the Closed category that are Qualified and Active.
NOTE: "Change Intake Status" is not an applicable Action for this Trigger.
When a Case is closed – Triggers when the Case Closed date is entered and saved
Case Type – Multi-select active Case Type Code or "Any" to include all (required)
NOTE: "Change Intake Status" is not an applicable Action for this Trigger.
Manual Trigger (Workflow) – Triggered from the Case/Intake > Workflows menu
Eligible Case Types – Multi-select active Case Type Code or "Any" to include all (required)
The selected Case Type(s) determine this trigger in the Workflows menu of the Case/Intake.
NOTE: The Field Conditions section has been removed for all new Manual Trigger (Workflow) automations.
All Actions are available when the Manual Trigger is selected. The saved automation is available in the Workflows dropdown of the associated Case Type and requires a staff member to manually select the automation.
NOTE: You must have at least View permissions to Directories > Automated Workflows to access the Workflow dropdown menu in a Case/Intake.
When a Case Field is updated – Triggered by a single field or bulk field update
Case Field – Single-select a standard Case Tab field (required)
Updated By – Single-select Roles (Primary Staff or Trigger Staff) or Staff (list of active Staff Codes). Defaults to "Any".
Case Type – Multi-select active Case Type Code or "Any" to include all (required). Defaults to "Any".
Case Status – Single-select the Case Status. Defaults to "Open".
NOTE: "Change Intake Status" is not an applicable Action for this Trigger.
Add Automation Action & Settings
Once the Trigger and Trigger Conditions have been set, an Action can be created in Neos. One or more actions can be added to a single Trigger automation.
Available actions and settings include:
NOTE: Some actions will be disabled based on the selected Trigger.
Add Value Item
NOTE: The Add Value Item can only trigger on Cases.
Value Code – Single-select an active Value Code from Value Codes Mini Directory. This is a required field.
Provider – Use the Select a Contact window to choose a provider. This is a required field.
When DTF is the selected Value Code, the Default DTF Provider from Firm Preferences > Default Info will be populated.
When TRUST is the selected Value Code, the Default TRUST Provider from Firm Preferences > Default Info will be populated.
When TIME is the selected Value Code, the Default Time Provider from Firm Preferences > Time & Billing will be populated.
Amount (optional) – Enter the Value entry amount. The dollar symbol and decimal have already been added.
Reduction (optional) – Enter the Value entry reduction amount. The dollar symbol and decimal have already been added.
Memo (optional) – Enter the Value entry memo. The allowed character limit matches from the Value entry.
Settlement Note (optional) – Enter the Value entry settlement note. The allowed character limit matches from the Value entry.
Value Category (optional) – Single-select an active Value Category from the Value Categories Mini Directory.
Reference 1 (optional) – Enter the reference label for the new Value entry. The allowed character limit matches from the Value entry. The reference label will change based on the selected Value Code. If a reference label is not defined in the Value Codes Mini Directory, the label set in Firm Preferences will be used.
Reference 2 (optional) – Enter the reference label for the new Value entry. The allowed character limit matches from the Value entry. The reference label will change based on the selected Value Code. If a reference label is not defined in the Value Codes Mini Directory, the label set in Firm Preferences will be used.
UTMBS Expense (optional) – Single-select the UTMBS Expense code.
The created Value entry will use the following defaults:
Case First Party
Bill To – Set Billing Client or First Party
Service Date – Uses the date the automation executes
Change Intake Status
NOTE: This action can only be set once within a unique trigger.
New Status – Single-select Intake Stage > Status
Send text message
Template – Single-select SMS template from the Template Setup
To – Multi-select Case/Intake First Party, First Insurance Provider, and Primary Staff. A custom email can also be entered. This is a required field.
From – Single-select Role (Primary Staff or Trigger Staff) or Staff (list of active Staff Codes). This is a required field. Staff must have a Microsoft Office 365 email connected in their Staff Profile to be accessible in the dropdown.
Subject (optional) – Type optional SMS subject
Body (optional) – Type optional SMS body
Update Checklist Task Status
NOTE: This action will be disabled when the "When checklist status is changed" trigger is set.
Code – Single-select Checklist Code. This is a required field.
New Status – Single-select the new status for the Checklist item. This is a required field.
All instances of the selected Checklist Code will be updated with the New Status. If the selected Code is a repeating item and Auto-Repeat is NOT selected, when the Status is closed, the item will remain closed. If Auto-Repeat is selected, when the Status is closed, the item will re-open. If the selected Code is a parent item with children and the selected Status is Blank, NA, or Open, the children are not added.
Add Note to Case/Intake
Staff – Single-select Role (Primary Staff or Trigger Staff) or Staff (list of active Staff Codes)
Topic – Single-select Note Topic from Mini Directories
Subject – Type optional Case/Intake note subject
Body – Type optional Case/Intake note body
Send an email
Template – Single-select Email template from the Template Setup
To – Multi-select Case/Intake Contacts: First Party, First Insurance Provider, Referred By, and Referred To and/or Staff: Primary Staff and Staff Role [includes all active Staff Roles from the Staff Role Mini Directory]. A custom email can also be entered. This is a required field.
The primary email address of the contact in the Referred By (or Referred To) field on the Case/Intake will be added to the outgoing email.
From – Single-select Roles (Primary Staff or Trigger Staff) or Staff (list of active Staff Codes). This is a required field. Staff must have a Microsoft Office 365 email connected in their Staff Profile to be accessible in the dropdown.
Subject (optional) – Type optional Email subject. NOTE: If using an email template, leave this field blank. Any entered text will overwrite the Subject from your template.
Body (optional) – Type optional Email body. NOTE: If using an email template, leave this field blank. Any entered text will overwrite the Body from your template.
Add Auxiliary Checklist
Auxiliary Checklist – Single-select active Auxiliary Checklist Title. This is a required field.
NOTE: Auxiliary Checklist items being added may reference Staff Roles that do not exist in this case. If a Staff Role does not exist, the Primary Staff Role will be assigned to those Auxiliary Checklist items being added. Auxiliary Checklist items being added may reference Case Date Labels that do not exist in a given case. If a Case Date does not exist in this case, the Auxiliary Checklist items will be assigned a MAN reference date.
With an Action selected, use the right side pane to configure the Action settings.
While actions cannot be reordered, individual actions can be deleted using the trash can.
4. Click Save to keep your changes. When multiple actions exist in an automation, all selected actions are listed alphabetically and will be triggered asynchronously in an unspecified order.
5. The Automation Directory grid will display the first action listed in the automation workflow and any subsequent actions within a tooltip on hover of the number of actions.
