Calculations can be created for certain types of fields and managed within User Defined Case Fields. Configured calculations will automatically populate wherever the Case Field appears in a Dynamic Layout. Calculated Fields can help reduce manual entry, ensuring consistency across your firm.
NOTE: Calculated fields cannot reference other calculated fields.
To modify or delete an existing calculation, refer to Manage Calculated Fields.
NOTE: Your firm must have NeosAI Platinum to access Calculated Fields. You must have at least Enabled permissions to Directories > User Mini Directories to access User Defined Case Fields.
Add Field Calculation
Navigate to Settings > User Defined Case Fields.
Field calculations can be created on Money, Number, and Decimal type fields. Locate an existing or create a new Case Field using these field types.
Notice the "Calculation" column in the Case Fields grid. Click the Add Calculation button to create a calculation on the desired field.
A Calculation window will display with the Case Field Title in the header. The available Functions (DATEDIF, ROUND, ROUNDDOWN, IFS, SUBTOTAL) and Operators (+, -, *, /, (), <, >, =) are displayed at the bottom of the window.
NOTE: Calculated Fields can only be used in Dynamic Layouts at this time.
Use the Code Editor field to build a formula with functions, operators, and reference fields in Neos, similar to Excel. The Code Editor field is required to save changes. As you type, a dropdown will appear with matching functions and reference fields. Each suggestion displays its type label (e.g., "function", "number - field", "date - field") so you can confirm the correct option before selecting. Press Enter on a highlighted option to populate it into the Code Editor.
If calculation issues exist in the Code Editor, an error message will display, like shown below.
To remove a single formula element, highlight and delete it. To remove the entire formula, click Clear All. Use the double lines at the bottom right of the Code Editor field to expand it for multi-line editing.
NOTE: A space must be added between formulas to activate the Save button.
Once satisfied, click Save. The Add Calculation button for this field will change to Edit Calculation.
NOTE: Both the input and calculated fields must exist within the same Dynamic Layout for the Case.
Code Editor Reference
The following element types are available in the Code Editor. Each is color-coded when added to the Code Editor field to help you identify it at a glance. Functions and reference fields appear together in the same dropdown — use the type label on the right side of each suggestion to distinguish them.
Reference Fields (Purple)
Reference Fields pull data from other Case Fields into your formula. Start typing the title of a Date, Decimal, Money, or Number type Case Field, excluding the field for which you are creating the calculation and select it from the dropdown. The field type is displayed alongside each option (e.g., "number - field", "date - field") so you can confirm the correct field before selecting. Up to 20 unique fields can be added in a formula.
Numbers (Red)
Type a whole, decimal, or negative number to insert it directly into the Code Editor field.
Operators (Black)
Type in the desired operator(s). The available operators are: + (add), - (subtract), * (multiply), / (divide), () (parentheses), < (less than), > (greater than), and = (equal).
Functions (Green)
Functions perform specific calculations on the values you provide. Each function is described below, including when to use it and how to build the formula.
IFS()
Use IFS() when a calculated field should return different values depending on a condition in a reference field. It supports single or multiple IF statements to calculate the final value.
When an IFS() function is added to the Code Editor field, numbers, reference fields, and operators can be added in the parentheses to define the IF statement.
Allowed operators within IFS(): , (comma); < (less than); > (greater than); <= less than or equal to; >= (greater than or equal to; = (equal); and <> (does not equal).
NOTE: Math operators [*, -, +, /, ()] cannot be used with IFS() statements.
Single IF statement example: Use this format when there is one condition to evaluate.
IFS (Case Field 1 > = 9, "10") — "If Case Field 1 is greater than or equal to 9, enter 10."
Multiple IF statements example: Use commas to separate each condition.
IFS (Case Field 1 > = 9, "10", Case Field 1 > = 20, "11")) — "If Case Field 1 is greater than or equal to 9, enter 10; but if Case Field 1 is greater than or equal to 20, enter 11."
DATEDIF()
Use DATEDIF() to calculate the number of days between two dates. The result is an integer and can be positive or negative depending on the order of the dates. Date fields can only be used within a DATEDIF() calculation.
This function is most useful when tracking elapsed time between case milestones, such as the number of days between a service date and a court appearance date.
ROUND()
Use ROUND() when you need to control the precision of the final output. Calculated fields round to the nearest whole number automatically, but ROUND() allows further rounding control. This is most useful when monetary calculations need to display clean dollar amounts.
ROUND() cannot be used by itself or outside of a valid formula. If the number of digits is between 1 and 4, the round function will round down. If the number of digits is between 5 and 9, the round function will round up.
If 0 is entered, Neos rounds to the nearest whole number.
If 1 is entered, Neos rounds to one decimal place, if 2, two decimal places, etc.
If -1 is entered, Neos rounds to the nearest 10th, if -2, to the nearest 100th, etc.
ROUNDDOWN()
Use ROUNDDOWN() when the result must always round toward zero rather than to the nearest value. Like ROUND(), it cannot be used by itself or outside of a valid formula.
If 0 is entered, Neos rounds down to the nearest whole number.
If 1 is entered, Neos rounds down to one decimal place, if 2, down two decimal places, etc.
If -1 is entered, Neos will round to the nearest 10th, if -2, then to the nearest 100th, etc.
SUBTOTAL()
Use SUBTOTAL() to sum all instances of a Decimal, Money, or Number field across a Dynamic Layout, including all rows within any lists in that layout. This function is most useful when a field repeats across multiple list entries and you need a running total as an input to another calculation.
SUBTOTAL() can be combined with basic math operators or used as a reference value inside an IFS() statement as part of a larger formula, as long as the formula is valid.
If a Dynamic Layout contains more than one layout type, each layout type is totaled separately.
If all instances of the selected field are blank, the calculated field will display no output.
If only some instances are filled in, only those values are included — blank entries are omitted.
Calculation Examples
The examples below show how configured calculations trigger inside a Case where the relevant fields exist in a Dynamic Layout. Note that the title bar of the Calculation window reflects the name of the field being calculated, which helps confirm you are editing the correct field.
Fields that have calculations are disabled in the Case and are distinguished by a gray background with a formula icon.
IFS Calculation on Money Field
This calculation can be read as: "If the Value Amount field is greater than 5.00, enter 100.00 into the *Amount Due field."
Navigate to a Case that has these fields within a Dynamic Layout. Notice how the "*Amount Due" field is automatically set to "100.00" when the "Value Amount" field has a number greater than 5.00. The calculated field *Amount Due becomes read-only.
DATEDIF Calculation on Number Field
This calculation can be read as: "Find the number of days between the Service End Date and the Next Appearance date".
Navigate to a Case that has these fields within a Dynamic Layout. Notice how the "*Number Remaining" field is automatically set to the difference between the two dates, (e.g., 822). The calculated field *Number Remaining becomes read-only.
ROUND() & ROUNDDOWN() Calculation
Round and Rounddown calculations can be added to any calculation and can also be used inside a formula, rather than as the final output. For example:
DATEDIF(Service End Date,Next Appearance) - ROUNDDOWN((DATEDIF(Service End Date,Next Appearance)/7),0) *7
This formula calculates the number of days remaining between Service End Date and Next Appearance. ROUNDDOWN divides that total by 7 and rounds down to the nearest whole number to determine the number of complete weeks. That result is multiplied by 7 to convert the complete weeks back into days, which is then subtracted from the total.
This ROUND() calculation can be read as: "Multiply the Value Amount field by 0.3333 and then round to the nearest whole number".
Navigate to a Case that has these fields within a Dynamic Layout. Notice how the *Amount Due field is automatically set to the rounded value. In this example, 6.00 × 0.3333 = 1.9998, which rounds to $2.00. The calculated field, *Amount Due, becomes read-only.
This ROUNDDOWN() calculation can be read as: "Multiple 5 by 0.5 and then round down to 1 decimal place."
Navigate to a Case that has these fields within a Dynamic Layout. Notice how the *Amount Due field is automatically set to the rounded-down value. The calculated field *Amount Due becomes read-only.
SUBTOTAL() Calculation
The examples below show how SUBTOTAL() sums field values across a Dynamic Layout and how that result can be used with basic math or an IFS() statement.
This calculation can be read as: "Multiply the total of all Medical Bill Amount field entries by 0.1."
SUBTOTAL(Medical Bill Amount) * 0.1
Navigate to a Case that has these fields within a Dynamic Layout. Notice how the calculation for the calculated field is automatically set to the result of all Medical Bill Amount entries multiplied by 0.1. The calculated field becomes read-only.
NOTE: Math operators (*, -, +, /, ()) cannot be used within IFS() statements. To combine SUBTOTAL() with both IFS() and basic math, apply the math outside the IFS() function.