With NeosAI, firms can generate new documents using templates that contain AI-configured tags in each section. Sections can be parsed by Neos using AI Tags from the Word Online Add-in or can be created on the fly from your existing templates. AI-configured sections can be saved for the selected template, saving you time!
NOTE: The generated response is based on the AI prompt. When customizing each section, you may need to adjust the wording, add more context, or simplify the request as needed to improve the results. It is recommended to avoid ambiguity and be as precise as possible to get accurate and relevant responses. Responses may change slightly each time a section is generated.
The following applies to all our AI functions in Neos (e.g., AI Chat, AI Document Generation, AI Executive Case Summary, etc.).
NeosAI uses a Zero Data Retention Policy for data passed to our AI-vendor, Microsoft Azure. Your data is never used to inform or educate a model, nor is it ever used outside of your specific AI transaction. *Your data is not leveraged in any way moving forward by the AI provider and is not held beyond the transaction. The data retention policy ensures you will be in compliance with relevant data privacy regulations such as CCPA. NeosAI is integrated into workflows in Neos, so firms do not need to transfer data to software outside of Neos.
*Metadata and key values are retained for a short period in a logging mechanism to support troubleshooting and validation but are never used to educate an AI module.
NOTE: You must have Add permissions to Case > Documents Tab.
Refer to Template Setup for details on creating and inserting Word templates, as well as adding PDFs with fillable fields to be coded in Neos.
To add a document using a saved template:
Navigate to the Documents Tab of the Case/Intake.
Click the Generate with NeosAI button above the Documents grid in the list view.
The Document Generation workflow now opens as a new tab in Neos, allowing you to multitask and generate documents from other open cases.
Choose your templates: On the Generate Documents wizard, click to select the desired template. Unlike the standard Generate Documents feature, Generate with NeosAI only allows a single template to be selected at one time. Only templates that have a valid SharePoint link with a Template Type of Case will be displayed in the Case Documents Tab. Only templates with a Template Type of Intake will be displayed in the Intake Documents Tab. Refer to the Template Setup for more information.
Templates can be located using a 'contains' search, by Template Type, and by Document Type. Click the Clear filters button to return to the full list of templates. Columns can be resized by hovering over the far right of a column heading.
A preview of the selected template will be displayed in the right pane. Multiple Document Generation tabs can be opened and will display the First Party Full Name, Case number at the top for easy identification.
Click the Next button to proceed.
Fill in templates: If your selected template has any AI tags, it is ready for AI. AI sections and AI Tags can be modified or added using the Configure Template button. Refer to Configure Template for NeosAI for information.
If your selected template does not contain any AI tags, new sections, and AI tags must be inserted using the Configure Template button to proceed. Refer to Configure Template for NeosAI for information.
Once your template is ready for AI, click the Next button to proceed to the Review content AI step.
Review Content AI: Users can customize AI Options, access template Details, and Review Sections. Each section is described below.
AI Options – Tone and Length setting options
Tone – Choose the style in which NeosAI will generate content. This can be Standard (default), Formal, Casual, Demanding, or Less Demanding.
Length – Choose the amount of content that NeosAI will generate. This can be Short, Medium (default), or Long. Each prompt uses its own length which could be sentences or bullet points.
Details – Contains the template file name and a View Document button to see your selected template (AI text has not been generated yet). Click anywhere to close the view.
Review Sections – Each section that has been identified and/or added in the Configure Template window will be displayed.
The position where each tag is located in your template or where a section has been added and reordered is the order in which tags will display, noted by the number to the left of each tag title.
Options – Displays the selected list tab Data Sources, the Data Sources picker, and Additional Instructions.
Data Sources
Available inputs are listed in the Data Sources field. This field is used to customize the specific inputs in Neos (Case Folder Tabs and Dynamic Layouts) when AI generates documents. When changes are made to the Data Sources, the inputs will update based on the new sources. Data Sources is the first field in each section making it easier to see and make changes if needed.
The following inputs can be used as data sources: Accident Information Data, Case Data, Case Date Data, Documents Data, Case Summary Data. Case User Data, Counsel Data, Court Information, Current Staff Data, Documents Data, Firm Data, Insurance Data, Notes, Party Data, Primary Staff Data, Police Data, Value Data, User Tab List/Entry 1-5, User Tab Entry 6-10, Dynamic Layouts (including Business Card Data, Contact Data, Invoice Data, Photo ID, Receipt Data, and Line Item Data). Refer to Data Source Fields for the full list of fields used in each input.
Dynamic Layouts can also be selected. Data from each selected Dynamic Layout within the Case of that type will be included in the prompt when generating a document with NeosAI. Title and Date fields will be included as well as columns with data. NOTE: The AI Tag will only include nested "child" layouts if the associated Data Source is selected. For example, if the "Medical Condition" Dynamic Layout has a nested Dynamic Layout "child" of "Medication", you must select both "Medical Condition" and "Medication" for the prompt to include data from both layouts.
When Dynamic Layout data sources include metadata such as Medical Codes, the corresponding dropdown will be available to incorporate specific coding or terminology in AI-generated documents. The following is an example of the "Medication Data" data source used in a case with the available Medical Codes that have been extracted. Available Medical Codes may include: CPT, ICD10CM, UMLS, DXP, CSP, ICD10, and CCSR_ICD10PCS.
Case Summary Data can now be selected as a Data Source. When the AI Executive Case Summary has been generated, the configured data sources can be used to generate documents with NeosAI.
Data Sources that use list tab data will display prompts for each section. List tab prompts will not automatically populate from any selections made in the "Fill in templates" step. List Tab prompts include:
Party Data – Multi-select records
Case Note – Multi-select active Case Note Topics
Insurance – Multi-select records
Counsel – Multi-select records
Police – Multi-select records
User Tab List/Entry 1-5 – Multi-select records
Parent Types - This field is displayed when one or more Dynamic Layouts have been selected from the Data Sources field. The dropdown will contain the parent types of the selected Dynamic Layout(s). Select one or more parent types to only include the Dynamic Layouts of the selected type(s) with a parent of the selected type(s) in the Case.
For example, let's say the "Medical Details" Dynamic Layout is used in the Case Tab and the Documents Tab. By selecting "Medical Details" in the Data Source field, the Parent Types field lets you choose the location(s) from where you want this data pulled (e.g., Case and/or Document).
The Dynamic Layout option will include all instances where the selected Data Source is used as a nested layout in any other Dynamic Layout.
If Parent Types is left blank, then all Dynamic Layouts for the selected type(s) will be included in the prompt during document generation.
Additional Instructions
The Additional Instructions field is a free text field that can used as prompt instructions for the AI to include, exclude, or modify (e.g., explicitly omitting content from the generated text). The text entered in this field is not added to your document, unless you specifically type to include certain text. Use this field to now request rich-text formatting, such as bolded headings, bullet points, and tables.
AI Preview
Each individual section can be generated by clicking the Generate button or you can generate all sections at once by clicking the Generate All (<# of sections>) button. The Generate Documents button at the bottom will be disabled until all sections have been generated.
NeosAI will generate each individual section or all sections. Each AI generated section will adhere to the Azure AI Input Limit (approximately 4,000,000 characters or 1,500 – 2,000 pages - depending on text density). Anything over this size will be automatically truncated to fit within the limit.
AI Generation can take a few minutes to complete.
Should the preview take longer than 3 minutes, the following message will be displayed. If 5 minutes have elapsed and the preview has not yet generated, please refresh your browser.
When individual sections are generated, the counter at the bottom will be reflected and the total number to generate will decrease by that number. The Preview section will contain the AI-generated output using your AI tags and selected Data Sources. Content in the Preview cannot be modified. Refer to the Change Section Output section for guidance on customizing the AI preview.
Change Section Output
If you wish to add, change, or omit specific text from the preview, use the Additional Instructions field to fine-tune the AI output.
NOTE: Each time the Generate button is clicked, NeosAI will create an entirely new preview, instead of only adding or omitting text from the Additional Instructions field. In other words, if you like the current preview and only wish to make minor adjustments, it is advisable to generate the document and make your specific changes in the completed document.
When changes to list tab options (e.g., Party or Counsel) or data sources are made, the specific section will be shown in orange, noting that changes have occurred. Click the Generate button to redo the preview incorporating your changes.
To undo your recent changes (e.g., AI Tag/Section inputs or Tone/Length), click the Undo Changes button. The Tone and/or Length field changes will reset to the previous selection, and the section will return to the "Generated" state.
If a section (parsed by NeosAI from a heading) with existing content was modified in the Configure Template screen, the content and AI Tags will show in the Preview before generating that section.
When a section with existing content is generated, a View Original button will display on the far right above the Preview. Click and hold the View Original button to quickly see your original content. This does not apply when the Action for a section is set to "Do Nothing" or "Remove".
NOTE: The Preview will only show the text that is generated by NeosAI. Existing template content and the AI-generated output can only be accessed simultaneously after the document is generated.
When you have reviewed all AI Generated section previews, click the Generate Documents button. Any additional edits will need to be manually made after the document is generated. Ensure that all AI-generated content meets your firm's standards. Click Accept and Continue.
You will be returned to the Documents Tab when the Accept and Continue button has been clicked. When the document has been generated, you'll be notified on the bottom right of Neos. The document can be opened by clicking on the title in the Complete window.
The AI-generated document will be added to the Documents Tab and flagged as "AI Generated" in the list view, preview pane, and detail view.
The AI Generated document will also display in the Activity Feed for the Document Activity Type.
NOTE: If the AI Generated document is copied or moved to another case, the document in the new Case will not be linked to the AI prompt responses.
