When documents have been added to the "To Be Filed" folder directly in SharePoint or uploaded into Neos, they are visible in the File Documents tab. From this tab, documents can be automatically renamed, auto-assigned to a Case/Intake with NeosAI, edited in-line within the grid and in bulk, synced with SharePoint, deleted, analyzed with NeosAI, and filed to the suggested or set Case/Intake.
NOTE: Your firm must have NeosAI Platinum to access unfiled documents. You must have the Bulk Filing Special Permission Enabled. To use the auto-assign and analyze AI features, you must also have the NeosAI Special Permission Enabled.
Access Unfiled Documents
Documents that exist in your firm's SharePoint > CaseFiles > "To Be Filed" folder are added to Neos as unfiled documents. These unfiled documents that have yet to be assigned to a Case/Intake reside in the File Documents Tab.
The File Documents tab can be accessed from two locations:
Create Menu > Unfiled Documents
Browse Documents Tab > Import Unfiled
The File Documents grid will update periodically. Refer to Sync Unfiled Documents for more information.
File Documents Grid
Within the File Documents grid, there are 11 standard columns. These include: [pencil/edit], [Assigned Case], Case, [Document icon], File Name, Type, Category, Date, Tags, Author, and Created.
An additional column, "Original File Name", can be added to the grid from the Columns list. When added, the column is placed after the File Name field. This read-only column contains the original name of the document.
If your firm has Automatic Document Naming [link to Smart Document File Renaming] enabled in Firm Preferences > Documents, use this column to see the original name of a document. When the document is updated with a new case/intake, type, category, date, and/or author, the File Name will be automatically updated. When an unfiled document is saved to a Case/Intake, that document will be titled with the proposed File Name.
Without Automatic Document Naming, the File Name column will default to the original file name.
Columns can be resized and will retain the sizing for that Staff person. However, they cannot be reordered in the grid.
The File Documents grid will refresh to show new rows of documents when navigating away and returning to the tab.
The grid reflects updates made by other staff members in real time:
If another staff member updates a document row, the row will refresh automatically with the updated data.
If another staff member files a document, that row will update to show the case/intake selection and become read-only.
If a document has already been filed, it will not be modified when you click Save & File.
Filter Unfiled Documents
The unfiled documents grid can be filtered to quickly find documents. The count of unfiled documents within the tab name and banner will be based on the filters applied to the grid. The number shown above the grid only includes the unfiled documents that do not have a Case/Intake suggested or assigned, which is why the number on the File Documents tab name may differ.
File Documents Filters
Use the following filter to condense the list of unfiled documents.
Author – Find unfiled documents by the Staff Code who triggered the sync between SharePoint and Neos. The dropdown displays active Staff Codes.
Document Date – Find unfiled documents by the desired date range for the document date.
Date Created – Find unfiled documents by the desired date range for when the document was synced with SharePoint (added to the File Documents tab).
Batch Number – Find unfiled documents by the Upload or Auto-Assign With NeosAI batch. NOTE: Once a document has been filed to the assigned Case/Intake, it will be removed from the File Documents Tab, and the batch number will no longer show results.
To remove all filters, click Clear Filters.
NOTE: Your filters will be reset when closing and reopening the File Documents Tab.