The Auto-Assign Documents feature uses NeosAI to analyze uploaded documents and automatically suggest metadata, including a matching Case/Intake, based on the document content. This reduces manual data entry and helps ensure documents are filed accurately and consistently across your firm.
NOTE: Your firm must have NeosAI Platinum. You must have the NeosAI Special Permission set to Enabled to use this feature. The Bulk Filing Special Permission is also required to file documents in bulk.
AI Badge on Upload/Unfiled Buttons
When you have the NeosAI Special Permission set to Enabled, an AI badge will appear on the Upload Documents and Import Unfiled buttons. These buttons are accessible from the Create menu in the top navigation bar and from the Browse Documents tab.
Without the NeosAI special permission, the AI badge will not appear on these buttons. Documents can still be uploaded or assigned in the File Documents tab, but the Auto-Assign feature will not be available.
Auto-Assign on Upload
The "Auto-assign documents with NeosAI" checkbox is available in the Upload Documents window when uploading documents or using drag/drop via the window or Browse Documents.
The selection checkbox state will be saved for the logged-in Staff. In other words, if you select the checkbox, it will remain selected when accessing this window in the future.
Auto-Assign on Sync with SharePoint
When unfiled documents from your firm's SharePoint > CaseFiles > To Be Filed folder are synced with Neos, NeosAI will automatically run auto-assignment on any newly imported unfiled documents in the background. This means you do not need to manually trigger auto-assignment after a SharePoint sync.
Documents that already exist in Neos will not be re-processed. Once auto-assignment is complete, the rows in the File Documents grid will update with the AI-generated metadata, including the suggested Case, Type, Category, and Date fields.
Bulk Auto-Assign
You can manually trigger "Auto-Assign with NeosAI" for one or more unfiled documents directly from the File Documents tab.
NOTE: The "Auto-Assign With NeosAI" bulk process performs the same function as the "Auto-assign documents with NeosAI" checkbox in the Upload Documents window.
Navigate to the File Documents tab from:
Create > Unfiled Documents
Browse Documents > Import Unfiled Documents
Select one or more rows using the checkboxes in the grid and click Bulk Actions > Auto-Assign With NeosAI.
3. The selected rows will become read-only while NeosAI processes the documents.
4. Once processing is complete, the Unfiled documents batch number will display in the Complete window.
5. The File Documents grid will refresh, showing the suggested Case "<First Party Full Name> (<Case/Intake Number>)".
How Auto-Assign Works
When Auto-Assign with NeosAI is triggered, NeosAI analyzes the content and file name of each document and returns suggested metadata to predict the matching Case/Intake, Document Type, Date, and Category. This metadata is automatically applied to the unfiled document in the File Documents tab.
Metadata Suggestions
When NeosAI responds with suggested metadata, the value will be applied to the Case, Type, Date, and Category fields on the unfiled document.
Changes can be made to the auto-assigned Case and will change from a starburst to a green checkmark icon.
If NeosAI responds with "No case assigned", the Case field will remain empty for you to complete manually.
Case Matching
NeosAI will search for a matching Case/Intake based on identifiers found in the document content and file name. If a single Case/Intake is found with an exact match at any step, that Case/Intake will be suggested. The search for a Case/Intake is conducted in the following order:
Claim Number
Policy Number
Docket Number
Docket Number + Court
Case Number (case/intake number, alternate case number 1, or alternate case number 2)
Party Name (first and last name)
If the party’s name includes a middle initial or name and multiple parties are returned, results will be narrowed by middle initial. Parties with no middle name on record will remain in the results.
The search will also include AKA first and last names.
Any of the above + Date of Incident, Date Opened, or Date Closed
NOTE: If no case/intake is found or multiple cases/intakes are found with matching data, no case/intake will be suggested, and the Case field will remain empty.
Refer to Edit Unfiled Documents to make inline and bulk edits as needed.
When ready, click Save & File to move documents to the Documents Tab of the corresponding Case/Intake. Refer to Save, File, and Analyze Unfiled Documents for more information.