Advanced Search is a powerful tool for locating data in your Neos database. There are many Search For records and filter options that can be used to build your query. Some of these options from A to C are outlined in this article.
For additional options, refer to Advanced Search Filter Options – D-H, Advanced Search Filter Options – I-Q & Advanced Search Filter Options – R-Z.
Accident Information
Activity Code
Alternate ID
Alternate Staff Code
Approval Status
Batch Number
Calendar
Calls
Case Budget
Case Phase
Checklist Completed Date & Completed By
Checklist Notes
Collaborators
Companion Group
Counts
Accident Information
Fields on the Accident Information tab can now be used in Advanced Search queries. Accident Information columns cannot be aggregated or summarized in the search results. However, Accident Information columns can be added when performing a query for Cases, Intakes and Case, and Intakes. The following Accident Information filters are available: Date of accident, City, County, Plaintiff on Phone, Defendant on Phone, Photos Taken, Description of Injuries, Driver, Passengers, Drivers License #, Owner, Year, VIN, Make, License Plate, Model, State, Color, Airbag Deployed, Ticket Issued, Seatbelts Worn, and Notes.
Activity Code
The Activity Code is a field name option when searching for Time entries.
Alternate ID
When searching for Parties, Names, or Providers, "Alternate ID" has been added as a criterion and as a column. This field is located on the Provider > General Tab in the Additional section.
Alternate Staff Code
Alternate Staff Code is a new field in the Staff Profile tab for all users. This optional field can be used as a search criteria or column in all locations where the Staff Code currently appears.
Approval Status
For firms that have the Require Time/Value Approval Invoicing setting enabled in Firm Preferences > Time and Billing tab, billable Time and Value entries can be submitted, approved, or denied. This option displays the Status column in Time and Value list views. Approval Status has been added as an Advanced Search criteria option and column when searching by Value or Time.
Batch Number
Batch Number has been added to the Search for Cases, Intakes, Intakes and Cases, Documents, and Names. The Batch Number column can also be added to the grid. Batch Number is used when referencing the grouping of documents, intakes, cases, or contacts that have been imported to Neos.
Calendar
The Calendar search option contains filters for locating Deadlines (used with the LawToolBox integration). Within Deadline > LawToolBox, filters for Case Date, Rule Set, and Ruling Authority can be used.
NOTE: This is a change from the previous Deadlines search for option, as deadlines now display on the Outlook Calendar. Due to this change, saved Advanced Search queries using the Deadlines search option have been deleted.
Deadline columns are also available for "Deadline Law Tool Box Rule Set Name".
Both Outlook Events and Archived Events (formally "Case Events") can now be accessed in Advanced Search. Use the new "Event Type" filter to locate these types of events.
Results are also distinguishable in the grid using a new "Event Type" column.
Calls
Calls is a new search option to locate call records from the Communications Center. Criteria to filter calls include by Case Note (added when call is assigned to a Case), Client, Date of call, Direction (Inbound or Outbound), Time Spent, From/To Phone Number, Purpose, and Staff.
Case Budget
When searching for Cases OR Intakes & Cases, a new option for "Case Budget" has been added. Filter options include % of Budget Spent, Amount Spent, Budget Limit, and Budget State (Under Budget, Warning, or Over Budget). Additionally, the following columns can be added to the grid when customizing results: Budget Limit, Amount Spent, % of Budget Spent, and Budget State.
Case Phase
A new filter for "Case Phase" has been added under the Search for: Case AND Intake & Cases criteria. Members of your firm can now search for cases using any of the defined phases or phase display names (this is a new field that is defined in the Case Type).
Checklist Completed Date & Completed By
When searching for Checklist items, "Completed Date" and "Completed By" criteria can be used to show completed items by specific staff and the date they were completed, which does not affect the original Due Date. Completed Date can be added as a criteria option under Checklist and as a column in the search results grid. Within the Completed By criteria, results can be further defined using Staff Assigned properties. Additional columns for "Completed By Staff Code" and "Completed By Active" have been added to show the staff code that completed each Checklist item and if they are active (True) or inactive (False).
A Checklist report template has been added to your firm's list of Saved Searches as a shared report in Advanced Search to replace the Checklist report. This template utilizes the new Completed Date and Completed By columns and includes filters for Case, Status, Due Date, Completed Date, Completed By, Staff Assigned, Directory Checklist Single or Repeat, Directory Checklist Parent, Directory Checklist LIM, and Documents Sent.
Checklist Notes
When searching for Checklist items, a new option for "Notes" has been added to locate cases that contain notes on checklist items. A corresponding "Notes" column can be added to your search results to display the entered Checklist Note.
Collaborators
Collaborators can be assigned to Checklist items, allowing staff members to stay aligned on shared work. When conducting a search for Checklist, Cases, Intakes, and Intakes & Cases, the Collaborators filter can be used to locate items where a select Staff is listed as a collaborator.
The Collaborators column can also be added to the grid results when the Search for is set to Checklist.
The search results will display the Staff Codes of the assigned collaborator(s). Multiple collaborators will be separated by semicolons.
Companion Group
When using a Companion Group filter while searching for Cases, Intakes, or Intakes and Cases, the "Companion Group" column can be added to the search results grid. Records belonging to multiple companion groups display all group names separated by commas. Records not assigned to any companion group display a blank value in the column.
NOTE: The Companion Group column supports filtering, resizing, and show/hide. Sorting and group-by are not supported due to the comma-separated multi-value display format.
Counts
Additional filters have been included allowing you to create better administrative reports using Counts. Count filters are helpful for comparing cases by a qualifying number of records. To view a list of cases that have over or under a number of records (e.g., number of documents, parties, notes, etc.), a filter pointing to the type of count can be built into your Advanced Search report.
For example, to report on cases that have at least two Insurance records, add the Counts > Insurance Count filter, set the qualifier to Greater Than Or Equal, and enter "2" in the Value field.
Other examples include the number of Documents, Parties, and Time entries within a Case (Intake or Provider).
Count columns can also be included when customizing your results.