What's New: Neos December 2024

Drumroll, please….NeosAI Chat is here! If you haven’t tried our FREE NeosAI Platinum trial, now is your chance to allow NeosAI to give you time to breathe…Get more done, possibly leave early on occasion, and make fewer mistakes. What’s not to love? Coming your way December 3, plus a whole bunch of other fantastic features.

Watch the “New in Neos” on-demand webinar at your leisure.



New Features

• NeosAI Chat (NeosAI Platinum Only)
• NeosAI Tag Manager (NeosAI Platinum Only)
• Dynamic Forms in Case Layout Manager (NeosAI Platinum Only)
• Dynamic Layouts Visualization (NeosAI Platinum Only)
• Activity Feed Grid View & Enhancements

Enhancements

• NeosAI Summary Enhancements (NeosAI Platinum Only)
• NeosAI Document Extraction Enhancements (NeosAI Platinum Only)
• Dynamic Forms Enhancements (NeosAI Platinum Only)
• Advanced Search Enhancements

Improvements and Updates

• Advanced Search Updates
• Calendar Enhancements
• DocuSign improvements
• And more

New Features



NeosAI Chat (NeosAI Platinum Only)

The new AI Chat provides the ability to ask questions and interact with case documents, delivering instant, document-specific answers.

• Enjoy customizable prompts tailored to specific case or document types, ensuring conversations are contextually relevant.
• Automatically summarize uploaded documents and perform AI extractions using NeosAI Chat to save time and improve efficiency.
• Suggested prompts make it easy for anyone to use even on the first try. Limit your chat prompts to specific ones defined by your firm or allow users to create their own.



How it works

Upload a document (or multiple documents, one at a time) and ask NeosAI questions in the chat box! Copy chat conversations to case notes (or to the clipboard) for easy reference and documentation. Easy and simple to use.

Refer to Knowledge Base 2051 for instructions on setting up prompts and special permissions. (You must be logged into the Neos Knowledge Base to directly access this article from our release page. Access the Neos Knowledge Base from Neos by clicking on the question mark in the top right-hand corner of the screen.)

Why is this important?

NeosAI Chat is the most intuitive way to leverage AI in your daily activities to make you faster, decrease mistakes, and finally, give you time to breathe when you are racing from task to task.

• NeosAI Chat reduces time needed for manual review and interpretation of documents, enabling users to quickly get insights or clarify information by typing a question.
• Customizable prompts allow firms to maintain consistent workflows.
• NeosAI Chat will not provide answers that go beyond the purview of the uploaded document

When to use it

Is there ever a good time NOT to use it? (Just kidding)

• Review or analyze uploaded case-related documents such as contracts, incident reports, or medical records. Ask it to create medical chronologies, summarize a document, or find specific information buried in hundreds of pages.
• Quickly get answers or insights about documents during case preparation or legal document review.
• Double check information in a case before you send out a public-facing document.

Try our brand new NeosAI Chat for free for 45 days.



NeosAI Tag Manager (NeosAI Platinum Only)

Create virtually any document using NeosAI and case data to drastically decrease document creation time.

• Create and customize AI Tags for use in legal documents.
• Edit existing tags to refine data sources, or mark tags as inactive.
• Leverage the preview feature to test AI Tags and see sample outputs before implementation.
• AI Tags integrate seamlessly with the Word Add-In, making them accessible in the AI Document Generation workflow.

How it works

If you have NeosAI Platinum, go to Settings > AI Tags (a new directory to define your own and edit existing tags for AI document generation)

NOTE: Native, immutable AI Tags cannot be deleted, only edited to add/remove data sources or marked as inactive

• Name, Handle, and AI Prompt are required fields
• Name will be the human-friendly name that shows in the Word Add-In and in AI Document Generation workflow
• Handle will be the underlying tag inserted into the template
• AI Prompt will be the prompt that is sent to the AI to generate a response
• Select one or more Data Sources to include extra context from the case in the prompt to the AI
• Generate a preview to see a sample of what is generated from the current prompt
• go to the Configure Preview tab to select a case and other records based on data sources selected, to include context in the sample response generation
• Tags created by users will be available in the Word Add-In under the AI category among the other existing tags

Refer to Knowledge Base article 2055 for more detailed information.



Why is this important?

Legal document generation is one of the most time-consuming and error-prone tasks for legal professionals. NeosAI Tag Manager gives your firm the ultimate flexibility and control over how AI is used to generate document content, ensuring alignment with existing workflows and preferences.

Cut down on document creation time, decrease burnout and fatigue, and improve accuracy. Talk about a win-win feature!



When to use it

• When configuring AI-powered document templates to include preferred format, language or context.
• To refine or expand AI Tags for improved document generation workflows.
• To include additional case-specific data sources in AI-generated responses for comprehensive document creation.



Dynamic Forms in Case Layout Manager (NeosAI Platinum Only)

Dynamic Forms are a new flexible form that can be added to individual cases on the fly or to case type layouts. Nest dynamic forms within other forms or create lists of forms within flat tabs.

• Cases now support Dynamic Forms in multiple tabs: Case, Party, Insurance, Value, and Counsel.
• Enhances configuration options by enabling drag-and-drop reordering, flat form display for single records, and grid view for multiple records.
• Easily reuse the same Dynamic Form across multiple case types. Make one update, and it automatically applies to all case types—no need to update each one individually!





How it works

Refer to the Knowledge Base on Dynamic Forms (1066) for more detailed information on how to implement Dynamic Forms in the Case Layout Manager.



Why is this important?

Integrating Dynamic Forms into the Case Layout Manager enhances flexibility and customization. They build on the customizability of User-Defined Fields and take it a few steps further. You’re no longer limited to a single field type (like with user-defined-field) and can nest a new Dynamic Form on the fly in any part of an existing Dynamic Form.



When to use it

• When customizing layouts for specific workflows, such as managing party details, insurance information, or counsel data.
• Streamline case management by embedding forms directly within case layouts for easy access and improved visibility
• In case layouts instead of a user-defined-field.



Dynamic Layouts Visualization (NeosAI Platinum Only)

This new tab hosts all Dynamic Forms included within the case or intake and provides an organized view of all Dynamic Layout records and their parent relationships.

You can configure Title and Date fields for each Dynamic Layout, enabling a clear display of pertinent information in the Dynamic Layouts tab and in Advanced Search.



How it works

Title and Date fields of a dynamic layout

• Settings > Dynamic Layouts > select a single dynamic layout
• Users can configure which column in the dynamic layout will be used as the Title and the Date
• Title must be an Alphabetic type field
• Date must be a Date type field
• Only 1 field can be set as the Title/Date
• By default, Title will be the first Alphabetic type field in the layout, Date will be the first Date type field in the layout

Dynamic Layouts tab within a case / intake

• Settings > Case Types > select a single case type > Tab Setup
• new tab added to each case type called Dynamic Layouts
• Tab is Active by default
• Users can deactivate the tab and/or rename the tab
• Tab will show in cases and intakes

• Grid will show each dynamic layout contained within the case or intake
• Dynamic layout can be a direct child of the case, or a child of a document or any other record within the case
• Grid will show the Title and Date of the layout instance, as well as info about the parent
• Single click to open the side pane / Double click to open the full editor



Why is this important?

By presenting key details like Title and Date in a streamlined grid, firms can quickly identify, filter, and manage relevant records, saving time and enhancing workflow efficiency. Having all Dynamic Forms visible and accessible in one place in the case eliminates time wasted searching throughout the case.



When to use it

• To organize and display key details for Dynamic Layout records within a case or intake (for example, filtering for examinations, treatments, or medical conditions to assist with creating a medical chronology)
• When searching for or managing records across different Dynamic Layout types in the Dynamic Layouts tab or Advanced Search.
• To customize the appearance of the Dynamic Layouts grid to better fit specific workflows or case management needs.



Activity Feed Grid View & Enhancements

Enhancements to the Activity Feed include a grid view with updated colors and expanded descriptions that offer a clearer overview of case activity. Descriptions now provide richer, more informative details about each activity.

How it works

Access the Activity Feed directly from its tab inside the case.



Why is this important?

Providing additional details (like document name and document type or dynamic layout name) on an action performed minimizes the need for follow-up questions with the individual who executed the task. Differentiating colors makes it easier to parse the information.



When to use it

Any time you want to see activity related to a case.



Enhancements



NeosAI Summary Enhancements (NeosAI Platinum Only)

AI summaries now handle larger documents (up to approximately 200 pages or 512,000 characters) and include page references for easier traceability while standardizing summary quality across all supported document types.



How it works



When to use it

• When summarizing lengthy documents, such as medical records, depositions, or incident reports, where page-specific context is crucial.
• To quickly identify and reference key information without manually searching through large files.



Why is this important?

AI Document Summarization drastically reduces legal document review time. This new update effectively eliminates time spent searching for key information within large documents.



Document Extraction Enhancements (NeosAI Platinum Only)

New pop-up view added for extracted data, allowing cross-referencing with its original context in the document for improved accuracy and usability.



How it works

• For any data extracted using the Medical Record or Contact Extractions, the Extraction Details will now show the context from the original document
• Click the info button for a field containing extracted data to open the extraction details
• Click the From Document link to open the document side pane
• Extracted value will be highlighted in the context
• Will show up to 100 characters before and after the extracted value
• Click Expand to expand the context to up to 200 characters before and after the extracted value



Why is this important?

Users can confidently verify and validate critical information, reducing errors and saving time during document review, thanks to immediate access to the original context of extracted data.



When to use it

When reviewing or validating data extracted from Medical Records or Contact Extractions.



Dynamic Forms Enhancements (NeosAI Platinum Only)

Dynamic Forms now support reference-type fields (e.g., Mini Directories, User Mini Directories) in grids and Advanced Search, displaying selected options directly in columns and enabling interactive communication through clickable fields like phone numbers and email addresses.



How it works

Refer to the Knowledge Base on Dynamic Forms (1066) for instructions on for use.



Why is this important?

Displaying key reference information directly in Dynamic Layout grids eliminates the need to open individual records. Additionally, Interactive fields streamline workflows, enabling users to initiate calls, send emails, or messages with a single click.



When to use it

• To review and manage Dynamic Layout data with reference fields, such as contact names, addresses, or user directories, in grids or Advanced Search.
• When working with layouts requiring quick access to communication tools like phone numbers and email addresses.
• To customize grid columns for better alignment with specific workflows or case management needs.



Advanced Search Enhancements

Replaced the "From" operator with "Custom."

• When users select the "Custom" operator they will see the following options: Yesterday/Today/Tomorrow/Last
• If a user selects "Last" this will populate a numerical field where users can insert a positive number. A dropdown will then populate where users can select: Day(s)/Week(s)/Month(s)/Quarter(s)/Year(s)
• If a user selects "This" it will populate a drop-down field where users can select: Week/Month/Quarter/Year
• If a user selects "Next" this will populate a numerical field where users can insert a positive number. A dropdown will then populate where users can select: Days

Users can now filter by Current Staff

• Staff filters have an option for the "Current Staff." A user can select "Current User" as an option. This will be available for any filters where the options in the dropdown are a list of Staff.

Additional Updates

• Can now double click results within Advanced Search
• Search for Emails, Phone Numbers, and Addresses
• Ability to save export options to subscriptions
• Adds "Stage" column to Intakes and Cases primary record



How it works

“Custom” Operator Replacing “From” Operator

New operator (Custom) enables users can set their own time period for any date filters. All existing queries that had FROM operator filters have been migrated to use the new custom operator instead. NOTE: Any backend queries that are currently running with From operator will still work but Assembly is committed to ensuring all firms are able to migrate over to the new Custom operator. Details to be sent soon.

Current User Filter

Users can now filter by “current staff” on any staff type filter which will show results that apply only to the logged in user.

Double Click Results

Users can now double click in any result in the following primary records to open that record in a new neos tab: Checklist, Provider, Calendar and Messages and any table tiles using a query with one of those primary records. Double click is also available in the Calendar List View as well; double clicking any result will open the edit event modal.



Why is this important?

• Custom operator: Users now have ultimate flexibility when creating dynamic date driven reports and dashboards
• Current staff filter: Eliminate duplicative dashboards and reports for each staff
• Double click: Quickly navigate to the item you are searching for without losing your place in your report or dashboard
• Email, Phone number and Addresses: Easily create contact reports to generate a call list, email list, or address list, that even allows you to export.
• Stage column: When running a report for both cases and intakes, users can differentiate the results between cases and intakes



When to Use

When creating and utilizing reports and dashboards for day-to-day management of your cases



Improvements and Updates

• Advanced Search Updates
• Add or Remove Columns selector stays open after searching for and selecting a column to allow for selecting multiple fields at once. It only closes when a user clicks away.
• Calendar Enhancements
• Calendar events from the search/list view can now be opened by double clicking
• Calendar alias support for viewing/editing other staff calendars
• Outlook Add-in will return error messages in the Neos notification bar when there is an issue that resulted in an email or its attachments not tagging appropriately
• DocuSign Improvements
• Signed documents are now downloaded from DocuSign as a combined pdf, including any required or optional attachments, and the certificate of completion
• Certificate of Completion inclusion depends on this setting in the DocuSign account that is linked to Neos
• LEDES Invoice Enhancement
• Neos University link is now accessible via the NeosAI Tools side pane
• Updated "Duration" to "Time Spent" where applicable