Smart Document Filing with NeosAI Platinum: Intelligence Built Into Every Document, Case, and Workflow

Smart Document Filing with NeosAI brings AI-proposed classification, filing, and analysis into one workflow on NeosAI Platinum, inside Neos case management. 



Every personal injury firm runs on documents. Medical records, police reports, insurance correspondence, demand packages, and intake forms. For each one, your team has to figure out which case it belongs to, classify it, rename it, and file it. Multiplied across every open case, that work consumes hours every week and introduces classification errors that get expensive to untangle. Smart Document Filing with NeosAI Platinum changes the math. It uses AI that lives inside your case management, knows your cases, and proposes type, category, and the matching case for your team to review and file in one pass. 

Documents arrive (upload or sync) and land in the queue. Staff runs NeosAI to propose a type and category for each document, plus a matching case when one is found in Neos. Every proposal is reviewable before filing. With the firm's naming format enabled, documents are renamed to the firm's standard. With Analyze with NeosAI After Filing enabled, every filed document gets a summary and type-specific extractions (Medical Record Extraction, for example). 



Why Embedded Intelligence Beats Bolted-On AI

Standalone AI tools can help with the summarization piece, but they add steps, not remove them. Export from one system, upload to another, wait for output, paste or re-file the result. AI is doing work, but it does not know your firm’s cases, your document library, or your naming standards, so a person still has to bridge the gap. That is not embedded intelligence. That is a second tool for your team to babysit. 

Smart Document Filing with NeosAI is built the other way around. It is intelligence built into the Neos case management used by over 1,100 firms, backed by 40 years of personal injury case management experience. The AI sees the firm's document library, the firm's cases, and the documents being filed, all in the same pass. 



How Smart Document Filing with NeosAI Works

Documents reach Neos one of two ways: 

• Upload directly from Create > Upload Documents, Browse Documents > Upload, or via drag-and-drop onto the document grid. Uploads run in the background. When they finish, a toast and bell notification offers a View Batch link to the File Documents tab, filtered to the newly uploaded files.
• Sync from SharePoint for firms that have configured the SharePoint integration in Firm Preferences. Staff drop files into the To Be Filed directory of the firm’s CaseFiles drive. Neos syncs every fifteen minutes, or on demand via the Sync With SharePoint button at the top of the File Documents tab.

Once documents are in the File Documents tab, NeosAI can auto-assign them. At upload, or from the bulk actions bar, staff can run Auto-Assign With NeosAI. The system reads each document, proposes a type and category from the firm’s library, and looks for case identifiers that match existing Neos cases. When a match is found, it is proposed. When no single match is found, no case is proposed. 

All NeosAI proposals stay pending until a person reviews and clicks Save & File, NeosAI proposes, your team decides. AI-classified rows display a blue-stars status icon so reviewers can tell at a glance which rows came from NeosAI. 



What Happens After the Document Is Filed

At the top of the File Documents tab, there is an Analyze with NeosAI After Filing toggle. When it is on, filed documents are analyzed automatically in the same pass: 

• Document summaries are generated for every filed document.
• Document extractions run based on the document type selected. A document classified as Medical Record triggers the Medical Record Extraction. A different type triggers the extraction tied to that type.

Filing the document triggers the analysis. No export to a separate AI tool, no second queue to watch, no separate vendor to license. Summaries and extractions land on the case file automatically, ready for the team to use. 



How Your Firm Stays in Control

Intelligence is only useful if your firm can control it. Smart Document Filing keeps control at the firm level. 

• Bulk Filing permission. A new special permission controls who at your firm can access the File Documents workflow. It is set to Inherit by default for staff and permission roles, and enabled for the Administrator Role out of the box. Firm administrators assign it under Special Permissions.
• Firm-wide naming format. In Settings > Firm Preferences > Documents tab > Document Renaming section, turn on Automatically Rename Documents While Bulk Filing. Build the format from field tokens (Case Name, Document Type, Author). A live preview updates as you type. Invalid characters are blocked. Once the format is defined, the proposed file name is applied automatically and committed when the document is filed.

For firms using SharePoint sync, firm administrators also configure the SharePoint integration in Firm Preferences. 



Frequently Asked Questions

Is Smart Document Filing with NeosAI available to every Neos firm? 

No. Smart Document Filing with NeosAI is exclusive to NeosAI Platinum. Firms on other Neos tiers do not have access to the File Documents workflow or any related functionality. 



Does NeosAI file documents automatically without a person looking at them? 

No. NeosAI proposes a type and category, plus a matching case when one is found in Neos. Proposals stay pending until a user reviews and clicks Save & File. Your team makes the final call on every document, and AI-classified rows display a blue-stars status icon in the grid so reviewers can tell at a glance which proposals came from NeosAI. 



Can Smart Document Filing rename documents to our firm’s standard? 

Yes, when Automatically Rename Documents While Bulk Filing is turned on in Firm Preferences. Uploaded documents are assigned a proposed file name based on your firm’s naming format and the document’s metadata. Manual file-name edits are preserved even if metadata changes. 



Does analysis happen automatically when a document is filed? 

Only if the Analyze with NeosAI After Filing option is enabled at the top of the File Documents tab. When it is on, every filed document gets a summary, and type-specific extractions such as Medical Record Extraction run automatically. When it is off, filing happens without analysis. 



Key Takeaways

• Available only on NeosAI Platinum. The entire Smart Document Filing workflow is exclusive to this tier.
• Smart Document Filing with NeosAI is case preparation AI built inside Neos. It consolidates document upload, classification, filing, and analysis into one workflow, not a separate AI tool bolted on.
• Documents reach Neos two ways: direct upload, or sync from your firm’s SharePoint To Be Filed directory (every fifteen minutes, or on demand).
• NeosAI proposes type, category, and a matching case when one is found in Neos. Your team reviews and files.
• Post-filing analysis is optional and toggleable. When enabled, summaries are generated for every filed document and type-specific extractions (such as Medical Record Extraction) run automatically.
• Your firm controls the guardrails. Firm administrators configure Bulk Filing permissions, the naming format, and SharePoint integration.

Schedule a consultation to see Smart Document Filing with NeosAI, and how Neos fits the way your personal injury firm already runs cases.