Olga Martin, Esq. Loves Neos for Smarter, Faster Case Handling

Olga Martin, Esq., is the head of the in-house legal department at a leading insurance company.



With a growing caseload and a desire to maintain exceptional service, her company sought a case management platform that would enhance operational efficiency and streamline their workflows. After transitioning from Trialworks to Neos, the team saw significant improvements, particularly in effective reporting, task automation, and remote accessibility.



Key Results:

• Enhanced ability to generate detailed reports, improving the ability to track case statuses and make decisions more efficiently
• Reduced time spent on administrative tasks, thanks to customizable Checklists and streamlined case tracking
• Centralized document management for easier access and better version control
• Simplified remote work with easy access to Neos from any device



Before Neos

Olga's company relied on Trialworks for case management for many years. While the system was effective for several years, as the firm’s caseload grew, certain limitations became apparent. Managing multiple versions of documents was a significant challenge, as it was difficult to ensure that team members were working with the most up-to-date files. Additionally, the server-based infrastructure created issues with organizing and categorizing documents effectively, making it harder for staff to stay on top of their workload.



Upgrading Trialworks presented further logistical difficulties. The coordination between internal IT teams and the Neos support team often delayed updates, creating inefficiencies. There were times when the team wasn’t even aware an upgrade was available, which compounded the problem. The process required significant effort from both parties, adding to the firm’s admin workload.



To overcome these challenges, the in-house legal department sought a more efficient and centralized solution that could support its high-volume caseload. Neos offered a more streamlined, cloud-based solution, allowing the team to manage their documents and processes in a more organized and efficient manner, free from the manual effort required in Trialworks.



With Neos

Seamless Document Management and Efficiency

One of Neos’ standout benefits for Olga and her team has been its ability to streamline document management. Instead of dealing with multiple versions of the same document, Neos offers a straightforward system where all versions are categorized and tracked in one platform. This has significantly reduced confusion and increased efficiency in the firm’s daily operations.



“Neos is one platform and we put everything in there. We could tag documents or put them into a category. In Trialworks, we would have the draft, the final, the court approved, etc. There were too many versions of the same document without knowing which one is which."



Effortless Updates

Neos also addresses the logistical issues the team previously experienced with Trialworks. The cloud-based system automatically updates without requiring coordination with IT teams, allowing the firm to stay current with the latest features and improvements without any delays. This has eliminated the inefficiencies of manual upgrades and ensures the legal department is always operating at peak performance.



Enhanced Task Management and Collaboration

Since upgrading to Neos, the Olga’s team has streamlined their task management. By using Checklists tailored to specific case types, the firm ensures that important tasks are completed on time without needing constant manual follow-ups. This automation helps paralegals and assistants stay on top of their responsibilities and prevents missed deadlines. For instance, if someone forgets to review their Checklist, Neos sends an automatic reminder to ensure nothing slips through the cracks.



“Our team loves the Checklist items. Before, with Trialworks, they would have to keep checking the task list themselves over and over. Now they get a notification telling them, ‘Hey, you have items in your Checklist,’ which is great.”



Powerful Reporting Tools

Olga and her team also benefit from Neos’ robust reporting capabilities. The platform allows them to create custom reports that track KPIs, including the number of open and closed cases, how many cases are in specific categories (like commercial auto or general liability), and settlement metrics. The ability to run these reports at a moment’s notice has been invaluable for improving operational efficiency and making informed decisions.



“If I say, how many open cases does Olga Martin have? ‘Olga’s Open Cases’ will pop up for me. Because you can save your own reports that way. I can create custom reports and categorize them as favorites, so I have my favorites, and those reports I run for the month.”



Neos also enables Olga to present this data easily in meetings, allowing her to break down different case types visually and monitor case settlements, improving both her oversight and her team’s accountability.



“I can share in a meeting by showing the screen reporting on how many commercial auto cases we have, how many general liability, what percentages those are, etc., because I have graphs that show that. I also have reports as to how many closed each, how many cases settled per year, how many are settled that have yet to close. I run these reports to determine, is it something missing from me? Have I not given the okay to settle and close that case?”



This reporting functionality helps Olga stay on top of all aspects of case management, but it also plays a critical role in supporting her assistants and paralegals. With Neos, her team can track cases more efficiently, prepare documents seamlessly, and stay informed when important tasks need attention.



“It helps speed up the process for assistants and paralegals. They’re the ones that are creating the documents. They’re the ones that alert us when we’ve missed something, and this system [Neos] has allowed them to do their jobs easier.”



Easy Access to Case Information in the Cloud

Because Neos is cloud-based, the team can access case information at any time. This remote accessibility has proven to be invaluable — it allows the team to obtain critical information from anywhere, whether they’re in the office or working remotely, incorporating features like email tagging into their workflows ensures the team does not miss anything, even when working off-site.



“I can tag emails from my cell phone to the file. I could not do that in Trialworks. Now, if I lose internet power, I have my cell phone. I could look up that document on my cell phone from Neos on the web.”



What We Love About Neos

For Olga and her team, Neos is a critical part of their daily operations, offering flexibility, automation, and streamlined processes that allow the firm to operate more effectively. The intuitive nature of the platform has made it easy for the team to stay organized, manage workloads, and meet deadlines, all while reducing the administrative burden on staff. They have expanded their use of Neos over time, increasing their licenses by 40% as their team grew and they were able to take on additional legal matters.



“Neos really is a great platform that helps us get where we want to go. It makes it easier for my staff—especially the assistants and paralegals—to do their jobs.”



Ready to make the move to a modern cloud-based case management software? Schedule a call with our team today or talk to a former Trialworks user about their experience with Neos.