What's New in Neos: May 2026

Smart Document Filing reduces the manual effort required to get documents into Neos and filed to the right case. NeosAI assistance cuts the hands-on work of classifying type, category, and case — and when Analyze is enabled, removes the separate step of running summaries and extractions after filing. SharePoint-stored documents come in without duplicate uploads, file names stay consistent without manual renaming, and bulk filing speeds up large-batch processing.

Case Managers & Paralegals — uploading documents, syncing from SharePoint, classifying type and category, and filing into cases through the File Documents tab

Legal Assistants — organizing and processing batches of documents in the File Documents tab

Firm Administrators — assigning the Bulk Filing permission, defining the firm’s document naming format, and configuring the SharePoint integration

Required — applies to firms with NeosAI Platinum. A Firm Administrator must also complete the Admin Setup Checklist below before staff can use the workflow.

Before You Start

Admin Setup Checklist

Before staff can use Smart Document Filing, a Firm Administrator should complete the three steps below.

1. Assign the Bulk Filing permission to staff or permission groups (Settings > Staff Permissions > Special Permissions).
2. Define your firm's document naming format (Settings > Firm Preferences > Documents tab > Document Renaming).
3. If your firm plans to use SharePoint Sync: confirm the SharePoint integration is configured in Firm Preferences.



Bulk Filing Permission



Action Required — A Firm Administrator must review and assign the new Bulk Filing permission under Special Permissions for staff or permission groups.

A special permission named Bulk Filing controls access to the File Documents workflow:

• Set to Inherit by default for staff and permission roles.
• Enabled for the Administrator Role.
• Staff with the permission enabled can access:

  • Create > Upload Documents and Unfiled Documents
  • Browse Documents > Upload and Import Unfiled

The Bulk Filing special permission, shown on the Staff Permissions page.The Bulk Filing special permission, shown on the Staff Permissions page.



The Bulk Filing special permission, shown on the Staff Permissions page.



Automatic Document Renaming — Setting Up the Naming Format



• Admin access required; the Document Renaming section requires Firm Preferences permissions.
• Navigate to Settings > Firm Preferences > Documents tab > Document Renaming section.
• Enable Automatically Rename Documents While Bulk Filing to activate the feature.
• Build a naming format by typing in the format field or selecting from available field tokens (Case Name, Case Number, Alt Case #1, Alt Case #2, Document Type, Document Category, Document Date, Upload Date, Author, Original Document Name).
• As you type, matching field names appear for autocomplete — press Tab or click to insert a token.
• A live example preview updates in real time as you adjust the format.
• Click the ? button at any time to see the full list of available fields.
• Click Reset to Default to restore the format to Original Document Name.
• If you enter an invalid character (* : ? \ / < > | "), a validation message appears and the Save button is disabled until the character is removed.
• If you disable automatic naming and later re-enable it, your previous naming format is preserved and re-populated automatically.





Adding Documents



Upload Documents



To initiate the Upload workflow:

• Top Navigation Bar > Create > Upload Documents
• Browse Documents > Upload
• Browse Documents > Drag & drop onto the grid

Drag & drop files onto the Upload modal or browse your files. Documents will be uploaded in the background. When finished, a notification toast will show in the top right and in the bell. Click View Batch in either the Notifications side pane or the progress box in the bottom right of the screen to open the File Documents tab filtered to the newly uploaded files.

To initiate the Upload workflow, use one of three entry points: Top Navigation Bar > Create > Upload Documents, Browse Documents > Upload, or drag & drop files directly onto the Browse Documents grid.









A notification confirms your upload batch is processing. You can continue working while documents upload in the background. When processing completes, a notification appears with a View Batch link to jump directly to your uploaded documents.





You can also find the completion notification in the Notifications panel with a link to view the batch.





The File Documents tab displays your uploaded documents.







SharePoint Sync for File Documents



Action Required — Confirm the SharePoint integration is configured in Firm Preferences before using SharePoint Sync.

Upload files directly to the To Be Filed directory in your SharePoint CaseFiles drive and sync them into the Neos File Documents tab.

Once configured, access the File Documents tab from Create > Unfiled Documents or Browse Documents > Import Unfiled.

• Upload documents directly to SharePoint in your CaseFiles drive, To Be Filed directory.
• Neos will automatically sync with SharePoint every 15 minutes.
• To sync immediately, click the Sync With SharePoint button at the top of the File Documents tab.
• Any documents uploaded directly to SharePoint will be added to the list of unfiled documents after the sync is complete.
• SharePoint character handling: Characters not supported in SharePoint file or folder names (e.g., * : ? \ / < > | ") are automatically stripped from generated file and folder names.
• Duplicate file name handling: When saving a document to SharePoint and a file with the same name already exists in the target folder, a numeric suffix is appended automatically (e.g., "Document 1", "Document 2"). The original file is not overwritten.

After syncing, the documents appear in the grid alongside other unfiled documents. You can then file them into specific cases and categories using the standard workflow.

1. Go to Browse Documents and click the Open in SharePoint button. Upload documents to the To Be Filed directory in your SharePoint Case Files drive.







2. Go back to the File Documents tab and click Sync with SharePoint.





3. Go to Create > Upload Documents, then upload a document. This will be added to your To Be Filed folder in SharePoint.







Filing and Organizing Documents



File Documents Tab



To open the File Documents tab, use either entry point:

• Top Navigation Bar > Create > Unfiled Documents
• Browse Documents > Import Unfiled

The File Documents tab lists all unfiled documents currently in Neos.

• Unassigned document counter — A counter pill in the page header displays the number of documents without an assigned case and updates in real time as documents are assigned. Hover over the info icon for details.
• Filter row — Filter the queue by Author, Document Date, Date Created, and Batch Number.
• Case column — When a document is assigned to a case, the Case column shows both the Case Name and Case Number (e.g., Smith, John (200672)).
• Case search — The case search modal defaults to All, so you can search by name, case number, intake number, or any other field from a single starting point.
• Deleted rows — Rows that have been deleted from the grid cannot be selected; their checkboxes are disabled.



The File Documents tab displays all unfiled documents with filter options for Batch Number, Author, Document Date, and Date Created.





Annotated View: File Documents Tab







When finished making changes, click Save & File to save your edits and move all assigned documents into their respective cases. Click Discard to close the tab without saving any changes. The Save & File button is enabled only when there are changes to save, or when a document has been auto-assigned to a case and is ready to be filed.





Editing Documents



Access the File Documents tab from Create > Unfiled Documents or Browse Documents > Import Unfiled.

You can edit document metadata three ways: in the side pane, inline in the grid, or by bulk-editing multiple rows at once.

Side Pane

• Single-click a row to open the Document Details side pane.
• Assign a case and edit document metadata including File Name, Type, Category, Date, Tags, and Author.
• A thumbnail preview of the uploaded document appears below the editable fields.

Access the File Documents tab from Create > Unfiled Documents or Browse Documents > Import Unfiled.

You can edit document metadata three ways: in the side pane, inline in the grid, or by bulk-editing multiple rows at once.

Side Pane

• Single-click a row to open the Document Details side pane.
• Assign a case and edit document metadata including File Name, Type, Category, Date, Tags, and Author.
• A thumbnail preview of the uploaded document appears below the editable fields.





Inline Editing in the Grid



• Enter editing mode by double-clicking a row or clicking the pencil icon. Exit editing mode by clicking the checkmark icon to commit your changes, or by clicking outside the row (within the grid).
• Only one row can be in inline edit mode at a time. Rows in edit mode display a greyed-out, non-clickable checkbox and cannot be selected.
• If you select additional rows while a row is in edit mode, the row in edit mode retains its edit state and Save & File remains disabled until the edit is committed.



Click the Pencil Icon or Double-Click a row to make changes. Click the Green Checkbox to commit those changes.





Bulk Actions



• Select one or more rows to reveal the bulk actions bar, which appears in place of the filter row.
• The bar includes a Bulk Actions dropdown with two options: Auto-Assign with NeosAI and Delete.
• The bar also includes six separate inline controls for editing metadata on all selected rows, labeled: Set Case, Change Type, Change Category, Change Date, Change Author, and Change Tags.
• When a bulk action completes, all rows are deselected and the filter row returns.







Resizable Columns

• Resize columns by dragging the column border. Your layout saves automatically and persists the next time you open the tab.







Automatic Document Renaming — In the File Documents Tab

See also: Before You Start › Automatic Document Renaming — Setting Up the Naming Format for how to configure the firm's naming format. The section below describes how renaming behaves during filing.



When automatic document renaming is enabled, uploaded documents are automatically assigned a proposed file name based on the firm's naming format.

• An Original File Name column is available in the File Documents grid (not enabled by default). Enable it through Column Options.
• The Original File Name is read-only — visible in both the grid column and the side pane.
• When automatic naming is enabled, the File Name column auto-populates with a proposed name based on the firm's format and the document's metadata (case, type, category, date, and author).
• The proposed file name updates automatically when you change a document's case, type, category, date, or author.
• You can manually edit the File Name field to override the proposed name. Manual edits are preserved even if metadata changes.
• When multiple documents are selected and metadata is updated via bulk edit, all selected documents have their proposed file names updated accordingly.
• When you click Save & File, the document is filed into the case using the proposed (or manually edited) file name.
• If all fields in the naming format are blank, the file name falls back to the original file name. Empty fields are skipped, and duplicate separators are removed.
• When automatic naming is disabled, the File Name column defaults to the original file name and can be edited manually.





NeosAI Auto-Assignment & Analysis



NeosAI Auto-Assignment Suggestions



• During upload: When uploading unfiled documents, you have the option to use NeosAI to auto-assign the uploaded documents.
• From the File Documents tab: Select one or more rows and choose the option to use NeosAI to auto-assign the selected documents.

If enabled, the content of each document is sent to NeosAI. NeosAI will determine the best type and category from the firm's library and populate these fields on the document.

NeosAI will also list specific case identifiers found in the document and attempt to find a case in Neos that matches. If one is found, it is proposed on the document. If more than one, or none, is found, no case is proposed.

All NeosAI proposals — type, category, and case — remain pending until the user reviews and files the document:

• If the proposed case is correct, click Save & File to file the document to that case.
• If the proposed case is not correct, click the pencil icon on the row to update the case using case search, then click Save & File.
• Type and category follow the same pattern — edit via inline editing, the side pane, or bulk edit before filing, then click Save & File to commit your changes.

The auto-assignment option remembers your last selection — if you enable it, it will be enabled by default the next time you use it.

After auto-assignment runs, each AI-classified document displays a distinct status icon (group of blue stars) in the File Documents grid. Hover over the icon to see a tooltip indicating the document was classified by NeosAI.



1. Enable Auto-assign documents with NeosAI during upload to have AI determine the best type and category and suggest a matching case.







2. NeosAI determines the best type and category from your firm's library and populates them on the document. It also searches the document for case identifiers; if exactly one matching case is found in Neos, that case is proposed. If multiple or no matches are found, no case is proposed.





3. Review for accuracy, make any needed updates, then click Save & File to file the document to its case.







Analyze with NeosAI After Filing

Access the File Documents tab from Create > Unfiled Documents or Browse Documents > Import Unfiled.

An option at the top allows you to analyze documents with NeosAI after filing. The option retains its last selection per user.

When enabled, documents will be analyzed automatically after the documents are filed into the selected case(s):

• Document Summary will be generated automatically for all documents.
• Document Extractions will be performed based on the document type selected for each document — for example, when Medical Record document type is selected, the Medical Record Extraction will be automatically performed.



Enable the Analyze with NeosAI after Filing option at the top of the File Documents tab. When enabled, filed documents are automatically analyzed: Document Summaries are generated and Document Extractions are performed based on each document's type.





Removes the manual step of adding case data sources before each Chat conversation, so users can ask case-specific questions immediately. Shows users which tool and entity is being retrieved during generation rather than a generic "Thinking" state. Brings included list-tab data into alignment with Case Summary — newest records first, with the same record coverage — so AI Chat answers reflect current case state rather than the oldest available records.

Case Managers & Paralegals — opening NeosAI Chat in a case and asking questions about case entities, contacts, activity feed records, or included list-tab data

Attorneys — using NeosAI Chat for case review

Required — the NeosAI Chat enhancements in this release apply to staff who have the AI Chat special permission.

Tool Data Sources in NeosAI Chat



Two Case-Aware Tools Auto-Included in NeosAI Chat

• NeosAI Chat now auto-includes two case-aware tools the AI can invoke autonomously during a conversation:

  • Get Case Entity — retrieves a specific case entity (such as a note, value, document, or party) by id.
  • Get Case Contact — retrieves a contact's identity, contact info, and demographic fields. Identity: FirstName, MiddleName, LastName, Prefix, Suffix, IsPerson, AKAFirstName, AKALastName, AKACompanyName. Contact Info: all phones (type + number), email accounts, addresses (type + full address), online accounts (type + value). Demographics: Gender, DateOfBirth, DateOfDeath, Deceased.
• Both tools are auto-included in every case-view Chat conversation — no manual setup required (see "Auto-Inclusion" below).
• Tool results are injected into the AI's context behind the scenes — they are not rendered as visible messages or cards in the chat UI.
• The AI determines autonomously whether to invoke a tool on a given turn; users cannot manually trigger a tool call.

Pre-Seeded Case Context

• When the auto-included tools are active in a Chat conversation, the AI prompt is automatically pre-seeded with full case data, full intake data, the list of parties (id and name only), and the list of available entity types the AI can query.
• Pre-seeded data reflects only the currently open case — no cross-case data is included.

Enhanced Status Indicator

• While the AI is invoking tool calls, the previous minimal "Thinking" indicator is replaced with an animated indicator that displays the tool name and the specific entity being retrieved (e.g., "Get Case Entity: Notes").
• The indicator cycles through tool call events as they arrive from the backend, showing a couple at a time, and updates automatically without requiring user interaction.
• When the AI generates a response without invoking tool calls, the status indicator displays an animated ellipsis — visually distinct from the tool-call cycling state.



Conversation Persistence

• Saving a conversation as a NeosAI Chat note continues to render only the human-readable message thread.

Auto-Inclusion & Activity Feed Alignment



Get Case Entity and Get Case Contact Auto-Included

• When NeosAI Chat is opened in a case view, Get Case Entity and Get Case Contact are already active in the conversation — no action from the user is required.
• The "at least one source required" gate is satisfied automatically by the auto-included tools.
• Manually added sources from the + menu work alongside auto-included tools; the AI uses all active context when generating a response.
• Existing behavior in Intake view (where these tools were not available) is unchanged.

Reasoning Modes & Context Window

• The Broad Scope and Focused Insight reasoning modes are unaffected by tool data sources.
• The 10-message rolling context window applies to auto-included tool records as before.

List Ordering & Higher Record Limits



Newest-First List Ordering

• Open a case and open NeosAI Chat.
• Click Add and include one or more list-tab data sources (Notes, Values, Counsel, Police, Insurance, Party).
• When a message is sent, the records included in the AI prompt are ordered newest first.
• The number of records included per entity now matches Case Summary — up to 2,000 records per entity (e.g., 2,000 notes, 2,000 values).
• Case Summary for Counsel, Police, Insurance, and Party also follows the newest-first / 2,000-record behavior.

Removes a manual step from the SharePoint import flow. Reduces the time between a document arriving in SharePoint and being staged for case filing.



Case Managers & Paralegals — importing documents from SharePoint into the unfiled documents queue

Firm Administrators — managing the NeosAI special permission that gates auto-assign

Required — applies to firms with NeosAI Platinum.

• When unfiled documents are created in Neos via SharePoint sync, Neos automatically queues auto-assignment in the background. Auto-assign is triggered only for documents created via SharePoint sync — not for documents added through other upload paths.
• The SharePoint import completes immediately and does not wait for auto-assign to finish.
• Once auto-assign completes, the unfiled document rows update with the AI-suggested values for Type, Category, Case, Date, and File Name. NeosAI does not always identify every field — values are populated only when the AI can suggest them with confidence.
• Auto-assignment does not run when:

  • A document being imported already exists in Neos.
  • The user does not have the NeosAI special permission.
• If auto-assign encounters an error, the SharePoint import is unaffected and the imported documents remain accessible as unfiled.

Opening SharePoint.



To Be Filed folder in SharePoint.



Syncing with SharePoint.

Removes the one-record-at-a-time bottleneck when organizing large batches of related cases or intakes into Companion Groups. Surfaces Companion Group membership directly in search results so reporting and triage on related cases no longer require opening individual records.

Case Managers & Paralegals — viewing Companion Group membership in Advanced Search results and adding multiple records to a Companion Group via Bulk Actions

Firm Administrators — setting up Companion Groups across cases and intakes

Firm Administrators — gating bulk Companion Group assignment via existing Companion Case Groups permissions

Companion Group as a Column

• Run an Advanced Search for Cases, Intakes, or Intakes and Cases.
• Click the Columns button and add Companion Group from the column chooser.
• The column displays each record's Companion Group names. Records in multiple groups show all group names comma-separated. Records not in any group show the column as blank.
• The column supports filter, resize, and show/hide. Sorting and group-by are not supported on this column due to its multi-value display.
• The Companion Group column is included in exports (Excel, CSV, PDF) and saved search subscriptions.



Advanced Search results with the Companion Group column populated.



Companion Group as a Filter

• When building an Advanced Search query for Cases, Intakes, or Intakes and Cases, add a filter group and select Companion Group as the field.
• Operators available: Includes any of, Equal, Is Blank, Is Not Blank, Not Equal, Excludes.
• Search results include records matching the Companion Group criteria.



Companion Group as a filter field in Advanced Search, with the available operators visible.



Bulk Add to Companion Group

Permission required — the Add to Companion Group bulk action only appears when the user has Modify permission for Companion Case Groups.

• Run an Advanced Search and select multiple records using the row checkboxes (or Select All).
• Click Bulk Actions and choose Add to Companion Group.
• The existing Select Companion Case Groups modal opens with the established two-panel layout:

  • Left panel — list of all existing Companion Groups (Group Name and Case Count).
  • Right panel — Group Members for the selected group (Case #, Alt Case #, Date Opened, Case Type, Party Name, Status, Multi Groups).
• Select an existing group, or type a new group name in the Add input above the groups list to create a new group.
• Click Save — selected records are added to the chosen group. A confirmation displays "X records added to [Group Name]". Records already in the group are silently skipped (not duplicated).
• A progress bar displays during the bulk action; bulk assignment completes within 5 seconds for up to 100 records.
• The Select Companion Case Groups modal layout has also been corrected — the modal title, Groups panel header, and Enter a New Group Name input no longer overlap.



Bulk Actions > Add to Companion Group opens the Select Companion Case Groups modal.

Ensures important text replies are not lost in a long notification list and can be acted on from anywhere — incoming texts reach subscribed users by email, on the go, with one click back into the Neos conversation thread.



Case Managers & Paralegals, Attorneys, Legal Assistants — at firms with Premium Texting, receiving the new email notification (with Reply in Neos button) when subscribed to a text-message conversation and using "Neos and Email"

Named Partners, Attorneys, Case Managers & Paralegals, Legal Assistants, Bookkeepers & Accounting, Intake Specialists, Firm Administrators — adjusting personal notification preferences in the Staff Profile (None / Neos Only / Neos and Email)

Notification Settings Dropdown — All Users

• Navigate to Staff Profile > Notification Settings.
• Click the dropdown for any notification option to choose from:

• None — user receives no Neos or email notifications for that category.
• Neos Only — user receives only Neos in-app notifications.
• Neos and Email — user receives both Neos in-app and email notifications.



Updated Notification Settings dropdown in the Staff Profile.



Text-Message Email Notification — Premium Texting

Applies only to firms with Premium Texting.

• A user who is subscribed to a text-message conversation and has set their text message notification preference to Neos and Email receives an email when a new text message arrives.
• The email subject is "You have received a text message" and contains:

  • The recipient's name
  • The sender's name and timestamp
  • The full text-message conversation
  • Contact name and AKA, phone number and number type
  • Conversation topic
  • All subscribed staff (comma separated)
  • A Reply in Neos button
• Clicking Reply in Neos:

  • If the user is logged into Neos, opens the text-message conversation thread in a browser window.
  • If the user is not logged in, opens Neos and after login routes the user to the text-message conversation thread.
• Replies sent to the notification email itself are not processed (do-not-reply email).
• If the firm does not have Premium Texting, users do not receive this email even if they select Neos and Email.

Eliminates the loss of context that comes from forcing every non-default email into "Other." Brings email type behavior into alignment with the existing phone type behavior, removing the need to remember different rules for similar fields.

Legal Assistants — adding and editing email addresses on contacts, case Parties, and Providers during data entry

Case Managers & Paralegals — referencing email type values on contacts, case Parties, and Providers when working cases

Adding a Custom Email Type on a Contact



• Open a contact and add or edit an email address.
• Click the Email Type dropdown.

  • Default options Personal, Business, and Other remain available and are not required.
  • Type a custom label (up to 32 characters) in the filter row at the top of the dropdown.
  • Select the Add this custom value option to create the custom type.
• Save the email — the custom type is stored with the record and appears in the Type column.
• Existing email records with default types are unaffected.
• Custom email types are reflected across contact views and are included in contact exports/reports.



Adding a custom Email Type on a contact — the dropdown accepts free-text values like residential in addition to the defaults.



Adding a Custom Email Type from the Party Tab or Provider Card

• Open a case and navigate to the Party Tab or Provider Card.
• Add or edit an email address.
• Click the Email Type dropdown.

  • Default options Personal, Business, and Other remain available.
  • Type a custom label (up to 32 characters) and select Add this custom value to create the custom type.
• Save the email — the custom type is stored with the record and appears in the Type column.



Adding a custom Email Type from a case Party Tab follows the same workflow as on a contact. The same affordance is available on the Provider Card.



Scope of Custom Email Types

• Custom email types are contact-scoped — a custom type created on one contact does not appear in the Email Type dropdown for any other contact.
• The Party Tab and Provider Card pull from the underlying contact record, so a custom type stays with that contact wherever it appears.



Default Email Type in Advanced Search

• Custom email type values are available in Advanced Search as both a column and a filter.
• Open the column chooser in Advanced Search and add Default Email Type to display the email type — including any custom values — on returned records.
• Open the filter criteria and select Default Email Type to filter on default and custom email type values.



Advanced Search for Parties filtered on Default Email Type — the column shows each party's email type (Personal, School, Secondary, and other custom values) alongside the standard columns.