What's New: Neos September 2024

The Assembly team has been hard at work improving the Calendar, Advanced Search, NeosAI, LawToolBox, and more! (If you’d like to try NeosAI as part of our NeosAI Platinum FREE trial, fill out this form or contact your Customer Success Manager.)

Watch the "New in Neos" webinar recording on demand.

Enhancements

• NeosAI
• Dynamic Forms Enhancements
• AI Document Extraction Enhancements
• AI Document Generation Enhancements
• Calendar Enhancements
• Advanced Search Enhancements (Customer Request)
• LawToolBox Trigger Date Mapping Enhancement

Improvements and Updates

• NeosAI Platinum Dynamic Questionnaire
• Zoom Note Character Limit Raised (Customer Request)
• Note in Side Pane Locked in Position (Customer Request)
• Search Case Documents Box (Customer Request)



Enhancements

NeosAI: Dynamic Forms Enhancements

This update allows users to add dynamic forms to the Party, Value, Insurance, and Counsel tabs, either as part of the current record or a new tab for easy access. It also enables column management for dynamic layouts and includes data in dynamic forms to Advanced Search.

How it Works

Navigate to Settings > Dynamic Form Types > double click a dynamic form type

• The columns section on this page allows the user to configure the columns to show within the dynamic form grid when viewing within a case
• The fields added to the layout are included in this table in the order they appear within the layout
• In addition to the fields, the metadata fields are also included: Date Created, Date Modified, Created By, Modified By
• At most 10 columns can be enabled at once
• By default, the first 8 fields in the layout are enabled as columns, as well as Date Created and Date Modified
• Users can choose any columns they want
• Users can rearrange the order of columns



Adding a dynamic form

The option to add the form to the current record is now enabled when viewing a single Party, Value, Insurance or Counsel record. This function works the same as other forms added to the case or document.

Navigate to Case > Quick Add > Dynamic Form

Party (Example)



Advanced Search

Each Dynamic Form Type will be an option under “Search For”

• Use these options to search for specific data stored within a dynamic form of a specific type
• Filter options include the parent record types, the dynamic form type, and the fields configured as columns for the type within the type settings
• Case: filter based on the data within the parent case of the form
• Counsel: filter based on the data within the parent counsel of the form
• Document: filter based on the data within the parent document of the form
• Dynamic Form Type: filter based on the data within the dynamic form type (all forms in this option have the same type)
• Insurance: filter based on the data within the parent insurance of the form
• Intake: filter based on the data within the parent intake of the form
• Party: filter based on the data within the parent party of the form
• User Defined Fields: filter based on the data within the form AND shows fields that are configured as columns for the type
• Value: filter based on the data within the parent value of the form
• Column options for each type include the columns configured for that type within the type settings
• Limitation: Unable to show data in the results grid from the case or other parent of the dynamic form
• Dynamic Forms is now an option to filter by when searching for other records within a case (or the case itself). Searches all dynamic forms within the case, including those as children of documents, insurance, value, etc.

Note that columns are not available for dynamic form data.

Why are these important?

The inclusion of dynamic forms as part of Advanced Search allows users to access all data stored in Neos for their own uses (reporting, trendspotting, etc.). Flexible management of columns ensures more efficient consumption of this data.

When to use it

Dynamic forms are useful for storing data extracted from a medical record or manually adding relevant data to a case that is not included in all cases using that case type. You can now search for all the instances of a dynamic form across all your cases or see the cases that contain certain forms or form data. Also search for all the instances of a specific treatment or medication contained within a case’s medical records.



AI Document Extraction Enhancements

NeosAI already allows users to extract key information from documents and images. New updates include:

• Ability to generate a summary for images in Neos
• Can now see all the medical codes provided by NeosAI extraction. (You will no longer have to look up the codes separately.)
• The New Details button menu in the documents grid remains visible regardless of the number of columns or the scroll position.

Extractions

• Drag and drop a new document and enable option to Analyze with NeosAI
• For existing documents, click Analyze button on the documents grid or document details (use the new option, "Contacts Extraction"
• Contacts Extraction will be supported for Word (.docx), PDF (.pdf) and Text (.txt) documents of any document type
• If the document has a document type that supports another type of extraction, that will take precedence (Photo ID, Business Card, etc.)
• Only one extraction type can be performed on a document
• Once complete, new Contact dynamic forms will be added to the document (similar to Medical Record extraction). Each form will have
• A person field containing the name of the person extracted
• Other data including email address, phone number, address, social security number, etc. will be added to the form
• UMLS, ICD, CPT, DXP code are available in the Neos UI for AI extractions.

Dynamic Forms

For all dynamic form fields populated by an AI Extraction (from Medical Record extraction or Contacts extraction), a new info button will show next to the field

• Clicking the info will open the Extraction Details popup
• This popup will show the Extracted Value, which is the exact value that was extracted from the document
• For field types like Date, Time and Gender with specific formatting requirements, the arrangement of the data in Neos may differ slightly from the extracted value.
• The pop-up for Medical Record extractions will also show the Medical Codes provided by the AI based on the text extracted



Image Summarization

• Image file limits: PNG (.png), JPEG (.jpeg and .jpg), and non-animated GIF (.gif)
• Drag and drop a file with the above file types and enable option to Analyze with NeosAI
• For existing documents, click Analyze button on the documents grid or document details
• Enable option "Generate a summary"
• Same workflow as existing summary generation for textual documents (Word, PDF, text)
• Summary generated is added to the Summary field on the document

Why is this important?

Data entry and extraction are burdensome admin tasks that take time away from client-focused work. Leveraging artificial intelligence to complete these tasks frees up staff time and eliminates human errors.

When to use it

Use document extraction any time you need to input data into Neos from a separate source. For example, pulling information from medical records (extract codes now too!), driver’s licenses, business cards, photo IDs, insurance cards, invoices, etc.



AI Document Generation Enhancement

Enjoy faster and better quality generated text. The first dropdown in each section now shows the data sources that are included in that section so that it is easy to see and change if needed.

How to use it

• Navigate to Case > Documents > Generate with NeosAI
• On the Review Content step, the Data Sources are now at the top of each section

Why is this important?

NeosAI pulls accurate information directly from case files in Neos. Save time and improve accuracy by using AI to create documents, then enjoy an easier refinement process.

When to use it

Any time you need to create a document using Neos case information. Note that you will need to have AI templates set up before use. Learn more about how to use NeosAI for document generation.



Calendar Enhancements

Users can now open any event they are attending in the case calendar, even without permissions to edit the organizer's calendar. Calendar modals will label non-Outlook events as "Archived Events” instead of “Case Events” and all-day events are now properly labeled in Advanced Search and the Activity Feed.

How it works

Users who do not have permission to edit the organizer’s calendar but are included as an attendee within an event located in the case calendar will now be able to open that event via the case calendar and view details. This will be read-only and all fields will be disabled from editing except for “Reminder” and “Show as” fields, which will update for that attendee only.



Why is this important?

We’ve improved the attendee experience, calendar section headers, and all-day event labeling to eliminate confusion, ensuring clearer navigation and better outcomes for your firm.



Advanced Search Enhancements (Customer Request)

This update allows users to send archived events to Outlook in bulk from Advanced Search, view both archived and Outlook events in Calendar Advanced Search, and sort by Event Type column. It also adds Invoice Data to Advanced Search as a Primary Record and in the Value/Value Transaction and enables Excel export for further data manipulation. Additionally, users can now sort by Due Date and Amount columns in Value, Accounting, and Advanced Search.

How to use it

Bulk Send to Outlook

• Select one or more archived events and select “Bulk actions,” then click the “Send to Outlook” action to populate the Send to Outlook modal with logged in user defaulted as the organizer.
• Once you’ve sent those events to Outlook, you can track the progress via the bottom right-hand progress bar.
• Upon completion, you’ll receive an alert that sending is complete.



Why is this important?

This update provides the ability to create and subscribe to reporting on invoices, entries that have been invoiced for, invoice data in a value entry and export invoice metadata. You can reconcile outstanding invoices by case, review the amounts due, track payments received, and identify cases with unpaid invoices. Additionally, you can view upcoming invoices due within a specified time frame to ensure timely management and payment.

Additionally, you can now also see all your events in the global calendar without having to push them individually. The ability to export query results as an Excel file will maintain all groupings, footer, and aggregates exported into an Excel sheet so data can be manipulated further.



LawToolBox Enhancements

The premier calendaring and docketing platform integration is now even more effective.

• Case dates that have been mapped are now color coded within the case date label mini directory.
• Map all trigger dates for a given rule set instead of mapping from the individual case date one by one.
• Create a new case date to associate with a trigger date without leaving the Map Trigger Dates workflow.

How it works

Click the new button in the Case Date Labels Mini Directory called "Map Trigger Dates

• All Rule Sets selected in the LawToolBox Integration page configuration section will be visible in the left column
• Select Neos Case Dates to map to LawToolBox Trigger Dates in each Rule Set
• Trigger Dates prepended with "**" (Recurring triggers) can now be mapped to more than one Case Date label.
• All other Trigger Dates can only be mapped to 1 Case Date.
• No matter which type of trigger, a single Case Date can only be mapped to 1 Trigger Date within a given Rule Set
• When a case date has been mapped in a rule set, it will be disabled in all other dropdowns within that rule set

• Use the "Add Case Date" field to create new case dates without leaving the mapping workflow
• After selecting the plus button, the new case date is validated and saved, and is available in Case Date dropdowns for mapping
• The discard button clears out any unsaved changes only on your currently selected rule set
• If removing or updating a currently existing mapping, after saving, mapped case dates that have existing Deadlines will return a validation error

Why this is important

This new mapping workflow is a quicker, more intuitive way to get set up with LawToolBox.

When to use it

When configuring LawToolBox for the first time.

Learn more about LawToolBox.



Improvements and Updates

NeosAI Platinum Dynamic Questionnaire

Firms can now see the questions that were asked during the intake process and access historical data. When you create an Intake with questions associated with it, those questions will now show up in a separate tab in the case called “Intake Questions.”

NOTE: You must be on NeosAI Platinum to access this feature. Contact your Customer Success Manager about upgrading if you'd like to learn more.

Notes Position is Locked (Customer Request)

After opening a Note side pane, the Notes position is locked - when you scroll down in the Notes tab list and single click on a Note to open the side pane it retains the selection/position of the clicked Note in the page after opening and closing the side pane. The same will occur when a user double clicks on a Note to open the Note detail.

Zoom Phone Integration Notes (Customer Request)

After making a call, when you are writing notes in the Zoom widget, the notes field will cap out a 5,000 characters. You receive an error message if you go over 5,000 characters stating that it capped out at 5,000.

Search Case Documents Box (Customer Request)

When you are combining PDFs within a case and you select "Add Document," a "Search Case Documents" box now appears that allows you to search only their case documents. This "Search Case Documents" will be selected by default, making it easier and faster to find the PDFs you need.



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Questions?

Contact your customer success manager if you have questions about this release, or sign up for one of our monthly Neos demos for a full product refresh!



For detailed instructions on these enhancements, click the Help icon (question mark) in Neos to access the Self-Serve Portal and Knowledge Base.