What's New: Neos March 2025

As always, the Assembly Neos Product team has been hard at work evolving Neos to meet our customers’ ever-changing needs. Get excited for brand new time-saving features and enhancements going live the night of March 18!

Don’t forget to register for the “New in Neos” webinar with the knowledgeable and entertaining Bryan Billig on March 25 at 1pm ET.



Features

• Auto-Populate Subject Line: Email and Case Calendar (Top customer request!)
• AI Notes Summary (NeosAI Platinum only)
• Include Case Information in NeosAI Chat
• Include Dynamic Forms in NeosAI Document Generation (NeosAI Platinum Users Only)
• Create Cases from Photo ID's & Business Cards (NeosAI Platinum only)



Enhancements

• Interest Calculator Enhancement
• NeosAI Document Extraction Enhancements
• NeosAI Dynamic Forms UX Improvements
• Stamps.com Enhancements
• LEDES Enhancements
• Outlook Add-In Enhancements (Customer Request)
• Memo and Description in Sync (Customer Request)

New Features



Auto-Populate Subject Line: Email and Case Calendar (Top customer request!)

When users create new emails from the Quick Add drop down by clicking the "Send Email" button, the Case Name and Case Number will automatically populate the subject line.

How it works

Email and Case Calendar

Clicking the "Send Email" button in the Notes tab will automatically populate the Case Name and Case Number in the subject line.

Creating new events in the Case Calendar using the "New Event" button will automatically populate the Case Name and Case Number in the subject line.

The format will be "CaseName (CaseNumber)."

Quick Add Email

Clicking the "Send Email" button to create new emails from the Quick Add drop down will automatically populate the Case Name and Case Number in the subject line.

The format will be "CaseName (CaseNumber)".

Why is this important?

This feature is a top customer request that saves time on data manual entry, while also ensuring emails and calendar items are easily referenceable in Outlook. Feature request references in the Neos Ideas Portal: Idea 3503, 977, 3435, and 2728.

When to use it

Anytime when emailing or calendaring in Neos.



AI Notes Summary (NeosAI Platinum only)

Summarize notes using AI, eliminating the need to read the entire note to understand its content.

How it works

Use the Summarize button in the Notes Detail, Notes Sidepane, or Bulk Actions on the Notes tab to generate a summary for any note

• The note's date, staff, topic and body will be sent to the AI to generate a summary
• Once the summary is generated, refresh it in case there are changes made to the note, or remove it if it's not needed



NOTE: If a note has already been summarized, the summary will be overwritten if the note is summarized again, either from the Summarize button or the Bulk Actions.

Why is this important?

Allowing users to quickly understand the content of notes without reading the entire text saves time, especially when handling large volumes of notes. It also enhances the NeosAI Platinum user experience by integrating AI-powered summaries directly into their workflow.

When to use it

• When users need a quick summary of a note's content to decide if further action is necessary
• During case review or when managing multiple notes, helping users focus on the most important information
• When notes are updated or modified, and users want an updated summary





Include Case Information in NeosAI Chat (NeosAI Platinum Only)

Users can now select the data sources to use for NeosAI Chat conversations and include the current list they are viewing to ask questions about these records.

How it works

Select Data Source NeosAI Chat

• Open a NeosAI Chat conversation in a Case or Intake
• Click the + button next to the message text
• Click one or more options to include that data in the prompt to NeosAI
• Click the "Add a Document" option to include a document from the Case or upload a new one
• Options selected to include will show as pills below the message box until user sends a message
• Once sent, the message bubble will include the pills for data sources included with that message
• NeosAI Chat now requires either a document or another data source to be included to send your first message
• The initial informational message has been updated with the new requirements



NOTE: Accident Information Data and User Tabs 6-10 Data options are dependent on the tabs available in the Case for the current user.

Include Current List They Are Viewing

• Within a case, open a list tab (Notes, Documents, Party, Counsel, Insurance, Police, Value, User Tabs 1-5), select one or more rows within the grid, then open the NeosAI Chat conversation
• User will be asked whether they want to include the record(s) they have selected as context in the conversation
• Click the + button to include the selected item(s) manually

Why is this important?

Selecting specific case information (in addition to documents) to include in NeosAI Chat enhances the context and relevance of conversations. Users can interrogate Neos records using AI in a few clicks, empowering users to swiftly answer case related questions.

When to use it

• When you need to reference specific case or intake data to ask relevant questions in NeosAI chat.
• To pull in contextual information from specific records within the case during case reviews



Include Dynamic Forms in NeosAI Document Generation (NeosAI Platinum Only)



Users can now incorporate data from Dynamic Layouts to provide context for AI when creating or editing AI Tags or generating documents with NeosAI. The limit for Notes included in AI Document Generation has been removed.

How it works

AI Tags now Include data from Dynamic Layouts

In the Data Sources dropdown, select one or more Dynamic Layout types to include

• By default, all forms of the selected type(s) in the case will be included in the prompt
• Select one or more options from the Parent Types dropdown to limit the forms to only those with a parent of the selected type(s) (e.g. Case, Document, etc.)
• Fields from the form that are included in the prompt to AI include the Title, Date and any other columns that are populated



Removed the Limit for Notes Included in AI Document Generation

• Removed the character limit on the body of notes included as context while generating documents with NeosAI
• Removed the character limit on Document Summaries
• NeosAI Chat > 3-dot menu > Start a New Chat option will always be available to restart a chat in the case of an error

Why is this important?

The option to include dynamic forms in the AI document generation process helps ensure more relevant and focused content creation. It also connects AI Document Extraction and AI Document Generation, providing information extracted from documents for use in the generation process.

When to use it

• When using NeosAI to generate documents that require specific content from dynamic forms for a more tailored output.
• During document assembly to ensure only relevant data from dynamic forms is included in the AI-generated content.



Create Cases from Photo ID's & Business Cards (NeosAI Platinum only)

Upload a photo ID or business card to pre-populate intakes and Cases, automatically creating a party from the extracted information.

How it works

• When creating a new Case or adding a new party to an existing Case, when the new party is a Person, new options in the Actions
• Upload Photo ID
• Upload Business Card
• Works exactly the same as the existing Add From Photo ID / Business Card workflows from the Parties list
• After the data from the photo ID or business card is populated, finish populating the required fields and any others, then click Save to create the Case and/or save the party
• Once the Case is created, the uploaded photo ID or business card will be moved into the new Case

Why is this important?

Speeds up the case creation process by automatically extracting data from Photo IDs and Business Cards. It also reduces the risk of data entry errors and ensures accuracy when populating case information.

When to use it

• When creating a new case or adding a new party to an existing case, especially for individuals identified via Photo ID or business card
• When needing to quickly gather and input party details without manually entering data from business cards or photo IDs

Enhancements



Interest Calculator Enhancement

Enhances the current functionality of our Interest Calculator by providing users with the option to calculate interest using one interest rate for all values or variably by month.

How it works

Users with access to Preferences can now go to Firm Preferences > Time and Billing to view and modify their interest rates for any month in any year. The default rate is 0% until the user changes it.

These configured rates will be used when calculating interest in value using the “variable monthly interest” option.

Variable Interest Rate

• When users open the interest calculator in the value tab then they'll see a new checkbox labeled “Variable monthly interest”
• If checked, the 'Configure Rates' button will appear below the checkbox, allowing users to enter rates for any month they need to calculate interest.
• If Variable monthly checkbox is enabled the following calculation will be used to calculate total interest for all chosen value entries
• Interest calculation should be calculated for each month using this formula (compounding daily): i = (P * (1 + r/365) ^ (b-a)) – P
• Please refer to the Knowledge Base for descriptions of each symbol

NOTE: Users can also go to "Firm Preferences" Time & Billing and to adjustments to their Variable Interest Rates.

Why is this important?

There are jurisdictions that statutorily dictate that the interest rates must align to a published rate guide that changes as the market rate shifts. Some firms that charge interest on Case-related costs or fees might need to apply a variable interest rate that may change periodically or monthly.

When to use it

When calculating daily compounding interest on a value item where the rate may vary from month to month. This could occur periodically throughout a Case or upon settlement of a Case.





NeosAI Document Extraction Enhancements (NeosAI Platinum Only)

Users can now:

• View medical codes from AI extracted data in Advanced Search and on Dynamic Form Grids, making the data reportable and easily accessible.
• View medical codes associated with the title column of a form by hovering over it in the Dynamics Layout Tab
• Perform AI analysis on documents in bulk, eliminating the need to do it separately for each document.

How it works

Viewing Medical Codes from AI Extracted Data in Advanced Search/Dynamic Forms

Advanced Search

• Filters > Dynamic Layouts > Medical Codes
• Codes: CPT Code / ICD10CM Code / UMLS Code / DXP Code / CSP Code / ICD10 Code / CCSR_ICD10PCS Code
• When searching for a specific Dynamic Layout type, the above will also be options in Columns
• Will filter by or show as a column the medical code(s) associated with the Title column of the form
• Medical Codes are populated using the Medical Records Extraction on a Medical Records type document



Dynamic Layouts tab

When there are Medical Codes associated to the Title column of a form, hover over the Title column to see the codes in the Dynamic Layouts tab

Performing AI analysis on documents in bulk

Eliminates the need to do it separately for each document!

• Select oe or more documents from the Case, Provider, Intake, or Browse Documents
• Open Bulk Actions menu
• Select Analyze with NeosAI option
• Analysis will be run on each selected document based on the file type and document type
• for example, if you select 2 documents, 1 Invoice type with .jpg extension and 1 Medical Record type with .pdf extension
• the Invoice document will be summarized and the Invoice extraction performed
• the Medical Record document will be summarized and the Medical Record and Contact extractions performed

Why is this important?

• Gain easy access to medical codes from AI-extracted data facilitates better reporting and analysis
• Streamlines the process of analyzing large amounts of medical data by making it easily searchable and viewable in Dynamic Layouts and Advanced Search.
• Bulk AI analysis of documents increases efficiency, saves time, reduces manual effort

When to use it

• When searching for or viewing medical codes associated with specific documents or forms
• During case review or reporting processes where medical codes are crucial for further analysis or decision-making
• When managing multiple documents and using AI analysis in bulk to speed up the process





NeosAI Dynamic Forms UX Improvements (NeosAI Platinum Only)

The UX for Dynamic Forms has been updated making them easier to view/use.

How it works

Delete icons is now a trash can icon. Additionally, dynamic form entries now open in a full screen and allow users to navigate back to the case.



Why is this important?

A simplified the user experience makes dynamic forms easier to navigate and manage; also ensures users can return to the case quickly after working on dynamic forms.

When to use it

When managing or editing dynamic forms



Stamps.com Enhancements

Create postage and shipping labels for contacts for any case using an existing Stamps.com account. Users can also choose to save the cost of the postage to the case as a case expense.

• The "Add Funds" external link has been replaced with an "Add Funds" button
• Users can toggle showing the return address on and off when creating First Class Mail postage
• A new "Postage" note type and tab have been created and are visible in the Notes tab
• Toggle was removed from Stamps.com Postage Note Creation. Now, postage notes are always created when printing postage
• Users can reprint a batch of postage up to three times within 24 hours after purchase
• Users can cancel an entire batch of purchased postage
• Users can click the new "Sign Out" button next to the account balance to trigger the credentials modal to restart the postage workflow with a different account

How it works

Refer to the Knowledge Base article on Stamps.com for instructions on for use.

Sign up for your Stamps.com account today to use in Neos (make sure to put ASSEMBLY SOFTWARE in the promo field)!



LEDES Enhancement

An "Append Matter ID" checkbox (which requires LEDES billing to be enabled) has been added as an option when downloading a LEDES invoice.

If selected, the Law Firm Matter ID will be mapped to both the Law Firm Matter ID (as it currently does) and the Client Matter ID in the LEDES98B export. Additionally, a Client ID dropdown is now available in firm preferences, allowing users to choose from Client ID (default), Alternative Case Number Label 1, or Alternative Case Number Label 2. This selection determines the value mapped to the Client ID in the LEDES98B export.

When downloading a LEDES 98B invoice, if you set the billing period start date and end dates close together, a caution box will open, warning the user of the following: "Billing Period Selection." Selecting a shorter date range may result in fewer line items.

How it works

New option added to the LEDES98B Invoice Download modal

• After Billing Period End and before the all-caps description, user will see a checkbox option for "Append Matter ID to Each Line Item"
• This will map the Law Firm Matter ID to both the Law Firm Matter ID and Client Matter ID if enabled

Added Client ID Dropdown in Firm Preferences

• Client ID dropdown in Firm Preferences that allows users to choose from:
• Client ID (default selection)
• Alternative Case Number Label 1
• Alternative Case Number Label 2
• This selection will inform the value mapped to the "Client ID" in LEDES98B export

Why is this important?

Provides greater flexibility in how the Law Firm Matter ID and Client Matter ID are mapped in the LEDES98B export, improving consistency and accuracy in billing data.

It also allows firms to customize their Client ID mapping based on their preferences to accommodate different billing structures and workflows.

When to Use

• When generating LEDES98B invoices that require both the Law Firm Matter ID and Client Matter ID for each line item
• When configuring firm preferences to align with specific case number labels or client ID mapping



Outlook Add-In Enhancements (Customer Request)

Updated error header and link icon. Typing is now allowed to search/select in attachment Type and Category and Removed Checkbox.

How it works

Updated Error Header and Link Icon

• New Icons appear when there is an error tagging an email or its attachments
• The primary icon is now a mail icon, rather than the Intakes tray icon
• The "Open Outlook" link now has a specific icon to communicate users will be taken out of Neos

Typing is Now Allowed to Search/Select in Attachment Type and Category and Removed Checkbox

• When there is only one attachment, we have removed the redundant checkbox from the attachment
• Users can now type-to-select Type and Category within the Outlook Add-in. Highlight/select the Choose Type text and begin typing the desired Type value
• Once Type has been selected then users can leverage the same workflow to select the Category
• Users can also click the dropdown arrow at the right of the Choose Type or Choose Category boxes to view and select available values

Why is this important?

Resolves customer requests for making it easier to search for note topic and type/category.



Memo and Description in Sync

The description on billable time entries will now sync with the Memo field on the linked value item.

How it works

• Go to Settings > Firm Preferences > Time & Billing > Enable Time Description and Value Memo Sync
• OFF by default
• When OFF, functions the same as today
• Time Description is copied to Value Memo at the time the value item is created. changes on either side are not synced
• When ON, changes to the Time Description or Value Memo are synced back and forth
• When looking at a Value Item with a Time type value code, Memo will be locked and changes to Description will sync to it

Why is this important?

• Ensures consistency between billable time entries and linked value items, reducing errors and improving data integrity
• Automatically syncing descriptions between the Time Description and Value Memo fields saves time and eliminates the need for manual updates

When to use

• When synchronization for time entries and value items is required for better billing accuracy
• During case review or billing processes, where consistency in the value items' descriptions and time entries is crucial

Improvements and Updates

• A Case Name now appears instead of a first party name on recently opened search results, contact card case and intake view, and contact search modal.