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.

Bulk Filing Permission

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

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.

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.

SharePoint Sync for File Documents

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.

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.

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.

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.

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 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.