Spring brings a wave of improvements requested by users that make Neos faster and smarter. Sign up for the live demo of the top features with VP of Customer Education, Bryan Billig, during the New in Neos webinar.
New Features
Customizable AI Instructions (NeosAI Platinum only)
An Additional Instructions field is now available on AI Tags, including the Executive Case Summary system tag, giving users the ability to guide AI outputs before generation.
Permission: AI Manage Prompts and Tags
- The "AI: Manage Prompts" permission has been renamed to "AI: Manage Prompts and Tags" in Staff or Permission Group > Special Permissions.
- This permission now applies to both the AI Tags and AI Prompts directories in Settings.
- Users without this permission will not be able to open these directories.
- Users without this permission will continue to be able to use the tags and prompts from these directories.
Pre-define Additional Instructions for AI Tags
- Navigate to Settings > AI Tags and open any tag to edit, or create a new one.
- An Additional Instructions field is now available above the AI Prompt field.
- Save the tag — the instructions will be stored with it.
- When any user generates a document using that tag, the Additional Instructions field will be pre-populated with the saved instructions.
- Users can still edit or override the pre-populated instructions at generation time.
- Requires the AI feature flag and "AI: Manage Prompts & Tags" permission to set or edit instructions on a tag.
Note: The Executive Case Summary system tag supports editable Additional Instructions for users with the "AI: Manage Prompts & Tags" permission.
Additional Instructions for AI Executive Case Summary
- Open a case and navigate to the Executive Case Summary section, then open the Select Data Sources window.
- Users with the "AI: Manage Prompts & Tags" permission will see a new "Additional Instructions" text area.
- Enter instructions to guide the AI when generating the summary (focus areas, tone, specific details, etc.).
- To set firm-wide default instructions, enter the desired text and check "Save settings as default for Case Summary" before generating.
- When regenerating a summary, the instructions previously used for that case will be pre-filled.
- Users without the "AI: Manage Prompts & Tags" permission will not see the field, but saved default instructions will still apply.
Note: The "AI: Manage Prompts & Tags" permission controls visibility — contact your firm administrator to request access.
Why it's Important: AI-generated outputs are more useful when they reflect firm-specific language, priorities, and standards.
Automatic Value Creation (Top Customer Request and NeosAI Platinum Only)
A new "Add Value Item" action is now available in the workflow automations editor, allowing firms to automatically create value items on cases when defined triggers occur.
How it Works
A Firm Administrator must create automation rules in Firm Preferences > Automations to define triggers.
Action Configuration — When adding the "Add Value Item" action to an automation, the following fields are available for configuration:
- Value Code (required)
- Provider (required)
- Amount
- Reduction
- Memo
- Settlement Note
- Value Category
- Reference 1
- Reference 2
- UTBMS Expense
Smart Provider Defaults — The Provider field automatically defaults based on the selected Value Code:
- DTF — Defaults to the provider set in Firm Preferences > Default Info > Default DTF Provider.
- TRUST — Defaults to the provider set in Firm Preferences > Default Info > Default TRUST Provider.
- TIME — Defaults to the provider set in Firm Preferences > Time & Billing > Default Time Provider.
Automatic Field Defaults — When the automation fires, the following fields are set automatically (not visible in the action configuration):
- Party — Defaults to the case's first party.
- Bill To — Defaults to the case's billing client; if no billing client exists, defaults to the first party.
- Service Date — Set to the date the automation executes.
Usage Rules
- The action can be added multiple times to a single automation.
- Available for all triggers except "When Intake Status is Changed."
- The action only fires on cases, not intakes.
- "Add Value Item" appears as a filter option in the Automations Directory and History tabs.
Why it's Important: Manually creating value items on cases is repetitive and easy to overlook, especially when the same value item should be added every time a specific event occurs.
Favorite Cases (Top Customer Request)
You can now favorite a case from the three-dot menu in Browse Cases. Favorited cases display a yellow star and can be sorted or filtered in Advanced Search.
How it Works
In Browse Cases, click the three-dot menu on any case and select "Favorite Case." Once favorited, a yellow star appears on the left-hand side of the columns. The column can be sorted by favorites.
All favorited cases can be queried in the Cases primary record in Advanced Search using the Favorite filter — filter for Favorite true or false.
Why it's Important: Provides a fast way to surface high-priority or frequently accessed cases without scrolling or searching.
Quick Add Checklist Tasks (Top Customer Request)
The "last used checklist item" behavior is replaced with a new "+ Add Task..." split button on the Case Checklist. Users can set a preferred auxiliary checklist task type as their Quick Add default.
How it Works
Add Task (default click)
- Click "+ Add Task..." to open the "Select Checklist Task" modal.
- All case-type-specific primary and auxiliary checklist task types appear.
- Number of Items input is available.
- If Number of Items is greater than 1, tasks are added directly to the checklist.
- If Number of Items is 1, the checklist side pane opens with task details.
Set Quick Add (dropdown option)
- Click the dropdown arrow "Set Quick Add" to open the "Select Auxiliary Task" modal (no Number of Items box).
- Only auxiliary checklist task types appear.
- Select and Save — a task type chip appears on the button: "+ Quick Add TaskCode"
- The Quick Add preference is per user and persists across all cases and case types.
After Quick Add is set
- Click "+ Quick Add TaskCode" — the checklist side pane opens with that task type.
- Dropdown options become: "+ Add Task..." (full task selection modal), "Change Quick Add" (re-select auxiliary task), "Unset Quick Add" (revert to default "+ Add Task..." button).
Why it's Important: Speeds up repetitive task creation by eliminating extra clicks and ensuring the preferred task type is always one click away.
Subscription Manager
A new Subscriptions tab in Staff Profile shows all subscriptions a user has for Advanced Search and report-based scheduled emails.
How it Works
Open your Staff Profile and navigate to the new Subscriptions tab. The grid shows all subscriptions with the following details:
- Name — The report or Advanced Search query name.
- Format — PDF, CSV.
- Schedule — Weekly, monthly.
- Time — The time the report is sent.
Users can unsubscribe from multiple reports at once.
Why it's Important: Without a central view of active subscriptions, it was easy to accumulate outdated or unwanted report emails with no simple way to manage them.
Enhancements
AI Chat: Updated Document & Character Limits (NeosAI Platinum only)
NeosAI Chat is no longer limited to uploading 5 documents at a time. Documents can be added via Add Document or Drag & Drop.
How it Works
NeosAI Chat
- Add Document or Drag & Drop.
- No longer limited to uploading 5 documents at a time in Chat.
- Character limits still apply, so document content will be truncated if the limit is reached.
Settings > AI Tags and Settings > AI Prompts
- Increased the AI Prompt field of both AI Tags and AI Prompts to 5,000 characters.
Why it's Important: Removes barriers to multi-document AI review by lifting the previous 5-document upload cap, enabling more comprehensive case analysis in a single session.
Auto Refresh Executive Case Summaries (NeosAI Platinum only)
When activity is logged to a case, the system automatically schedules a summary regeneration in the background, keeping the Executive Case Summary current without manual effort.
How it Works
Accessible from the Case tab and the NeosAI Tools Side Pane:
- When activity is logged to a case, the system automatically schedules a summary regeneration in the background.
- While regeneration is queued, the summary displays a "Pending Regeneration" status with an orange icon.
- Once regeneration completes, the status updates to "Up to date" with a green checkmark.
- If multiple changes are made in quick succession, only one regeneration runs — the timer resets with each new change.
- Users can force an immediate regeneration at any time by clicking Refresh or updating selections in the Select Data Sources window.
- Also includes actions to convert an Intake into a Case, as well as creating new Cases directly.
Why it's Important: Ensures case summaries stay current without manual intervention, reducing the risk of decisions based on outdated information.
Notes Spacious View (Top Customer Request)
The note column in intake and case notes lists now shows up to 1,000 characters in Spacious view (previously 250).
How it Works
- In the intake or case notes list, Spacious view shows up to 1,000 characters in the note column (previously 250). Text is wrapped to show in 2 lines.
- Expanding the note column wider shows more of the note up to 1,000 characters.
- Compact view shows up to 500 characters in the note column (previously 250), always in 1 line.
- The selected view is saved.
Why it's Important: Reduces the need to open individual notes just to read their content, saving time when scanning notes in the list view.
Bulk Cancel Calendar Events in Advanced Search (Top Customer Request)
In the Calendar Advanced Search, users can now multi-select Outlook events and cancel them in bulk via the Bulk Actions menu.
How it Works
- In the Calendar Advanced Search, multi-select Outlook events and cancel them in bulk via the Bulk Actions menu.
- This is only applicable to Outlook events. If you select Outlook events along with archived events, the bulk cancel action will be disabled.
Why it's Important: When a case closes or a staff member leaves the firm, cancelling events one by one is time consuming.
