communication - calls

Overview

Neostella integrates seamlessly with the existing phone systems of your law firm. This allows legal teams to make phone calls, receive inbound inquiries, and review complete communication histories without leaving Neostella, regardless of the specific service provider the firm uses. Every interaction links automatically to the appropriate contact and project record, ensuring that critical-matter related activity remains organized and accessible through a single source of truth.

Features & Definitions

• Phone: Dialer interface located in the bottom dock where you manage active calls.
• My Calls: User-filtered view within the Communication menu that lists calls associated with the Caller, Callee or Creator (Calls entered manually) with the current user account.
• Call Details: The side drawer displaying timing metadata, inbound or outbound direction, caller details, assigned projects, and linked media files.
• Activity Feed: Project chronological timeline documenting significant case events, including call logs such as Inbound Calls, Outbound Calls and Related.

Before using Calls

• Log In to your account with the phone system provider.
• Grant Neostella access to the phone system provider.
• Choose the Digital Line.
• Allow the use of a microphone.

How-To Instructions

Using Quick Action menu for Outbound Calls

1. Click the + quick action menu located in the top navigation bar.
2. Select the Make Call option to open the dialer.
3. Type the name of the contact in the Select Contact field.
4. Click the Call button to place the call.
5. Select the End call button to terminate the call when finished.

Making an Outbound Call from a Contact 

1. Navigate to Cases or Intake workspace.
2. Open Contacts from the left navigation menu.
3. Search for and select the name of the desired contact.
4. Click the primary telephone number displayed within the Person Details section.
5. Confirm that the Phone dialer opens in the bottom dock.
6. Click the Call button to place the call.
7. Select the End call button to terminate the call when needed.

Managing an Inbound Call and Contact Card 

1. Observe the Phone dialer expand in the bottom dock when an inbound call arrives. 
2. Review the contact card to verify the caller’s identity against the directory information. 
3. Click the More Options menu on the card and select Copy Contact URL to share the record or open the Contact in a new tab.
4. Click the green Answer button to accept or the red Decline button to route the caller to voicemail.

Viewing and Assigning a Call to a Project or Lead

1. Navigate to Cases or Intake workspace.
2. Open Communication from the left navigation menu.
3. Select the Calls tab and open My Calls to view your call history.
4. Review the calls listed in the table to identify and verify the correct interaction before assigning its context.
5. Click the desired call entry from the table to expand the Call Details drawer.
6. Click the appropriate context input field and type the title of the Project or Lead
7. Select the matching Project or Lead from the dropdown results to assign the context.

Use Cases

• Provider-Agnostic Matter Triage: The law firm connects their preferred cloud phone system to Neostella. When a client calls, the platform pre-fetches the contact data and displays a screen pop contact card, allowing the specialist to greet the caller by name and immediately document the inquiry.
• Centralized Client Updates: An attorney uses the click-to-dial quick action directly from the workspace of the project to call an injured client. The external provider handles the call routing, but Neostella automatically logs the completed recording to the document repository of the case.

Notes

• Continue using Neostella while on an active call. Minimize the call dialer and open new tabs to navigate the platform without losing the connection.
• Interactions from unrecorded phone numbers surface in the triage view until a staff member resolves the contact or matter link.