Because AIM365’s Document Management System (DMS) and Case Management System (CMS) work from the same database, combining them offers powerful workflow synergies that further streamline your practice.

Enhanced Communication and Scheduling

Combining DMS and CMS within AIM365 allows for calendaring features that automate outbound emails and inbound response tracking. This synergy ensures that all scheduled appointments and tasks are automatically communicated to relevant parties, enhancing coordination and reducing the risk of missed deadlines, while saving time consuming steps by profiling both the outbound emails and the resulting inbound responses automatically.

• Automated Outbound Emails: When an event or task is scheduled within the CMS, it can automatically send out emails to all relevant contacts, informing them of the details, and automatically profiling the sent emails to the DMS. This automation eliminates manual profiling and promotes consistent record keeping.
• Inbound Response Tracking: Any email responses to these outbound emails are tracked and recorded within the DMS, providing a comprehensive overview of all CMS communications related to scheduled events. Having your case management and document management working together behind the scenes helps ensure that all responses are accounted for and accurately profiled.

Streamlined Document and Contact Handling

Combining DMS and CMS helps users link relevant documents from the DMS directly to calendar appointments in the CMS while scheduling appointments. This linking eliminates the need for you to search for documents later, while on the phone, sending emails, or completing other scheduled tasks.

• Attachments to Calendar Appointments: Users can attach documents, such as briefs, contracts, or evidence files, from the DMS to calendar appointments in the CMS. This feature helps ensure that the correct materials are immediately available when needed, improving the preparation for meetings or court dates.
• Enhanced Contact Management: Combining DMS and CMS enhances synergy and seamless management of contacts across both systems. Users can easily link contacts to calendar events and documents, helping ensure that all interactions are accurately tracked and easily retrieved and reviewed. This memorializes what’s happening and improves case management.

Client Spaces and Matter Structures

As clients and matters are added to the database, storage is automatically divided into client spaces, each containing all-in-one matter structures that house documents, contacts, calendars, email, time entries, expenses, and more.

Hierarchical Document Folder System

Document folders storing like documents, organized in a tree-like directory structure, similar to Microsoft Windows directories, are automatically generated from a template when each matter is opened.

These directory templates are easily tailored and saved for each law type using intuitive mouse drag-and-drop methods. Once a matter is created, the directory structures themselves can also be rearranged and managed through drag-and-drop actions by users with sufficient permissions.

Personal Folders Directory

Each user can create and maintain a Personal Folders Directory, accessible only by the user, enhancing security and personalized usage. These folders facilitate quick access and intuitive management of documents, minimizing repetitive searches.

Recent Lists

AIM365’s webDMS features a display of recent documents and matters, always visible or just one click away, enabling users to quickly open or preview documents without extensive searching.

Efficient Profiling System

PerfectLaw’s “Profile” command automates the addition of both basic and significant metadata, enhancing the DMS functions and document organization. This system parallels the traditional “Save As” functionality but with advanced DMS capabilities.

Drag-and-Drop Profiling

webDMS supports drag-and-drop profiling for document formats like Adobe Acrobat, Microsoft Outlook, Word, PowerPoint, and Excel, streamlining the document import and handling process. Drag-and-drop eliminates manual metadata entry, significantly improving productivity, document handling, and database accuracy.

Superior Search Performance

webDMS offers high-speed, full-text searches, capable of searching millions of documents in seconds—far outperforming traditional Windows Explorer searches.

Matter Folder Directory Searches

Matter searches are localized to each specific matter. Users start by opening the matter, displaying the folder directory, and then visually selecting documents or using grid searches if the document isn’t immediately visible.

Grid Search

When you’ve performed a search in the DMS, your results are displayed on the screen within a grid. If the target document is not spotted immediately, the user may perform a grid search whereby the DMS acts as a filter where typed characters narrow down the documents displayed, highlighting search terms for quick recognition.

Global Searches

These include any profiled document in the database and are based on text search strings that identify document profiles appearing in the search results.

DataBrowser Searches

DataBrowser Searches make finding documents easier when simple searches don’t work. They use special forms where you fill in what you know, and the system turns this into a search that finds your documents without needing any special technical skills like SQL knowledge.

Email Management and Integration

Automated email profiling will import and profile emails from your Microsoft Outlook Inbox and Sent folders, saving you from having to do it manually. Emails which have been profiled will be denoted with a special icon in Outlook, allowing you to instantly recognize which of your emails have already been profiled into AIM365’s webDMS.

Flexible Drag-and-Drop across Platforms

Extensive drag-and-drop functionality works across different environments (Outlook, Windows folders, DMS matters, and documents folders), mimicking Microsoft Windows operations and thus minimize training requirements.

Quick Document Preview and Opening

Users can see the full document in a preview window by clicking on the relevant matter folder and selecting the document, thus saving you from having to download your files to actually see them. This feature is available even if the required applications like Microsoft Word or Adobe Acrobat are not installed on the local device.

Right-Click Document Management

Right-clicking a document profile provides a list of applicable commands, offering robust document interaction directly from the folder view.

Safely Sharing with Clients

The AIM365 Portal is designed for secure and efficient communication and document sharing between law firms and their clients. Clients are assigned a specific matter within the portal and can log in using their email and desired password. Firm users utilize standard AIM365 tools to create sharable portal matters and define document share sets, which can include various document types like emails, pleadings, bills, and reports.

Clients can log into their portal matter through a web browser to find, preview, or export documents within their share sets. Exported documents are identified by their AIM document number followed by the document name. Each portal includes an email box for clients to upload documents. If a document was previously exported, it is assigned a new version number and automatically profiled when imported by a firm user. Documents and emails can be shared with clients easily via drag-and-drop into the portal.

The AIM365 Portal improves client-attorney communication by providing secure access to shared documents and emails. Clients can log in from anywhere to view the progress of their case and manage their documents. This portal helps maintain organization and ensures that all client communications and documents are efficiently logged and accessible within their respective matters.

Master Files

To set up and use AIM, you have to be able to open client matters. In order to open the client/matters, you need to have the Master Files set up.

New Matter Intake

The new matter intake workflow by PerfectLaw, almost entirely automated, begins with users selecting a template suitable for their new case or matter. This initial step is streamlined by AIM365’s template cloning feature, eliminating the need to set up each matter manually. After template selection, AIM365 clones the chosen template, rapidly replicating all predefined settings like default timekeepers and billing formats, reducing what was once minutes of manual effort to mere seconds.

Once the new matter is saved, the “New Matter Intake Macro” in AIM365 automatically inserts appointments and deadlines into all relevant calendars, ensuring that every team member is promptly updated without manual scheduling. The system also automates client communications, handling tasks such as sending thank-you emails, distributing retainer agreements, and providing clients with detailed work plans and roadmaps.

Furthermore, AIM365 automates conflict searches by swiftly scanning the database for potential conflicts of interest, ensuring compliance and reducing risk. Lastly, the workflow automates billing processes by capturing and posting billable time automatically, eliminating manual entry and reducing billing errors, allowing users to focus on their work with confidence that all billable activities are efficiently tracked.

Access Controls and Security Tracking

Detailed permissions settings manage who can read or edit documents, with usage history tracking for auditing who accessed or modified a document and when.