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

Enhanced Communication and Scheduling

Combining CMS and DMS 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 CMS and DMS 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.

All-in-One Matter Contacts

Clicking the all-in-one matter contacts button displays both matter contacts and relationships, providing quick access to essential contact information like telephone numbers and email addresses.

Contact Record Management

Right-clicking a contact record allows users with the appropriate permissions to view additional details and edit the information. This integrates contacts to one or more matters without duplicating records, ensuring that any updates are synchronized across the system, promoting data consistency across devices and platforms.

Comprehensive Calendaring Tools

AIM365 supports various calendar views (Day, Week, Month, Group) tailored for case management, allowing linkage and view of client/matter-related appointments and tasks. The integration with Microsoft Outlook facilitates a familiar user experience, enhancing usability.

Automated Time Entries

Appointments are automatically converted into time entries, reducing manual time tracking and ensuring accurate billable hours are recorded.

Email Management from Matters

Users can draft and send emails directly from a matter in AIM365, select contacts as recipients, and attach multiple documents. These emails are automatically profiled in the matter and recorded for billable time, improving efficiency and ensuring no billable activity is overlooked.

Two-Way Calendar and Contact Synchronization

Events and contacts entered in AIM365 instantly sync in real-time with Microsoft Outlook and vice versa, streamlining calendar management and maintaining accurate, up-to-date information across platforms. This synchronization is secure and efficient, especially when running in a cloud environment like Microsoft Azure.

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.

The DataBrowser (Advanced Search Engine)

The AIM365 Data Browser is a powerful search engine that finds anything within the AIM365 database, including contacts, and matters, as well as completed and pending appointments.

The Data Browser allows users to perform complex searches without any knowledge of programming languages. Users can save and re-use previous search parameters by turning them into “filters.” Filters allow you to search much more quickly by having many of the search parameters already filled in for you, allowing you to bypass having to put your search terms in every time you seek something out.

Search Results

If you find yourself frequently using the Data Browser to search for the same thing repeatedly, AIM365® will allow users to add a shortcut button to the menu that will automatically retrieve the preset search parameters and display them immediately. Once retrieved, the data within may be sorted, grouped, and filtered as desired.

These retrievals may include upcoming docket due dates, client bills, management reports, and anything else that can be discovered by the Data Browser. Permissions to view these shortcut results can be restricted, if necessary, to a single user or groups of users.

iSlips*

*Sold Separately

iSlips is a powerful mobile application available for iOS and Android devices that allows users to capture time directly on their mobile phones. This app integrates seamlessly with AIM365, ensuring that all time entries are validated against client/matter data stored within the AIM365 system. Whether sending emails or making phone calls, iSlips automatically creates time entries, which are then synced on command with the AIM365 timesheet. This functionality is essential for professionals on the go, offering a streamlined solution for accurate time tracking outside the traditional office environment.