Managing legal documents efficiently is crucial for law firms. A well-structured Document Management System (DMS) helps streamline case handling, ensures secure document storage, and simplifies retrieval. This blog will walk you through building LegalVault Pro using ERP•AI, a powerful and secure DMS tailored for legal professionals.

Here’s how I built a Secure & Efficient Legal Document Management System using ERP•AI.

Step 1: Getting Started

Sign In & Describe Your Needs

• Sign in – Enter your email and verify your account.
• Describe Your Needs – Simply type what your software should do in natural language.
• Submit & Let AI Work – Hit 'Enter,' and ERP•AI gets to work.

Prompt Used:

Create a simple yet efficient Document Management System (DMS) for a legal firm to store, organize, and retrieve case-related documents. The system should provide secure access, basic version control, and a structured organization of legal files. Core Features: User Management (Basic Roles) Admin (Full access) Lawyer (Can upload, edit, and view documents) Paralegal/Staff (Can view and upload but not delete) Document Storage & Categorization Upload and store legal documents (PDF, DOCX, XLSX, images) Organize by case number, client name, and document type Tagging system for quick filtering Search & Quick Retrieval Search by case number, client name, or document title Filter by document type (Contracts, Agreements, Court Filings, etc.) Basic Versioning & Access Logs Maintain the last 3 versions of a document Simple change log showing who edited/uploaded a document Security & Access Control Role-based permissions (Lawyers can edit, staff can only view/upload) Basic encryption for document storage Preloaded Content & Data Sample legal cases with example documents (Contracts, NDAs, Court Orders) Demo users with different access levels

Step 2: Build Your App in a Few Clicks with ERP•AI

• Review and confirm the AI’s analysis of your requirements.
• Expand to see the AI's breakdown of your prompt.
• Review, finalize edits (if any), and confirm to generate the app.

ERP•AI instantly generates your app with the specified features—just like in the demo!

Key Modules of the App

• Masters: Stores core data like document versions. documents , and cases ensuring consistency.

• Roles & Permissions: Defines user roles and controls access to prevent unauthorized actions.

• Tables & Views: Structures data storage and provides user-specific views (e.g., "My Case Documents" for Senior and Associate Attorney).

• Synthetic Records: Generates sample data for testing workflows before live deployment.

• Dashboard Widgets: Displays real-time metrics like ‘Total Active Cases Assigned to each Attorney’ for quick insights.

• Report Templates: Automates reports and gives you a monthly update on the status of cases, document versions, and so on.

Step 3: Customizing and Enhancing LegalVault Pro with ERP•AI’s Agents

Step 3.1: Modifying the App Structure (Edit App Agent)

To enhance the document management process, follow these steps:

• Open the Edit App Agent.
• Modify the data structure with the following prompt:"Add a new column 'Case Priority' to the 'Cases' table as a dropdown with options: High, Medium, and Low. Ensure this field is required when creating a new case."
• Confirm changes and save the updated structure.

ERP•AI successfully implements the modification.

Step 3.2: Modifying Permissions & Adding a New Role (Roles Agent)

To update roles and permissions:

• Open the Roles Agent.
• Enter the following prompt:"Create a new role called 'Client' with the following permissions:
• View assigned cases
• View assigned case documents
• Apply the changes to ensure correct role configurations.

ERP•AI enforces the updated permissions accordingly.

Step 3.3: Onboard Members with the Invite Agent

With roles set up, I invited a client using the Invite Agent:

• Open the Invite Agent.
• Enter email ID and assign role. Invite john.doe@mail.com as a client with access to view only his case and related documents
• Send invitation.
• The client receives an email invitation instantly.

Step 3.4: Customize Insights with the Dashboard Agent

To enhance data visualization, I used the Dashboard Agent:

• Open the Dashboard Agent.
• Use the following prompt:"Modify the dashboard to include:
• A new widget showing 'Total Active Cases by Attorney.'
• Save changes—the dashboard updates automatically.

Step 3.5: Enabling Auto-Numbering with the Record Agent

Using the Record Agent, I enabled Auto-Numbering

• Open the Record Agent
• Enter the following prompt:"Enable auto-numbering for 'Case Number' with the format: 'CASE-YYYY-####'."
• Save the changes and verify the generated records.

The data is instantly updated in the system.

Step 4: Testing your App

Before deploying your application, it's crucial to test and refine it to align with your firm's workflow. This ensures that filters, roles, and automation function seamlessly, preventing any operational bottlenecks.

During testing in LegalVault Pro, I adjusted roles and permissions for better clarity:

• Clients: Can only view "My Case Documents" and "My Active Cases."

• Senior Attorneys: Can view, update, and create records but cannot delete anything, preserving data integrity.

These refinements align LegalVault Pro with our firm’s needs, ensuring efficiency and control.

To improve document management, I:

• Added a "Status" column in the Documents table to track active and archived files.

This modification streamlined document tracking, reducing clutter, and enhancing efficiency in case management.

Step 5: Implementing Automations (Automation Workflows)

To streamline operations, I:

• Created an automation workflow:
• Any document created before July 1, 2023, is auto-archived.
• Documents created after July 1, 2023, remain active by default.

This iterative approach ensures a seamless, and automated legal document management system for better accuracy and control.

Conclusion

With ERP•AI, creating a fully functional LegalVault Pro app is effortless. Using simple AI-powered tools, I built and customized an app with automated workflows, role-based access, real-time data entry, and intuitive dashboards—no coding required!

Ready to streamline legal case management?

Get started with ERP•AI today!