APS & iManage integration setup

Owned by Renaldo Figueiredo (Unlicensed)
Oct 11, 2018
4 min read

The Nimbus AutoMate synchronisation process performs a number of tasks, which are as follows:

  1. It pushes Client and Contact details from APS directly into Nimbus, synchronising these details on a regular cycle;

  2. It allows the Practice to mark documents from within iManage to share with a Client via the Nimbus Portal;

  3. It allows for documents shared by a Client to be stored within a pre-defined “Watch Folder” so that filing can be performed by the Practice back into iManage; and

  4. It allows for signed documents to be automatically filed to iManage.

The Process

Nimbus AutoMate software is installed and then configured to sync with the local APS and iManage databases.

When configuring the APS database with Nimbus, one tab is to be completed.

When configuring iManage integration within Nimbus, there are two tabs that must be completed. The first allows access to the iManage Database, the second configures the statuses that will be used to transfer documents to and from Nimbus.


APS Syncing

When configuring Nimbus AutoMate for APS integration, the following information will be required:

Field Name Description
Server

Name of Fileserver where APS is installed.

DatabaseName of the APS database.

Filtering on

This is an APS Attribute field that must be setup by the Business (if selective Client syncing is required). This field can be used to sync selected Client details from the APS database to Nimbus. The name of this field is determined by the Business.

Wait time

This is normally set to 3 mins – though this can be set to any time from 3 mins to daily. This is the wait time between sync cycles.

The following dialog is a sample only:


Database Syncing

When configuring Nimbus AutoMate for iManage integration, the following information will be required:

Field NameDescription

Server

Name of Fileserver where iManage is installed.
Login

Login code of a Worksite User Account. This user account must be setup

with required access to allow Nimbus to push documents to Worksite.

PasswordPassword for the above Worksite User Account.
DatabaseName of the Worksite database.
Client

This is the primary key stored in the Worksite database that links directly to

the Client record in APS.

Status

Name of the Custom field that has been created in Worksite to allow

documents to be published to Nimbus.

Wait timeThis is normally set to 3 mins – and is the wait time between sync cycles.

The following dialog is a sample only.



Document Syncing

The following dialog allows us to configure how the documents will be synchronised to and from Nimbus.

The information below outlines the meaning of each field.

Field Name Description 
From Client Status This status is used for signed documents that will automatically be filed into iManage. This status must be setup in iManage and can be labelled as required. Examples are “Uploaded by Client”. 
Local in folder This is the name of the folder that will be used to store all other documents uploaded by Clients that are not automatically filed into iManage. This folder must be created preferably on a fileserver that can access both the APS and iManage databases. The Windows User Account that is used by Nimbus AutoMate MUST have full control permissions over this folder. 
To Client Status This status is used when a document is ready for upload to the Nimbus Portal. AutoMate will scan iManage and automatically upload any document with this status. This status must be setup in iManage and can be labelled as required. Examples are “Approved For Publishing”, “Ready for Client”. 
Sent Once Nimbus AutoMate has uploaded a document that is marked with the “To Client Status” eg: Approved For Publishing, Nimbus will automatically update the status of the document in iManage to the Sent status. This status must be setup in iManage and can be labelled as required. Examples are “Published”, “Shared with Client”. 
Remove Status The Remove Status field is used to remove a document from Nimbus. AutoMate scans Nimbus and removes documents with this status. This status must be setup in iManage and can be labelled as required. Examples are “Unpublished”. 
Done This status is applied to documents that have been removed from Nimbus via the Remove Status field. This status must be setup in iManage and can be labelled as required. Examples are “Unpublished”. 
Folder mapping This option allows you to determine the name of the folder (and subfolder if required by using the Extra field below) to sync documents directly to categories / classes in iManage. 
Extra field Please see above. 

The following dialog is a sample only.