Released: 5/28/2019

The AIMS v1.48 release includes resolutions to several reported bugs and the following new features:

Contacts Redesign

New (Bulk) Contacts Features

The Contacts screen (Main Menu –> Supervision –> Contacts) has been updated to improve the usability and capabilities of Contacts within AIMS. Within this area, users have the ability to:

  • View lists of scheduled and finalized contacts,
  • Schedule new (one time and recurring) contacts,
  • Filter scheduled contacts, and
  • Log contacts.

Calendar – New Contact Features

The AIMS Calendar (Main Menu –> Calendar) now allows users to schedule Recurring Contacts and One-Time Contacts by clicking a date on the calendar or the Schedule button. Per existing functionality, users can access Contacts by clicking a specific contact on the calendar, directing them to the selected contact for further contact details (i.e., Contact Completed, Missed, Excused and contact Notes).

Schedule Recurring Contacts

The Schedule Recurring Contacts dialog allows users to create a contact schedule for a Client Involvement. This dialog can be accessed from the Calendar, Contacts Screen, and Contacts tab within the Supervision area on a Client’s Involvement.

Schedule a Recurring Contact from the Calendar

To schedule a recurring contact from the Calendar, users have two options: 1) from the Schedule button in the top left-hand corner under the locations drop-down or 2) directly from any date on the Calendar.

From the Schedule button, select Schedule, then Recurring Contact:

Users then select Contact Type (Home, Office, Telephone), followed by how often the event should repeat, at what frequency (weeks or months), which day(s) of the week, End Date, Start Time and End Time. To schedule the recurring contact, click Schedule:

The new Recurring Contacts will appear on the Calendar on the dates, times and frequency, as entered, as well as on the Client Involvement (Supervision –> Contacts).

To schedule a recurring Contact from a date on the Calendar, click on any date on the calendar and select Recurring Contact:

Users will then be presented with the same dialog shown above to schedule the Recurring Contact; the new Recurring Contacts will appear on the calendar on the dates, times and frequency, as entered, as well as on the Client Involvement (Supervision –> Contacts).

Schedule a Recurring Contact from the Contacts page

From Contacts (Supervision –> Contacts), click Schedule and select Recurring Contact:

Users will then be presented with the same dialog shown above to schedule the Recurring Contact; the new Recurring Contacts will appear on the calendar on the dates, times and frequency, as entered, as well as on the Client Involvement (Supervision –> Contacts).

Schedule a Recurring Contact from the Client Involvement

Recurring Contacts can also be scheduled from a Client Involvement –> Supervisionand clicking Schedule and selecting Recurring Contact:

Users will then be presented with the same dialog shown above to schedule the recurring contact; the new recurring contacts will appear on the calendar on the dates, times and frequency, as entered, as well as on the Client Involvement under Contacts.

Scheduling One-Time Contacts

The Schedule One-Time Contact dialog allows users to schedule a single contact for an Involvement. This dialog can be also accessed from the Calendar, Contacts Screen or Contacts tab within the Supervision area on a Client’s Involvement.

Schedule a Recurring Contact from the Calendar

To schedule a One-time Contact from the Schedule button in the top left-hand corner of the Calendar, click Schedule, then One-Time Contact:

Users then select the desired Client Involvement, Contact Type (Home, Office, Telephone), Contact Date, Start Time and End Time.  To schedule the one-time contact, click Schedule:

The new One-Time Contact will appear on the Calendar on the date and time, as entered, as well as on the Client Involvement (Supervision –> Contacts).

Users can also schedule a One-time contact by clicking on a date directly on the Calendar and selecting One-Time Contact:

Users will then be presented with the same dialog shown above to schedule the one-time contact; the new One-Time Contact will appear on the calendar on the date and time, as entered, as well as on the Client Involvement (Supervision –> Contacts).

Schedule a One-Time Contact from the Contacts page

A One-Time Contact can also be scheduled from the Contacts page (Supervision –>Contacts) and selecting Schedule and One-Time Contact:

Users will then be presented with the same dialog shown above to schedule the one-time contact; the new One-Time Contact will appear on the calendar on the date and time, as entered, as well as on the Client Involvement (Supervision –> Contacts).

Schedule a One-Time Contact from the Client Involvement

Lastly, users can schedule a One-Time Contact from the Client’s Involvement page, selecting the Supervision tab, selecting Schedule and then One-Time Contact:

Users will then be presented with the same dialog shown above to schedule the one-time contact; the new One-Time Contact will appear on the calendar on the date and time, as entered, as well as on the Client Involvement (Supervision –> Contacts).

Contact Information now found under Supervision

Functions such as logging a contact and creating a contact schedule for a Client have been moved from Activities to the Supervision area on Involvements.

View Future Contacts

With this change, users now have the ability to view future contacts either through the current day (Today), Next 7 days, Next 30 days or a specific date by using the date filter in the top right; this view will default to “Next 7 days”.

Edit a Finalized Contact

Users with the appropriate permissions now also have the ability to edit a finalized Contact. Users click the expander icon to the right of a completed Contact to expand the dialog displaying the contact details:

To edit the Contact, click the Edit icon on the far right (pencil) where Status, Contact Type, Contact Date and/or Start/End Time can be edited:

While editing, users can also add notes specific to the Contact by clicking the Notesicon, adding the desired notes and clicking Add:

Once saved, the changes will be reflected in the new summary. In this example, the Status has been changed from Missed to Excused and the new note has been added (indicated by the (1) next to the Notes icon):

Logging an Unscheduled Contact

The new version of AIMS introduces the ability to “log” an unscheduled contact. As the ability to schedule recurring or one-time contacts is detailed above, users now also have the ability to easily log and complete an unscheduled contact with a Client, such as a phone call or if a Client drops by the office outside of their regular reporting schedule.

From the Client’s Involvement page, Supervision –> Contacts, users will note the new heading Log New Contact:

To log the new Contact, click Log New Contact,  which will present the dialog to be completed, including Contact Type, Start Time, End Time and any Notes (shown below). Note that the date will default to the current date; this field can be changed to a previous date,  but not for a future date. To record a Contact for a future date, the functionality described above to schedule a One-time Contact should be used. When completed, click Log.

When completed, the new Contact will be recorded on the Client’s Contact list – any Notes entered are indicated to the right of the Contact:

Further details can be viewed by clicking the expander icon:

To view notes associated with the Contact, click on the Notes icon:

Users with permissions can edit or delete the contact. To edit, click on the Edit icon (pencil); once in the Edit dialog, users can delete the contact by clicking the Deleteicon. When deleting, the user will be prompted to confirm:

Finalizing a Contact

Users have the ability to finalize a contact (Completed, Missed or Excused) from either the Contacts page (Specialty Court –> Supervision –> Contacts) or from a Client’s Involvement page (Supervision tab) – both are shown below:

From either location, to finalize a Contact, click the expander icon to finalize the Contact by changing the Status and adding related Notes:

The Status of Scheduled remains available during this process, allowing users to re-schedule a Contact, if necessary.

Once finalized, the Contact will appear with the new status on the Client’s Involvement page, as well as any notes that were entered:

Clicking the Notes icon will display the notes entered during the contact and allow users with permissions to edit the note, if necessary:

Upon finalizing, the Contact will be removed from the Scheduled list and will now appear on the Finalized list on the main Contacts page. The Finalized tab will show all Contacts that have been finalized – either marked as Completed, Missed or  Excused. Any re-scheduled Contacts will appear on the date the Contact has been re-scheduled. The Filters on the right of the screen can be used to refine the results (i.e., only show finalized Contacts by Contact Type or specific Caseload(s):

Specialty Court Involvement Lists

The Specialty Court Involvements List Screens (Referred, Awaiting Intake, Admittedand All Involvements) are now exportable. Users can export these listings by clicking the Print icon once the intended listing tab has been selected. Users can also utilize the sorting and filtering capabilities on this screen and then export the list which will indicate the sorting and filters used on the exported .PDF list.

Client/Personal Information Redesign & New Fields

The new version of Personal Info combines certain data fields previously in Contact Info with multiple new fields to capture more client-specific data. This information can be located from the Client Involvement –> Client Info –> Personal Info. The chart below displays all data fields being captured in the new version of Personal Info, compared to the fields previously available. 

The screenshot below displays the new Personal Info data fields within AIMS