Law firm seeks document management system

We are looking for document management software for our law firm that can learn how to tag letters, documents, files, etc. The learning process should take place as follows:

Everyone who writes letters or emails follows the same procedure on a regular basis, and the corresponding documents look the same. Every letter therefore has an internal fingerprint based on its appearance. In our law firm, all letters have the same appearance (sender address line; letter address field; my file number; your file number; date of the letter; subject line; signature line).

So when a letter is imported into the document management system, the software only needs to be trained once in the form that the first time keyword data is entered and, if necessary, certain keyword fields are specified so that they can always be read in the same place by default.

For every future document that is imported, the software should automatically compare whether a similar letter or this letter format (letter appearance from sender XY) has been imported before, and if so, the keyword template for this letter format should be used accordingly.

Incidentally, the document management software should, of course, be good in the following ways

• Selection: it should be easy to select different keywords in the software (sender, recipient, date, file, subject or summary, full-text search, etc.)
• Workflow: Documents with notes or tasks can be sent within the company.
• Scanning, reading by text recognition (OCR), and the corresponding assignment of any documents or contracts should be possible.

The software should support a client-server architecture.

Three to five software workstations are planned.