In this article, you will learn about document management.
You can better manage your documents by storing them within 'Folders'. To create a new folder, simply click on the icon next to the 'Generate' button. A folder will be created in the current location. If you would like to create another folder within a subfolder, click into the subfolder first. You can also 'Trash' any folders you no longer need by right-clicking them and selecting the 'Trash' option.
To move a document or other file to a particular folder, right-click the file and then select 'Move', as per the screenshot below.
If you use Dropbox, Box or Google Drive to save your documents, you can connect them to the documents folders within matters in Actionstep. When you connect an external drive, Actionstep will create folders within the Actionstep and Organisation folders.
When you access the drive under a matter it will create a folder in your drive with the name of the matter ID under a directory tree structure Actionstep > (organization key) > Actions.
Frequently Asked Questions (FAQ's)
Q: Can I sort the documents by date, or other attributes?
A: Yes. Hover over the 'Documents' icon within the 'Matter Navigation Bar', then click on the 'List' button. You will then be able to 'Filter' by any of the available columns.
Q: How much storage space am I allowed?
A: As part of your monthly access fee you are allotted 2GB per year per user. So if you have 5 users you will have 10GB to start, 20GB in year 2, and 30GB in year 3. This is normally more than enough but you can purchase additional storage if necessary. Additional storage can be purchased for $1/user/month for an additional 10GB per user. So if you have 5 users you will get an additional 50GB of storage by paying $1 extra per user per month.
Note: The above extra storage costs may be higher in New Zealand. Clients hosted in New Zealand should contact email@example.com for a quote on extra storage.
Q: Can I search inside documents, including PDFs?
A: Yes you can. Actionstep has a powerful search engine that allows you to search all documents and will only return results that you have permission to see. Regular PDF's are searchable but scanned PDF's are not, unless you run these through an OCR (Optical Character Recognition) process before uploading. For more information on this feature, please see Search Bar (HYPERLINK).
Q: Can I move documents between folders by clicking and dragging?
A: No, you cannot. Please refer to the Creating/Managing Folders section of the article above for information on moving documents within/between folders.
Q: How do I download all the documents on a matter at once?
A: You can download more than one document at a time. Just select the documents you need, then use the 'Download' option. Actionstep will compile all of the selected files into a zip file, which will be downloaded through your browser. You can also select entire folders to download. If you want to zip all documents, folders and sub folders from a matter it may be easier to move them all to a folder first, then download that folder.
Q: Do you have precedent/template libraries available?
A: Yes, some templates are available via our Marketplace (HYPERLINK), and more are being developed each month. Contact Actionstep Sales (firstname.lastname@example.org) for more information.
Q: Do you offer OCR?
A: Actionstep does not support OCR when a document is uploaded to Actionstep. If you have a scanner that supports OCR then you can upload the scanned documents to Actionstep and they will become searchable. There are also several PC utilities that allow you to OCR documents prior to uploading them to Actionstep
Q: Is there an option to backup the document database to my local server in case of internet outage?
A: You can download the individual documents from Actionstep and save copies locally or request a backup of your entire system from time to time. However there is no automated sync to local storage.