Using the Outlook Add-in

Created by Allison Cloyd, Modified on Mon, 14 Nov 2022 at 01:08 AM by Allison Cloyd

This video will walk you through the different features within the Outlook add-in and how to use them once you have installed and authorized the add-in. These features include assigning emails, creating contacts, time entries, tasks, and file notes, using email templates, and much more.

 

Pinning the Add-In 

Pinning the add-in so that it remains open each time you open Outlook.

  1. Open Outlook
  2. Select an email
  3. Select the "Open Actionstep" button in the ribbon
    Microsoft Outlook app with the Open Actionstep button in the ribbon highlighted
  4. Select the pin icon
    The Actionstep Outlook Add-in sidebar opened with the pin icon highlighted
  5. If the panel is too large/getting in the way, you can drag to adjust the width

Changing the Category Color

By default, the category will be set to a white color which makes it difficult to see when an email has been assigned to a matter. To change this:

  1. Select the "Categorize" button on the ribbon
    Microsoft Outlook ribbon with the 'Categorize' button highlighted
  2. Choose "Edit Categories"
  3. Click on "Actionstep" and select a different color

Sending and Assigning an Email

  1. Select "New Email" from the ribbon
  2. Search for the matter using the search bar in the add-in
    Microsoft Outlook email compose screen with the Actionstep Add-in open and the matter search bar highlighted

  3. Click on the matter and as soon as you send your email it will assign it to the matter
  4. You will also be able to see details on the matter such as parties, file notes, and time entries
    Actionstep add-in screen once a matter has been selected, displaying options to create time entries, tasks, file notes, and contacts

Adding Recipients

  1. Click on the envelope icon in the top-left-hand corner of the add-in
  2. Select "Add Recipients"
    The envelope icon in the add-in is selected and 'add recipients' in the dropdown is highlighted
  3. A list of the parties on the matter will display - select who you'd like to send the email to

Adding Attachments

  1. Click on the envelope icon in the top-left-hand corner of the add-in
  2. Select "Add attachments"
    The envelope icon in the add-in is selected and 'add attachments' in the dropdown is highlighted
  3. This will take you to a list of documents that have been added against the matter - select a document you'd like to include in the email 
  4. Click on the "Attach File" button
  5. Repeat this process for any additional attachments you'd like to add

Using an Email Template

  1. Click on the envelope icon in the top-left-hand corner of the add-in
  2. Select "Use a Template"

    The envelope icon in the add-in is selected and 'use a template' in the dropdown is highlighted
  3. Select which email template you would like to use

Creating a Contact

  1. Select the '+' icon
    Actionstep add-in with the '+' icon highlighted
  2. Select "Contact"
    Actionstep add-in menu after the '+' icon has been selected. 'Contact' is highlighted
  3. Select identity type
  4. Enter their name
  5. Enter their phone number/s
  6. Enter their email address
  7. Enter their physical and mailing address
  8. Click "Create"

Creating a File Note

  1. Select the '+' icon
    Actionstep add-in with the '+' icon highlighted
  2. Select "File Note"
    Actionstep add-in menu after the '+' icon has been selected. 'File Note' is highlighted
  3. Enter the note
    The file note creation screen within the add-in
  4. Set the date & time
  5. Select any tags if applicable
  6. Click "Save"

 

Creating a Task

  1. Select the '+' icon
    Actionstep add-in with the '+' icon highlighted
  2. Select "Task"
    Actionstep add-in menu after the '+' icon has been selected. 'Task' is highlighted
  3. Enter your task name
    The task creation screen within the add-in
  4. Add a description
  5. Add a due date
  6. Add a priority
  7. Click "Save"

Creating a Time Entry

  1. Select the '+' icon
    Actionstep add-in with the '+' icon highlighted
  2. Select "Time Entry"
    Actionstep add-in menu after the '+' icon has been selected. 'Time Entry' is highlighted
  3. Select a quick code
  4. Enter a description
  5. Enter the number of hours worked
  6. Toggle whether the time entry is billable or not
  7. If so, enter how many hours are billable
  8. Choose the bill behavior
  9. Ensure the bill total is correct
  10. Click "Save"

Saving Documents into Actionstep

  1. Open the email reply 
  2. Search for the matter in the add-in
    Microsoft Outlook email compose screen with the Actionstep Add-in open and the matter search bar highlighted
  3. Click on the matter to assign the email
  4. Select the envelope icon in the top-left-hand corner of the add-in
  5. Select "Organize attachments"
    Add-in 'organize attachments' menu item
  6. Select the attachment
  7. Click the pencil icon next to the attachment to rename it if required and save
    Add-in 'organize attchments' screen
  8. Choose which folder you'd like to save it into and then click the "Select" button
  9. Click the "Move" button to save 

Unassigning an Email

  1. Open the email
  2. Select the envelope icon in the top-left-hand corner of the add-in
  3. Select "Unassign"
    Add-in 'unassign' menu item
  4. Select "Delete email" - this will not delete it out of your Outlook inbox, it will delete it out of Actionstep
    Add-in 'unassign' screen
  5. Click the "Unassign" button

Ajax Error

Sometimes when using the add-in you may get an "Ajax error". If that happens:

  1. Click on the person icon in the top-right-hand corner of the add-in
    Add-in person icon
  2. Click "Logout"
  3. Sign back in using the email address and password you use to sign into Actionstep
  4. If that does not resolve the issue, reach out to Support