This article 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.
- Open Outlook
- Select an email
- Select the "Open Actionstep" button in the ribbon
- Select the pin icon
- 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:
- Select the "Categorize" button on the ribbon
- Choose "Edit Categories"
- Click on "Actionstep" and select a different color
Sending and Assigning an Email
- Select "New Email" from the ribbon
- Search for the matter using the search bar in the add-in
- Click on the matter and as soon as you send your email it will assign it to the matter
- You will also be able to see details on the matter such as parties, file notes, and time entries
Adding Recipients
- Click on the envelope icon in the top-left-hand corner of the add-in
- Select "Add Recipients"
- A list of the parties on the matter will display - select who you'd like to send the email to
Adding Attachments
- Click on the envelope icon in the top-left-hand corner of the add-in
- Select "Add attachments"
- 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
- Click on the "Attach File" button
- Repeat this process for any additional attachments you'd like to add.
Using an Email Template
- Click on the envelope icon in the top-left-hand corner of the add-in
- Select "Use a Template"
- Select which email template you would like to use.
Creating a Contact
- Select the '+' icon
- Select "Contact"
- Select identity type
- Enter their name
- Enter their phone number/s
- Enter their email address
- Enter their physical and mailing address
- Click "Create"
Creating a File Note
- Select the '+' icon
- Select "File Note"
- Enter the note
- Set the date & time
- Select any tags if applicable
- Click "Save"
Creating a Task
- Select the '+' icon
- Select "Task"
- Enter your task name
- Add a description
- Add a due date
- Add a priority
- Click "Save"
Creating a Time Entry
- Select the '+' icon
- Select "Time Entry"
- Select a quick code
- Enter a description
- Enter the number of hours worked
- Toggle whether the time entry is billable or not
- If so, enter how many hours are billable
- Choose the bill behavior
- Ensure the bill total is correct
- Click "Save"
Saving Documents into Actionstep
- Open the email reply
- Search for the matter in the add-in
- Click on the matter to assign the email
- Select the envelope icon in the top-left-hand corner of the add-in
- Select "Organize attachments"
- Select the attachment
- Click the pencil icon next to the attachment to rename it if required and save
- Choose which folder you'd like to save it into and then click the "Select" button
- Click the "Move" button to save
Unassigning an Email
- Open the email
- Select the envelope icon in the top-left-hand corner of the add-in
- Select "Unassign"
- Select "Delete email" - this will not delete it out of your Outlook inbox, it will delete it out of Actionstep
- Click the "Unassign" button
Ajax Error
Sometimes when using the add-in you may get an "Ajax error". If that happens:
- Click on the person icon in the top-right-hand corner of the add-in
- Click "Logout"
- Sign back in using the email address and password you use to sign into Actionstep
- If that does not resolve the issue, reach out to Support
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