Using the Gmail Add-On

Modified on Tue, 6 May at 3:32 PM

In this article:

Accessing the Gmail Add-On
Searching for a Matter to Associate an Email With
Organizing Attachments
Assigning Emails to Multiple Matters
Finding Emails in Actionstep

The Actionstep Gmail add-on provides a function for Gmail users to save and assign emails to their Actionstep matters. When saved, the email message and attachments become available in the corresponding matter in Actionstep. Additionally, the add-on provides basic information on parties, file notes, and tasks. It also provides links to access the information in your Actionstep system directly.

Accessing the Gmail Add-On

To access the add-on:

Searching for a Matter to Associate an Email With

NOTE: Based on the From address of the email, matters may automatically be suggested. These are based on the email addresses of the participants associated with the matter.

To search for and assign an email to a specific matter:

Enter your search text in the Search for Matters field. Searches can be performed for all or part of the following elements:
- Matter ID
- Matter Name
- File Reference
Select the matter in Search results to assign the email to that matter.
Once assigned, general matter information will be displayed.

The following table describes the options available in the add-on.

Function	Description
Menu Icon	The following options are available by viewing the Menu icon: Unassign: Removes the association between the add-on and Actionstep in the add-on only. After selecting Unassign, there will be an option to delete the email from Actionstep. This removes the copy of the email stored in the matter. Settings: Provides basic information on the user, organization, and add-on. Logout: Signs the current user out of the add-on. Refresh: Pulls the most up-to-date information. This can be useful when there are changes currently being made to records in Actionstep. Manage Add-on: Displays the Google Workspace Marketplace to view or remove the add-on.
Matter Information	Review the matter name, ID, and type.
Parties	Click Parties to view the parties on the assigned matter. Click the launch icon next to Participants to view the party directly in the assigned matter. Click the email icon next to a participant's name to draft a new email message in Gmail, addressed to the email address on that participant's contact record in your Actionstep system.
File Notes	Click File Notes to view the File Notes page, which contains a launch link to the File Notes section of the associated matter in your Actionstep system. This page also displays previous file notes.
Tasks	Click Tasks to open the Tasks page. Click the launch icon next to Tasks to view the Tasks section of the assigned matter directly in Actionstep. Tasks for the assigned matter are displayed with the due date and the participant to whom they are assigned. Toggle Show Completed Tasks to include tasks in the view. Click the name of the task too open the task in your Actionstep system.
Primary Participants	This displays the names of all primary participants on the assigned matter. Click the email icon to draft a new email to that participant in Gmail.
Reference	This displays the assigned matter's file reference.
Status	This displays the status of the assigned matter: Active, Inactive, Closed, or Template.
Created date	This displays the date the assigned matter was created.
Modified date	This displays the date the assigned matter was last modified.
View in Actionstep link	This opens your Actionstep system to the assigned matter.

Organizing Attachments

If an email has attachments, you can organize them.

To do this:

Click the Menu icon and choose Organize Attachments.
This opens the Organize Attachments panel.
Click the Root drop-down list and select the folder where you want to store the attachment.
Choose which attachments you want to move from the following options:
- Choose MOVE ALL FILES to move all attachments to the selected folder.
- Select the specific files you want to move by toggling them and then choose MOVE SELECTED.