Getting to Know the 'My Profile' Page

Modified on Tue, 30 Apr 2024 at 03:15 PM

In this article:


The My Profile page allows you to set your preferences for the different areas of Actionstep, including the timesheet and emails (as well as other options). This article discusses the options available in the different sections of the page. 

To access the My Profile page:

  • In Actionstep, click your profile name in the global toolbar. This opens the My Profile page.

How-To Video

Contact Information

This section shows essential details Actionstep has about you based on the information found in your contact record. To edit these details, click Edit contact, which takes you to your contact record. (See Editing a Contact for help.)

The name, password, and time zone shown on the My Profile page are used across all Actionstep systems you may have access to. 


Within Actionstep, admins can control how often your password must be changed. (See Setting Expiration for Passwords - Password Policies.) If your password does expire, you can use this information to see when the password was last updated and when it will be required to be changed again. 

To change the password, click Change next to the Last changed field.

In this section, you can also enable/disable multi-factor authentication (or MFA), which will make your sign-in process more secure by requiring another validation step when you sign in. To learn more about multi-factor authentication, see Setting up Multi-Factor Authentication (MFA).


Email mailboxes

Using the Email mailboxes section, you can add your non-Actionstep mailbox information so that you can send emails from within Actionstep from your other email addresses. Specifically, you can add an Office 365, Gmail, or SMTP mailbox.  


In this section, you can set up your DocuSign preferences. DocuSign allows you to send documents or other files you're working on in Actionstep to clients for review and signing. 


In this section, you can set your preferences for the timesheet and timekeeping in Actionstep.

Timekeeper initials

By default, this shows the initials of the current user. These initials will be shown next to the time entries you record and can also be used in your invoicing to help define who recorded what time. 

Fee income account

This field sets which income account to use when fees for this user are invoiced.

Some systems like to record all income from a user's time record to specific general ledger accounts. For example, to an income account for that user or that user's team. 

Work hours per dayThe timesheet workflow shows the days of the week, allowing you to navigate to any particular day. Each day contains a bar to indicate how much of the day is recorded on the timesheet. Use the Work hours per day field to set the target that this user should work towards each day.
Show weekends on timesheet

By default, the timesheet workflow does not include weekends when showing the days of the week. You can switch Show weekends on timesheet to On to include weekend days on the timesheet. 



The Locale section lets you set what day should be the first day of the week and time zone:

  • First day of the week affects how the weeks in the month appear on your calendar, your timesheet, and with calendar tools throughout Actionstep. There is also the option to use the default "first day" for your region. 
  • Time zone is used to set your current time zone. If you choose a time zone that is different from the default, then items in your calendar will be updated accordingly. 

If you have access to more than one Actionstep system, the name, password, and time zone fields on the My Profile page are applied to all of those systems. 


API Permissions

External programs or applications can access and update data in Actionstep through the Actionstep API. If you use a third-party system that accesses Actionstep through your login to this system, it will be displayed and set here. To learn more about using the API, see Actionstep API.



In this section, you can create abbreviations to be used in your time records, disbursements, files notes, and scratch pads. Abbreviations are quick-type shortcuts that you can use in various screens in Actionstep. When you type the abbreviation, the system automatically expands the text when you press the spacebar. Abbreviations have two parts to them: 1) the shortened text (or what you will type to trigger the abbreviation), and 2) the expanded text (or what will appear once you press the spacebar and the abbreviation has been triggered).

To add a new abbreviation, click Add row and then enter the abbreviation and what text it will show when typed in Actionstep.

To edit an abbreviation, update the text in the appropriate field. To remove an abbreviation, click the X to the right of it. 


Landing Pages

Select which pages will be displayed when you are using Actionstep. For example, you can choose the first page you view when you sign in as well as what tab is displayed by default when viewing a specific matter. 

Always show launchpad

The Launch Pad is a landing page for users who have access to more than one Actionstep system. When a user signs in to Actionstep, they will see this page where they can choose which Actionstep system they want to work in. If a user has access to only one Actionstep system, we recommend switching this to off.

Go here after login

Choose which page you want to view after you first sign in. Your options may include:

  • Home
  • Dashboard
  • My Tasks
  • Matters List
  • Contacts List
  • Accounting
  • Knowledge Base
Go here first on a Matter
Choose which tab of the Matter page you want to view when you first open a matter. For example, trust accountants might want to view the Trust Accounting tab, while users who spend most of their time managing documents through Actionstep can choose to view the Documents tab.
Use marketing screenToggle this option to on to view matters using the marketing overview page. 



Microsoft OneDrive

This is where you can connect your Microsoft OneDrive. Once connected, this section shows your user name and email address. To remove Microsoft access, click Disconnect.


Your Application Settings

In this section, you can set preferences for sounds, how many rows are in a view, and if links will open in new tabs—just to name a few.

Alert sound

Alerts can appear in Actionstep based on reminders from your appointments, tasks, and matters. You can choose to have a sound play when these alerts appear. The alert can be either a chime or a ding. 

List-view rows per page

Throughout the Actionstep system, you can view different lists of matters, tasks, contacts, invoices, and other items. With this option, you can choose how many records will appear in a single view of a list. If more records exist than the number you set here, then you will be able to move to the next page of records.

Please note that if you choose a higher number, you may see a slight delay in page loading. 

Total all items in list-viewWhen set to on, this option shows the total of all items in the list, not only the items shown on a page.

Please note that selecting this option, you may see a slight delay in page loading.
Open links in a new tab

When set to off, Actionstep opens links on the same tab of your browser. If it is set to on, Actionstep opens links on a new browser tab.

Generally speaking, this reduces the number of links that are opened on new tabs; however, some links will continue to be opened on a new tab.

Note: Links are considered buttons or other items you can click on a page (excluding menu items).

Open menus in a new tab

When set to off, Actionstep opens any menu options on the same tab of your browser. If it is set to on, Actionstep opens links on a new browser tab.

Examples of menu items are the options in the main Actionstep navigation toolbar or the toolbar for a specific matter (e.g., Overview, Contacts, Steps, etc.).



Heads Up

Heads Up is an Actionstep tool that automatically sends you emails alerting you to important information in Actionstep. Heads Up rules can be used by everyday users to be alerted to items that need their attention, such as tasks due today, matters with due dates next month, or appointments for the coming month. In short, heads up rules serve as a kind of alert about information that is most essential to you. 

Any heads up rules that you have created will be listed in this section. Clicking on the rules title or description will open that rule. You can also click Manage heads-up rules to see additional options, like testing the rules.

When you have multiple rules set to be run on the same day/time, you can select Aggregate rules, which will aggregate all notifications into a single email. Switching this to off will send a separate email for each rule. This option will not appear if your rules do not meet the aggregation requirements.


For more help, see Setting Up Heads Up Rules.

Outbound Email

This section sets preferences for how emails that are composed and sent from Actionstep will be formatted.

Customize "From" name

When a person receives an email, the sender is normally displayed in that email address. You can change the display name by entering the new name in this field.

Default text style

Use these options to set the default font, color, and text size that will be used for the text in your emails. Once you are drafting the email, you can override these formats with other options. 

Custom signature

Toggle this option to on to override the default Actionstep signature (which is set by your admin). Signatures appear in all outgoing messages. 

Once switched on, you can enter the signature in the text editor that appears. You can use options on the toolbar to format the signature.



Inbound Email

Emails can be managed in Actionstep through a dedicated built-in mailbox or through an external mailbox configured to your system (see Email In Actionstep to learn more). This section controls how these types of emails are handled.


NOTE:  These settings will not be applied to any emails that are added to Actionstep through Actionstep's Outlook Plugin or Actionstep's Google Gadget.

AlertsWhen set to on, this setting adds an Email option to the alerts toolbar, located along the bottom of the Actionstep window. When set to off, the Email option is removed.
ForwardingWhen an email arrives in Actionstep and is assigned to your inbox, you can have that email automatically forwarded to your own email account (using the address listed in your contact record). To use this option, set Forwarding to on

This option ensures that you do not have to check emails in both Actionstep and your personal mailbox. Because emails in Actionstep are forwarded to their email address they only have to monitor one location.

Forwarding AddressEnter the email address you want to forward incoming emails to. 
Mark as read after forwardingThis options marks the email as "read" in Actionstep once it has been forwarded. 


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