Using Microsoft OneDrive with Actionstep

In this article:

• Enabling OneDrive for Use with Actionstep
• Editing Documents with OneDrive
• Troubleshooting Issues with the OneDrive Connection

Documents can be opened from Actionstep and edited via Microsoft OneDrive. This connection opens your document in your desktop version of Microsoft 365.

When using OneDrive to edit documents, the document is checked out to the user who is editing it, which means no other users are able to access the document. Once editing is complete, the user can manually check the document back in. However, if the document is a Word document, as long as user has closed the document, the document will automatically be checked in again after 5 minutes. 

Enabling OneDrive for Use with Actionstep

To access your documents using OneDrive, an admin user must first enable the option in your Actionstep system.

To enable the OneDrive connection in Actionstep:

1. In Actionstep, go to Admin > General settings. The General Settings page appears.
2. In the Feature preview section, find and toggle Document editing via OneDrive (Office 365) - recommended for Mac users to on. (If you don’t see this option, make sure Enable and Early access group (near the top of the Feature preview list) are both toggled to on.)
3. Click Save to save your changes.

Once this feature flag is enabled, you can edit your documents using OneDrive.

Editing Documents with OneDrive

When working with a matter’s documents, you can edit the document using OneDrive. Once you edit a document, the document is locked so others cannot edit it. This means that when you’re finished editing it, it must be checked in so others can once again have access to it. Note, as long as it's a Word document and you close it once you're done editing it, Actionstep will automatically check the document in 5 minutes after it's closed. (Microsoft Excel files must be manually checked in.)

NOTE:  The first time you edit a document, you will be prompted to sign in to Microsoft OneDrive. When you do this, Actionstep automatically enables your personal Microsoft OneDrive connection, which you can access by clicking your profile link (in the global navigation bar) and viewing the Microsoft OneDrive section on the page. 
If you want to disable this connection for your own use with Actionstep, you can click Disconnect.

To edit documents in OneDrive:

1. In Actionstep, view the matter that is associated with the document you want to edit. (See Editing a Matter for help.)
2. Click the either the View menu icon or the Documents menu icon.
   The related page showing the files / documents is displayed.
3. Do one of the following:
   • Select the document and click Open in Microsoft 365 via OneDrive from the Open menu that appears.
     
   • Right-click on a document and choose Open in Microsoft 365 via OneDrive from the shortcut menu.
     
4. If asked to sign in and authenticate, follow the on-screen prompts to do so. 
5. If prompted to allow Actionstep to open the document in Word, click Open Word. (You can select Always allow [Actionstep domain] to open links of this type in the associated app to avoid this message in the future.)
   
   The document is opened in OneDrive. Additionally, a lock is placed on the file that should prevent other users from editing the document while you are working in it.
   
   
6. Make and save your changes in the document.
7. When you’re finished editing, close the Word document.
8. Check the document back in using either of the following options:
   • If you're editing a Word document, either wait 5 minutes and the document will be checked in automatically or view the document list on the Documents page and click the lock icon next to the document name.
   • If you're editing any other type of Microsoft document, view the document list on the Documents page and click the lock icon next to the document name.
     The document (and all your edits) are checked in and others are able to once again access it.

NOTE:  To view a complete list of documents you may have checked out in OneDrive, click the Documents link at the bottom of the page. You can then click Check In for each document. 

Troubleshooting Issues with the OneDrive Connection

• If you are getting a Well, this is awkward … 500 Internal Server Error from Actionstep, check your OneDrive connection status. To do this, click your profile link in the global navigation bar and find the Microsoft OneDrive section. If you see an Error with your connection message, click Disconnect and reconnect again. (The note near the top of this article contains detailed instructions for accessing this option.)
• If you are getting the following message, You appear to be connected, however, there was an error making a request, your IT department may need to approve access to the API. They can do this by signing in to the Azure AD Portal (portal.office.com) and navigating to Admin > Admin centers | Azure Active Directory > Favorites | Azure Active Directory > Enterprise Applications > Actionstep > Security | Permissions. They can then select Grant admin consent for Actionstep.