Editing Workflow Step Actions – Emails (Admin)

When setting up a workflow step, you can choose specific actions that should take place. This article covers how to adjust email-related step actions. Specifically, you can have Actionstep automatically send an email to a party as the matter is moved to this step. 

To do this:

1. In Actionstep, go to Admin > Matter types. The Matter Types page appears.
2. Click Settings for the matter type you want to set up a workflow for. 
3. Click Manage in the Workflow section. The Workflow page appears.
4. In the Steps list (right side of the page), select the step you want to edit. The Edit workflow window appears.
   NOTE:  To learn how to add a step, see Creating Steps For Your Workflow.
5. In the Step actions section, toggle Emails to on. An Emails section is added below.
   
   If you have an existing step email template setup for this step, it is listed here. It shows the email sender and recipient as well as the email subject. 
   
   
6. Click Create new email to add a new step email template. The Create Automatic Email window appears.
7. Provide the following information:
   • From party: Click this drop-down and choose the party that the email will be sent from. The drop-down list displays the participant types that are set to your matter type. If there is more than one contact loaded to that role on a matter, then the first contact will be used. The From email address, displayed on the email, will be taken from the contact record of that user. Depending on your email setup, the email might use that user's email address or it might be the internally configured email address. This is typically an internal contact like lawyer.
   • To party: Click the drop-down list and choose the party that the email will be sent to. The drop-down list displays the participant types that are set to your matter type. If there is more than one contact loaded to that role on a matter, then each contact will get their own separate email.
   • Required: Toggle this option to on to require an email be sent. Otherwise, sending an email will be optional. Please note, if you set this option to be Required, the email is sent when the step is changed and there is no warning or preview.
   • Use a template: If you already have an email template created for the matter type, toggle this option to on to pre-fill the email subject and message from the template that you select. Only email templates that are associated with this matter type will be displayed in this drop-down list. 
   • Subject & Message body: Enter the email subject and message in these fields, respectively. You can use the formatting options in the message toolbar to change the look of the message. 
     NOTE:  For both the Subject and the Message body, you can use merge fields to personalize the email. Merge fields allow you to include details from the matter, such as the client's name, a date, or the matter name. Any merge fields you enter here will have to be inserted within double square brackets, for example: [[File_Reference]] will show the matter's file reference. To learn more about how merge fields work, see Merge Fields Overview.
8. Click Save to save your changes. 

After you have created the step email template, users will see the email on the Step change screen under a section called Messages. Users can click View Message to see a preview of what the email will look like. (If your email uses merge fields, you will not see the value of the merge field while previewing it.)

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• Editing Workflow Step Actions – File Note (Admin)
• Editing Workflow Step Actions – Trust Accounting Data (Admin)
• Editing Workflow Step Actions – Sales Data (Admin)
• Editing Workflow Step Actions – Parties (Admin)
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