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            Scanning Documents and Saving Them Directly to Actionstep

            Modified on Thu, 8 May at 4:15 PM

            In this article:



            You can scan documents and save them directly to your Actionstep system as long as your scanner can save to email and modify the email's subject line using the keypad.



            Setting Up and Scanning


            To set up and use a scanner for scanning documents to Actionstep: 

            1. Enable Mailgun in your Actionstep system (if it's not already enabled). This is the email mechanism you will use for the scanning process. See Setting Up a System Email Mailbox for help.
            2. Determine the email address you will use for scanning. You can do this by identifying your orgkey. Your email address will be matters@[yourorgkeyname].actionstep.com.
            3. Set up the scanner to use the email address you created. 
            4. Set up a subject line code for categorizing the document you are scanning. (See Setting the Subject Line Code below for instructions.)
            5. Follow the instructions provided for your scanner and scan the document.



            Setting the Subject Line Code

            The subject line code will help Actionstep identify which matter and specific folder within that matter the document should be saved to. Specifically, the end of the subject line (or the entire subject line if no other details are included) should read:


            id=YYY:AAA folder=XXX 


            Replace the parameters in this example with the following details:

            YYYYour Actionstep organization key (or orgkey)
            AAAThe matter ID
            XXXThe matter folder where the document should be saved.

            Notes:
            • To save to the root folder, do not include anything after folder=.
            •  If your folder name uses spaces, surround the name with forward slashes (e.g., folder=/Client Documents/).


            Then, once you scan the document, Actionstep will receive the email and assign it to the appropriate matter based on the code that is entered in the subject field. Because the subject line includes the folder= parameter, Actionstep will know that the attached document is to be saved to the matter automatically. 


            TIP:  You may be able to set up your scanner to automate part of this process. Some scanners may be able to prompt the users to enter a matter reference and folder name to have it populate in the subject line automatically. This will depend on your scanners compatibility. You may want to consider the following:
            • Create a default subject line ending with id=YYY:AAA folder=XXX
            • Add your Actionstep email address to the scanner contact list


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