Scanning into Actionstep

Modified on Fri, 12 Apr 2024 at 12:34 AM

It is possible to scan documents directly into your Actionstep system if you have a scanner capable of scanning to email and with the ability to modify the subject line via the keypad. In this article, we explain how that works.

How to scan to Actionstep

Find your Organization Key (hover over your company name in Actionstep).
Your email address will be matters@YourOrgKey.actionstep.com - you will need to enable Mailgun, read how to set it up here.
Set the scanner to email using the Actionstep address you created.
Use a subject line code for categorization (explained below)
Scan your document - it will go straight into Actionstep.

How to set the subject line code

The subject line code will help Actionstep identify which matter to save the document to and which folder within that matter it should be saved to.

The end of the subject line (or the entire subject line if no other details are included) should read:

id=YYY:AAA folder=XXX

Where:

YYY = your Actionstep Organization Key
AAA = the matter ID
XXX = the matter folder you want the documents to end up in.
- Leave blank for the root folder i.e. just have folder=
- If your folder name has spaces in it then enclose the name in forward slashes
  e.g. folder=/Client Documents/

How does this all work?

Actionstep will receive the email and assign it to the appropriate matter based on the code that is entered.

Because the subject line includes the 'Folder=' portion, Actionstep will know that the attached document is to be saved to the matter automatically.

Actionstep Setup

You will need to enable Mailgun with your Outbound system mailbox, read more here.

Scanner Setup

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 copatability.

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