In this article, you will learn about document management.
If you want to know more about uploading and browsing documents, please see Matter Documents.
You can better manage your documents by storing them within 'Folders'. To create a new folder, simply click on the icon next to the 'Generate' button. A folder will be created in the current location. If you would like to create another folder within a subfolder, click into the subfolder first. You can also 'Trash' any folders you no longer need by right-clicking them and selecting the 'Trash' option.
Note: you can only Trash folders that are created from within the matter.
To move a document or other file to a particular folder, right-click the file and then select 'Move', as per the screenshot below.
If you use Dropbox, Box or Google Drive to save your documents, you can connect them to the documents folders within matters in Actionstep. When you connect an external drive, Actionstep will create folders within the Actionstep and Organisation folders.
When you access the drive under a matter it will create a folder in your drive with the name of the matter ID under a directory tree structure Actionstep > (organization key) > Actions.
Viewing Documents as a List
For matters that contain a very large number of documents, using the 'List' option to view documents will help to improve performance and loading times. Under this option, documents will be part of a list view that can then be filtered and formatted like other list views in Actionstep.
Frequently Asked Questions (FAQ's)
Q: Can I sort the documents by date, or other attributes?
A: Yes. Hover over the 'Documents' icon within the 'Matter Navigation Bar', then click on the 'List' button. You will then be able to 'Filter' by any of the available columns.
Q: How much storage space am I allowed?
Q: Can I search inside documents, including PDFs?
A: Yes you can. Actionstep has a powerful search engine that allows you to search all documents and will only return results that you have permission to see. Regular PDF's are searchable but scanned PDF's are not, unless you run these through an OCR (Optical Character Recognition) process before uploading. For more information on this feature, please see Search Bar (HYPERLINK).
Q: How do I download all the documents on a matter at once?
A: You can download more than one document at a time. Just select the documents you need, then use the 'Download' option. Actionstep will compile all of the selected files into a zip file, which will be downloaded through your browser. You can also select entire folders to download. If you want to zip all documents, folders and sub folders from a matter it may be easier to move them all to a folder first, then download that folder.
Q: Do you have precedent/template libraries available?
A: Yes, some templates are available via our Marketplace (HYPERLINK), and more are being developed each month. Contact Actionstep Sales (firstname.lastname@example.org) for more information.
Q: Do you offer OCR?
A: Actionstep does not support OCR when a document is uploaded to Actionstep. If you have a scanner that supports OCR then you can upload the scanned documents to Actionstep and they will become searchable. There are also several PC utilities that allow you to OCR documents prior to uploading them to Actionstep
Q: Is there an option to backup the document database to my local server in case of internet outage?
A: You can download the individual documents from Actionstep and save copies locally or request a backup of your entire system from time to time. However there is no automated sync to local storage.