Actionstep offers an integration with DropBox where you can see documents related to your matter that are stored in DropBox from within Actionstep.
In this article, we will explain how the integration works and how you can set up this integration in your Actionstep
Actionstep keeps its own internal drives for storing and managing your documents that relate to your matter. These are:
- Matter Documents: the main repository for documents on your matter
- Email attachments: Attachments to messages saved to each matter
- Documents Trash: A temporary area for any deleted documents. You can recover documents from trash or delete them permanently
These are accessed from the Matters document screen.
You are also able to integrate with an external document management system. DropBox is one of these. This integration makes a nominated folder in DropBox available to be accessed by each matter in Actionstep.
Using Actionstep's DropBox integration once set up
Once you have set up the DropBox integration (see below for details on how to do that), you will see an icon on your Matters Document management screen in the panel that is to the left-hand side.
Clicking on this will open a view where you can see all the documents that are saved to this matter in your DropBox.
Copying/Moving Documents Between Drives
You can copy/move one or more documents between drives by selecting the documents and then choosing Move/Copy from the context menu or right-click menu.
Drag and drop is not available across drives.
Understanding how the integration works
For those who want to know more, we explain a bit more about the integration below.
Where the documents are stored
Actionstep's integration with DropBox allows you to access documents stored on DropBox from your matter. It does not copy the document stored on DropBox to Actionstep, only allow you to see those documents and open them.
Because documents accessed through the DropBox integration are not stored in Actionstep, when a user runs the Conflict Check report in Actionstep, any documents and their content will be excluded from that search.
How to access documents in DropBox
When you connect to DropBox, Actionstep will create a set of folders in DropBox that controls what each matter can access in DropBox.
The first folder will be called "Actionstep". This will be placed under a folder called "Apps" on your root directory in DropBox.
Under the "Actionstep" folder will be a folder named after your Actionstep organisation key. If you have access to more than one Actionstep account, you might see more than one folder here.
An 'organisation key' (or 'org key') is a unique identifier that Actionstep creates for your Actionstep account. If you want to know what your organisation key is, hover your mouse over the name of your business in the top left of the Actionstep screen.
In the organisation key folder will be a folder called "Actions". In this folder will be a folder for each matter. The folders will be named based on the matter number.
if your organization key is "goodlawyers" and you want to see documents in action ID 5648 then the folder structure on the external drive will be:
Any folders that you create in the matter folder (and the documents stored within that folder) will be accessible through Actionstep.
If your external drive is already organized under this structure then Actionstep will connect the existing folders to the associated matter instead of creating new ones.
Configuring DropBox to your Actionstep account
To set up your Actionstep to be integrated with your DropBox you will need to be an Actonstep Administrator.
Go to the Admin screen by clicking on Admin in the top right of Actionstep. Select Integrations and then scroll down to find the DropBox option.
Admin > Integrations > DropBox.
Click the button. You will be prompted to accept that Actionstep will integrate with DropBox. You may be prompted to log into your DropBox to do this.
Your access to DropBox is as an individual. By integrating your account to Actionstep you are integrating your personal access to the DropBox, not necessarily your company account.
The integration means that every Actionstep user can access documents through it but only documents saved to the matter folders, your other documents should remain private.
You can assign multiple DropBox accounts to one Actionstep account.
You can also integrate with other third-party drive accounts (ie, Box, Google Drive) in the same way and have these appearing alongside your DropBox on a matter.