This article contains common questions and answers for the document management features in Actionstep.
Can I sort the documents by date, or other attributes?
Yes. Hovering over the documents icon within a matter, click on the "List" button. You will then be able to sort by any of the available columns.
Can Actionstep store my documents?
Yes, you can store any type of document (documents, spreadsheets, photos, videos, etc) in Actionstep.
Can I search inside documents, including PDFs?
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 PDFs are searchable but scanned PDFs are not (unless you run these through an OCR process before uploading).
How do I download all the documents on a matter at once?
You can download more than one document at a time. Just select the documents you want then use the Download option. Actionstep will add all the selected files to a zip file which will be downloaded through your browser. You can also select folders to be able to download all the documents and sub folders within that folder into a zip file. 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.
Can I automatically assemble documents from templates?
Yes you can, either using Actionstep's built-in document assembly features or using our HotDocs integration.
Do you have Optical Character Recognition (OCR)?
Actionstep does not have 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.
Is there a way to do document versioning so that you can tell the progress of revised documents in negotiations and drafts?
Is there a way to document stamp Word documents so that everyone using the document knows which version they are reading if printed out?
Many clients use the document title in a merge field in the footer of the document and update this with each revision.
Is there an option to backup the document database to my local server in case of internet outage?
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.
How do you change the default document folder structure for Matter Types (matters)?
- Click on Admin > Matter Types
- Select the Matter Type
- Select Folders link
- Add, change or delete Folders
You may need to check that you have permission to amend folders other system users have created. The permissions are set in Admin > Users & Permissions > Data Permissions area under "Documents table". You may need can-write access to the matter type itself.
To change the folders for an individual Matter open the Matter, and click on the Folders icon and Folders View. Create a Folder, or click on the boxes next to the existing Folders to edit.