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Actionstep's greatest strengths lie in its vast array of features and its workflow-centric philosophy. Unlike other systems where you have to adapt the way you work to use the software, Actionstep adapts to the way you want to work. Once configured correctly, Actionstep will provide you with a complete business system that will make your business run more efficiently and remove barriers to growth. TAKE THE TIME TO GET IT RIGHT |
Front Office and Back Office
Actionstep is a complete business management system that runs your front office (marketing, sales, getting work done) and the back office (billing, banking, expenses, staff). Generally speaking, you can configure the front and back office settings in parallel but there is still a sequence of events that need to be followed. The process is shown in a series of steps (of course!) and all the tasks at each step need to be completed before moving to the next step.
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Before signing up make sure you have the infrastructure in place to get the most out of Actionstep
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Create a new system by going to actionstep.com/signup and optionally using a promo-code to get the correct base system. Contact sales@actionstep.com for a link on creating your own website.
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Login to your new system and enter your organization details.
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Much of what follows will rely on having your workflow and chart of accounts setup correctly so it is important to spend sufficient time on this step to get it right. |
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Workflow SetupThis needs to be done before system role permissions, rate sheet overrides, custom lists, document templates, and data import. Some of these can be installed from “apps” or may have come with the model database from the promo-code. At a minimum there needs to be an action type for each kind of matter (at a minimum define the participant types and configure the start step). App StoreGo to the App Store to setup utility workflows such as Password Manager, Insurance Policy Manager, Asset Register, Meetings, Sales/CRM, Employee File. This will make the system so much more useful. |
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Accounting SettingsThese need to be done before rate sheets, billing preferences, trust accounting, invoice templates, etc.
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Time recording and billing must be done after the accounting settings because it relies on the chart of accounts, sales tax, etc. The automation templates can be created now that the workflow has been defined (participant types and custom data being the most important items). This work can go on beyond this step if needed. |
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Document and Email AutomationThis is one of the biggest efficiency and quality gains you will get by using Actionstep. Documents and email messages can be automatically generated by combining a template with live data. It takes a bit of time and effort to setup but the benefits are huge. Don't put this off until later. This is the right time to get this done. |
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Time Recording and Client Billing Settings
Trust Accounting Settings (if required)
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The lifeblood of all business is sales. Setup your marketing activities to find out where your sales leads are coming from. Once a prospect contacts you follow a structured sales workflow to improve your chances of turning them into a paying client.
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Getting useful information out of the system is critical. Reporting is provided by enabling access to the appropriate standard (or "canned") reports that are embedded in the system and by creating custom reports using the "list views". The more list views you create the easier it will be for staff to find the information they need. Don't spare the horses on this effort. Standard Report AccessEnable standard reports for each of the system roles
Custom ReportsCreate Action, Task, Calendar, Contact, and Disbursement views. Don’t spare the horses on this effort, since good reporting is what users will value the most.
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Email SettingsGo to Email Admin to configure the following:
TEXT/SMS Settings
Client PortalSecurely share files and messages with your clients and other parties
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User Preparation
Data Import
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You've arrived! Time to get everyone using the new system. Group Orientation
Individual User AssistanceBe on hand to help out individual users as required.
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Relax, you have time . This only needs to be done once go-live is behind you |
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Close-off Old SystemNow that users are happily entering data you can finish off the rest of the accounting configuration.
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Month EndThis should happen when enough data has been entered and it is time to bill and run the month-end procedures.
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There is only so much users can absorb on go-live day and only so much you can prepare ahead of time. Once users have settled into the new system you should check in with them to get any feedback about possible improvements to workflow, document assembly, reporting, and general settings. This is also a good time to introduce them to some of the advanced features and other workflows (employee management, insurance, assets, passwords, etc.).
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