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If you are using Gmail for Google Apps you can install the Actionstep Gadget for Gmail which allows you to communicate directly with Actionstep from your Gmail inbox. Once installed you will see an ActionStep panel at the bottom of each email message.
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To use the new Google Gadget, the email you are signed into on Gmail MUST match the email used to sign into Actionstep. |
Installing the Actionstep Gadget for Gmail
The gadget needs to be installed into your email domain by your Google Apps Administrator. To install the add-in go to the Google Apps Marketplace and click “Integrate with Google Apps”:
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The Gmail gadget will not work if the user is logged into more than one Gmail account at the same time in the same browser. This can be avoided by using different browsers for the other accounts or features such as Chrome User Profiles. |
How-To Install Video
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Set-up
Once the gadget has been installed to your Google Apps domain it should appear in Gmail. However, in some cases it may take up to 24 hours to appear.
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Using the Gadget
Saving Emails to Matters in Actionstep
When you click on a message in the Gmail inbox the gadget will query your Actionstep system and return a list of matters by comparing the sender and recipients in the message to the matter participants in Actionstep. If a match is not found you can do a quick search in the gadget. Once a match is found you can "assign" the Gmail message to the matter.
A copy of the entire message (including attachments) will be uploaded to Actionstep. The original message will remain in Gmail. Once assigned an email to a matter, the gadget will now display Matter details.
Saving Emails to Multiple Matters in Actionstep
You are unable to assign an email to multiple matters from the plugin. However you are able to assign one to other matters from inside Actionstep.
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The assigned matter > Email > Inbox > Click into the email > Add Association > Enter other matters you wish to assign the email to. |
Copying Attachments to Document Folders
Once uploaded, the entire message, including attachments, will reside in Actionstep. If you wish to copy any, or all, of the attachments from the email message in Actionstep to document folders in the matter then you can do this from within Gmail by clicking on the documents icon. Select the attachments you wish to copy and the folder that they should be placed in then click the "Upload" button.
Tasks
Click on the Tasks icon. This will show the list of Tasks in the matter.
You can create a new task to record time by clicking the "Create Task" button.
Selecting an incomplete task will allow you to complete that task by clicking on the "Complete Task" button that appears.
Viewing Matter Participants
Click on the Parties icon. This will show a list of related parties for the matter.
Adding File Notes
Click the file notes icon to add a file note to the linked action. You will also be able to see some of the other recent file notes.
Settings
The options menu is located next to the Actionstep logo. From here you can check which version of the Gadget is currently running, revoke authorization for the Actionstep Gadget and disassociate the email from the matter if it is associated.
Sending and Replying to Emails within Gmail
Emails can only be assigned after being sent from the sent items folder.
Uninstalling the Gadget from your Google Account
If you want to remove the Google Gadget from your account you will have to do this through the Admin section of your Google Account. The process is:
- Sign in to the Google Admin console.
- From the dashboard, click Apps then choose the type of service you want to remove (Google Apps or Marketplace apps).
- Select the service you want to remove to view the settings page.
- Click the Uninstall link to uninstall the service. This option appears near the bottom of the page, and may appear on a separate sub-page for your service, such as Advanced Settings.
The service is removed from your list of Google Apps or Marketplace apps in the Admin console.
Troubleshooting
Gadgets are loaded inside Gmail by a Google controlled system.
If the gadget fails to appear, there are some steps you can take to try bring it back.
- Force a reload of Gmail in your browser (ctrl + F5 / Apple + R or command + R).
- Log out of Gmail and clear your browser cache. This is generally found under tools or settings in the menu of the browser. In windows it can be accessed with crtl + shift + delete in IE, Chrome and Firefox.
- Restart your computer
- Open gmail using the following url: https://mail.google.com/mail/u/1/?nogadgetcache=1. This is a gadget development setting which tells gmail to load a fresh rather than cached version of the gadget.
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Please refer to this article for instructions on installing the new addon. |