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
The more you invest in getting Actionstep configured upfront the more you will get out of it. So take the time to do this the right way.
The effort you spend now will pay off hugely down the line.
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Before signing up make sure you have the infrastructure in place to get the most out of Actionstep

• Internet connection (fast and reliable)
• Workstation (web browser, MS Office version, second monitor)
• Data export options from current system
• Email domain access (find out who can make add/change mailboxes on your domain)

Create a new system and optionally using a promo-code to get the correct base system. Contact sales@actionstep.com for a link on creating your own websiteActionstep database.

• Accept the service utilization agreement

• Enter billing information and credit card

• Verify your email address

 Login to your new system and enter your organization details.

• Company contact record
• Staff contact records
• Staff photos (really try to do this - it makes the system so much more user friendly)
• Logo upload
• General preferences
• System roles

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.

Workflow Setup

This 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).

See Creating Workflows

App Store

Go 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.

Accounting Settings

These need to be done before rate sheets, billing preferences, trust accounting, invoice templates, etc.

• Chart of Accounts review

• Linked bank accounts

• Accounting Preferences (financial year start date, cash/accrual, multi-currency etc.)

• Sales tax

• Accounting document templates (quote, order, generic invoice, check, receipt)

• Online Bill Pay (if available in your region)

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.

Document and Email Automation

This 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.

Time Recording and Client Billing Settings

• Disbursement templates and import specifications

• Activity and UTBMS codes

• Billing preferences

• Client Invoice layouts

• Action type settings for time-billing

• Units

• Abbreviations (shortcut codes for quick text entry)
• Rate sheets

Trust Accounting Settings (if required)

• Trust bank accounts

• Trust admin config

• Enable action types for trust accounting

See Trust Account Setup

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.

• Create marketing campaigns and events

• Create sales/CRM action types (capture lead source and sales pipeline data)

• Create sales tracking custom lists

• Create webforms to link to the sales/CRM action types

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 Access

Enable standard reports for each of the system roles

• Workflow, Trust, and Financial reports

• Dashboards

Custom Reports 

Create 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.

• Create at least one custom report for each matter type

• Create WIP task reports for time billing

• Create contact lists for each main participant types (clients, suppliers, etc)

• Setup Excel templates for graphical analysis of the data

Email Settings

Go to Email Admin to configure the following:

• POP (incoming)

• SMTP (outgoing)

• Aliases

• Signatures

TEXT/SMS Settings

• Create SMS account

• Enable system for SMS usage

Client Portal

Securely share files and messages with your clients and other parties

• Setup shared matter folders
• Set permissions

User Preparation

• Create a login for each user and assign them to a system role

• Override rate-sheets if required

• Setup KPIs

• Watch training videos

• Install MS Office and/or Google plugins

• Setup calendar sync

Data Import

• Contacts

• Matters, Participants, File Notes, Custom Data

• Trust Balances

You've arrived! Time to get everyone using the new system.

Group Orientation

• General review on how to use the system (by department/functional group if necessary)

• Reinforce the importance of using the system properly

Individual User Assistance

Be on hand to help out individual users as required.

• Login assistance

• User preferences

• Review how to perform daily functions in the system

• Install mobile app

Relax, you have time . This only needs to be done once go-live is behind you

Close-off Old System

Now that users are happily entering data you can finish off the rest of the accounting configuration.

• Close prior period in old system (billing, trust, bad debts, WIP write-offs)

• Enter open invoices in new system

• Enter opening balances into chart of accounts

• Import/enter matter trust balances

• Run you bank reconciliations

• Create templates for common transactions

• Create a budget

See Accounting Go-Live

Month End

This should happen when enough data has been entered and it is time to bill and run the month-end procedures.

• Billing training (WIP reports, generating and sending invoices)

• Receipting payments

• Sending statements

• Debtor management

• Paying creditors

• Bank reconciliation

• Sales tax returns

• Lockout dates

• Financial statements (income statement, balance sheet, etc)

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.).