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Set up Actionstep integration

Activate the Actionstep integration in SpeechLive

  1. Create a new user in Actionstep with the administrator role. Its an "integration user" only to activate or reactivate the Actionstep integration.

    [Note]Note

    • Only use the "integration user" to activate (or reactivate) the Actionstep integration.

    • Do not log in to Actionstep directly with the "integration user" later, this will deactivate the integration.

    • Do not use any personal Actionstep administrator user to activate the integration.

    • Here you can find more information on how to create users in Actionstep.

  2. Log in to SpeechLive as an account administrator. See User roles for more information.

  3. Navigate to the Administration tab, click on More... and choose Integrations.

  4. Activate the switch in the Actionstep section. A new window opens where you have to choose which of the 5 custom fields of the dictation properties are used for the Matter ID in Actionstep. Continue by clicking Log in to Actionstep.

  5. A new tab opens, log in with the "integration user" you created to activate the SpeechLive integration and grant access.

  6. You return to SpeechLive where you can see the Actionstep setup screen, which you can now close. See Change Actionstep settings if you need to make any changes later in this screen.

  7. The Actionstep administrator still needs to add the SpeechLive buttons for other user roles in Actionstep, see Adding SpeechLive buttons for other Actionstep user roles

Adding SpeechLive buttons for other Actionstep user roles

  1. Log in to Actionstep with your administrator account.

    [Note]Note

    Do not use the "integration user" you created to activate the integration in Activate the Actionstep integration in SpeechLive.

  2. Click on Admin in the upper right.

  3. In the admin section, click on Matter types.

  4. You will see a list of all matter types. The following steps need to be performed for each matter type to enable the SpeechLive buttons for all your Actionstep users.

  5. Click on Settings next to the matter type.

  6. In the Matter data section, click on Manage.

  7. In the Matter data screen, you can see SpeechLive, this was automatically created when you activated the integration. Click on the Edit button next to SpeechLive.

  8. Scroll down to the System role permission section and turn off the switch next to Custom permission to deactivate this option. Confirm by clicking Save at the bottom.

    [Note]Note

    You need to repeat these steps for all different matter types.

Change the naming of the custom field to Matter ID

After activating the Actionstep integration, you should also change the name of the custom field used for the Matter ID in SpeechLive. This will ensure that users can quickly identify which of the custom fields is used as the Matter ID, for example if they need to enter it manually.

  1. Navigate to the Administration tab, click on More... and choose General.

  2. Scroll to the Rename custom columns section. Enter "Matter ID" in the custom field that you selected as the Matter ID when you activated the integration. For example, if you choose Custom 1, then rename this field to "Matter ID".

    You can just enter the name and click outside of the field to save your changes. The same is true if you change it later, in this case simply delete the content of the field and click outside to leave it empty again.

Change Actionstep settings

  1. Navigate to the Administration tab, click on More... and choose Integrations.

  2. Click on the settings icon setting_icon.svg in the Actionstep section.

  3. The settings screen offers different tabs:

    • Synchronizations

      You can retry any failed synchronizations here.

    • Logs

      You can download and review the logs here for detailed insights. Checking the logs helps you to even better identify any errors or problems.

    • API Token

      This screen tells you the current state of the integration, as long as it is enabled no further action is required.

    • Matter ID

      Here you can change which of the 5 custom dictation properties fields are used for the Matter ID of Actionstep.

Changing the Matter ID field

Every dictation in SpeechLive has various dictation properties, which can be filled out by the user (see Edit dictation properties). To connect SpeechLive to Actionstep, you must define one of the 5 custom fields of the dictation properties during the integration setup, which will be used to contain the Matter ID.

When users create a new dictation via Actionstep, one of the custom fields is pre-populated with the correct Matter ID to ensure that the dictation created is associated with the correct Matter in Actionstep.

To change the Matter ID field:

  1. Navigate to the Administration tab, click on More... and choose Integrations.

  2. Click on the settings icon setting_icon.svg in the Actionstep section.

  3. Open the Matter ID tab and click on the edit_icon.svg icon in the corner. You can now choose a different custom field to use for the Matter ID.

  4. You also need to change the naming of the custom field within SpeechLive to match the changes. See Change the naming of the custom field to Matter ID.

[Note]Note

Do not use the preset dictation properties function for custom fields when using the Actionstep integration. For example, if you define a preset for the custom field that you also use for the Matter ID, Actionstep will not be able to pre-populate this custom field with the Matter ID.

By default, custom fields are not preset, see Preset dictation properties for more information.