EzeScan WebApps
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Actionstep

Overview

The Actionstep integration connects EzeScan WebApps with Actionstep, enabling users to browse and search Actionstep data during indexing and execute actions that create or update records in Actionstep.

A typical workflow involves selecting a matter and, where required, a folder or tag, entering document details, and submitting the RIA item. The document is then uploaded to Actionstep with the configured metadata. Additional upload actions can create follow-up tasks, record time entries, or populate matter-specific information.

Requirements

  • EzeScan WebApps 4.1.10 or higher

  • An Actionstep Production or Development environment

  • An Actionstep account with permissions to authorise the connection and access, create, or modify the required resources

  • Network access to https://oauth.services.ezescan.net for OAuth redirects

Recommended: Configure and test in Development before enabling a Production workflow. Development and Production environments are independent. Matter, folder, tag, user, and participant IDs from one environment should not be assumed to refer to the same resources in the other.

Configuration

The connection between EzeScan WebApps and your Actionstep environment is configured globally through the Admin Page via the Integrations tab.

Once configured, the connection is registered as a Connector Instance (commonly referred to as an Integration throughtout the platform) and can be reused across multiple workflows and App Pages.

This allows integration fields and upload actions to reference the same Actionstep connection without needing to configure it separately for each workflow or page.

Creating a new Actionstep integration

  1. Open the Admin page → Select Integrations → Built In Tab

  2. Click the Add New drop down and select Actionstep from the drop-down menu

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  1. Configure the Connection Settings below.

  2. Save

Connection Settings

The following settings are used when configuring the Actionstep Connector Instance.

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Option

Description

Name

A recognisable name used to select this instance when configuring an integration field or upload step for Actionstep.

Description

Optional notes about the environment or purpose.

Credential Scope

The available options are:

  • User (default). Credentials are managed per user session. Users may be asked to sign in to Actionstep when a connection is needed.

  • Global. One authorised connection is shared by all users of the instance. Use this for workflows that cannot pause for interactive sign-in. All Actionstep operations are performed using the permissions of the account that authorised the connection. It is recommended that a dedicated integration account (for example, "API User") be used to authorise the connection.

Environment

Production for the live Actionstep environment, or Development for the development/staging sandbox. The default is Production.

Redirect URL

The URL that receives the authorisation callback after the user signs in to Actionstep and grants access.

Use the public WebApps URL, including any application subpath, followed by /api/integrations/oAuthCallback.

Examples:

https://localhost:8888/ → https://localhost:8888/api/integrations/oAuthCallback

https://customer.ezescan.cloud/ewa → https://customer.ezescan.cloud/ewa/api/integrations/oAuthCallback

Testing the Connection

The Test Login button can be used to confirm the connection is working as expected. You should see a login prompt open in a pop-up window after clicking on the button. If not, you may need to configure the browser to allow pop-ups for the EWA website.

The connection test reads matter information. A successful test confirms basic connectivity and authorisation but does not prove the user can perform all operations within Actionstep.

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Supported Field Types

The Actionstep integration supports two types of integration fields:

  • Integration Lookup: retrieves a list of available values from Actionstep and presents them in a dropdown menu. Users can select an item from the list, making the associated information available to other form fields and upload actions.

  • Integration Find (Search and Browse): allows users to search for or browse information within Actionstep using a dedicated dialog. Users can locate and select an item through the available search or browse functions. Once selected, the item's associated information can be used by other form fields and upload actions.

Integration Look Up Field

Lookup Fields use the Integration Lookup field type to present a dropdown list of values retrieved from Actionstep. Users select an item from the list, making information about the selected item available to form fields and upload actions.

Action

Purpose

List Matter Folders

Select an existing folder belonging to a particular matter from a dropdown.

List Tags

Select an existing Actionstep tag from a dropdown.

List Matter Folders

Lists the folders associated with the selected matter.

Configuration

  1. Add an Integration Lookup field to the App Page.

  2. Enter the required Name and ID values.

  3. Open the field's Integration tab.

  4. Select the Actionstep connector instance as the Data Source.

  5. Select List Matter Folders as the Lookup Action.

  6. Set Matter ID to the placeholder of the field containing the selected matter ID.

    Example:
    {{fields["matter"]}}

  7. Configure any additional display, layout, or validation settings as required.

image-20261027-020333.png
Usage

When the user selects a matter, the dropdown displays the folders associated with that matter. The user selects a folder by name from the list. Although the folder name is displayed in the field, the selected folder ID is stored as the field value and can be referenced by other fields and upload actions.

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Notes

Nested folders are displayed as backslash-delimited paths to indicate the folder hierarchy (for example, Correspondence\Client\Invoices).


List Tags

Lists the tags available in Actionstep.

Configuration

  1. Add an Integration Lookup field to the App Page.

  1. Enter the required Name and ID values.

  1. Open the field's Integration tab.

  1. Select the Actionstep connector instance as the Data Source.

  1. Select List Tags as the Lookup Action.

  1. Configure any additional display, layout, or validation settings as required.

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Usage

The dropdown displays available tags from Actionstep. The user selects a tag by name from the list. Although the tag name is displayed to the user, the selected tag ID is stored as the field value and can be referenced by other fields and upload actions.

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Notes

Nested tags are displayed as hierarchical paths using the greater-than (>) character as the delimiter (for example, Matter Type > Litigation > Commercial).


Integration Find (Browse and Search) Fields

Browse Fields use the Integration Find field type to navigate a hierarchical structure, such as folders, within a dialog. Users browse and select an item, making the selected item's values available for use by other fields and upload actions.

Search Fields use the Integration Find field type to search for and select an Actionstep entity within a dialog. Users select an item from the search results, making the selected item's values available for use by other fields and upload actions.

Action

Purpose

Browse for a Matter Folder

Navigate a matter's folder hierarchy and select an existing destination folder.

Search for a Matter

Find a matter and return its ID and selected details.

Search for a Participant

Find a person or company and return its Participant ID and contact details.

Search for a User

Find a system user and return account details and information from their linked Participant record.

Browse for a Matter Folder

Allows users to browse and select a folder associated with the selected matter.

Configuration

  1. Add an Integration Find field to the App Page.

  2. Enter the required Name and ID values.

  3. Open the field's Integration tab.

  4. Select the Actionstep connector instance as the Data Source.

  5. Ensure Browse Enabled is toggled on.

  6. Select Browse for a Matter Folder as the Action.

  7. Set Matter ID to the placeholder of the field containing the selected matter ID.

    Example:
    {{fields["matter"]}}

  8. Configure any additional display, layout, or validation settings as required.

image-20261027-023808.png
Usage

The field displays a Browse button. When clicked, a dialog opens displaying the folders associated with the selected matter. The user navigates the hierarchy and selects the required folder.

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Although the folder name is displayed to the user, the selected folder ID is stored as the field value and can be referenced by other fields and upload actions.

image-20261027-023613.png

Search for a Matter

Allows users to search for and select an Actionstep matter.

Configuration

  1. Add an Integration Find field to the App Page.

  2. Enter the required Name and ID values.

  3. Open the field's Integration tab.

  4. Select the Actionstep connector instance as the Data Source.

  5. Open the Browse tab and disable Browse Enabled.

  6. Open the Search tab and enable Search Enabled.

  7. Select Search for a Matter as the Action.

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  1. Configure one or more search fields.

The configured search fields determine the criteria available to users when searching for a matter.

The entries in this table determine which search fields are available in the search dialog, including their labels and expected data types. Use the (+) button to add another search field.

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Setting

Description

Field

The API field path to query.

For example, matter fields such as id, name, and reference can be selected from the list or entered manually.

Related entity fields can also be queried. For example, assignedTo.id can be used to find matters assigned to a specific participant ID.

Display Name

The label displayed for the search field in the search dialog.

Data Type

The data type of the query field.

Available options are:

  • Char - A single character (for example, T or F.

  • DateTime - A date and time in yyyy-MM-dd HH:mm:ss format.

  • Integer - A whole number with optional sign (for example, 103 or -55).

  • Numeric - A number with up to two decimal places and an optional sign (for example, 15.87 or -6.45).

  • VarChar - Plain text (for example, Smith vs Acme).

If no search fields are configured, the search dialog uses the default search fields: ID, Name, and File Ref.

  1. Configure one or more result fields.
    The entries in this table determine the Result Fields returned for the selected matter. Fields with Show in Results enabled are also displayed as columns in the search dialog. Use the (+) button to add another result field.

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Setting

Description

Property Path

The property path of the matter field to return.

Examples:

id returns the matter ID.

name returns the matter name.

assignedTo.id returns the ID of the participant assigned to the matter.

Property paths can be entered manually if they are not available in the dropdown list.

Display Name

The label that will display for the search result column on search dialog.

Show in Results

When enabled, the field will be displayed as a search result column of the search dialog.

If no result fields are configured, the search dialog displays only the matter name and returns the selected matter ID as the field value.

  1. Set the Max Results to maximum number of search results displayed in the search dialog.

  2. Configure any additional display, layout, or validation settings as required.

Usage

The field displays a Search button. When clicked, a search dialog opens, allowing the user to search for an Actionstep matter using the configured search fields. The user selects the required matter from the search results.

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Although the selected matter name may be displayed to the user, the configured Result Fields for the selected matter are stored as the field value. If no Result Fields are configured, the selected matter ID is stored as the field value. These values can be referenced by other fields and upload actions.

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Search for a Participant

Allows users to search for and select an Actionstep participant.

Configuration

  1. Add an Integration Find field to the App Page.

  2. Enter the required Name and ID values.

  3. Open the field's Integration tab.

  4. Select the Actionstep connector instance as the Data Source.

  5. Open the Browse tab and disable Browse Enabled.

  6. Open the Search tab and enable Search Enabled.

  7. Select Search for a Participant as the Action.

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  1. Configure one or more search fields.

    The configured search fields determine the criteria available to users when searching for a participant.

    The entries in this table determine which search fields are available in the search dialog, including their labels and expected data types. Use the (+) button to add another search field.

image-20261027-040433.png

Setting

Description

Field

The API field path to query.

For example, participant fields such as id, displayName, and taxNumber can be selected from the list or entered manually.

Display Name

The label displayed for the search field in the search dialog.

Data Type

The data type of the query field.

Available options are:

  • Char - A single character (for example, T or F.

  • DateTime - A date and time in yyyy-MM-dd HH:mm:ss format.

  • Integer - A whole number with optional sign (for example, 103 or -55).

  • Numeric - A number with up to two decimal places and an optional sign (for example, 15.87 or -6.45).

  • VarChar - Plain text (for example, Smith vs Acme).

If no search fields are configured, the search dialog uses the default search fields: Display Name, Email, and ID.

  1. Configure one or more result fields.
    The entries in this table determine the Result Fields returned for the selected participant. Fields with Show in Results enabled are also displayed as columns in the search dialog. Use the (+) button to add another result field.

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Setting

Description

Property Path

The property path of the participant field to return.

Examples:

id returns the participant ID.

email returns the participant email address.

Property paths can be entered manually if they are not available in the dropdown list.

Display Name

The label that will display for the search result column on search dialog.

Show in Results

When enabled, the field will be displayed as a search result column of the search dialog.

If no result fields are configured, the search dialog displays only the participant display name and returns the selected participant ID as the field value.

  1. Set the Max Results to maximum number of search results displayed in the search dialog.

  2. Configure any additional display, layout, or validation settings as required.

Usage

The field displays a Search button. When clicked, a search dialog opens, allowing the user to search for an Actionstep participant using the configured search fields. The user selects the required participant from the search results.

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Although the selected participant name may be displayed to the user, the configured Result Fields for the selected participant are stored as the field value. If no Result Fields are configured, the selected participant ID is stored as the field value. These values can be referenced by other fields and upload actions.

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Search for a User

Allows users to search for and select an Actionstep system user.

Configuration

  1. Add an Integration Find field to the App Page.

  2. Enter the required Name and ID values.

  3. Open the field's Integration tab.

  4. Select the Actionstep connector instance as the Data Source.

  5. Open the Browse tab and disable Browse Enabled.

  6. Open the Search tab and enable Search Enabled.

  7. Select Search for a User as the Action.

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  1. Configure one or more search fields.

The configured search fields determine the criteria available to users when searching for a user.

The entries in this table determine which search fields are available in the search dialog, including their labels and expected data types. Use the (+) button to add another search field.

image-20261027-041320.png

Setting

Description

Field

The API field path to query.

For example, user fields such as id and emailAddress can be selected from the list or entered manually.

Related entity fields can also be queried. For example, participant.displayName can be used to find users by their associated participant display name.

Display Name

The label displayed for the search field in the search dialog.

Data Type

The data type of the query field.

Available options are:

  • Char - A single character (for example, T or F.

  • DateTime - A date and time in yyyy-MM-dd HH:mm:ss format.

  • Integer - A whole number with optional sign (for example, 103 or -55).

  • Numeric - A number with up to two decimal places and an optional sign (for example, 15.87 or -6.45).

  • VarChar - Plain text (for example, Smith vs Acme).

If no search fields are configured, the search dialog uses the default search fields: Display Name, Email, ID, and Participant ID.

  1. Configure one or more result fields.
    The entries in this table determine the Result Fields returned for the selected user. Fields with Show in Results enabled are also displayed as columns in the search dialog. Use the (+) button to add another result field.

image-20261027-041606.png

Setting

Description

Property Path

The property path of the matter field to return.

Examples:

id returns the user ID.

participant.id returns the ID of the participant associated with the user.

participant.displayName returns the Display Name of the participant associated with the user.

Property paths can be entered manually if they are not available in the dropdown list.

Display Name

The label that will display for the search result column on search dialog.

Show in Results

When enabled, the field will be displayed as a search result column of the search dialog.

If no result fields are configured, the search dialog displays only the associated participant display name and returns the selected user ID as the field value.

  1. Set the Max Results to maximum number of search results displayed in the search dialog.

  2. Configure any additional display, layout, or validation settings as required.

Usage

The field displays a Search button. When clicked, a search dialog opens, allowing the user to search for an Actionstep system user using the configured search fields. The user selects the required user from the search results.

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Although the selected user’s name may be displayed to the user, the configured Result Fields for the selected user are stored as the field value. If no Result Fields are configured, the selected user ID is stored as the field value. These values can be referenced by other fields and upload actions.

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Notes

This search field can be used to select an assignee for Create Task and Create Time Entry upload actions. Configure the Result Fields to return participant.id, as Actionstep expects a participant ID rather than a user ID for the assignee.

Upload Actions

Upload Actions allow you to create or update records in Actionstep as part of a submission workflow. These actions are typically executed when a document is submitted and can use information collected from form fields and other integration fields.

The Actionstep integration supports the following upload actions:

Action

Purpose

Matter Document Upload

Create a document in a matter, optionally within an existing or newly created folder path.

Create Task

Create a task, optionally linked to a matter.

Create Time Entry

Create time entries.

Populate Matter Data Collections

Create or update records in matter data collections.

Creating an Upload Action

  1. Navigate to the Stages tab of your Submit button.

  2. Add a new stage and select Integration Upload from the dropdown menu.

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If an upload action requires values from submitted fields, ensure an Update Metadata stage exists before the upload action so those values are saved to the item's metadata.

  1. Select the Actionstep integration from the drop down

  2. On the action field select your desired action.

Screenshot 2026-10-29 at 9.30.53 am.png

Matter Document Upload

Uploads the document to a matter in Actionstep and optionally populates metadata such as the document name, date, keywords, summary, folder, and tags.

Configuration

  1. Select Matter Document Upload as the Action.

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  1. Configure which document/output the stage sends.

  2. Enable Create Missing Folders when using Folder Path to automatically create folders that do not already exist.

  3. Configure the target fields by mapping placeholders and static values to the corresponding Actionstep fields.

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Required Fields

Target Field

Description

Name

Document name in Actionstep, for example {{metadata["document_name"]}}.

Matter

Destination Matter ID, for example {{metadata["matter"]}}.

The resolved value should be a numeric Matter ID such as 456.

Optional Fields

Target Field

Description

Folder ID

Existing folder numeric ID, for example {{metadata["matter_folder"]}}.

The folder must belong to the selected matter.

The resolved value should be a numeric Folder ID such as 123.

Folder Path

Matter-relative folder path with backslash delimiters, for example:

Correspondence\Incoming
or
Correspondence\{{metadata["document_category"]}}

If both Folder ID and Folder Path are provided, Folder ID takes precedence.

When one or more folder path segments do not exist, enabling Create Missing Folders automatically creates the missing folders; otherwise, the upload fails.

Document Date

Document date, for example {{metadata["document_date"]}}.

Use a valid date value in yyyy-MM-dd HH:mm:ss format.

Keywords

Comma-delimited list of keywords, for example {{metadata["keywords"]}}.

Summary

Document summary, for example {{metadata["document_summary"]}}.

Tags

Selected Tag ID, for example {{metadata["tag"]}}.

The resolved value should be a numeric Tag ID such as 2.

Use the (...) browse button, where available, to search for and select a static Actionstep value instead of supplying a placeholder.

  1. Save the action.

Usage

When the configured upload stage executes, the document is uploaded to Actionstep using the configured field mappings. The stage is recorded as either successful or failed. If the upload fails, refer to the job log for additional details.

Create Time Entry

Creates time entries for billable and non-billable hours spent on a matter.

Configuration

  1. Select Create Time Entry as the Action.

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  1. Configure one or more Time Entry field sets. Each field set represents a single time entry. Populate the required fields and any optional billing information. To dynamically create time entries, map the field set source to Grid metadata. Use + to add additional Time Entry field sets.

Required Fields

Target Field

Description

Action Hours

Actual hours worked formatted as a numeric value with up to 2 decimal places.

Examples:

0.50 = 30 minutes.

1.25 = 1 hour 15 minutes.

Date

Date of the work in yyyy-MM-dd format, for example 2026-10-23.

Fee Earner ID

The associated participant ID of the system user that will own the time-entry.

Use a Search for a User field with result field participant.id to populate the value of this field.

Optional Fields

Target Field

Description

Matter ID

The ID of the matter to assign the time entry to, for example {{metadata["matter"]}}.

The resolved value should be a numeric Matter ID such as 456.

Description

Narrative describing the work.

Is Billable

Set to True if the time entry is billable, otherwise False.

Billable Hours

Hours to bill formatted as a numeric value with up to 2 decimal places, for example 1.50 for 1 hour 30 minutes.

Billable Amount

Billing amount formatted as a numeric value with up to 2 decimal places, for example 97.50.

Billable Amount Type

Available options are:

  • Fixed

  • Calculated.

Billing Behaviour

Available options are:

  • Bill

  • Hide

  • No Charge.

Rate ID

ID of an existing applicable rate.

Rate Source

Available options are:

  • Default

  • Timekeeper

  • Action

  • Participant

  • Custom

  • Bulk Custom Rate

Rate Unit Price

Rate per unit formatted as numeric value with up to 2 decimal places. Normally per hour.

Start Time

Start time in HH:mm:ss format, for example 09:30:00 for 9:30AM.

Timer Status

Available options are:

  • Running

  • Paused

  • Stopped

  • Locked

  1. Save the action.

Usage

When the upload stage executes, all configured time entries are created in Actionstep using the configured field mappings. The stage is recorded as either successful or failed. If the upload fails, refer to the job log for additional details.

Notes

The upload stage succeeds when no Time Entry field sets are configured or supplied dynamically. In this case, no time entries are created.


Create Task

Creates a task on a matter.

Configuration

  1. Select Create Task as the Action.

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  1. Configure the task fields.

    Required Fields

Target Field

Description

Name

Task title, for example {{fields["task_name"]}}.

Status

Available options are:

  • Incomplete (default)

  • Complete

  • Hidden

  • Deleted

Due Date

Valid due date and time in yyyy-MM-dd HH:mm:ss format, for example 2026-10-30 17:00:00.

Optional Fields

Target Field

Description

Priority

Available options are:

  • Low

  • Normal (default)

  • High

Description

Task instructions or background, for example {{fields["task_description"]}}.

Complete On Step

Matter workflow step during which the task should be completed.

The step names are resolved against the selected matter’s Matter Type. Use the (…) browse button choose an applicable step. This should be left blank if not linking the task to a matter.

Complete Before Step

Matter workflow step before which the task should be completed.

The step names are resolved against the selected matter’s Matter Type. Use the (…) browse button choose an applicable step. This should be left blank if not linking the task to a matter.

Matter ID

The ID of the matter the task will be linked to.

Assignee ID

The associated participant ID of the system user that this task will be assigned to, for example {{fields["task_assignee"]}}.

Use a Search for a User field with result field participant.id to populate the value of this field.

  1. Save the action.

Usage

When the upload stage executes, a task is created in Actionstep using the configured field mappings. The stage is recorded as either successful or failed. If the upload fails, refer to the job log for additional details.

Populate Matter Data Collections

Creates or updates data collection records on a matter in Actionstep.

This upload action should only be used with matters of the same Matter Type. Data collection mappings are generated from a specific Matter Type and may not be valid for other Matter Types.

Configuration

  1. Select Populate Matter Data Collections as the Action.

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  1. Hardcode the Matter ID to the ID of the matter to use a reference to auto populate fields.

A valid Matter ID is required at design-time to discover available data collections and fields. The configured value can be replaced after Auto Populate has been completed.

  1. Click Auto Populate to retrieve the matter type and generate field sets for the available data collections.

    Auto Populate resolves the matter type for the specified matter and generates a field set for each available data collection. Each generated field is assigned its Type and Mandatory status based on the Actionstep configuration.

  2. Configure the data collection fields.

    Values of fields should be formatted as follows based on their respective type:

Type

Description

String

Plain text.

Boolean

Valid values are True and False.

Date

A date formatted as yyyy-MM-dd.

Date/Time

A date and time formatted as yyyy-MM-dd HH:mm:ss.

Decimal

A numeric value with up to two decimal places and an optional sign, for example 15.45 and -12.1.

Integer

A whole number with optional sign, for example 15 and -45.

Time

A time formatted as HH:mm:ss.

  1. Save the action.

Usage

When the upload stage executes, the configured data collection records are created or updated in Actionstep using the configured field mappings. The stage is recorded as successful or failed. If the upload fails, refer to the job log for additional details.

Notes

  • Fields with the :memo suffix can be used to populate the memo associated with the corresponding Date or Date/Time field.

  • Auto Populate generates field sets based on the selected matter type. If the matter type configuration changes in Actionstep, run Auto Populate again to refresh the generated fields.

  • The data collection may be populated differently depending on their type:

Collection Type

Collection Update Behavior

Single-record collection

Update the existing record's mapped values. If no record exists, create one.

Multi-record collection

Always create a new record for each populated field set/row. This operation does not find and update an existing multi-record row.