Actionstep

Actionstep's implementation process is designed to ensure a smooth transition from your existing systems to its practice management platform. The timeline can vary based on the complexity and size of the firm but generally ranges from 4 to 12 weeks. The process is guided by Actionstep experts or certified implementation partners to provide tailored support.

• Discovery & Planning: Involves assessing business workflows, data structure, and configuration needs through strategy meetings and requirement gathering.

• Data Migration: Historical data from legacy systems (contacts, matters, documents, etc.) is migrated into Actionstep using in-house tools or external support.

• System Configuration: The system is set up to match business workflows, templates, automation, and document generation.

• Training & Onboarding: Staff receives role-specific training to ensure full adoption, typically delivered in stages or sessions.

• Testing & Go-Live: A final round of testing is done before the system goes live, followed by support during the transition period.

• Post-Launch Support: Ongoing support is provided to address operational queries and help firms adapt further.

This phased process ensures that implementation aligns with the firm's operational goals, minimizing disruption while optimizing functionality.

Yes, Actionstep is highly customizable, making it suitable for a variety of law firm structures and practice areas. It offers flexibility through a modular system design and powerful automation capabilities.

• Workflow Automation: Users can build or modify workflows to match case or matter types, task sequences, and process steps.

• Custom Fields & Templates: The system allows creation of custom fields, document templates, and email templates tailored to specific firm processes.

• Role-Based Access & User Permissions: Permissions can be customized per user role to control visibility and actions within the system.

• Integrations & Add-Ons: Actionstep supports third-party integrations and APIs for enhanced functionality (e.g., accounting, e-signature, CRM).

• Matter Types & Custom Forms: Firms can define their own matter types and build forms that align with internal procedures and client requirements.

Actionstep's pricing model is subscription-based, but there are often additional costs that firms should be aware of during initial setup and ongoing usage.

• Setup & Implementation Fees: These are typically charged separately and vary depending on the size and complexity of the implementation. This may include data migration, configuration, and training.

• Customization Charges: Advanced customizations or workflow development beyond standard offerings may incur additional charges.

• Ongoing Support Fees: Basic support is often included, but premium or priority support services may be available at an extra cost.

• Training Fees: While some onboarding training is included, additional or refresher sessions could require a fee.

• Third-Party Integration Costs: Some integrations (e.g., Xero, DocuSign, or Office 365) may have their own subscription or connection fees.

• Maintenance & Upgrades: Regular software updates are included in the subscription, but any custom-developed features may require maintenance or versioning support.

Actionstep provides a comprehensive range of training and support resources to ensure that new users can onboard effectively and begin using the platform with confidence.The training is designed to accommodate different learning styles and firm sizes, while the support infrastructure ensures continuous assistance as users grow with the system.

• Onboarding Training: Personalized onboarding sessions are provided during implementation, focusing on system setup, workflow use, and everyday tasks specific to the firm’s operations.

• Role-Based Training Modules: Users receive training tailored to their roles—such as attorneys, paralegals, or administrators—ensuring relevancy and clarity.

• Self-Guided Learning Resources: Actionstep offers access to an online help center, knowledge base, and tutorial videos covering various functions and features.

• Webinars & Live Sessions: Periodic webinars and live training sessions are available for deeper dives into advanced features or newly released tools.

• Dedicated Support Team: A dedicated customer success or implementation specialist is assigned during setup for consistent communication and guidance.

• Ongoing Support Channels: Users can access ongoing support via email, ticketing systems, or live chat depending on their subscription tier.

Actionstep follows stringent security protocols and industry best practices to ensure that user and client data remains protected at all times. The platform is designed with law firm data sensitivity in mind, incorporating encryption, secure infrastructure, and role-based controls.

• Data Encryption: All data is encrypted in transit (TLS/SSL) and at rest, using strong encryption standards to prevent unauthorized access.

• Role-Based Access Control (RBAC): Users have access only to the information and tools relevant to their roles, minimizing internal data exposure risks.

• Two-Factor Authentication (2FA): Optional 2FA adds an extra layer of security when accessing the system, reducing vulnerability to credential theft.

• Secure Cloud Hosting: Actionstep uses secure cloud infrastructure providers with robust physical and network security protocols.

• Audit Trails & Logging: The system maintains logs of all user activity, providing visibility and traceability for compliance and internal review.

• Data Backup & Redundancy: Regular automated backups are conducted with data stored in redundant servers to ensure business continuity and disaster recovery.

• Compliance Standards: Actionstep adheres to relevant data protection and privacy regulations such as GDPR and other legal-industry compliance norms.

Actionstep maintains an active development cycle, frequently rolling out updates to enhance functionality, fix bugs, and improve system performance. These updates are managed in a way that minimizes disruption and ensures users benefit from the latest capabilities without system downtime.

• Regular Release Cycle: Updates are released regularly—often monthly or quarterly—with additional patches or fixes applied as needed.

• Automatic Cloud-Based Deployment: Updates are deployed automatically in the cloud, eliminating the need for manual installation or IT intervention by the end user.

• Change Logs & Release Notes: Each update is accompanied by detailed release notes outlining new features, enhancements, and resolved issues.

• User Notification: Users are typically notified in advance of any major changes or new feature launches via email or in-app announcements.

• Beta Testing & Feedback Loops: Select features may go through a beta phase, allowing early adopters to provide feedback before full deployment.

• Training on New Features: Webinars, videos, or documentation are provided to help users understand and adopt newly released tools.

Actionstep maintains a transparent and user-centric policy regarding data ownership and portability, ensuring that client firms have full control over their information. The platform is designed to safeguard data rights while also allowing for ease of access, extraction, and transition when needed.

• Client Data Ownership: All data entered into Actionstep by the client remains the sole property of the client. This includes client records, matters, documents, billing information, and communications.

• Data Portability on Request: Actionstep supports data export upon client request. Firms can extract their data in accessible formats if they decide to move to another platform or for internal use.

• Export Tools & Options: Users may be able to export certain types of data themselves using built-in tools. For complete data extraction, assistance from Actionstep support or implementation partners may be required.

• Data Access Post-Termination: Upon contract termination, clients are typically given a defined window to access and retrieve their data before permanent deletion.

• Privacy & Confidentiality: Even though Actionstep hosts the data, it does not claim ownership or unauthorized use of it and maintains strict confidentiality under its privacy policy.

Actionstep is built to support flexibility in firm size and usage, allowing organizations to scale their subscription up or down based on evolving operational demands. This adaptability makes it suitable for small firms, mid-sized practices, and larger enterprises alike.

• User-Based Licensing: Actionstep typically charges per user or per user role, allowing firms to add or remove users as their teams grow or shrink.

• Modular Feature Packages: The platform offers different pricing tiers or modules (e.g., Practice Pro, Practice Pro + Accounting), so firms can move to higher or lower plans depending on their feature needs.

• Flexible Plan Adjustments: Clients can usually upgrade or downgrade their plan at any time during the contract period, with billing adjustments reflected accordingly.

• No Major Disruption to Workflows: Scaling changes, such as adding more users or activating new modules, are handled in the backend with minimal disruption to daily operations.

• Support for Multi-Entity Firms: Larger firms with multiple offices or entities can scale by adding new instances or integrations as needed.

• Contract Terms May Apply: Some changes, especially reductions in scale, may be subject to notice periods or limitations depending on the terms of the service agreement.

Actionstep provides flexible contract options designed to align with different organizational needs, with terms that typically include both automatic renewal and structured cancellation processes. The service agreement governs how and when subscriptions can be terminated or renewed, and clients are encouraged to review their contracts closely for specifics.

• Automatic Renewal: Contracts usually renew automatically at the end of the agreed subscription period (e.g., monthly or annually) unless cancellation is initiated in accordance with the notice requirements.

• Notice Period for Cancellation: Clients are often required to provide advance written notice (commonly 30 days) before the end of the current term if they wish to cancel and avoid automatic renewal.

• Early Termination Fees: If a client wishes to terminate a contract before the agreed term ends, early cancellation fees or the remaining balance of the contract may apply, depending on the subscription type.

• Data Access After Cancellation: Clients are typically granted a limited window (e.g., 30 days) post-cancellation to export their data before permanent deletion.

• Changes in Subscription Plan: Upgrading a plan can often be done immediately, while downgrading or reducing users may require waiting until the current billing cycle or term ends.

• Support During Offboarding: Actionstep may provide limited assistance for offboarding and data export during the cancellation phase.

Actionstep is committed to upholding industry-standard compliance and regulatory requirements, especially those relevant to legal and professional services. Its infrastructure and operations are designed to safeguard sensitive client and firm data, aligning with global and regional compliance standards.

• General Data Protection Regulation (GDPR): Actionstep adheres to GDPR requirements for clients in the EU and UK, ensuring transparency, data control, and consent-based data processing.

• Data Residency Options: The platform offers data hosting in regional jurisdictions (e.g., North America, UK, Australia, and New Zealand) to comply with data sovereignty regulations.

• ISO 27001-Aligned Practices: While not always officially certified, Actionstep follows security practices that align with the ISO 27001 information security management framework.

• SOC 2-Like Controls: Internal controls and practices follow principles similar to SOC 2 compliance, focusing on security, availability, and confidentiality of client data.

• Legal Industry Best Practices: Actionstep is designed to meet the confidentiality, access control, and ethical requirements expected by law firms and legal regulators.

• Audit Trails and Logging: Detailed logging and audit trails are maintained to support compliance with legal record-keeping and internal governance.