Pre-requisites: prior to being able to map data fields from Actionstep, the required matter type and data collections need to be setup in Actionstep.
The Actionstep integration will also need to be activated in Smarter Drafter Pro. For information on how to enable the Actionstep integration, see our guide to Activate Actionstep Integration
Overview
The integration with Actionstep allows contact and matter data to be shared with Smarter Drafter Pro reducing the need to rekey information in a Smarter Drafter Pro form.
- Form builders can map fields from various matter types in Actionstep directly to their Smarter Drafter form fields. This connection allows Form Fillers to auto-populate Smarter Drafter forms by selecting the Actionstep matter.
- Create a new matter in Actionstep using the details of a form submission from Smarter Drafter Pro. For more information see the relevant help article.
- Send documents generated from Smarter Drafter to Actionstep.
This guide will show the steps to map data across these platforms. Scenarios relating to handling multi-rows and multiple contacts in Actionstep are also covered.
For details on the data types supported in Smarter Drafter and how to handle option sets, view our Actionstep Data Types article.
Smarter Drafter Pro supports Actionstep matter ID, certain participant type contact fields and certain custom data fields that are created in data collections.
Participants contain pre-defined fields (by Actionstep) that are inaccessible to be changed in Actionstep. Participants can have both pre-defined fields and custom data fields, for information on the custom data fields see the next section. Smarter Drafter will bring across both pre-defined fields and custom data fields that are supported.
Data collection fields that are supported will be available to map in Smarter Drafter Pro. Note that data collection fields in Actionstep must have at least one supported field type in Smarter Drafter Pro to be displayed in Data Collection section in Smarter Drafter Pro.
Matter ID from Actionstep can be mapped to a form by creating a Matter field. A form being filled will then need to select Actionstep and the respective matter which will then be populated into the Matter field.
For a detailed understanding of the Actionstep fields supported and mapping see Actionstep Data Field Mapping article.
Field Mapping Setup
This section defines the process to follow to correctly set up field mapping between Actionstep and Smarter Drafter Pro.
Building the form in Smarter Drafter Pro
- Start by creating a new form in Smarter Drafter Pro, adding the required sections and fields needed or access an existing form in build mode.
- Ensure that all fields have a field alias, as this is the unique identifier that will be used to map the Smarter Drafter Pro field.
For further information on field aliases, review the Manage Field Aliases help article.
All participant related fields must have a role mapped to associate a role to the field which allows the correct data sharing from Actionstep to occur. Custom data fields in Data Collections will automatically be mapped from Actionstep; therefore, these do not need a role for the Smarter Drafter field to be assigned.
- Navigate to the Role Mapping tab in the form
- Select the Smarter Drafter fields related to a role and assign the role. Where there are multiple fields to map to a role, select the multiple rows and use Bulk Assign.
For further information on role mapping, review the Data Sharing help article.
Map Actionstep fields to Smarter Drafter fields
After building the form and setting up the required role mapping, the respective Smarter Drafter fields should be mapped to the Actionstep fields for the matter type.
- Within the form, navigate to Actionstep tab and select 'Connect to Actionstep Matter Type'
A dialog will appear displaying the available Actionstep matter types.
- Select the respective matter type from Actionstep for this Smarter Drafter form and click Connect
Once the matter type is selected, Participant types and Data Collections will appear
- Participant types: this will display all the roles applicable to the selected matter type and their available fields to be mapped.
- Data collections: this will display custom fields grouped within each data collection that are specific to the selected matter type.
Map each applicable Participant Type and Data Collection field to a Smarter Drafter field. It is recommended to start by selecting the respective section, which will automatically attempt to populate the supported fields for each field.
Actionstep fields will be presented on the left side and the Smarter Drafter fields on the right. Only fields in Smarter Drafter that are supported in relation to the type of field from Actionstep will be available in the dropdown. See Participant Type Mapping and Custom Data Mapping sections for more information.
In the above example, Client participant type will now have the respective supported fields that best relate to the Smarter Drafter fields created in the form mapped.
Note: Actionstep may have fields that are required, therefore those fields will need to be mapped in Smarter Drafter to allow the ability for Smarter Drafter and Actionstep to sync information.
Once all fields needed are mapped, select ‘Enable in form’ which will allow the data sharing to active during the form filling when you are done. Remember to click save.
Multi-rows and multiple contacts in Actionstep
Multi-row field type in Actionstep
A field in Actionstep Data Collection may be set up as a multi-row instead of a single row. To support this capability in Smarter Drafter, only repeatable fields in Smarter Drafter can be mapped to multi-row types. When a Data Collection is multi-row, an indication in Smarter Drafter will identify this.
For further information on how to create repeatable sections, review the Repeating content help article.
Supporting multiple contacts in a Actionstep party
Where a participant type in Actionstep may have more than one contact, repeatable sections can be used from Smarter Drafter to automatically pre-fill the contacts related to that participant type mapped.
Choosing a repeatable section in the Section option will present the repeatable fields from the section with the repeat option marked as ‘All’. In this scenario, one or more contacts in a participant type setup in Actionstep may automatically be pre-filled into a Smarter Drafter form.
A repeatable sections number of repeats in Smarter Drafter should be setup based on the number of expected contacts in a participant type in Actionstep. If only one repeat is setup in the Smarter Drafter section, then only one contact will be returned from Actionstep even though there may be more than one contact in Actionstep.
Alternatively, if only a particular contact in Actionstep should be mapped, then the section should not have the repeatable section selected. Instead each of the fields should be mapped individually, which will allow the repeat number to be selected.
For example, if repeat number 2 is selected, only the second contact setup for the participant type should appear in the Smarter Drafter form and will require the first repeat to be manually filled in by the filler of the form.
Populate Actionstep matter information in a Smarter Drafter form
Now that the fields are mapped, it’s time to fill in this form and import Actionstep data:
- Navigate to Forms > Fill and select the relevant form and click Start Form
Details of the matter will appear and require the specifics of the matter to be selected.
- Select Actionstep from the Matter
- Select the Actionstep Matter (if the matter is not available from the dropdown list, select Import from Actionstep which will request authentication, if not authenticated)
- To identify the right roles for the matter, the Document Roles section will need to be populated with the Actionstep contacts. Click on Auto-Assign All or manually add each assignee
The role from Actionstep matter will now be mapped to the Smarter Drafter form. Click Start Form Now.
The details of the contacts from Actionstep are now automatically populated into the form.
Common Issues & Solutions
Issue: Unable to see Actionstep integration details in Settings > Actionstep
Solution:
- Form may be in Draft status, either Publish or open published version of the form
- Where an error message is displayed, the Actionstep integration token may have expired. An Administrator with access to Integrations setup will need to re-enable the integration to re-authenticate the access token
Issue: Unable to see Data Collections
Solution:- There may be no Smarter Drafter supported fields in a data collection. Review the Data Types Supported
- Data Collection may have been just created in Actionstep, refresh the Smarter Drafter page
Issue: Actionstep matter information are not populating in Smarter Drafter form
Solution:
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Ensure the Actionstep mapping is enabled. Navigate to the form in build, access the Actionstep integration mapping page and check if the ‘Enabled in form’ option is checked
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Ensure documents roles are assigned at the start of filling in a form. See Populate Actionstep matter information in a Smarter Drafter form