From “It Kinda Works” to Works Like a Charm
Struggling with an “almost-there” Actionstep build? Consultant Eveliina Falina shares how she diagnoses messes, patches gaps, and turns half-baked setups into smooth, lawyer-friendly systems.
“I walked into a half‑built Actionstep system where everyone had already decided the software was ‘the problem.’ Three weeks later those same attorneys were bragging about how many hours they’d clawed back. Turns out the software wasn’t broken. The build was.”
‑ Eveliina, Actionstep Consultant at Mauve Morpho
How I Rescue & Refine Stalled Actionstep Set‑ups
Switching to Actionstep is supposed to feel like upgrading from a flip phone to a smart phone. Too often it feels more like you were handed the parts, the manual, and a wish for good luck.
I know because that’s how I learned the platform — as the reluctant power‑user who had to fix my firm’s clunky roll‑out in early 2021. Those late‑night fixes turned into a knack for taking almost‑there Actionstep installs and turning them into firm‑specific powerhouses.
Today, firms (and even other consultants) call me when their “new” system starts growing cobwebs before it pays dividends.
Below is my quick‑and‑dirty matrix of the four most common “it kinda works” symptoms and the moves I use to flip them:
1. Admin Whack-A-Mole
Looks/feels like: Double-entry, status spreadsheets, and ad-hoc workarounds.
Why it happens: Half-built workflows with no field logic.
Fix-it move: Re-map workflows, add triggers and calculated fields, and provide power-user training.
2. Rate Chaos
Looks/feels like: Every matter has a different rate, and billing has become a dreaded chore.
Why it happens: Bulk changes are impossible, forcing line-by-line edits.
Fix-it move: Use the Multi-Tool to mass-update rates and interest rules.
3. Zombie Data
Looks/feels like: Old matters drift, reports don’t match reality.
Why it happens: Messy data migration with no archival rules in place.
Fix-it move: Data cleanse, create smart lists, and set up archival automations.
4. User Revolt
Looks/feels like: A chorus of “Actionstep can’t do X” complaints.
Why it happens: Missing a favourite legacy feature.
Fix-it move: Add custom fields or views, or build lightweight micro-apps (like a date calculator).
Case Study #1: Project‑Takeover Turnaround
The Situation:
A 25‑user litigation firm hired a vendor to migrate from Clio.
Six months later: three workflows half‑mapped, templates missing merge fields, staff tracking deadlines in Outlook again.
The Play
Re‑interviewed each role for actual process → rebuilt workflows in a sandbox.
Used calculated fields + matter views to give partners a “what’s stuck?” dashboard.
Ran two “lunch‑and‑learn” sessions so every user touched the new build before going‑live.
The Result
40% drop in “Where’s my file?” internal emails within a month.
Paralegal team estimates 6–8 admin hours saved per week.
Case Study #2: Rate‑Chaos to Click‑Clean
The Problem:
A mid‑size PI firm changed its fee schedule twice but never updated legacy matters. Month‑end invoicing required a paralegal and two Excel sheets.
The Tool:
I piloted Mauve Morpho’s Multi‑Tool (still in beta):
Mass‑update matter rates based on stage / practice group
One‑click interest calculation on every overdue invoice
The Impact:
880 matters updated in 12 minutes.
Month‑end billing shrank from two days to a long lunch break.
Zero write‑offs for incorrect interest since deployment.
Why “Refine” Beats “Rip‑and‑Replace”
Less downtime – You’re already in Actionstep; let’s make it sing instead of starting from scratch.
Higher adoption – Staff stick with tools they helped shape. My process pulls power‑users into every decision.
Budget sanity – Tweaking with targeted micro‑apps (date calculator, interest widget) costs a fraction of a brand‑new platform.
Ready for a System Health Check?
If any of those pain points hit home, let’s talk.
I’ll spend 30 minutes screensharing inside your Actionstep, identify quick wins, and outline a rescue plan — zero obligation.
Book a no‑pressure Health Check ➜ Schedule Your Free Meeting Now
Stop tolerating “good‑enough.” Let’s make your Actionstep feel tailor‑made — because with the right tweaks, it is.
Eveliina Falina Actionstep Consultant, Mauve Morpho