Gravity Forms Actionstep Integration Premium Add-on

Overview & Operational Architecture

The Gravity Forms Actionstep Integration Add-on connects your law practice’s WordPress website directly to Actionstep, the industry-leading legal practice management cloud platform. Inbound client inquiries, consultation requests, case intake forms, and document submissions automatically generate structured Matters (Actions) and retain complete client contact information in real time.

Unlike generic webhook integrations or brittle third-party middleware tools that charge monthly recurring fees per task, this native add-on communicates directly with Actionstep via the Actionstep REST API v2 JSON:API specification:

• Direct API Communication: Eliminates Zapier/Make middleware bottlenecks, latency, and data leakage risks.
• Client Contact Retention: Mapped intake details (Full Name, Email, Phone) are automatically formatted and preserved in the Action/Matter intake summary.
• Evidence & Document Streaming: Form file attachments are streamed directly into the created Actionstep Matter document folder using authenticated multipart uploads.
• Enterprise Token Security: Uses official Actionstep OAuth 2.0 Authorization Code Grant with automatic background token refreshes upon expiration.
• Audit Trail Logging: Every submission writes execution notes directly into the Gravity Forms entry log with the unique Actionstep Action ID.

Step-by-Step Installation & Commercial License Activation

Installing and activating the add-on takes less than two minutes:

1. Download the latest release ZIP package (gravityextra-actionstep-addon.zip) from your GravityExtra Dashboard.
2. Log into your WordPress administration panel and navigate to Plugins → Add New → Upload Plugin.
3. Upload the ZIP package, click Install Now, and then click Activate Plugin.
4. Navigate to Forms → Settings → Actionstep in your WordPress dashboard.
5. Under the Gravity Extra License section, enter your commercial license key generated upon purchase.
6. Click Activate License. Once validated, your license status turns green, unlocking the OAuth2 credentials manager and enabling automated 1-click updates directly from your WordPress Plugins page.

Actionstep OAuth 2.0 Authentication & App Registration

The add-on uses Actionstep’s modern OAuth 2.0 Authorization Code Grant for maximum security. Follow these steps to generate your API credentials:

1. Log in to your Actionstep Admin Portal (api.actionstep.com).
2. Navigate to App Registrations and click New App.
3. Enter your law firm or website name for the application title.
4. Set the Redirect URI to the following exact URL on your WordPress website:
   https://yourdomain.com/wp-admin/admin-post.php

   (Replace yourdomain.com with your website’s actual domain name. HTTPS is mandatory).

5. Save your app and copy both the Client ID and Client Secret.
6. Return to WordPress: go to Forms → Settings → Actionstep.
7. Paste your Client ID and Client Secret into the respective fields.
8. Click Authorize with Actionstep. You will be redirected to Actionstep’s login screen to authorize access for your organization.
9. Once approved, you are redirected back to WordPress with a green indicator: Status: Authorized with Actionstep.

Form Configuration & Feed Mapping

Once authenticated, configure an integration feed for any Gravity Form on your site:

1. Go to Forms → Forms and click on your target form (e.g. Client Intake Form or Legal Case Assessment).
2. Navigate to Settings → Actionstep in the form sub-menu.
3. Click Add New to create a new intake feed.
4. Configure the feed fields according to your legal practice workflow:

Client Intake Data Retention & Entry Notes

Starting in Version 1.1.1, the add-on introduces an automated intake compiler to guarantee zero data loss. When you map client contact fields in your feed, the plugin automatically structures and appends this information to the Actionstep Matter description:

Simultaneously, the add-on writes a complete verification entry note into the WordPress Gravity Forms Entry Detail screen:

• Successfully created Actionstep Action [ID: 1042].
• Attached 2 evidence document(s) directly to Actionstep Action 1042.

Developer Hooks & Custom Matter Filtering

For advanced legal workflows requiring custom matter attributes, workflow steps, or lawyer assignments, developers can tap into the ge_actionstep_matter_data filter prior to API transmission.

Example 1: Assigning a Matter Owner & Workflow Step

Add the following snippet to your theme’s functions.php or via a site-specific snippet plugin:

add_filter( 'ge_actionstep_matter_data', function( $action_data, $form, $entry ) {
    // Target specific form ID (e.g. Form 5)
    if ( rgar( $form, 'id' ) == 5 ) {
        // Assign intake source attribution
        $action_data['source'] = 'Corporate Website Intake Form';

        // Set initial Actionstep workflow step or assigned lawyer ID if known
        // $action_data['assignedTo'] = 'user_id_here';
    }
    return $action_data;
}, 10, 3 );

Example 2: Dynamic Action Type Routing Based on Dropdown Selection

If your form contains a single dropdown asking clients to choose their legal matter type (e.g. Field ID 3), dynamically route to different Actionstep Action Types:

add_filter( 'ge_actionstep_matter_data', function( $action_data, $form, $entry ) {
    // Retrieve value from field 3 (Case Type)
    $case_category = rgar( $entry, '3' );

    switch ( $case_category ) {
        case 'Personal Injury':
            $action_data['actionType'] = 'PI-INTAKE';
            break;
        case 'Family Law':
            $action_data['actionType'] = 'FAM-INTAKE';
            break;
        case 'Commercial Litigation':
            $action_data['actionType'] = 'COMM-INTAKE';
            break;
    }

    return $action_data;
}, 10, 3 );

Troubleshooting & Frequently Asked Questions