User Training Guide

Upcoming Live Training

Login Information
URL: https://www.manageedocs.com/demo/
User: DemoUser
Password: UsersLogin
Answer to Security Question: naperville (check the box to
save location, then Click continue).
A sample Invoice in a PDF format for you to use during
training is available at:
http://lsspcorporation.com/PinPointTraining/Users/Invoice.pdf

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Contents
User Session 1 ..................................................................................................................................................... 3
User Session 2 ..................................................................................................................................................... 4
STOP AND TRY ................................................................................................................................................ 4
User Session 3 ..................................................................................................................................................... 5
STOP AND TRY ................................................................................................................................................ 5
User Session 4 ..................................................................................................................................................... 6
User Session 5 ..................................................................................................................................................... 7
User Session 6 ..................................................................................................................................................... 8
STOP AND TRY ................................................................................................................................................ 8
User Session 7 ..................................................................................................................................................... 9
STOP AND TRY ................................................................................................................................................ 9
User Session 8 ................................................................................................................................................... 10
STOP AND TRY .............................................................................................................................................. 10
User Session 9 ................................................................................................................................................... 11
Fx Action Guide............................................................................................................................................... 12

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User Session 1

Starting PinPoint
In this first session we will cover how to login and import a
single document.

Logging In:
1. Login using the DemoUser login details from the cover page.
2. Reply to the security question (check the box to save location, then Click continue).
3. You are brought to what is defined as your home screen.
CRITICAL: If you are using Internet Explorer, you will need to make sure you have added PinPoint as a trusted
site. This will ensure that documents are uploaded and not blocked on the way up to our server.
Click Here for instructions.

Menu Filing Single Document

(Note): When you get the pop-up asking to install the Dynamsoft software, click accept. If you are using
Internet Explorer you will receive a second pop-up for PDFXViewer. You can install the free user, if that should
appear.
1. Looking at the left side of your screen, fill in the Document Name, Document Date, and select a
Cabinet Type, Folder, Sub Divider, Document Type and Document Type Tab.
(Note): Add the document to a folder by clicking on the "Existing Folder" button after you have
selected your cabinet type (typing in the metadata value will create a new folder at the same time as
you import/scan a document in).
2. Complete the required metadata associated with the Document Type (all with a red asterisk are
required).
3. Import the sample Invoice in at any time by clicking on the icon with the green arrow pointing up.
Nice to Know: Whenever you click on a document to view, the system will always open a new tab for you. As
you complete your task, you can close that tab, then return to where you left off in your previous tab.

You have concluded User Session 1!

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User Session 2

Creating a Folder
In this session we will cover how to create a new folder.
Although the system can automatically create all of your folders from your other applications, lets begin by
manually creating a single folder.
Take an example, if you have a vendor cabinet and you have 100 vendors, then you will have 100 folders in
your vendor cabinet. The folder can then have sub-dividers for you to organize the files within each folder,

Menu Admin Setup Manage Folders

1.
2.
3.
4.

Select the Vendors cabinet.

Click Add Folder.
Complete the required metadata (all with a red asterisk).
Click Save and Exit when finished.

Nice to Know: Single folders can be created manually at the time of filing a new document by typing in the
metadata values after selecting the cabinet type, and multiple folders can be automatically loaded into the
system using a spreadsheet with your folder data.

STOP AND TRY

Menu FilingSingle Document

1.

Import the sample Invoice in at any time, but will need to do so before you can save the information
you have entered.

2.

Looking at the left side of your screen, fill in the Document Name, Document Date and Cabinet
Type.

3.

After you select the cabinet type, complete the required metadata associated with the cabinet to
create a new folder on the fly (do not go through Existing Folder as you did in session 1).

4.

Select a Sub-Divider, Document Type and Document Tab.

5. Complete the required metadata associated with the Document Type (all with a red asterisk are
required).

You have concluded User Session 2!

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User Session 3

Locating Files
In this session we will cover how to locate files using the Browse
Folders search.

Searching for documents within the system can be accomplished several different ways. Choosing your search
method is often a matter of personal preference, or your ultimate goal. All search methods can be accessed
under the Locating menu in the toolbar at the top of the screen.
First, we will discuss the Browse Folders search. This cascading drill-down screen will allow you to search for and
open a cabinet, folder, then sub-divider to find the document you are looking for. In addition, there are search
options within the document grid to narrow down your document list even further.
To watch a short video on the Browse Folders search, please Click Here

Menu Locating Browse Folders

1.
2.
3.
4.

Click on the cabinet icon next to Employees.

Click on the folder icon to open to open the Alatorre, Shawn folder.
Click on the sub-divider icon to open the HR Files sub divider.
You should see at least one file within the HR Files sub divider, within the Alatorre, Shawn folder.

STOP AND TRY

Menu Locating Browse Folders

1. Click on the cabinet icon next to Vendors.
2. In the box under Vendors, type in Happy Hill, then click search.
(Note): Click the magnifying glass next to the folder to view the folder details.
3. Now click the folder icon to open the folder, then click to open the Invoices sub-divider. You should
see at least two files in that sub-divider.
(Note): The blank page with the + sign is a quick way to add a file directly to that location.
4. Using the FX Guide, found at the end of this user training guide, try some of the different FX functions
on one of those documents.

You have concluded User Session 3!

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User Session 4

Locating Files
In this session we will cover how to locate files using the Folder
Details search.

The Folder Details search screen is separated into three tiers: the top tier will
be your cabinet, the middle tier will be your folder, including all of your
folder details, and the third tier will be your documents within that folder.
In addition, you can include a date range, an OCR search, a Meta Data search, and a Document Type
search, all on one screen. This search is helpful for finding a document quickly, or for finding documents within a
folder that contain a certain word or phrase.
To watch a short video on the Folder Details search, please Click Here

Menu Locating Folder Details

1. Select the Vendors cabinet.
2. Under the Vendor ID field, type in 168288, then click the magnifying glass.
3. Click on any of the folder details to open the Happy Hill Farms folder. You should see at least two
documents within the folder.
4. Click on the Document Name or DocID to open one of the documents.
5. Using the FX Guide, try some of the different FX functions for that document.

You have concluded User Session 4!

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User Session 5

Locating Files
In this session we will cover how to locate files using the
Content Search.

The Content search is your "catch-all" search. The Content Search is a global search and is another way to include
an OCR search, while also searching on various other criteria. For example: cabinet type, document type, date
range, sub divider, notes and tags.
Menu Locating Content Search
1. Enter the information shown below, then click Search (Cabinet Type = Vendors;
Content Fields 1-3 = healthy, nut, mix; Sub-Divider = none).

1. Click on the Fx button in the same column as the first document listed, then click View OCR.
2. This will show you all of the content that was picked up from this document (highlighted will be the
search words you used in this search). Everything you see in the OCR for that document can be
searched on using the OCR Text search or the Content Field search from the Content Search screen
(next session).

You have concluded User Session 5!

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User Session 6

Scanning a
Document
In this session we will cover how to scan a document directly
into the system.
CRITICAL: If you are using Internet Explorer, you will need to make sure you have added PinPoint as a trusted
site. This will ensure that documents are uploaded and not blocked on the way up to our server.
Click Here for instructions.

Menu Filing Single Document

1. Scan the document in at any time by hitting the Scan icon above Document Name, click Save
once scanned in.
2. Looking at the left side of your screen, fill in the Document Name, Document Date and Cabinet Type.
(Note): Add the document to a folder by clicking on the "Existing Folder" button after you have
selected your cabinet (typing in the metadata will create a new folder at the same time as you
import/scan a document in).
3. Select a Sub-Divider, Document Type and Document Tab.
4. Complete the required metadata associated with the Document Type (all with a red asterisk are
required).
5. Click Save when finished.

STOP AND TRY

Menu LocatingBrowse Folders

1.
2.
3.
4.

Click on the cabinet you scanned the document to.

Click on the folder you scanned the document to.
Click on the sub-divider you scanned the document to.
Use any of the given tabs to filter your search.

You have concluded User Session 6!

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User Session 7

Filing Multiple
Documents
In this session we will cover adding multiple documents
through a drag-and-drop screen.
Getting files into the system can be performed both manually and automatically. In this lesson, we will focus
on filing multiple documents manually.

Menu FilingMultiple Documents

1.
2.
3.
4.
5.
6.
7.

Select the Document Type and Document Type Tab.

Select the Cabinet Type, Folder and Sub-Divider.
Drag-and-Drop your documents in the given box.
Select another Document Type and Document Type Tab.
Select another Cabinet Type, Folder and Sub-Divider.
Drag-and-Drop your documents in the given box.
Click Import All when you are finished.

All documents will be filed according to what was listed the moment they were dropped in the given box.
Whatever you have selected for your Document Type/Tab, Cabinet, Folder and Sub-Divider the moment you
drop your documents in the box that is the location where those documents will be filed.

STOP AND TRY

Menu LocatingFolder Details

1.
2.
3.
4.

Select the cabinet you filed a document to through the drag-and-drop screen.
Type in any field to locate the folder you filed your sample documents to.
Click on any of the folder details to view the documents within the folder.
Use any of the given tabs to filter your search.

You have concluded User Session 7!

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User Session 8

Setting up your Profile

In this session we will go over how to set up your favorite buttons.

In this lesson we will look at setting your user preferences.

Getting to your Profile screen:
1. On the top right side of your screen, under the logout button, there is the word Welcome
followed by your username. To get to your profile screen, click on that button.
2. The top portion has information that would need to be determined with your IT supervisor for
information regarding the SMTP and other technical information. This information is important if you
plan on emailing out of the PinPoint system.
3. The middle portion is for setting your favorite buttons. Your favorite buttons are located right below
where you see Welcome in the top right hand corner (favorite home, favorite search, favorite
filing and favorite dashboard).
4. The bottom portion is for your default settings. If you are a user that typically works only with in one
folder, you can set your default settings to open to that specific folder every time you go to a
search or filing screen.

STOP AND TRY

1. Access your profile (Welcome)
2. Move to the middle portion under Favorite Screens.
3. Define your favorite home screen by selecting the Favorite Home Screen Type, then select any screen
and hit Save.
4. Click on the Home icon located in the top right hand corner of your screen. This will take you directly
to the screen you selected for your favorite home scree.
5. You can define your favorite Home screen, Search screen, Filing screen, as well as the Dashboard you
prefer.
6. Each time you change a screen for any favorite types, you must click the save button shown below
the select screen drop down.
Default Settings: Define your default location into which you want to file your documents and search for
documents. This is helpful if you consistently use the same location on a daily basis; the cabinet, folder,
and document type will be preselected for you. This is not required. NOTE: If you change the information in
the default settings, you must save then logout, close your browser and log back in for the change to take
effect. When you have changed some default settings, try closing out and coming back in to see if the
setting worked.

You have concluded User Session 8!

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User Session 9

Using the Regular

Dashboard
In this session we will cover how to use the Regular Dashboard.

Begin by setting the regular Dashboard as your Favorite Dashboard screen in your profile. Please use Session 8
as your reference.
The Regular Dashboard allows the user to manage his/her recent files, checked-out documents, workflow tasks,
messages and notes.

Recent Files: Keeps track of the last 30 days of documents viewed by the user.

In Progress: Shows documents the user currently has checked out from the system.

Workflow: Shows all workflow tasks waiting for the user to complete.

Messages: Displays messages that another user has broadcasted out to all or specific users. Essentially,
this section is used as a message board for all users using the system.
(Menu>Admin>Company>Broadcast)

Notes: "Ticklers the user sets as reminders. (Menu>Workflows>Manage Notes)

You have concluded User Session 9!

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Fx Action Guide

Using the Fx Actions

In this session we will cover the Fx Action buttons.

Using the Function (Fx) menu:

To view a short video on the Fx Action Key, click here.
This function key will allow you to perform various tasks related to that document (or group of documents),
provided you have been granted access to that particular task. This guide will go over the different items in
the menu; keep in mind that tasks will vary based on the screen youre looking at (the function menu will
have different tasks in a search screen versus the document details screen).

Add New File: This function will allow you to quickly add a new document into the same location
as the document you are currently viewing. To view a short video on this function, click here.
Add to New/Existing Queue: You can add a group of documents to a queue that will allow you to
quickly work on the ones you need to without having to go back to a locating screen between
each document. When you make a new queue, you will be taken directly to your group of
documents. When you add to an existing queue, you can access by clicking Menu --> Locating -> Open Queue. To view a short video on this process, click here.
History: This will tell you the history of this document. When it was added, when a workflow task was
completed on it, when any changes were made to it, etc. In addition, you can see each user that
has opened the document and what actions they took with it.
External Link: By selecting this Fx function, users will be given a link to view the document. The link
can be used in any browser, and can be sent to anyone you need to view that particular file. The
link allows recipients to only view, share or print the document.
Share: This task will export the document in either its native format or as a PDF.
Check-Out: Checking out a document essentially freezes the document in the system while a user
is reviewing or making changes to the document. If you check out a document, it will export to
your workstation and will then lock the document so other users cannot make any changes to it
until you have checked it back in.

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Finalize: Finalizing a document makes it a permanent record in the system; changes cannot be
made once it has been finalized.
Copy Document: This will create a duplicate record in the exact same location as the file being
copied.
Merge Document: This will merge multiple records into a single record.
Change Folder: You can use this function to move a record or a group of records into a new
folder. Keep in mind, the new folder will need to be created first before moving. To view a short
video, click here.
Change Document Type: This function will change the document type of a record or group of
records. Keep in mind, you will need to have the new document type created before changing.
To view a short video, click here.
ARIE Request: This function will send a request to ARIE to accomplish one of several different tasks.
You would use this function to process a viewable image request, process an OCR request, or
process an ARIE Single, Native, or Multiple request, among other things.
E-Sign: Add-on to send a document to an outside entity for signature.
Send Email: Send an email with the current record attached to someone who is not a user.
Delete Document: Delete the current record or group of records.
View OCR: View the OCR output for the current record.
Update Name: Update the name of the current document(s) with a variable name (check with
your administrator).
Split: Split the current record into multiple records.
Forms: Access your Forms Library to enter and complete a new form.
Tag: Tag a document with a word or phrase; this can then be used as search criteria in Content
Search.
View Native: View the Native format of the current record (the format it was entered into the
system as).
View Splits: View where the record was split into 2 or more records.

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Several functions can apply to more than one record at a time. First, youll need to find and select
the documents you want using any of the items under Locating. Then, youll use the Function key
above the search grid (as opposed to the function key next to an individual record.
Checking Out a Document
To check out a document, first find the document you need using any search. Then, select that
document by clicking the checkbox or opening the document, and then click the Fx icon, then
click Check Out. Youll be prompted to either check out the Native format or the PDF format.
Once you make a selection, that version will be downloaded to your workstation. Youll then
open the document using Windows Explorer to continue working on the document. While you
have the document checked out, no one else can make changes to it in the system.
Checking In a Document
Once youre ready to check a document back in, first find the record of that document in the
system. Its easiest to locate this on your Dashboard, under the In Progress section. Open the
document, then click the Fx icon, then click Check In.
Youll then browse your workstation and upload the most recent version of that document, then
click Check In. Finally, click Save. The record should now be cleared off your In Progress list.
Exporting a Document
To export a document, first find the document or group of documents, then select them and click
Fx, then click Share. Youll be prompted to select either the Document, the Meta Data, or both.
Make a selection, then click Export.
If you select Document Only, a PDF of the document will be downloaded to your workstation. If
you select Meta Data Only, an Excel spreadsheet will be created of all the metadata for each
document and saved to your workstation.
Merge Documents
To merge documents into one, first find the group that youd like. Select all of them, then use the
Fx icon above the search grid, then select Merge. Confirm your documents and the order youd
like them in, then click Submit.
Youll then need to identify where the newly formed document should be filed. Click Save.

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Change Folder
To move a document or group of documents from one folder to another, first find the document(s)
using any search. Select the ones you want, then click the appropriate Fx icon, then click Change
Folder. Youll need to find the new folder by clicking Select Folder, or you can create a new one
on the fly by completing the metadata fields. Once you have found the new folder, click Change
Folder. The documents have now been moved.
Change Document Type
To change a document or group of documents from one document type to another, first find the
document(s) using any search. Select the ones you want, then click the appropriate Fx icon, then
click Change Document Type. Select your new Document Type, then click Change Document
Type.
E-Sign (Optional and added fee)
To add your signature or request a signature from someone else, first locate the document you
want signed, then click Fx, then E-Sign. Youll need to complete some information, then click
Submit.
An email will be sent to the address provided for a signature to be applied. The signature will then
appear on the document in the system once completed.
Document Splitting
If youd like to split a document into 2 or more separate documents, first locate the document to
be split and open it. Click the Fx icon, then Split. Youll need to complete some information
regarding where to split and where to place the split files in the system. Also, you can choose
whether to move the document completely or simply make a copy and keep the original
document.
Once youve completed this information, click Submit. The document is now split and filed into the
location you specified.

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