Admin Reference Guide. PinPoint Document Management System

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1 Admin Reference Guide PinPoint Document Management System 1

2 Contents Introduction... 2 Managing Departments... 3 Managing Languages... 4 Managing Users... 5 Managing User Groups... 7 Managing Tags... 9 Managing Workflows Managing Cabinet Types Managing Folders Managing Document Types Mail Merge Templates INTRODUCTION This reference guide is for the setup and building of the infrastructure of the PinPoint system. The flexibility will enable you to create the layout to match your specific needs. Let's begin by setting up the PinPoint solution in an order that flows from start to finish. By clicking on the Admin menu you will notice a full set of parameter files. For an explanation on managing file rooms please refer to the installation document or ask us for an additional copy. 2

3 MANAGING DEPARTMENTS Admin Setup Departments To begin, we should start with the department master. Managing Departments enables us, although it is optional, to assign a department to a particular user. The user profile will have a drop down for you to choose a department. Once again this is an optional field. To add a department simply type in the department name and click on save. Once you've completed adding the departments you can move on to another screen. 3

4 MANAGING LANGUAGES Admin Setup Languages Next, you can create designated languages through the Languages table and select the language that a specific user speaks when you create their user profile. Keep in mind, this will not change the language used in PinPoint, it is only an enhancement to a user profile. Similar to the department master screen, type in the information in the language field and click on save. When completed you can exit or move to another screen. 4

5 MANAGING USERS Please read all of the following so that you understand completely how a user is added. Admin Security Users You will notice that in the master screen for users there are fields that are required: the username, , first and last name, and password. You will also notice the optional department and language drop-down boxes. Notice the box referred to as Super User. By clicking on this box, the user will have access to all documents within the system. When the super user logs in, if they are in multiple groups, then they will have the security rights of whichever group they login as. Only super users and administrators have access to all documents unless your security settings are very global. Notice the field checkbox called temp password, this is the way that you send the password to a new user or user that has forgotten their password. You will also notice a box referred to as View User. If you check this box the user will be directed immediately to a view portal without the ability to view or use the standard PinPoint screens. 5

6 Towards the bottom you will notice that there are fields such as SMTP User Name, SMTP Server Name, SMTP Password and SMTP Port, as well as an SSL box. If you elect to allow this user to send s from PinPoint, then you will need to put in the SMTP username and SMTP server name. This most likely is the same as above, but the shown above in the user details is used when the administrator needs to send the password or other information and notifications. So, if this user has the same SMTP port for outbound and server name shown here, then the only information that is needed is the SMTP password and SMTP username. If this user is using something different (Yahoo instead of their work ), then that user will have to additionally fill out the SMTP server name and port and, potentially, the SSL settings. You will normally find the settings in your outlook account. 6

7 MANAGING USER GROUPS Admin Security Groups In manage groups, you can create a group by typing in the group name and also selecting or adding the file room or file rooms that the group will have access to. Before a user can successfully login, they need to belong to a user group that has been assigned to a file room. The settings below are for your users as their default based on the group they belong to, but each user can have their own settings. Let's discuss each of the items. Under the Admin group, you can set a user to be able to access and update those administrative functions that are essential. Notice that you do not see add a group, change a group, or delete a group. In the bottom right corner, there are options for read (add), edit, and delete. If this group will have default settings, which can then be changed according to user, then any settings that you mark under Admin, you will also need to mark whether they can just read (add), edit, and/or delete. Those functions, listed under General, also apply to workflow, retention, as well as mail merge template and manage folder. You'll also notice that there is a Manage Document group that has functions such as add, edit, delete, read, export, check-in/out, and finalize; those are specific to the document handling. You will also notice in Mail Merge, there are two options. If you elect this user to produce mail-merge letters, then they should be allowed to Process Mail Merge. If they are to build mail-merge templates, then the mail merge template box would be checked. Under Workflow/Retention, you decide whether or not the user has the ability to add/change workflows and retentions. Once again, remember, that these will be the default settings for the group, but you can override these at the user level when you are ready. 7

8 Once you have established the group and saved, you can reopen the group and click on Manage Users. You can now add users to the group and change the security allowances from default to the specific needs for individual users within that group. You can use the top column above the names or to the left of the names to include or not include that column. Save all permissions when you are finished. 8

9 MANAGING TAGS Admin Setup Tags Managing tags enables you to tag documents for special projects and relative query searches. Just as in the department, language, and workflow status, you type in the tag name and click on save. Continue to add until completed. 9

10 MANAGING WORKFLOWS Managing a workflow means the building of the workflow task details. This screen is accessed by clicking Admin Workflow Manage Workflows Begin by typing in a name for this workflow, a supervisor and a description. Once you've done that, click the save button, and the workflow entry is placed into the workflow. 10

11 Now, click on that particular workflow and you will notice there is a new button called Task Details. You can now begin to build your task details. First, assign the user for this opening task, the sequence number, along with the duration in days they have to complete the task, and description. Please note we suggest starting the sequence number higher than 1, as this will enable you to update this workflow with tasks earlier than the very first. Leaving space between the sequence numbers enables that (i.e. sequence numbers 5, 10, 15, 20, etc.) Place the number of days until it runs late, for reporting purposes. After you've completed creating the task, click the save button. If you have another task to enter, add another task and continue to save. Remember to update the sequence number. 11

12 Before we talk about subtasks, let s explain what that term means in the PinPoint system. When a task is assigned to you, the system will notify you, and the task will be placed on your list of workflows to complete. Once you've completed the task, it goes on to the next person or persons. To begin a task that is ready for you, click the thumb button. Doing so will also update the calendar that you started the task. Tasks can be sequential (one after another) or lateral (one task for many). To use the lateral task, you will create subtasks. Please be aware you add subtasks to the parent task, but not subtasks to subtasks unless that's your intent. A task cannot be moved to the next task if there are subtasks involved that are not complete. Once those subtasks are complete, the task can then be moved onto the next person. There are other screens to build special rules for workflow. Workflow is assigned automatically in the document type master. Workflows can also be overridden at the document screen for viewing or adding, as well as having special business rules to handle workflow, as will be discussed later. 12

13 Another parameter file that you can build on is referred to as the workflow status. The workflow status gives you the ability to use a drop-down box during workflows to update the status. This table is defined by you for the entries you require. To access this page, click on Admin Workflow Workflow Status. 13

14 Here, we display the workflow business rules screen, where a user can check a box for PinPoint to process a workflow by sorting through the workflow business rules you create. Business rules tell the system to check the metadata for specified values. Those values, if they exist in the document, will trigger a particular workflow to begin. In this example, we show that if one of the fields of metadata contains the customer name (presumably the last name) and if the first character of the last name begins A through E, then this particular workflow process would take effect. The user requiring the document or wanting to process the document can select the checkbox to have the workflow checked against the workflow business rules to process. 14

15 MANAGING CABINET TYPES Admin Setup Cabinet Types In thinking about cabinet types in PinPoint, keep the image of a file room with file cabinets in your head. Cabinets help to separate your documents at a higher level into subject matter, department, or group. You can build as many cabinets as you need to organize your documents effectively. First click the Add button, then you ll be able to type in the boxes below. Decide on a name for your cabinet; this can be whatever you want. Make sure it s something that clearly describes what kind of information will be stored in that cabinet. Next, we need to add our cabinet metadata. This is sometimes more easily thought of as your folder details. Ask yourself these questions: How do I want my folders identified within PinPoint? What type of information do I want associated with the folders in this cabinet? A field name with the Folder checkbox marked will identify all folders in the cabinet with that information. An example would be this: if I were filing Invoices in one cabinet, I would make a folder for each customer and have the folder identifier be the customer s name. Next, we need to think about the subdividers in this cabinets folders. Just like those colorful tabs you can buy at an office supply store, subdividers offer another level of organization for your documents. You can have as many or as little as your choose, but you ll need to have at least one. If you don t feel that you ll need to use subdividers, you can make one that simply says ALL or DEFAULT. 15

16 Once you have all that information entered, click Save. You should see some more information pop up below. At this point, we need to decide who can have access to this cabinet. You can click to add whichever groups you want to have access, in addition to individual users. Once you ve added your user groups/individual users, click Save and Exit. Your new cabinet is now created! 16

17 MANAGING FOLDERS In thinking about folders in PinPoint, let s continue to think of them in a literal sense. You have a file room, where several file cabinets house folders. Each cabinet has its own department that uses it (or group). When filing a document into a cabinet, folders help keep them organized even more. Previously, when we discussed creating cabinets, we talked about creating metadata fields (folder details) for each cabinet. One field will have to be marked as folder; this is how folders will be named within the system. For example, a cabinet dedicated to Vendors might want to have their folders named for Vendor Name or Vendor ID. Once a cabinet has been created, and metadata fields specified, folders can be added very quickly. To do so, click on Admin Setup Manage Folders. From here, you can select the cabinet that folder will be filed in, and then select Add Folder. 17

18 Folders can also be created while filing a document. Once you ve selected the cabinet you want your document to go into, you can add a folder on the fly by simply typing in the information for this new folder. A word of caution, if you are filing a document into a folder that has already been created, select existing folder next to the metadata information. Typing in the folder name will create a duplicate folder. 18

19 MANAGING DOCUMENT TYPES Admin Setup Document Types Adding Document Types in PinPoint gives your organization the flexibility to categorize your documents in a way that makes sense to you. First click the Add button, then you ll be able to type in the boxes below. Decide on a name for your document type; this can be whatever you want. Make sure it s something that clearly describes what type(s) of documents will fall under this category. Next, we need to add our document type metadata. This is slightly different then cabinet metadata. In the cabinet, metadata refers to folder details. In the document type, we want to decide what information we would want to know about a specific document when it is filed into PinPoint. Next, we need to think about the Document Type Tabs. These are often used as an extra level to separate your documents, but isn t always needed. You can have as many or as little as your choose, but you ll need to have at least one. If you don t feel that you ll need to use tabs, you can make one that simply says ALL or DEFAULT. 19

20 You ll also need to decide on a few more items before your document type is complete. Do you want to assign a retention to this document type? Retention will prevent a document from being deleted until a certain timeframe has passed (used a lot for compliance). If not, you can select Retention Disabled. Also, do you want to assign a workflow to this document type? Finally, how much of the document do you want scanned using OCR when it is brought into PinPoint? Most of the time, you ll say OCR All Pages. Once you have all that information entered, click Save. You should see some more information pop up below. At this point, we need to decide who can have access to this document type. You can click to add whichever groups you want to have access, in addition to individual users. Once you ve added your user groups/individual users, click Save and Exit. Your new document type is now created! 20

21 MAIL MERGE TEMPLATES Admin Setup Mail Merge Building a mail merge template enables the user to run letters based on criteria that has been predefined and to enable fields to appear for the selected subjects that are chosen when the template is run. You can select a template name, document type and subject type, and then you can begin to insert fields from either of those types. You will notice you can also insert a date field that will use the date that this report was run. 21

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