Using the Folder Details search, users can search for folders within the selected cabinet, using all the folder detail fields.
The top section of this screen is where you choose your cabinet, the middle section displays all folders within the selected cabinet and the third section displays all documents within the selected folder.
- Begin by selecting the cabinet you want to open.
- You can use any number of the folder fields to locate the folder.
- Select the folder you want to open and all documents within the folder will display at the bottom of the screen.
- At the document level, the user can then filter/sort by the following to narrow it down:
- Doc Name: This allows a user to search for a document by name. This is a wildcard search, so the system will look at any part of the name for the text you fill in.
- Sub-Divider: This is the third-level in PinPoint. Sub-dividers are used to organize documents within folders.
- Workflow: This allows the user to display only documents that are part of an active workflow the user belongs to.
- Date Range:
- Document Date: This is the only date a user can manually change for a document.
- Entry Date: This is the date of when the document was added to PinPoint.
- Updated Date: This is the date of when the document was last updated.
- Content: If a user types text in this field and searches, the system will only display documents that contain that text within the pages of the document. Please keep in mind that it will likely not pick-up hand-written content.
- Metadata: If a document has had any of its document metadata fields filled in, a user can search by the text that has been filled in to locate a document.
- Notes: This field can be found at the bottom of the screen when you have a document open. The Notes field does not have a character limit and all text inputted can be searched on.
- Doc Type: Each document that is added to PinPoint must be labeled by a document type, so this will always be a useful way to sort/filter.
- Checked In: This is the normal status of a document in PinPoint.
- Checked Out: This means the document has been checked-out of PinPoint by another user. If a document is checked-out by another user, it is in read-only mode for all other users until the user who checked it out checks it back into PinPoint.
- On Hold: If a document has been put “On Hold”, it means it is in read-only mode, though has not been checked-out by a user.
- Finalized: If a document has been “finalized”, it means it can no longer be modified by any user.
- DocID: Each document that is added to PinPoint is automatically given a DocID by the system. The DocID is assigned based on entry order.
- From your menu, click Locating, then click Folder Details (or use the “Folders” quick action button).
- Select the Cabinet.
- Select the Folder you want to add document(s) to.
- Click the Fx icon above the document grid, then click the icon to the left of Drag & Drop.
- A pop-up window will appear where you can then drag the document(s) in.
- Enter a new Doc Name if you wish to rename the selected document(s) on the way in.
- Select a Doc Date for the selected document(s) unless you want the Doc Date to be the same as the entry date.
- Select the Sub-Divider you want to file the selected document(s) to.
- Select the Doc Type and Doc Type Tab you would like to file the document(s) as, then complete any required document metadata fields assigned to the document type.
- Clicking the Save Single button will save only one selected document at a time. Clicking the Save All button will save all the documents at once.
- Select the cabinet you want to add a folder to.
- Click Add Folder.
- Fill in the required Folder Fields then click Save and Exit.