VERSIONING AND ARCHIVING

Complete versioning is included, which gives users the ability to review all versions of any document that they have the rights to view. Add versions of documents with the option of replacing the original or saving multiple versions. Easy retrieval of all versions with comparison tools built in.

VERSIONING AND ARCHIVING RETENTION CHECK

Templates

Document Templates and Pattern Matching can automatically capture content from documents to populate index fields (metadata) within PinPoint (documents can then also be manually filled out using the Forms Builder, as well).

This example shows the setup of a document to capture “Zones” to automatically fill in the document index fields (metadata).

Pattern Matching is another way to automatically capture index fields without human intervention. This enables the AI that is built-in to PinPoint to “Match” the pattern given on the document without having to specific the zone since the documents are different. For example, vendor invoices can not only be filed automatically, they can also have content copied right off the document so that it can be used as document index fields (metadata).

FORM BUILDER

PinPoint’s form builder enables you to have your PDF form fields pre-populated prior to the user filling out the form. Forms can also trigger a workflow, and based on the content, the workflow can auto-route the tasks to the proper people.

REPORTING AND ANALYTICS

Run system reports at any time, and even extract the data to work with the results

Text Editor

Documents can be annotated directly within PinPoint with new versions automatically being created. Documents can also be checked-out for updating and automatic check-in can also be performed from within the MS Office suite.

Web Content Publishing

PinPoint can not only manage and version your published documents, it can also automatically merge files of all types to output your published content. The following can be set for each published document (all options are optional, and you set for each publication):

• Automatic page numbering and location of the page number.
• Automatically merge a new published document when a change is made to any section.
• Include a table of contents.
• Include a cover page with your logo.

ACCESS CONTROL AND PERMISSIONS

PinPoint allows your administrative users to define role-based security for both groups and individuals at every level of the system, including all the way down to the document level.

Collaboration Tools

PinPoint’s Workflow tool is a powerful way to ensure critical documents are reviewed when needed. Notifications and reminders to complete tasks are emailed directly to staff, as well. Both parallel and serial workflows can be defined, including group task assignment.

Workflow can also be setup for a recurring event, such as every year we need to update the contract. Based on that example, each year PinPoint will automatically email the user(s) that need to take action.

Workflow can be setup with as many tasks as needed and tasks can be to a group of people, to a person, to many people at the same time, all having to complete the task simultaneously.

Below is an example of the workflow management page for a user in PinPoint:

Below is an example of monitoring staff workflows by area:

Beyond just workflow, Onboarding of documents needed for a file, for example a new HR employee. PinPoint will automatically monitor for the documents and notify upon arrival or if the documents are incomplete after a set time period has passed.

Sharing documents with others is just a click of a button, and you can set expiration dates for the documents if needed.

Workflow Management

Workflows can be setup for a recurring event, such as every year we need to update the contract. Based on that example, each year PinPoint will automatically email the user(s) that need to take action.

Workflow can be setup with as many tasks as needed and tasks can be to a group of people, to a person, to many people at the same time, all having to complete the task simultaneously.

Below is an example of the workflow management page for a user in PinPoint:

Below is an example of monitoring staff workflows by area:

Beyond just workflow, Onboarding of documents needed for a file, for example a new HR employee. PinPoint will automatically monitor for the documents and notify upon arrival or if the documents are incomplete after a set time period has passed.

Sharing documents with others is just a click of a button, and you can set expiration dates for the documents if needed.

SEO Management

At the very beginning, you will be assigned a project manager who will be your “go-to” for all training and questions. The project manager will have best practices and enable a smooth transition to PinPoint.

All customers have the following included:

• Technical Support
• Immediate Chat/Phone Support
• Assigned Project Manager
• All System Updates

Implementation:

• Your project manager will have an initial meeting with anybody who will be a part of your administrative team. We call this the “kick-off” meeting.At this meeting, your project manager will lay out the steps for a successful implementation.
• Your project manager will train you and your staff. These are interactive, live sessions. Your project manager will work with you and your team to help you with your infrastructure, automation, security, etc.
• Following your implementation period, you will continue to receive production support, on-going training, and all system updates.

Multi-lingual Content

PinPoint is built for any language and will automatically translate for a user based on their user settings for language.