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DocPoint User Manual
DocPoint User Manual
User Manual
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DOC-UM-418-3-2006
V Appendix 124
A Acquire Administrative Privileges on Your Computer 125
A.1 Home Installations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
A.2 Corporate Environment Installations . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Welcome to DocPoint
DocPoint is a document and imaging management solution that provides organizations of any
size with a powerful and affordable paperless office solution. DocPoint is available in Personal,
Professional, and Corporate editions. Each edition is designed for a different set of document
management requirements. DocPoint’s main benefits include:
• Intelligent search provides instant document retrieval.
• Scan paper and import electronic files into secure digital archives.
• Comprehensive security protects digital archives from unauthorized access.
• Emulate paper filing structures with customizable folders and cabinets.
• Smooth integration with existing applications.
• Non-proprietary file storage formats maintain future accessibility.
• Save storage space and reduce warehousing costs.
• Fast and scalable deployment.
1.1 Benefits
General Benefits
End Users
1.2 Features
Document Management
Capture
• Scan paper documents using TWAIN-protocol scanners and hybrid capture devices.
• Batch import of electronic documents and directories.
• Import documents and files using Windows Explorer.
• Archive files and electronic documents in native format (i.e. text, PDF, images, spread-
sheets, movies and CAD drawings).
• Tight integration with Microsoft Office applications Word, Outlook, PowerPoint, Excel,
and Outlook. A toolbar in Office applications allows quick document addition to Doc-
Point.
• Mandatory metadata specification.
• Automatic metadata generation during batch scan process.
• Use file and folder information as input to importing process for automatic metadata gen-
eration.
• Automatic extraction of email message body, attachments, and metadata.
• Scan additional pages into existing documents.
• Remove blank pages while scanning.
• Image adjustments while scanning.
• Convert files to PDF without printing and scanning.
• Document scanning separation identification.
DocPoint can convert scanned printed documents into a searchable PDF or text file. DocPoint
scans the document, analyzes the page layout, reads the text, and outputs the textual content in
a variety of file formats while retaining all text attributes.
• Multilingual capabilities: reads text in US English, UK English, German, Italian, French,
Spanish, Hebrew, Swedish, Danish, Norwegian, Finnish, Portuguese, Dutch, and Czech.
• Spellers employed during linguistic analysis.
• Excellent recognition of degraded text, faxes (from 200 dpi) and dot matrix printing.
• Outstanding recognition of low resolution TIFF and PCX files (from 100 x 200dpi).
• Full page layout retention: margins, indents, columns, paragraph rulers, centering and
justification, tabulation, point size, bold, italic, bullets, underline and main font groups.
• Automatic page analysis: identify columns and complex tables, distinguish between text
and graphics, and ignores ”noise” areas.
• Full control of scanner parameters, including ability to customize scan areas and to scan
non-standard pages.
• Batch processing and two sided document processing.
• Integration with bar code recognition engine.
Indexing
• Assign database fields to documents and folder using Document Profile Cards (DPC).
• Define custom index templates for different document types.
• Document index properties according to predefined selection lists for standardized en-
tries.
• Mandatory fields do not allow capturing documents without indexing information.
• Automatic data format conversion to specified format.
Storage
• A uniform organization-wide portal for managing, searching, creating, and scanning files
and documents.
• Multi-user network environment support.
• Remote access via the Internet.
Security
• User access privileges determine the level of access granted or denied to particular docu-
ments or folders.
• Group access privileges determine the level of access granted or denied to particular doc-
uments or folders.
• Administrative functions require privilege rights.
Documentation
• User manual
• Installation guide
• Web-based visual tutorials
Installation
2. Before running installing DocPoint make sure to close the following applications:
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
Installing DocPoint while Microsoft Office applications are active is not recommended.
DocPoint’s ’Office Connectors’ require that all Microsoft Office applications be closed dur-
ing installation.
3. Before installing DocPoint make sure you are logged on to Windows with Administrative
privileges. To verify whether you have administrative privileges on your computer refer
to section A.
4. Run the installation program and follow the on-screen instructions.
5. After the installation is complete, you need to setup DocPoint to suit your work environ-
ment. To learn how to setup DocPoint for the first time see chapter 2.3.
1. Before installing DocPoint make sure you are logged on to Windows with administrative
privileges. To verify whether you have administrative privileges on your computer refer
to section A.
2. Download the latest DocPoint installation package, Professional or Corporate, from:
www.docpoint.biz/download_area.html
Contact DocPoint support (support@docpoint.biz) to obtain a user name and password to
access the installation file.
3. Before installing DocPoint close all Microsoft Office applications – Word, Excel, Power-
Point, and Outlook.
4. Before installing DocPoint make sure that the DocPoint demo version is not installed on
your computer. See section B to learn how to uninstall the DocPoint demo.
1. Create a folder for the database, for example, d:/docpoint/database. This folder typically
resides on a server, but you can also create it locally on your PC.
You will need to use this folder path in a few minutes, so please remember it, and go
through the installation carefully.
2. Install DocPoint by clicking on the setup file you downloaded called docpoint setup.exe.
The installation wizard will start, and guide you through the installation process (see fig-
ure 2.1).
3. Accept the license agreement and press ’Next’ (see figure 2.2).
4. After the setup screen appears press the ’Next’ button (see figure 2.3).
5. Select the folder installation path. Typically there is no need to change the default options
(see figure 2.4).
6. Press the ’Browse’ button and select the database folder you created in stage 1 (see figure
2.5). After defining the database folder, press ’Next’.
7. Select the type of setup: typical, compact, or custom, and press the ’Next’ button. We
recommend that you use the typical setup that includes connectivity features to Microsoft
Outlook, Word, Excel, and PowerPoint (see figure 2.6).
12. Select the ’MDB’ radio button. To connect to a Microsoft SQL Server database follow
instruction in appendix C.
13. Press the ’...’ button under ’MDB’ and select the file post db.mdb from the database
folder you created in stage 1.
14. Press the ’Link to Dbase’ button.
15. Follow instructions in section 3.4 to define the location of your document libraries.
16. DocPoint is now installed and linked to the database.
To activate DocPoint’s functionality beyond the 30-day trial period you need to purchase a
license from our online store at:
www.docpoint.biz/store.html
To receive your activation key:
1. Start DocPoint.
2. Click the ’About’ menu item to display system information (see figure 2.9).
3. Press the ’List Keys’ button (on the bottom-right side of the window) to open a file with
licensing information. You need to send the contents of this file to DocPoint support (sup-
port@docpoint.biz), and we will provide you with your personal activation key within 1
business day.
To activate DocPoint:
1. Start DocPoint.
2. Click the ’About’ menu item to display system information.
3. Press the ’Activate License’ button to activate DocPoint (see figure 2.10).
4. Enter the activation key you received from DocPoint support in the ’Activation Key’ field.
5. Press the ’Activate’ button.
You need to configure the following system parameters before using DocPoint:
Initialization see section 3.1.
Workgroups see section 3.2 (in Professional and Corporate editions).
User Accounts see section 3.3.
Document Libraries see section 3.4.
Cabinets and Folders see section 3.5.
Preferences see section 3.6.
Configure the remaining system parameters in order to take advantage of DocPoint’s full fea-
ture set:
Contacts and Addressees see section 3.7.
Contact Groups see section 3.8.
Keywords see section 3.9.
Similar Words see section 3.10.
Classifications see section 3.11.
Headers see section 3.12.
Document Templates see section 3.13.
3.1 Initialization
1. Select Tools>Initialize from the menu to display the ”Initialize” screen (see figure 3.1).
3.2 Workgroups
A group of one or more users can form a workgroup. A workgroup consists of a team of people
engaged in a cooperative task, or any group of people working toward a common goal as a
team.
DocPoint allows workgroup members to collaborate on a specific project or function, make
use of a common document and filing database, and update or delegate document reminders
related to that project or function. An enterprise will typically have a number of workgroups
involved in a product development project.
You can grant a user access privileges to documents that do not belong to his workgroup. For
example, you can grant the Marketing Director, who belongs to the ’Marketing’ workgroup,
access to the ’Product Management’ workgroup. The Marketing Director will have access to all
documents in both ’Marketing’ and ’Product Management’ workgroups.
You can define user and workgroup permissions in two comparable ways:
• Grant a user access privileges to workgroups other than his own.
• Define a list of users that have access to a certain workgroup.
You need to log on as an Administrator to configure user and workgroup access privileges.
1. Select Tools>User Accounts from the menu to display the ”User Accounts” screen.
2. Click on the Permissions button to display the ”User Permissions” screen (see figure 3.5)
and click on the ’Users’ tab.
3. Define the appropriate access permissions for each user:
(a) Select the user’s workgroup from the ’Workgroup’ combo box.
(b) Select the user from the ’This User’ combo box.
(c) Select a user from the ’This user has permission’ combo box. The ’Has permission to
these workgroups’ below will display the workgroups this user has permission to.
(d) Select the workgroups you want to grant access to from the ’Workgroups’ selection
list on the right hand side of the screen, and press the left arrow button. You can
select multiple libraries by clicking on the Ctrl key. You can remove workgroup per-
missions by pressing the right arrow button.
(e) Select the ’Write’ check box to grant the user writing privileges to the selected work-
group.
(f) Repeat the actions above to create additional workgroup permissions.
1. Select Tools>User Accounts from the menu to display the ”User Accounts” screen.
2. Click on the Permissions button to display the ”User Permissions” screen (see figure 3.6)
and click on the ’Workgroups’ tab.
3. Define the appropriate access permissions for each workgroup:
(a) Select the Workgroup to which you want to grant user access from the ’To this work-
group’ combo box.
(b) Select the user whom you want to grant access to the selected workgroup by selecting
the user’s workgroup from the ’Workgroup’ combo box on the right hand side, and
pressing the left arrow button. You can select multiple users by clicking on the Ctrl
key.
(c) Select the ’Write’ check box to grant the user writing privileges to the selected work-
group.
(d) Repeat the actions above to create additional workgroup permissions.
When logged on as a user, you can allow colleagues from other workgroups to access your files,
and grant them two types of access privileges:
• Read
• Read and write
To allow a user from another workgroup to access your files:
1. Select Tools>User Accounts from the menu to display the ”User Account” screen (see figure
3.4).
2. Press the ’Personal Permissions’ button to display the permissions screen (see figure 3.7).
3. Select the user’s workgroup from the ’Workgroup’ combo box on the right hand side.
4. Click on the user’s name and press the left arrow button to add the user to the ’Permitted
to my documents’ field.
5. Select the ’Write’ check box if you want to grant the user write privileges to your docu-
ments. If you do not select this check box the user will only have reading privileges.
6. Press the ’Close’ button when done.
policies.
You can only remove empty libraries. To remove an empty document library:
1. Select Tools>Document Libraries from the menu to display the ”Document Libraries” screen
(see figure 3.8).
2. Click on the row displaying the document library you want to remove.
3. Press the Remove button.
Is privacy important to you? Are there document libraries that you’d like certain users not to
see? DocPoint allows you to customize access to document libraries according to user profiles.
Setting library access privileges is quick and straightforward, and can be done in two equivalent
ways:
• Setting user permissions to document libraries.
• Setting document library permissions to users.
1. Select Tools>Document Libraries from the menu to display the ”Document Libraries” screen
(see figure 3.8).
2. Click on the Permissions button to display the ”Library Permissions” screen (see figure
3.10) and click on the ’Users’ tab.
3. Select the user’s workgroup from the ’Workgroup’ combo box.
4. Define the appropriate document library permissions for each user:
(a) Select a user from the ’This user has permission’ combo box.
(b) Select the libraries you want to allow the user to access and press the left arrow
button. You can select multiple libraries by clicking on the Ctrl key. You can remove
library permissions by selecting the libraries and pressing the right arrow button.
(c) Repeat the actions above to create additional user permissions.
1. Select Tools>Document Libraries from the menu to display the ”Document Libraries” screen
(see figure 3.8).
2. Click on the Permissions button to display the ”Library Permissions” screen (see figure
3.10) and click on the ’Libraries’ tab.
3. Select the user’s workgroup from the ’Workgroup’ combo box.
4. Define the appropriate users that have permission to the selected library:
(a) Select a library from the ’Select a library’ combo box.
(b) Select the users you want to allow access and press the left arrow button. You can
select multiple libraries by clicking on the Ctrl key. You can remove user permissions
by selecting the libraries and pressing the right arrow button.
(c) Repeat the actions above to create additional user permissions.
The cabinet and folder explorer tab allows you to create, modify, and delete cabinets and fold-
ers. Just like your Windows Explorer, DocPoints cabinet and folder explorer is intuitive and
supports nested copy and paste operations.
Creating a Cabinet
Creating a Folder
You can also create cabinets using a visual tree view. This maybe the easiest method of creating
cabinets and folders. To learn how to add cabinets and folders in a visual way refer to section
3.5.1.
You can instantly create a cabinet and folder structure by duplicating an existing cabinet. You
have complete control over the creation process, and are free to modify folder names and de-
scriptions before duplication.
Duplicating a Cabinet
(d) You can change the folder names by entering new values in the ’New’ column.
(e) You can change folder descriptions by entering new values in the ’Folder Descrip-
tion’ column.
(f) Press the ’Preview’ button to view the new cabinet you created.
(g) Repeat the last three steps to fine tune the new cabinet and folder structure.
(h) Press the ’Create New Cabinet’ button.
4. Click on the Close button when you are done.
3.6 Preferences
DocPoint preferences allow you to configure document creation and search defaults and general
system settings. DocPoint preferences are grouped in three sections:
• Incoming/outgoing documents
• Internal documents
• General settings
1. Select Tools>Preferences from the menu to display the ”Preferences” screen (see figure 9.3).
ing a new incoming and outgoing documents. To learn more about document classi-
fications refer to section 3.11.
Header Select the default document header for internal documents from the selection
box. This value will be automatically set in the document card when creating new
internal documents. To learn more about document headers refer to section 3.12.
Save in Folder Select the default folder location to save internal documents. This value
will be automatically set in the document card when creating new internal docu-
ments. To learn more about document folders refer to section 3.4.
4. Configure general settings:
Search Period Select the default date range for document search results.
Add to Outlook Tasks Add document reminders to Outlook Tasks automatically.
Mouse Wheel Disable the pointing device’s scroll wheel. This can sometimes assist when
navigating through search results.
Auto Ref Add a prefix to document reference labels, for example ’2006’. This will au-
tomatically create a unique reference label starting with ’2006’ for all outgoing and
internal documents.
Outlook Contacts Folder Path Press the ’...’ button under ’Name of Outlook Folder’ to
configure your Outlook contacts folder (see figure 3.17). Select the folder that con-
tains your contact details and press ’OK’.
User Name Select your organization’s name from the list. You can type a value in this
field and add it to the list by pressing ’Enter’.
2. Click on the ’Contacts’ tab (see figure 3.19) to view your contact list.
3. Press a letter button to display contacts that begin with that letter, or start typing a part of
the contact name in the ’Name (or part of)’ field. Double click on a contact entry to display
the contact’s detailed information.
1. Select Tools>Contact Groups from the menu to display the ”Contact Groups” screen (see
figure 3.21).
2. Click on the last empty row in the ’Contact Group’ field and type in a contact group name.
3. Enter the contact group members using the combo boxes in the ’Group Members’ field on
the right hand side.
4. Press the ’Close’ button when you are done.
3.9 Keywords
Keywords are descriptors that you can assign to your information, be it document, scanned
paper, or email. You can assign as many keywords as you like, and rename or delete keywords
as you organize your information repository.
Keywords can be a whole lot easier and more flexible than fitting your information into precon-
ceived categories. For example, if you want to archive an incoming mail about a new business
opportunity, just tag it with the keywords ”business opportunity,” ”read later,” or whatever
other keyword you’d want to use to find it again.
That’s great for organizing personal data, but it goes even further when someone else in your
organization classifies documents or emails with the same keywords. You begin building a
collaborative repository of related information, driven by the same flat-based keyword scheme.
Keywords are a way to help you categorize your information as you save it in DocPoint. When
creating keyword categories and keywords, try and think of it like this: what words would help
you remember this document in five years?
That’s OK, you don’t have to. It’s pretty intuitive and takes a bit of practice to fully understand.
Just try it and experiment a bit!
1. Select Tools>Keywords from the menu to display the ”Keywords” screen (see figure 3.22).
2. Press the ’Categories’ button to display the ”Keyword Categories” (see figure 3.23).
3. Enter a new keyword category in an empty row (you can add more than one category).
4. Press the ’Close’ button when you are done.
Creating Keywords
1. Select Tools>Keywords from the menu to display the ”Keywords” screen (see figure 3.22).
2. Select the category to which you want to add keywords.
3. Enter a new keyword in an empty row (you can add more than one keyword).
4. Press the ’Close’ button when you are done.
2. Click on an empty row on the ”List” field and type in a word, for example ”evaluation”.
3. Click on an empty row on the ”Similar Words To” field and type in a similar word. A
similar word for ”evaluation” could be ”test”. You can add as many similar words as you
like.
4. Press the ’Close’ button when you are done.
3.11 Classifications
You can create your own document classifications. Creating document classifications can help
you in the process of arranging documents according to shared characteristics.
1. Select Tools>Classifications from the menu to display the ”Classification” screen (see figure
3.25).
3.12 Headers
You can use headers as a parameter when creating a document based on a template. This allows
you use the same template with more than one identity.
For example, you can create two headers ’My Corporation’ and ’My Family’. Create a template
and insert the bookmark ’bmHeader’ where you want the header to appear. When you create
a new document based on this template you can select the header value. The value you select
from the ’Header’ combo box will appear
1. Select Tools>Headers from the menu to display the ”Headers” screen (see figure 3.26).
You can organize document templates according to logical categories. An example of a template
categorization and content is illustrated in appendix E.
1. Select Tools>Document Templates from the menu to display the ”Templates” screen (see
figure 9.3).
2. Press the ”Template Types” button.
3. Click on an empty row and enter a new template type name (see figure 3.27).
4. Press the ’Close’ button when you are done.
1. Select Tools>Document Templates from the menu to display the ”Templates” screen (see
figure 9.3).
2. Press the ”Template Types” button.
3. Click on the template category to edit its value.
4. Press the ’Close’ button when you are done.
1. Select Tools>Document Templates from the menu to display the ”Templates” screen (see
figure 9.3).
2. Press the ”Template Types” button.
3. Select the row that lists the template category you want to delete.
4. Press the keyboard’s Delete key.
3. Give the template a name and press ’OK’ (see figure 3.30).
4. Word, Excel, or PowerPoint will open with the new template file. Edit the file and save
it using the name DocPoint gave it. See section 9.2 to learn how to add bookmarks that
Document Management
Adding Documents
1. Select Create>Outgoing Mail from the menu, or press the ’Outgoing’ button from the tool-
bar to display the ”Outgoing Mail Card” screen (see figure 4.1).
2. Press the ’New Card’ button to enter data about the document you are going to create.
DocPoint auto-completes most of the fields in order to save you time. The following items
highlighted in yellow are mandatory:
Writer The writer’s name.
Create a Word document and add it to the document card. (see section 7.7).
Send a shortcut to documents associated with the card (see section 7.1.1).
Send the documents associated with this card as email attachments (see section 7.1.2).
View the document associated with the card (see section 7.4).
Delete documents associated with the document card (see section 7.8).
1. Select Scan>Incoming Mail from the menu, or press the ’Incoming’ button from the toolbar
to display the ”Incoming Mail Card” screen (see figure 4.2).
2. Press the ’New Card’ button to enter data about the document you are going to create.
DocPoint auto-completes most of the fields in order to save you time. The following items
highlighted in yellow are mandatory:
Letter Date
Received On
Subject
Sender
Folder
Classification
Save In
3. It is optional to enter the following document characteristics:
Keywords
Copy
Notes
Distribution List
4. After profiling the document, follow the instructions in the next section to learn how to
scan or attach an incoming document.
Send a shortcut to documents associated with the card (see section 7.1.1).
Send the documents associated with this card as email attachments (see section 7.1.2).
View the document associated with the card (see section 7.4).
Delete documents associated with the document card (see section 7.8).
1. Select Create>Documents from the menu, or press the ’Documents’ button from the toolbar
to display the ”Document Card” screen (see figure 4.1).
2. Press the ’New Card’ button to enter data about the document you are going to create.
DocPoint auto-completes most of the fields in order to save you time. The following items
highlighted in yellow are mandatory:
Writer The writer’s name.
Date The document’s creation date.
Subject The document’s subject title.
Folder A suitable document folder.
Ref A document reference number.
Save In
3. It is optional to enter the following document characteristics:
Keywords
Classification
Notes
Addressee
4. After profiling the document, follow the instructions in the next section to learn how to
create a document.
Send a shortcut to documents associated with the card (see section 7.1.1).
Send the documents associated with this card as email attachments (see section 7.1.2).
View the document associated with the card (see section 7.4).
Delete documents associated with the document card (see section 7.8).
2. Press the ’...’ button to select a folder that contains documents you want to import into
DocPoint. The ’Documents to import’ field on the right hand of the screen will display the
files in the folder you selected.
3. Select the files you want to import.
4. Select the library you want to import the documents to from the ’Target Library’ combo
box.
5. Select the type of documents you are importing from the ’Doc Type’ combo box.
6. Select the filing cabinet you are importing to from the ’Cabinet’ combo box.
7. Select the cabinet folder you are importing to from the ’Folder’ combo box.
8. Press the ’Import’ button to import the documents to DocPoint.
3. Select ’Add to DocPoint’ menu item. A DocPoint document card will appear (see figure
4.6).
2. Use the fields on top of the search screen to view documents relevant to your search. You
can filter search results according to:
(a) Writer: The author of the document.
(b) Addressee: The recipient of the document.
(c) Subject: The document’s subject text. You can search the subject in three different
ways by selecting one of these radio buttons:
Whole Word Enter a whole word that must appear in the document’s subject.
2. Use the fields on top of the search screen to view documents relevant to your search. You
can filter search results according to:
(a) Sender: The person or organization that sent you the document.
(b) Care Of: The user currently responsible for the document.
(c) Subject: The document’s subject text. You can search the subject in three different
ways by selecting one of these radio buttons:
Whole Word Enter a whole word that must appear in the document’s subject.
Part Of Enter a word that is part of the document’s subject.
Similar Words Enter a word that is similar to one of the words in the document’s
subject. To learn more about similar words please refer to section 3.10.
(d) Ref: The document’s reference number or part of it.
(e) Date range: The document’s arrival date range. Define the range by pressing the ’...’
buttons in the ’Received Between’ and ’And’ fields.
3. Click the ’Search’ button.
4. View documents and document cards:
To display a document click on the relevant row in the search results and press the ’Open
Doc’ button.
To display a document card do one of the following:
• Double click on the relevant ’SN’ field.
• Click on the relevant row in the search results and press the ’Open Card’ button.
2. Use the fields on top of the search screen to view documents relevant to your search. You
can filter search results according to:
(a) Writer: The author of the document.
(b) Subject: The document’s subject text. You can search the subject in three different
ways by selecting one of these radio buttons:
Whole Word Enter a whole word that must appear in the document’s subject.
Part Of Enter a word that is part of the document’s subject.
Similar Words Enter a word that is similar to one of the words in the document’s
subject. To learn more about similar words please refer to section 3.10.
(c) Ref: The document’s reference number.
(d) Date range: The document’s creation date range. Define the range by pressing the
’...’ buttons in the ’Created Between’ and ’And’ fields.
3. Click the ’Search’ button.
4. View documents and document cards:
To display a document click on the relevant row in the search results and press the ’Open
Doc’ button.
To display a document card do one of the following:
• Double click on the relevant ’SN’ field.
• Click on the relevant row in the search results and press the ’Open Card’ button.
1. Select Search>Folders from the menu or press the ’Search Folders’ toolbar button to display
the ”Search Folders” screen (see figure 5.4).
2. Use the fields on top of the search screen to view documents relevant to your search. You
can filter search results according to:
(a) Date range: The document’s creation date range. Define the range by pressing the
’...’ buttons in the ’From’ and ’To’ fields.
(b) Cabinet: The cabinet relevant to the document.
(c) Folder: The folder relevant to the document.
3. You can fine tune search results using advanced search (see section 5.4.2) and perform
document management operations (see section 5.4.3).
3. Use the fields on top of the search screen to view documents relevant to your search. You
can filter search results according to:
(a) Subject: The document’s subject text. You can search the subject in three different
ways by selecting one of these radio buttons:
Whole Word Enter a whole word that must appear in the document’s subject.
Part Of Enter a word that is part of the document’s subject.
Similar Words Enter a word that is similar to one of the words in the document’s
subject. To learn more about similar words please refer to section 3.10.
(b) Keywords: Select the category and keyword from the combo box. You can select
numerous keywords to refine the search results. Every keyword you select is added
to the list. You can delete all keywords by pressing the ’Delete’ button next to the
keyword list. You can remove the last keyword you added by pressing the blue
arrow button next to the keyword.
(c) Document Type: Select the type of document you are looking for. You can view all
documents, outgoing documents, incoming documents, or internal documents.
4. The next section provides information on how to perform document management opera-
tions on the search results (see section 5.4.3).
Opening a Document
Moving documents across folders is a logical operation to associate the documents with a dif-
ferent cabinet or folder. To move documents logically across folders:
1. Select the documents you want to move across folders by selecting the check-box at the
right hand side of the row.
2. Press the ’Move Docs’ button to display the ’Move Documents’ screen.
3. Click on the ’Move To Folder’ tab (see figure 5.6).
4. Select the cabinet and folder you want to move the documents to.
5. Press the ’Move Documents’ button.
Moving documents across libraries is a physical operation that moves documents to a different
directory on your storage device. To move documents physically across libraries:
1. Select the documents you want to move across libraries by selecting the check-box at the
right hand side of the row.
2. Press the ’Move Docs’ button to display the ’Move Documents’ screen.
3. Click on the ’Move To Document Library tab (see figure 5.7).
4. Select the document library you want to move the documents to.
5. Press the ’Move Documents’ button.
1. Select the documents you want to delete by selecting the check-box at the right hand side
of the row.
2. Press the ’Move Docs’ button to display the ’Move Documents’ screen.
3. Click on the ’Delete Documents’ tab (see figure 5.8).
1. Select the documents you want to send as email attachments by selecting the check-box at
the right hand side of the row.
2. Press the ’Send To’ button.
Exporting Documents
1. Select the documents you to export by selecting the check-box at the right hand side of the
row.
2. Press the ’Export’ button to display the ’Export Documents’ screen (see figure 5.9).
3. Press the ’...’ button to select a target directory to export the documents.
4. Press the ’Export’ button.
1. Select the documents you to add/remove keywords to by selecting the check-box at the
right hand side of the row.
2. Press the ’Keywords Management’ button to display the ’Keywords’ screen (see figure
5.10).
3. Select the keywords you wish to add/remove by selecting a category from the combo box
and then selecting the keywords.
4. Press the ’Add’ or ’Remove’ button to add/remove keywords.
You can quickly and easily add Microsoft Office documents to DocPoint. The DocPoint toolbar
in Microsoft Word, Excel, and PowerPoint allows you to classify and add documents to Doc-
Point from within Office applications. The DocPoint toolbar in Outlook allows you to classify
and add email correspondence to DocPoint for future reference and sharing.
2. Click on the ’DocPoint Document’ button on the DocPoint toolbar. A DocPoint ’Internal
Document Card’ card will appear (see figure 6.2).
1. Open the Microsoft Word document you want add to DocPoint (see figure 6.4).
2. Click on the ’DocPoint Document’ button on the DocPoint toolbar. An ’Outgoing Mail
Card’ card will appear (see figure 6.5).
Figure 6.5: Adding Outgoing Mail - Cabinet, folder, and Outlook Settings
You can use the DocPoint Office Toolbar to update document profiles on-the-fly without leaving
leaving Word, Excel, or PowerPoint. You can perform this action on documents that are part of
DocPoint’s database.
1. When working on a Microsoft Office File press the ’DocPoint Document’ or ’DocPoint
Mail’ buttons from the DocPoint toolbar (see figure 6.8).
Figure 6.11: Add Incoming Outlook Email to DocPoint – Cabinet and Folder
5. You can tag the email with relevant keywords. This is optional and not mandatory. If you
do not want to add keywords you can press the ’Add to DocPoint’ button to add the email
to DocPoint. If you want to add keywords to the email to improve search capabilities
perform the following:
(a) Click on the ’Keywords’ tab (see figure 6.13).
Figure 6.15: Add Outgoing Outlook Email to DocPoint – Cabinet and Folder
1. When viewing a sent email in Microsoft Outlook press the ’Add to DocPoint’ button from
the DocPoint toolbar.
2. An email profiling screen will appear (see figure 6.17).
To send an email with shortcuts to all documents associated with the document card:
1. To create a reminder press the reminders button from any document card, incoming mail
card, or outgoing mail card (see figure 7.2).
(a) Press the ’...’ button and select a reminder date by double clickingthe due date you
desire (see figure 7.4).
When you select the ’Add to Outlook Tasks List’ checkbox in the reminder screen DocPoint will
create a new corresponding tasks in Outlook. The integration between Outlook and DocPoint
reminders leaves your other Outlook tasks intact.
Figure 7.6 displays an example of an Outlook Task that DocPoint created that includes a docu-
ment title, reminder description, due date, and a shortcut to the document.
The reminder list allows you to view and manage reminders. From here you can quickly ac-
cess the reminder’s corresponding document. Reminders that are overdue are marked with an
exclamation mark on the right hand side.
1. Open the Reminder List (see figure 7.7) using one of the following methods:
1. Open the Reminder List (see figure 7.7) using one of the following methods:
• Press the Reminders button from the toolbar.
• Select Search-Reminders List from the menu.
2. Click on one of the reminder fields.
3. Press the ’Open Card’ button.
Deleting Reminders
1. Open the Reminder List (see figure 7.7) using one of the following methods:
• Press the Reminders button from the toolbar.
• Select Search-Reminders List from the menu.
2. Click on one of the reminder fields.
3. Press the ’Remove Reminder’ button.
3. Click on the document from which you want to create a new version.
4. Specify the nature of the modification to the new version in the ’Note for new version’
field.
5. Select the ’Convert to PDF’ to create the new version in PDF format.
6. Select ’Add time stamp’ to add a time stamp to the new version, if created in PDF.
7. Select ’Open after creation’ to open the new version after DocPoint creates it.
8. Press the ’Create new version’ button.
1. To create a duplicate version of a document in a new card press the ’Version Management’
button .
2. Click on the ’New Card’ tab (see figure 7.9).
1. Press the ’View’ button to view documents associated with the document card.
2. If there are numerous documents associated with the card, select the document you want
to view from the selection window and press the ’Open Doc’ button (see figure 7.10).
3. Select the file you want to attach to the document card and press the ’Open’ button.
4. If there is already a file attached to the document card you can choose whether to replace
it or add it (see figure 7.12).
7.6 Scanning
1. Press the ’Scan’ button from any document card (internal, incoming, or outgoing)
to scan images to DocPoint. Pressing the scan button will display a scanning console
with 2 tabs – ’Parameters’ and ’OCR’ (see figure 7.13). Use the ’Parameters’ tab to control
the scanning parameters, and the ’OCR’ tab to control the optical character recognition
parameters.
2. When scanning for the first time press the ’Select Scanner’ button to select what scanner
to use (see figure 7.14). Select your scanner and press the ’Select’ button.
Pixel type Select the scanning pixel type. ’Black and White’ is suitable for most common
office papers.
Page size Select the size of the paper you are about to scan.
Automatic document feeder DocPoint supports scanners with an Automatic Document
Feeder (ADF). Select this check box to scan multiple pages using the document feeder.
Specify the maximum number of pages to scan in the ’Pages’ field.
Append to an existing document You can scan images and add them to existing files.
Images are appended to the end of the existing file. If the document card is associated
with more than one image, select the image you want to add the scan to from the file
list below the ’Start Scanning’ button.
Open user interface You can use the scanner’s interface to make use of scanner specific
features.
Duplex scanning DocPoint supports Duplex scanners. Select this check box to perform
Duplex scans that scan both sides of the page.
Convert to PDF Select this check box to scan images in PDF format.
Add time stamp Select this check box to add a time stamp to the scanned image.
Invert Select this check box to scan images in inverted color.
4. You can give the scanned image a name if you are scanning a paper document into a new
file:
(a) Make sure that the ’Append to an existing document’ check box is not selected.
(b) Type in the name of the scanned document in the text box below.
5. Configure OCR parameters:
(a) Click on the ’Ligature OCR’ tab (see figure 7.15).
7. After the image is scanned you can press the ’Zoom In’ button to zoom in, and the
To delete all documents associated with a document card press the ’Delete’ button .
If there are numerous documents associated with a card and you want to delete some but not
all of them:
1. Press the ’View’ button to view documents associated with the document card.
2. Select the document you want to delete from the selection window and press the ’Delete’
button.
• To access the favorites window click the ’Favorites’ button from the toolbar.
• Double click on a document name to open it.
• To remove a document from the favorites list select the document and press the ’Remove’
button .
• To pin a document to the favorites list select the document and press the ’Pin Document’
button . Documents that are pinned to the favorites list are marked with a ’*’. Select
the document and press the ’Pin Document’ button to unpin the document from the list.
Advanced Topics
Security
8.1.1 Users
8.1.2 Documents
To access DocPoint’s security console click on the ’Security’ icon in the ’DocPoint’ pro-
gram group.
There is a default Administrator account with user name ’admin’ who has full access proviliges.
As long as the administrator has no password DocPoint is not secure, and all users have full
access priviliges comparable to those of the admin.
3. For each user specify a user name and select appropriate access permissions. If you do
not assign a user name to a user, that user will not be able to logon to DocPoint.
The system administrator can change passwords without entering the old password. When a
user changes his password he needs to supply the current password.
1. Click on the ’Security’ icon in the ’DocPoint’ program group.
2. Click on the ’Passwords’ tab (see figure 8.2).
You should not edit security group information unless you know what you are doing. Please
contact DocPoint support (support@docpoint.biz) for further information on when and why to
create and configure security groups.
8.3 Permissions
DocPoint communicates with Microsoft Word using bookmarks. If you place specific book-
marks in Word templates, DocPoint transforms them into meaningful data, saving you time
and effort when creating new documents.
To use bookmarks in your DocPoint templates:
1. Create a Microsoft Word template.
2. Insert bookmarks that correspond to document data.
OCR Troubleshooting
• Check the resolution of the original image. If the resolution is significantly above or below
300 dpi, recognition is likely to suffer.
• Make sure the correct document languages are selected in the OCR panel of the Options
dialog box. You should select only languages that are included in the document.
• Check the glass, mirrors, and lenses on your scanner for dust, smudges or scratches. Clean
if necessary.
Appendix
DocPoint installations on Windows NT 4.0, 2000, or XP machines require that you be the ad-
ministrator of the computer, or have some kind of administrative privileges. The installation
requires administrative privileges because it needs to access the Windows registry and Win-
dows System folders.
You need to uninstall the DocPoint demo version from your computer before installing a fully
featured Professional or Corporate edition.
To uninstall DocPoint from you computer:
1. Press the Windows ’Start’ button, click on ’Control Panel’, and click on ’Add or Remove
Programs’ (see figure B.1).
2. Select ’DocPoint’ and press the ’Change/Remove’ button (see figure B.2).
3. The DocPoint installer will start. Select the ’Remove’ option to uninstall DocPoint (see
figure B.3).
5. If not selected, check the ’Outlook Connector’ checkbox from the ’Add-Ins available’ list.
6. Select the OutlookConnector.dll file from
C:\Program Files\Do\_It\OutlookConnector
(see figure D.4).
7. The DocPoint tool bar is now functional in Outlook (see figure D.5).
4. In the ’COM Add-Ins’ (see figure D.8) screen do one of the following:
• To disable the DocPoint toolbar clear the check box next to the Outlook Connector
Add-In name.
• To delete the DocPoint toolbar, select it and click Remove.