Pinpoint Scan User Guide

If PinPoint has been installed and is running, you can open it by following these steps.

1. Find your “^” symbol on your taskbar.  Default location will be on the very bottom right hand part of your screen.
2. Click on the “^” and hover over the apps until you find PinPoint Scan.
   Example: I have hovered over the icon and you can see what it looks like.
   

For MAC users, you will find it on the top of your screen, with a different icon

3.2 IT’S NOT THERE!  WHAT NOW?

Very rarely, PinPoint will shut down right after install or if there was an error.  We just need to start the program, and this can be done through the Windows Start Button.

1. First, click on the “Windows Key” or “Start Button”. 
   
   
2. There are several ways to open PinPoint Scan.  I’m going to show your two different ways on the following pages.

You can use search by typing in “pin or “pinpoint” and clicking on the program.

If you would like, you can manually find it as well.  Scroll through your applications till you find “Kyocera”, then click on Pinpoint Scan.

4.0 GETTING AROUND PINPOINT

This section will describe the different components, options, and use of the PinPoint Scan 3 application settings on a PC or a Mac workstation. Though the appearance of the PC application differs from the Mac application most processes, settings, and features are the same.

4.1 IDENTIFICATION TAB

The Identification Tab is the first tab to be displayed when opening PinPoint Scan 3 and is used to set the personal PIN number for the user or PC. The personal PIN Number needs to be configured first in order for the PinPoint Scan 3 HyPAS application on the MFP to determine which user is using the application and retrieve their destination workflows. PIN Number should be unique to you, and it must be 4 to 16 numeric characters.

We like to suggest a 4 digit pin for efficiency.  You will find that having a longer pin means spending more time at the copier.  We suggest using something company wide, such as a phone extension if available.  This provides users the ability to scan documents to or for other users if necessary, and eliminates the accidental use of the same pin as another user.

4.2 DESTINATIONS TAB

Workflows are displayed in a list format on the left side of the Destinations tab with icons to reflect the type of workflow for easy reference. All the destinations appearing in the list will be available on the MFP panel when the user logs in to the PinPoint Scan 3 application.

4.2.1 Destination Workflow Types

FOLDER	A folder workflow will be the main workflow that you work with.  A folder workflow will route a scan to a specified folder on your computer.
APPLICATION	An application workflow will open the scan as a new document in the configured application immediately.  Examples of applications will be Dropbox, Google Drive, etc.
EMAIL	An email workflow will create a new message in the user’s Microsoft Outlook.  You will need your outlook account to be your default account.  If you use a different account that is not associated with Outlook, this option may not be available to you.

4.2.2 One Touch Workflow

A One Touch workflow is a workflow that will begin scanning immediately after the destination is selected on the MFP. Any one of the three types of workflows can be configured to be a One Touch workflow in the Panel Options of the PinPoint Scan 3 desktop application.  The workflow icon will change to a One Touch workflow icon and a small “Scan” image on the lower right-hand corner of the icon will be added. One Touch icons are only displayed on the MFP panel and not in the PinPoint Scan 3 desktop application. Because of immediate operation of this workflow, it is recommended to place the documents in the document processor or on the platen glass before selecting the workflow.

In order to configure a one touch workflow, you must turn off options under Panel Options.

4.2.3 Default Destinations

When PinPoint Scan is installed, three destination workflows are automatically created to give you immediate use of the applications.  This section should only apply if you are installing for the first time.

                Desktop

                                A folder workflow mapped to your “Desktop” folder.

                Email

                                An application workflow mapped to your Microsoft Outlook, with no need to configure settings.

                My Documents

                                A folder workflow mapped to your “My Documents” folder.

4.2.4 Destination Settings

All destination types can have the panel options, scan settings, and file naming settings configured.

Users are provided with three menus that are used to configure these settings. On the PC application, the menu names will reflect the options selected in each menu for quick reference. This feature is not available in the Mac application.

Since some settings are dependent on other settings being enabled certain settings may not be available to a workflow. For instance, an application destination workflow will not have the option to enable the “Browse Subfolders” setting since there are not folders in the workflow to browse.

Panel Options

Options configured under this menu will be reflected next to the menu title. If no options are configured under Panel Options, the workflow will be considered a One Touch workflow and the words “One Touch” will display next to the menu title.

Scan Settings

Users can choose from four scanning templates or customize their own scan settings. When a scanning template is selected for use, the name of the template will be displayed next to the menu title (ex. “Scan Settings: Color Document”). If custom scan settings are configured for the workflow or the scan template settings are altered, the word “custom” will be displayed next to the menu title.

File Naming Options

Users can configure to automatically append a prefix, suffix, or timestamp to their scanned documents. Changes in this menu will be reflected next to the menu name for quick reference. If no options are set and the workflow hasn’t been configured to allow the user to enter the file name at the MFP panel, PinPoint Scan 3 will automatically generate a file name and the words “Auto Generated” will be displayed next to the menu title.

You can see several different changes here. 

                When I scan to “DESKTOP”, I enter the filename and I always see the scan settings. You can also see I have it set to a Color Document and the file name will default to “2018052409329_scan”.

                When I scan to “RETURN AUTHORIZATIONS”, I can browse subfolders, continue from the folder I just scanned to, and enter the filename at the panel.  I cannot see the scan settings, because I have customized them already.  Which you can see now says, “custom”.  Also, you can see the filename is now “RA”.

4.2.5 To Add a New Destination

1. To create a new destination, click the ‘+’ icon in the lower right corner of the destination list. A new destination will be added with the default name “New Destination” and the destination configuration panel with be displayed to the right of the workflow list.
   
   
2. By default, the destination name will be “New Destination”. Destination names can be changed by simply clicking in the text box and changing the name. Destination names are limited to 24 characters.
   
   
3. Choose the type of destination in the dropdown list and configure any necessary settings.
   1. Click the Up Arrow next to “Panel Options” and select which options you want to see at the MFP.
   1. Click the Up Arrow next to Scan Settings if you want to configure default settings.
   1. Click the Up Arrow next to File Naming Options if you want to configure the default name for your scan.
      
      
4. When all settings are configured press the “Save” button on the lower right-hand corner of the window. Your destination will now be accessible at the MFP panel.

4.3 DOCUMENT LOGS TAB

The Document Logs tab keeps a record of the documents scanned into the application. Information such as scan date, file name, number of files, messages, and scan location are recorded and can be used to sort the table.

Log records can also be removed by clicking the “Clear Log” button on the lower right-hand corner of the window.

5.0 GETTING AROUND PINPOINT ON THE MFP

5.1 CONNECT TO THE WORKSTATION/PC

1. Press the “PinPoint Scan” application icon on the home screen of the MFP.
   
   
2. After the Application opens, enter your personal PIN and press the button on the panel.
   
   
3. Once the MFP connects to your PC, the control panel will display the destination icons.
   
   
4. Set your documents in the document processor (aka ADF or top tray) or on the glass.
   
   
5. Click on the workflow desired, or destination, and follow the prompts with the arrow in the bottom right hand corner. 

6.0 TROUBLESHOOTING

6.1 CANNOT CONNECT TO THE PC/WORKSTATION

Most of the time this is due to a network connection error.  Very first steps will be:

1. Try re-entering your personal pin and clicking on the arrow again.   If it still does not connect, follow the steps below.
   
   
2. Make sure that your computer is on, and not asleep (it is okay for your computer to be locked). 
   
   
3. Verify your PIN is correct, and that it is entered in the “Identification” tab at your computer.
   
   
4. Click on the “^” on the bottom right hand corner of your taskbar.  Look through the applications and verify that PinPoint Scan is running. 
   1. If it is not, or if you cannot find it, go to section “3.0 WHERE IS PINPOINT?” on page 2 of this guide.
   1. If PinPoint is running, continue with the steps below.
      
      
5. Terminate PinPoint and restart the application.  Terminate by clicking on the “^” on the bottom right hand corner of your taskbar and then right clicking PinPoint Scan and clicking Terminate.  
    
6. Verify that other users can connect if possible.  If anyone else can connect, then the problem is the connection between your computer and the MFP.  Go to Section 6.1.1 “Connect to your PC/Workstation using the IP Address” below. Continue to step 7 if the IP address fails to connect.
   
   
7. If none of the above worked and you still cannot connect, restart your computer first then the MFP if necessary.
   
   
8. Contact our service department.  The contact information can be found on the last page of this document.

6.1.1 Connect to your PC/Workstation using the IP Address

If the MFP fails to connect to the computer with the entered PIN, the user can try connecting by entering the IP address of the PC/Workstation.  The first thing you’re going to need is to find your IP Address.

                Finding your Computer/Workstation IP Address

There are several ways to get your IP Address of your computer.  I’m going to walk you through one way to get the IP.

1. At your computer, click on the “Start” button, or “Windows Key” on your taskbar.
   
   
2. Immediately type “CMD”.  You can click on the search button if you would like, but it should find “Command Prompt” by just typing it in. 
   
   
3. When “Command Prompt” is listed, click on it or just hit ‘enter’ if it is highlighted.
   
   
4. At the blinking cursor, type “ipconfig”.  It should look like this :
   
   
   
5. Write down the IPv4 Address.  It should be four sets of numbers separated by periods.  Most networks are set up with a 192.168 address.  An example would be: 192.168.0.101.

Using your IP Address to Connect to your PC/Workstation

At the MFP, after your entered your PIN and it does not connect, you will see an error message and a little blue box that states “Enter IP Address”.

1. Press the “Enter IP Address” to proceed to find PC screen to continue.

2. Enter the IP address of the workstation and press the button on the panel to continue.

4. When the MFP connects to the computer successfully, the control panel will display the destination icons. NOTE: Connect to computer by IP Address will still verify PIN number. Therefore, if the MFP fails to connect to the computer with correct IP Address and displays the message “PinPoint Scan 3 failed to locate your PC with the provided PIN and IP address”, verify that the workstation has a proper PIN number configured.