PinPoint Scan: The Time Savings Add Up

PinPoint Scan: The Time Savings Add Up, written by John Kinses of Discovery Office Systems

When we ask CEOs what business tools they value most, they invariably name the ones that save time. Well, CEOs, have we got a time saver for you! It’s PinPoint Scan, one of Kyocera’s popular new business applications.

Old Way: Many Steps

Scanning is a crucial part of document workflow and it should be quick and easy. But standard scanning is anything but quick and easy. Oh, it’s simple enough to put the document in the scanner and push buttons. But then what?

Let’s say you scan a document to your email, which is what you’re able to do with most scanners. You wait for the email to arrive. Now you’ve got it, and there’s the attachment, helpfully named “scandoc05222014” or something similar. You need to title it properly. You open the PDF. You save it to your desktop, then cut and paste it to the desired file folder. A lot of steps!

New Way: Fewer Steps and more scanning options

Now imagine scanning the same document using your Kyocera copier and the PinPoint Scan business app.

Let’s say your document is an invoice that just came in. You want to route it to Accounts Payable. PinPoint Scan allows you to browse folders on your computer or file server right from your Kyocera MFP/copier.

Since many invoices arrive at your office, the control panel on your Kyocera copier already has a button labeled A/P.  You hit this button and the PinPoint Scan App prompts you to simply select your desired folder.  The app then prompts you to properly title the document with the actual USB keyboard on the MFP/copier. 

This saves you time and keystrokes. The invoice is now exactly where you want it.  The app can also command your computer to open the document in Adobe Reader or Acrobat.  When you get back to your desk, the document is already opened on your computer. 

The most powerful feature is the email button. The app simply prompts you for the title of the email attachment. Again, using the actual keyboard makes it very easy to properly title the document. The Kyocera MFP/copier commands your desktop email software to open a new outgoing mail message and inserts the properly titled document directly into the “Attachments” field of your email.  

When you get back to your desk you can quickly finish typing the email and click send.  Now the sent email came from YOU and not the copier. There is a copy in your sent mail folder. 

Macs, Too

Mac users will be pleased to hear—actually they’ve been known to dance with joy—that PinPoint Scan will allow them to scan to their Mac Desktop, “Documents” folders and “Mail” application.  It’s now as easy to scan to your Mac as it has been to scan to a PC, only with the added speed and versatility of a Kyocera copier.

IT Is Happy

PinPoint Scan literally only takes about two minutes to set up. And it is so easy, users create and manage their own setup without having to disturb the IT department for help. The IT people are happy to be able to focus on monitoring the company’s networks without being interrupted by pin code requests.

Enter your PIN at any PinPoint Scan-enabled MFP on the network and that MFP (multi-function printer – a device that consolidates the functionality of a printer, copier, scanner and/or fax into one machine) will rapidly search the network, find your computer, and scan directly to it. You can further define the exact destination for the scanned document, for example, Desktop or Documents, and that’s where the document will go.

You can set up any computer folder as a static destination or allow for browsing sub-folders. These destinations immediately become simple one-touch buttons on your network-connected MFPs.

Security

Here’s another feature your hardworking IT people will love: Scanning with PinPoint Scan is more secure than old-fashioned SMB scanning to shared folders.  PinPoint Scan uses a secure port and the files are encrypted during transmission. This feature protects your confidential documents. Your legal team will love this aspect of PinPoint Scan.

The Benefits at a Glance

• Quickly convert hard copies of documents into high-impact color or monochrome files, in universal PDF format
•  Route documents virtually anywhere with easy one-touch buttons to email, network folders, or a program that supports PDF files such as Adobe Reader
• Supports both PC and Mac environments
• Simple setup, with one-time application installation on the MFP (for scanning document) and one-time PinPoint Scan application installation on the computer (for receiving encrypted scanned file)
• Users can set up and change their PIN and scan destinations, reducing the need for IT intervention
• User-selectable scan settings enable users to manage image type, orientation, resolution, etc.
• Document history log enables users to see a list of all scanned documents, along with file location
• Continuous scanning for high-volume environments

Saving Steps, Saving Time

Saving a few minutes once would be nice, but hardly something to get excited about. Saving a few minutes, multiplied by all of your employees, multiplied by all the scan-worthy documents that come through your office, adds up to a staggering number of saved minutes. Think about it. Be sure you’re sitting down first.

John Kinses is a Presales Engineer / Solutions Specialist at Discovery Office Systems' main offices in Santa Rosa, CA and has been in the Document Solutions industry for the last 13 years. John takes a consultative approach in understanding the challenges with existing business processes and helps determine which solution or combination of solutions are needed to best improve the process.

Discovery Office Systems, a KYOCERA Document Solutions Company that has been operating in Northern California for over 50 years with offices in Santa Rosa, Napa, Marin, Ukiah and Sacramento. KYOCERA Document Solutions is a leading provider of document imaging and document management systems, including network-ready MFPs, laser printers, color MFPs/printers, and wide format imaging solutions. For more information please call 800.862.7001.