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Click on Images to Expand Them

Any time you see the pencil/details icon at a record level, it will open up the page that allows you to edit the record. At this page, you can either review the information or update details and save.

Types of Edit Fields

There are different types of fields that you may edit in the system.  These 'drop-down' lists are generally fixed and you do not have the ability to add new ones as these are maintained by the company.

Text Box

 Type in specific information that is unique to that record.

Reference List

Select from a pre-defined list of records to choose from.

Data Fields

Select the Today button or search for a specific date.

Records

As referenced in the earlier section, you may need to link different existing data records in the system. These are in separate sections in the database.

 View Step-By-Step

Step

Image

1

First, select the Add link.

2

You will be redirected to the Retrieve > Search screen for this recordset.

3

Once you identify the record(s) to link, click the Select button and that record value will be applied.

4

Once you've updated all your changes, select the Save button to complete.

5

The selected data will now show in that indexing section.

You can repeat the steps If you need to add another record.

Document Indexing Functions

Documents that are not created through Starting Point must be indexed before they will show up by using the global search function. There are four ways to index documents in Docupace.

Unindexed Documents

Method 1: Barcodes

  1. Select documents you wish to generate barcodes for.

  2. Click on the Barcode button at top of the page. 

  3. The new Barcode coversheet will appear.

Barcodes

 Method 2: Stamping Documents

 This method is discussed under Document Tools.

Method 3: eSign

 This will be discussed in a separate section.

Removing Records

Method 4: Removing Records

If you have the rights to remove documents from a work item, you will see a trash can icon when you hover your mouse over a document. You can remove documents one at a time, or select multiple documents and remove them all at once. These documents are NOT deleted, they are still in the newly created Account Subfolder.

Document Tools

At the bottom of your Document Details page, there is a section called Document Tools. From within here, you can:
 

  • Rotate Images

  • Split Documents

  • Stamp Pages

  • Update Document

 

Rotating Images

 View Step-By-Step

Step

Images

1

Select the page that you want to rotate and left-click on the icon. The different page rotations appear for you to select.

2

Once you select it, the image will appear in the direction you've chosen and the action will be shown. In this example, it was Flipped.
Undo and Select Multiple


Undo: If you want to undo the change, a new value appears in your drop-down list called "Remove Rotate" for you to select.
Select Multiple: If you want to select multiple items to process at the same time, select the boxes at the top and select the check-mark. The rotation button will appear. Select the rotation type. 

Note: All pages select will rotate when you select Apply.

3

Click Apply in the header to complete the action. You will see the change of that page immediately in the viewer.

4

Click Save and Close to complete the document indexing process.

Stamping Pages

 View Step-By-Step

Step

Image

1

Select the record you want to stamp.

2

Click Stamp and select the appropriate stamp from the dropdown list.

3

A popup will appear. Click Complete to finish stamping the document.

Splitting a Document

To split a document means to remove the pages from the existing document and place them in a new document:

Splitting a Document

 View Step-ByStep
1

Find the page you want to be the start of a new document. 

2

Click on the small right-facing arrow above the page. A dotted line will separate the pages of the new document from the existing one. To cancel splitting the document, click on the arrow (now facing left) again or close the page.

3

Once you confirm the split location, click Apply to navigate to the indexing screen for the new document.
Index Data

The information on this page will be exactly the same as the original. Make any changes to the information and then click save and close to return to the previous page.

Create a New Document with Specific Pages

 View Step-By-Step

Steps

Pictures

1

Drag pages to the section of Document Tools labeled "New Document."

Note

You can drag over multiple pages at once by selecting the checkbox to the left of the page icon for each page you want to add.

2

To remove a page from the new document, click on the 'x' that appears next to the page icon.

3

Click Apply to create the new document and navigate to the indexing screen.

Index Data: The information on this page will be exactly the same as the original. Make any changes to the information and then click save and close to return to the previous page.

Update the Document

Any time you make a change using Document Tools, the Update Document checkbox will be automatically selected. Deselect the checkbox to only save changes to the new document.

Update Document Checkbox

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