2-Step Login

Two-Step Login provides an additional layer of security when you log into systems that contain sensitive data. Two-Step Login, also known as Multi-Factor Authentication, helps protect sensitive data and guard against increasingly sophisticated email and online scams (e.g., phishing attacks) that can leave you vulnerable to identity theft. Like similar services offered by Google, Apple and Facebook, you log in by entering your username and passphrase and then confirm your login with an enrolled device, such as your smartphone.


Adjunct Instructor Pool

The Adjunct Instructor Pool application form is the online tool for submitting application materials for the University of Wisconsin-Stout's adjunct instructor pool. People submit applications to be considered for a teaching position through UW-Stout Online.

The Adjunct Instructor Pool does NOT use campus credentials; applicants create a username and password and provide an email address. An email is sent to that address and the user must click to verify and activate their login information prior to being able to log in.

For assistance:
UW-Stout Online
321 Sorensen Hall
121 10th Avenue E.
University of Wisconsin-Stout
Menomonie, Wisconsin 54751
715/232-2693
aip@uwstout.edu



Administrator Account

Computer administrators can change security settings, install software and hardware, and access all files on the computer. Administrators can also make changes to other user accounts. This is a computer-level permission and does not apply to any other computers or resources. Administrative access is rarely needed, however, if necessary, Admin by Request can be used to temporarily elevate privileges on a Windows or Macintosh computer.  


App Launcher (Office 365)

The icon in Microsoft 365 used to switch between apps.


Audacity

Audacity is a powerful, free audio program that can be used to create and edit audio files on your computer. Users may record live audio, convert tapes and records into digital recordings or CD's, change the speed or pitch of the recording, and more. See the Knowledge Base Article:  Audacity  for more information.


Azure Development Tools for Teaching

Microsoft Development Tools for Teaching -- Formerly Microsoft Imagine, DreamSpark Premium (formerly MSDN Academic Alliance (MSDNAA)) is a Microsoft program available to all Stout students and faculty in order to acquire licensed copies of some Microsoft software. 

Go to https://azureforeducation.microsoft.com/devtools

Support can be obtained by calling Microsoft at (866) 643-9421

This program is not available to staff.



BankMobile Disbursements

Refunds for overpayment of tuition are distributed by BankMobile Disbursements (formerly HigherOne). Please visit Student Business Services refund page for more information about eRefunds.



Campus Directory

The UW-Stout campus directory is an online directory of some faculty and staff. A full directory of faculty, students and staff can be found on the People Directory on StoutCloud.

Directory and Address Information: Changing or suppressing 


Campus ID

The seven-digit number (including leading zeros) found on campus ID cards and many forms of campus correspondence.


Curriculog

Curriculog is the workflow system used to generate and route curriculum changes, including new and revised courses, programs, and submajors. A ​Two-Page-Curriculog-User-Guide.pdf icon Best Practices and Helpful Tips document has been created to assist users. Users can also refer to Guidelines and Curriculog Instructions webpage within the Curriculum Handbook for additional directions and Curriculog snapshots.

Please contact the Provost’s Office with any questions at 715-232-2421.


Device (2-Step)

A device is what is used to access the duo application. The duo app allows you to use a mobile phone or a tablet to access the mobile application to provide two factor push notifications.


Domain

The term domain can refer either to a local subnetwork or to descriptors for sites on the Internet (e.g., www.uwstout.edu).  On the Internet, a domain is part of every network address, including website addresses, email addresses, and addresses for other Internet protocols.

A domain is a sub network made up of a group of clients and servers under the control of one central security database. Within a domain, users authenticate once to a centralized server known as a domain controller, rather than repeatedly authenticating to individual servers and services. Individual servers and services accept the user based on the approval of the domain controller.


Domain User

A domain user is one whose username and password are stored on a domain controller rather than the computer the user is logging into. When you log in as a domain user, the computer asks the domain controller what privileges are assigned to you. When the computer receives an appropriate response from the domain controller, it logs you in with the proper permissions and restrictions.


EMS Online Reservation System

Event Management System - Campus room/event scheduling system.

For on-campus reservation requests:
UW-Stout Reservations Office -
mscreservations@uwstout.edu
715-232-2000

For general assignment classroom reservations:
UW-Stout Registration and Records Office -
classrooms@uwstout.edu
715-232-2121


ePortfolio

ePortfolio is a tool for students of the School of Education. ePortfolio accounts are created by the user; Stout credentials are not used. More information can be found on the School of Education's ePortfolio website.
 


FileZilla

FileZilla is a curriculum-based file transfer application used in some courses as directed by the instructor. Students should contact their instructor with questions or visit the FileZilla documentation site.


Films on Demand and Alexander Street Video

The University of Wisconsin-Stout Library provides access to over 188,000 streaming videos. Access to Films on DemandAcademic Video Online: AVON (Alexander Street)Kanopy Streaming Video, Docuseek2, Swank Digital CampusFeature Films for Education, LinkedIN Learning, and more.  

These educational online streaming services hosted by the UW-Stout Library. Instructors can incorporate videos into courses provided through Canvas.


Global Address List

The Global Address List (GAL) is a directory of users within UW-Stout's Office 365 environment.  It is commonly referred to as People in the 365 environment.  It contains the names and e-mail addresses of faculty and staff at UW-Stout. HR creates and maintains the GAL. The GAL can also contain e-mail addresses for external contacts, distribution lists, conference rooms, and equipment.


Handshake (Previously CareerLink)

Handshake is UW-Stout's system for connecting students and alumni with employers. It is used for posting and finding on-campus student jobs.

Current students log in using their campus credentials ( Campus Credentials and Email Addresses Explained);

Alumni, employers, campus employers, faculty/staff and other users create a Handshake login.

For forgotten usernames and passwords and other Handshake questions, please contact Career Services at 715-232-1601 or careerservices@uwstout.edu.


Library Databases and Resources

Access to Library subscription databases is available to students who are currently enrolled and to all currently-employed faculty and staff plus emeritus. Library staff maintain a page explaining eligibility, along with a list of common problems.

 


Multifactor Authentication/MFA (2-Step)

Multi-factor authentication (MFA) is a security system that requires more than one method of authentication from independent categories of credentials to verify the user's identity for a login or other transaction.


Perceptive Content: Annotations

  • Annotations are used to add additional information to documents without altering the original document within the ImageNow system.
  • Annotations are permissions based.
    • Create
    • Delete
    • Hide
    • Modify
    • View
  • Available annotations:
    • Arrow
    • Check mark
    • Highlighter
    • Line
    • Pen
    • Stamp
      • Content needs to be added and can be adjusted if needed.
      • Appearance of the stamp can be adjusted.
      • Signature stamp is used for approving internal documents.
    • Sticky note.
    • Text.


ImageNow: Annotations​​​


Perceptive Content: Application Plans

  • Users will only see the application plans they have permissions to see.
  • Application plans set the drawer, the document type options, and sometimes document keys.
    • The list of document types is predefined by the application plan.
    • Application plans can use Access Stout to “scrape” information to the index keys.
  • Document keys store additional information about your documents and enable users to easily filter and retrieve documents stored in Perceptive Content
    • Application plans are used to set the values that are used for easy retrieval of electronic documents.


Perceptive Content: Batches

  • Multiple documents can be scanned or printed into ImageNow all at once.
  • The documents can be indexed later or by someone other than the originator.
  • The group of documents can be indexed to multiple individuals.
  • "Batches" listed on the ImageNow tool bar.
    • Batched documents are stored here until indexed for processing or storage.


Perceptive Content: Capture Profile

  • Capture Profiles:
    • Printing options when printing documents into the Perceptive Content Desktop Client.
    • Users can have as many capture profile options they need.
    • Capture profiles are saved locally on computers under the users login.
    • Capture profiles can route the document to a specific workflow queue.
    • Capture profiles are backed up and can be restored when needed.


ImageNow: Capture Profile Forms Workflow​​​
ImageNow: Capture Profile HR ES Forms​​​
ImageNow: Capture Profile Card Access​​​
ImageNow: Capture Profile Batch Mode​​​


Perceptive Content: Delete a Document

  • Documents that are no longer needed, can be routed to:
    • "L_Forms Delete Forms" workflow queue,
    • Use the route anywhere or route forward for this option
  • The document will route to the delete queue based on the prefix of the document type
  • Most delete queues are set with an automated delete timer and will delete the document from workflow queue after 30 days
    • Human Resources documents will automatically delete after 120 days.
  • For forms located in the Registration and Records workflows (e.g. substitutions and waivers), those can be routed to L_AC_1 Sub/Waiver Deny.

 


Perceptive Content: Document Properties

General Definition:

  • The values that are needed to find the electronic document later. 
    • Includes Document Keys and Custom Properties
  • Document properties are used to:
    • Store
    • Secure
    • Retrieve documents

Technical Definition: 

  • Document Keys are the values added to the document for searching and indexing.
    • Drawer
    • Field 1
    • Field 2
    • Field 3
    • Field 4
    • Field 5
    • Document type
    • Custom properties qualify as document properties also.  
  • Custom Properties are similar to document keys. The biggest difference is that the Imaging Team can create custom properties for each document type. 

A screenshot of Perceptive Content showing the Document Key and Custom Properties panes


Perceptive Content: Document Type

Perceptive Content:  Document Type

Document type tells us what kind of document it is.

 

Technical Definition: 

  • Document type uniquely categorizes a document.
  • Permissions can be assigned at the Document Type level as well.
  • We use the document type for automated routing, especially in the L_1Forms Complete workflow queue.
  • Document types begin with the department prefix.


Perceptive Content: Drawers

ImageNow: Drawers

  • Drawers are where the documents are stored in the electronic file cabinet. 
  • Permissions are usually set at the drawer level.

 

Technical Definition: 

 

  • Drawers provide the first hierarchical level of organization for ImageNow/Perceptive Content documents.
  • A drawer is used to separate documents and folders into logical categories.
  • Some users think of drawers as individual departments or as a file cabinet drawer.  
  • Drawers are created based on permissions – who needs to view/process the documents that live in a specific drawer.

 


Perceptive Content: Folders

  • Folders (also known as Projects) bundle documents together in groups, similar to a manila folder. 
  • The Office of Research and Sponsored Programs uses folders for routing grants for approvals.
  • Admissions uses folders for their student records.
  • When routing folders through workflow.
    • Desktop Client: The routing options are found at the top of the folder, all documents need to be closed in-order to route the folder.
    • Perceptive Experience: Routing options will be at the top of the page, all documents need to be closed in-order to route the folder.

  ImageNow: Routing Folders 


Perceptive Content: Forms Workflow

The Forms Workflow is unique to UW-Stout.

  • It is a temporary holding area for documents to be stored, routed, and signed.
  • The L_Forms drawer is a holding drawer.
  • No documents permanently live in L_Forms drawer.
  • Once the documents are processed, they are re-indexed into their permanent drawer.

Forms Application plan:   ~L_Forms

  • F1 = Last Name, First Name (can be left blank if document isn’t associated to a person)
  • F2 = Username (automatically populated)
  • F3 = Date/Time (automatically populated)
  • F4 = Subject (for additional information if needed, can be left blank)
  • F5 = Reservation # or Payroll ID (Leave blank, this one is for Dining or HR)
  • Document Type (you must select the correct document type - it may affect later archiving and routing)


Perceptive Content: Index Standards

University of Wisconsin-Stout:  Index Standards for Perceptive Content (ImageNow)

  • Date:   yyyy-mm-dd  (ex. 2015-07-01 must show leading zeros)  
  • PO Number:   FY#### (ex. 150001 this is a six digit number)  
  • Campus ID:  ####### (seven digit number)  
  • Employee ID:  ######## (eight digit number)  
  • Payroll ID:  ######## (eight digit number)  
  • Name:  Last, First (legal name versus preferred name)  
  • Course ID:  SUBJECT course# section# (ex. MUSIC 396B 903C) no dashes used  
  • Term:  yyyyXXX (ex.  2015FA, 2015WIN, 2015SP, 2015SU)  
  • Funding:  ###-#-###### (FUND-PROG-UDDS)  (EX.  102-1-811001)  
  • UDDS:  ######  (six digit number) (ex. 811001)


Perceptive Content: Indexing (Linking)

ImageNow-Perceptive Content Linking:   The process that assigns the document keys for document retrieval.

  • This process is currently used by a couple of departments on campus.
  •  Indexing:
    • Application plans are used during the linking/indexing/scraping process.
    • Defines designated fields that will be used to hold data in order for fast and seamless document retrieval.
  • Scraping:
    • Is the process of using Access Stout (also known as PeopleSoft) to populate the fields.
    • This process helps to eliminate human error.
  • Auto indexing process:
    • Routing a document through workflow to set the index values of the document.
    • Most common re-indexing work flow queues are:
      • global_reindex_ft5: uses field 5 campus ID.
      • global_reindex_ft5_empl: uses field 5 empl ID.
    • Scripts within the workflow queue will set the Campus ID, Name, and Empl ID.
    • Scripts use the Access Stout database for this process.
  • Scraping:
    • Is the process of using Access Stout (also known as PeopleSoft) to populate the fields.
    • This process helps to eliminate human error.
  • Re-linking
    • The L_Forms drawer documents will be “re-linked” once they are processed
    • The document will be assigned its permanent index fields.
  • Custom Properties
    • An option when more index fields are needed.


Perceptive Content: Perceptive Content Desktop Client vs Perceptive Experience

Perceptive Experience

  • Recommended for faculty/staff who are processing/signing documents
  • Web version - no installation required
  • Perceptive Experience login option can be found on the StoutCloud homepage
  • All browsers are supported
  • 2-step authentication is required: 2-Step Authentication

Perceptive Content Desktop Client:

  • Recommended for staff who need to print documents into Perceptive Content for archival/processing purposes
  • Compatible with Windows computers only
    • Mac Computers - Perceptive Content desktop client isn't supported
  • Allows printing documents into the system and processing volumes documents
  • Installing the client: Software Center
  • 2-step authentication is required  2-Step Authentication





Perceptive Content: Prefixes

  • Prefixes:  What do they mean? 

  • How does the University of Wisconsin - Stout use prefixes within Perceptive Content (ImageNow)

Prefixes represent the department that owns the drawers, views, document types.

Prefix Department Owner
J University of Wisconsin - River Falls
L University of Wisconsin - Stout
L_AC Advisement Center
L_Acct Accounting Services
L_ADM Admissions
L_ART Art Department
L_CCO Campus Card Office
L_CO Chancellor's Office
L_Curr Curriculum
L_Disability Services  Disability Services
L_DOS Dean of Students Office
L_DS Dining Services
L_E-Stout Client Tech Services
L_EIS  Enterprise Information Systems
L_FinAid Financial Aid
L_Forms Temporary Holding drawer
L_GS Graduate Studies
L_HC Honors College
L_HR Human Resources
L_HS Hazard Assessments
L_IM Marketing Communications (MarCom)
L_IRS Instructional Resources
L_OIE Office of International Education
L_PARQ Planning, Assessment, Research, and Quality (PARQ)
L_Perk Perkins Load/Collections
L_PMM Procurement and Materials Management
L_PO Provost Office
L_PP Facilities Management
L_PSYC Psychology Department
L_RC Rehabilitation & Counseling Department
L_RM Safety and Risk Management
L_RR Registration and Records
L_RS Office of Research and Sponsored Programs
L_SBS Student Business Services
L_Senate Senate of Academic Staff
L_SO Stout Online - Distance Education
L_SOE School of Education
L_SPS Security and Police Services
L_STTI Stout Technology Transfer Institute
L_SVRI Stout Vocational Rehabilitation Institute
L_UF University Advancement  (University Foundation)
L_VC Vice Chancellor's Office  (ASLS)
L_WC Writing Center


Perceptive Content: Route Forward

Route Forward Options

  • Is a predefined list.
  • The list can be adjusted upon request, with limited exceptions. 
  • This is the list of people you route to most often.
  • Can be referred to as your "short" list.


Perceptive Content: Thumbnails

  • Shows the pages of the documents at the bottom on the screen. 
  • This feature can be turned on or off by the user as needed.

    Perceptive Content (Desktop Client)

    • Click View > Thumbnails

    Screenshot of Perceptive Content showing the Thumbnail option of the View tab

    Perceptive Experience (Web Client)

    • Click the Show or Hide Thumbnails button (top right, 9 squares in a grid).

    Screenshot of Perceptive Experience with the Thumbnail button circled in red


    Perceptive Content: Thumbnails 


    Perceptive Content: Views

    Perceptive Content/Perceptive Experience

    Views
    • Customized search options for quick document retrieval
    • Customized for your convenience
    • L_WebForms (aka Fly Away Forms)
      • Specific for finding webforms
        • Webforms are forms that submit to ImageNow
      • Shows the newest 100 documents
    • How to turn on the view mode:  Turn on/off the Views Pane
    • Toolbar default settings:  Setting Defaults
    • Please contact the Technology Help Desk if an update is needed


    Perceptive Content: What is it?

    ImageNow/Perceptive Content/Perceptive Experience is an electronic file system with electronic in baskets.

    ImageNow is an enterprise document management system with workflow capabilities. ImageNow is used extensively across campus in place of paper for secure document storage, faster retrieval and dissemination. 

    ImageNow provides the following:

    • Secure Electronic Document Storage  (electronic file cabinet)

    • Electronic Workflow  (electronic in basket)

    • Allows document sharing across campus


    Perceptive Content: Workflow Queue

    • Electronic in basket.
    • Holds documents for processing.
    • Workflow queues are based on permissions and processes.
    • People may have multiple workflow queues.

     


    Qualtrics

    Qualtrics is the online survey program licensed through the UW-System. Access to this tool is available to all Stout faculty, staff and students; no access request is necessary.

    "




    Reimage

    Reimaging is the process of reinstalling a computer's operating system and default campus applications. A backup should always be performed by the user prior to a reimage. This applies to all students, faculty, and staff. All reimages will be done at the Technology Help Desk in Sorensen Hall. See Data Responsibility and Backup.


    Talent Acquisition Manager (TAM)

    The UW-System-hosted system used for recruitment of new employees. Access is granted for hiring managers and hiring committee members when a recruitment is initiated with the Human Resources Department. No prior access request is necessary. Please contact HR with questions.


    User Principal Name (UPN)

    Userprincipalname (UPN) is username + @uwstout.edu. This is different from email address. Both faculty/staff and students have a UPN of  username@uwstout.edu.


    Windows Media Audio (.wma)

    Windows Media Audio (WMA) is the name of a series of audio codecs and their corresponding audio coding formats developed by Microsoft. It is a proprietary technology that forms part of the Windows Media framework.


    WinEst

    WinEst is an application managed by the Construction Department for Construction students. Students should contact their Construction instructors and faculty or the department chair for information.