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.


AccessStout

AccessStout is UW-Stout's Student Information System. It is used by applicants and students to register, view grades, account balances, and access other personal information. It is also used by faculty to enter grades and facilitate advising.


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 Office 365 used to switch between apps.


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 


Code (2-Step)

A code is a limited temporary access code generated by the help desk if a user forgets their device used for Duo. To ensure security, codes expire after 24 hours.


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.


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.


Duo (2-Step)

UW-Stout has partnered with Duo to provide a service for protecting logins to systems that contain sensitive data. Duo is a mobile application that provides mobile push two factor authentication to allow access to systems that contain sensitive data.


Duo App (2-Step)

Duo Mobile is an application that works with Duo Security's two-factor authentication service to make logins more secure. The application generates passcodes for login and can receive push notifications for easy, one-tap authentication. You can find the application on the Google Play store or Apple App Store.


e-textbooks

Digital instruction materials. 

Stout's Instructional Resources Service maintains a SharePoint websitefor students and faculty.

Technical Support during office hours:
(715) 232-2492 

etexthelp@uwstout.edu


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.
 


eStout

The UW-Stout eStout Technology Advantage program, which includes the student laptop, is the digital learning environment at UW-Stout. Eligible students receive a laptop computer, a backpack, software, service and support via the Technology Help Desk, wireless and wired connectivity (on campus), and multimedia classrooms. The eStout program is included in the undergraduate student tuition of eligible UW-Stout students.


eStout Student Laptop Transfer Program

An eStout program that transfers ownership of a two-year-old laptop to qualifying graduates at no additional cost.


Films on Demand and Alexander Street Video

Films on Demand and Alexander Street Video are educational online streaming services hosted by the UW-Stout Library. Instructors can incorporate videos into courses provided through Canvas.


FOB

A FOB is a standalone, one-time password device for 2-Step authentication. The FOB provides a security token that allows access to a network service when a phone is not available for DUO push.


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.

 


Local User Account

In Windows, a local computer user is one whose username and encrypted password are stored on the computer itself. When you log in as a local user, the computer checks its own list of users and its own password file to see if you are allowed to log into the computer. The computer itself then applies all the permissions (e.g., "can use the CD-ROM", "can install programs") and restrictions (e.g., "cannot install programs") that are assigned to you for that computer.


Multifactor Authentication/MFA (2-Step)

Multifactor 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.


Outlook Web App (OWA)

Microsoft's web-based email client, part of Microsoft 365, is used to check Stout email from a web browser.


People

People is a directory of users within UW-Stout's Office 365 environment. It contains names, email addresses and contact information of faculty, staff and groups at UW-Stout.  HR creates and maintains individual accounts in People. People can also contain personal external contacts, distribution lists, and conference rooms.   People can be viewed in the Outlook Web app, Outlook Desktop app, Teams and StoutCloud.  For more information on People visit Microsoft.


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: Batch Mode

  • Multiple documents are scanned or printed into ImageNow and indexed later.  
  • A batch can be indexed individually or the whole batch can be indexed all at once.  


ImageNow: Print Options_Batch settings​​​
ImageNow: Capture Profile Batch Mode​​​


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: Custom Property

  • Additional index fields that are searchable.

  • Unlimited options.

  • Can auto populate with automated indexing.

  • Used by multiple departments including but not limited to the following:

    • Admissions

    • Human Resources

 


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: Digital Signature

ImageNow: Digital Signatures 

  • This Digital signature is a legally binding signature and can be used in court.
  • Digital Signatures are used on Grants and Purchase orders, but not limited to.
  • Only a few people have permission to use this option on campus.
  • A password is required when using the electronic/digital signature.
  • Once an electronic/digital signature is applied to a document the annotations are grayed out and no longer available.
  • This is different from the All Forms Name/Date Signature Stamp.
    • The All Forms Stamp are used for internal approvals.

Technical Definition:  

Electronic/Digital signatures are used with all the legal authority of "wet ink" but without the cumbersome and time-consuming tasks of printing, faxing, mailing and manually validating signed paper.

 


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: Email Option

Perceptive Content (ImageNow) email option.

  • Permissions are set at the Drawer level for e-mailing documents from ImageNow.
    • E-mail icon will be grayed out if the user doesn't have this permission.
    • Not all departments allow emailing of documents.
  • E-mail icon is located on the toolbar at the top of the document.
  • See the name of the icons by hoovering over each one.
  • Clicking on the the e-mail icon will automatically open Microsoft Outlook.
  • Emails options are:
    • PDF attachments.
    • ImageNow Desktop Client Link.
    • Perceptive Experience Link.

 

ImageNow: Email Documents 


Perceptive Content: Folders

  • Folders 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: L_1Forms Complete

  • L_1Forms Complete workflow queue is a University of Wisconsin Stout – Term.
  • Documents are routed to their processing department based on their document type.
  • The last signer:
    • Will route to L_1Forms Complete.
    • The form may indicate a different route, which takes priority.
  • If a specified route doesn’t exist:
    • The document will route to an error queue.
    • The ImageNow team will re-route the document.
    • The ImageNow team will work with the department to designate a new route.

Also refer to:    Perceptive Content: L_1Forms Complete 


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: Permissions

Permissions are based on username and permissions stay the same when logging into different computers.

  • Permissions
    • Using Groups
  • Permission Levels
    • Drawer
    • Document Type
  • Permissions are adjusted as people change positions.
  • Views help narrow searches and help with permissions.
  • Capture Profiles (printing into ImageNow)
    • Don't travel from computer to computer


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 Anywhere

Route Anywhere Option

  • Route Anywhere is a list of everyone in a specific workflow session.
  • This can be referred to as your long list.
  • This list cannot be modified.
  • University of Wisconsin Stout has 50+ workflow sessions.


ImageNow: Route Anywhere Options​​​
ImageNow: Routing Options Defined​​​


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: Route Up

Perceptive Content (ImageNow Desktop Client)

  • Route up will give a drop-down list of where the document has been.
  • Quick and convenient way to route documents back to someone that routed the document. 

Perceptive Experience

  • "Route back" will give a drop-down list of where the document has been.
    • Quick and convenient way to route documents back to someone that routed the document.

ImageNow: Route Anywhere Options​​​
ImageNow: Routing Options Defined​​​


Perceptive Content: Stamp Annotation

  • Stamps are used to add information to documents when processing without altering the original document.  
    • Stamps can be customized for departments specific needs. 
    • The All Forms Name/Date stamp is used for internal approvals.
    • The All Forms Name/Date Deny stamp can be used when a document needs to be denied.


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: WebForms

    Webforms

    • Webforms are forms that are filled out within a browser.
    • The completed form submits directly into Perceptive Content/ImageNow for processing.
    • The completed form submits directly into BP Logix.for processing.


    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.

     


    Perceptive Content: Available Information

    The following information is available to you because you have an ImageNow/Perceptive Content  Account

    • 1L_WebForms (aka Fly Away Forms)
    • Accounting Documents – Invoices, Travel Docs
    • Curriculum Documents – Courses, Minutes, Program
    • Instructional Resources – Books for Courses
    • Purchase Orders
    • Declaration of Authority
    • Fleet Vehicle Reservation
    • Registration & Records Curriculum Changes
    • Senate Information


    POTS

    POTS (Plain old telephone service)  The typical, familiar model of a single phone line and a single phone number.


    Softphone

    IP telephony software that lets users send and receive telephone calls over the internet using a computer rather than using dedicated telephone hardware. It is typically used with a headset and microphone.


    Stout Share

    Stout Share is the system by which students can share information found within Access Stout with parents and others to whom they delegate permission.

    [Link for document 76641 is unavailable at this time]

    AccessStout (Stout Share): Share My Information - Students

    AccessStout (Stout Share): Delegated Access to a Student's AccessStout account


    StoutAlert

    StoutAlert (powered by Rave) is the campus' emergency alert and notification system. Please contact University Police with questions or visit their StoutAlert site.


    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.


    Tax Documents: getmydocument.com

    Student Business Services (SBS) emails tax info (1098-T/1098-E) to students.  Using the information provided in the email, students then retrieve tax documents from getmydocument.com. Tax-related emails to students originate from UW-System administration (example: 1098@eforms.uwsa.edu).Visit the SBS site for more information.

    As with any email requesting action that you did not initiate, if you are concerned that the message may not be legitimate, contact the office of origin for verification.

     


     

     

     


    Token (2-Step)

    A security token (also referred to as a hardware token) is a small hardware device carried by a user to authorize access to a network service. The device may be in the form of an embedded key fob.


    WeBWork

    WeBWork is a learning management system used in some math courses. WeBWork is maintained by the Mathematics Statistics and Computer Science department. Please direct questions to the instructor.


    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.