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 Microsoft 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.


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.


HRS (Human Resource System)

HRS is UW System's Human Resource System. Many employees access HRS to punch in, enter absence requests, and perform other HR-related functions. Access is granted by the Human Resourses Office.


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)

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.


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: 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 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: 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: 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: 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: 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: 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.

AccessStout (StoutShare): Delegate Access Explained for Parents and others

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.


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.