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 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.

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

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.  

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.

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.

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

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 

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.

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.

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 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.

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

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 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.
 

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.

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

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 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.

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.

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) 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.

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

• 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​​​

• 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.

• 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​​​

• 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.

• 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.
    • If you are using a new computer, you will need to recreate your capture profiles or request the backup copy from the Technology HelpDesk. 
    • See here for more information: Perceptive Content: Capture Profile_Re-install_Backup (uwstout.edu) 

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

• 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

• ImageNow:  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.

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.

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. 

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.

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 (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 

• 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 

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)

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)

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.

• 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 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
  
  
  
  
  

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

• 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.

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​​​

Route Forward Options

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

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​​​

• 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.

• 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

Perceptive Experience (Web Client)

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

Perceptive Content: Thumbnails 

Webforms

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

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

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

Duo Push is a method of 2-Step authentication that uses a mobile phone application to provide notifications that allow you to approve authentication to a protected resource. When logging in to a protected resource with your username and password, choose Duo Push on the authentication prompt. Then, tap ‘Approve’ on the push notification sent to your phone seconds later to securely access your application.

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.

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.

Student Technological Assistance and Resources organization (STAR), a self-managed student organization that performs numerous invaluable services in support of campus technology including the front line support provided by the Technology Help Desk.

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

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.

TMA is the system used by Physical Plant for the submission and management of work requests. See their website for login information.

Work requests for classroom lights, heating/cooling, clocks, and other facilities issues (non-computer or audio-visual) should be submitted to the Physical Plant via TMA.

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.

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.