Glossary search results: 37

ImageNow: 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​​​

ImageNow: Annotation_Signature Stamp

ImageNow Signature Stamp is a University of Wisconsin Stout Term

  • All Forms Name/Date Stamp - This stamp is used for internal signature approvals.
  • All Forms Name/Date Stamp Deny - This stamp is used for internal signature denials.

ImageNow: Perceptive Experience Signature Stamp​​​
ImageNow: Annotations​​​

ImageNow: Application Plans

  • Users will only see the application plans they have permissions to see.
  • Application plans pre-define the drawer.
    • The list of document types is pre-defined by the application plan.
    • Application plans can use Access Stout to “scrap” information to the index keys.
  • These values 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.

ImageNow: Auto Indexing

Perceptive Content/ImageNow "Automated Indexing" is a University of Wisconsin-Stout process.

  • ImageNow can automatically set the index values using Field 5.
  • ImageNow automatically pulls information the RDS database (Access Stout/PeopleSoft).
  • We use our standard student records indexing.
    • Specific application plans are designed for this process.
    • Enter the persons, campus ID or empl ID in Field 5.
  • Fields that can be automatically populated are:
    • F1 = Empl ID
    • F2 = Last Name, First Name
    • F4 = Program
    • F5 = Campus ID
  • Human Resources uses the payroll ID in their automated process.

ImageNow: Batch Mode

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

ImageNow: 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.

ImageNow: Capture Profile

  • Capture Profiles:
    • Printing options when printing documents into ImageNow/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 and easily put back in place when needed.

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

ImageNow: 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

ImageNow: Delete a Document

ImageNow:  Documents that are no longer needed should be routed to "L_Forms Deleted Forms" workflow queue, which can be found in the route anywhere or route forward options. The document will route to the delete queue based on the prefix of the document type.  Most delete queues are set with an automated timer and will delete the document from the Perceptive Content server after the document has been in the workflow queue for 30 days.  Human Resources documents will automatically delete after 120 days.

ImageNow: Document Properties

ImageNow: The values that are needed to find the electronic document later.  Document properties are used to store, secure, and retrieve a document.

Technical Definition:  Document properties are the values added to the document for retrieval purposes example: Drawer, Field 1, Field 2, Field 3, Field 4, Field 5 and document type. Custom properties quality as document properties also.  

ImageNow: Document Type

ImageNow:  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_Forms Complete workflow queue. Document types begin with the department prefix.

ImageNow: Drawers

ImageNow:  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.

ImageNow: Electronic Signature

ImageNow:   Electronic/Digital Signatures are used on Grants and Purchase orders.  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 greyed out and no longer available.

(This is different from the All Forms Name/Date Signature Stamp)

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.

ImageNow: 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 

ImageNow: 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.

  [Link for document 52043 is unavailable at this time.] 

ImageNow: Forms Workflow

Forms workflow is unique to University of Wisconsin Stout’s campus.

  • 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=User ID (automatically populated)
  • F3=Date/Time (automatically populated)
  • F4=Subject (for additional information if needed, can be left blank)
  • F5=Reservation No (Leave blank, this one is for Dining to use)
  • Document type (need to select the correct document type for your document)

Forms Workflow is UW Stout’s campus workflow session.

  • UW Stout has 2-Forms workflow sessions
  • L_Forms Workflow  (most active users)
  • L_Faculty Workflow  (mostly faculty members that only need to access their workflow queue once in a while)
  • This affects the route anywhere list.

ImageNow: 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)

ImageNow: Indexing (Linking)

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

  • 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.

ImageNow: L_1Forms Complete
ImageNow: Merging Documents
ImageNow: Perceptive Content Dekstop Client vs Perceptive Experience
ImageNow: Permissions
ImageNow: Prefixes
ImageNow: Print Options_Single Mode
ImageNow: Route
ImageNow: Route Anywhere
ImageNow: Route Back
ImageNow: Route Forward
ImageNow: Route Up
ImageNow: Stamp Annotation
ImageNow: Thumbnails
ImageNow: Views
ImageNow: WebForms
ImageNow: What is it?
ImageNow: Workflow History
ImageNow: Workflow Queue
ImageNow: Available Information