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 predefined the drawer.
    • The list of document types is predefined 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 using day old data (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

  • 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​​​


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 up 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, 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 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.

 


ImageNow: Document Properties

ImageNow: 

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

 

 

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
    • Document type
    • Custom properties qualify as document properties also.  


ImageNow: Document Type

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


ImageNow: 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.

 


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.

  ImageNow: Routing Folders 


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.

  • 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.



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