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: 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
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Additional index fields that are searchable.
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Unlimited options.
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Can auto populate with automated indexing.
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Used by multiple departments including but not limited to the following:
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Admissions
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Human Resources
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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: 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: 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.
- 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