Preparing for New Faculty and Staff: Technology Access Checklist

New Faculty and Staff Technology Orientation

Requesting new software (for faculty and staff)

Definitions

• Perceptive Content (formerly ImageNow) - The desktop version of Perceptive that supports printing documents in from your computer. Works with Windows, but not Mac. See Also: Perceptive Content: Desktop Client

• Perceptive Experience – The web version of Perceptive that works on nearly any device or browser (Chrome is recommended). Useful for signing, stamping, or viewing documents. Does not allow you to print documents into the system. See Also: [Link for document 74802 is unavailable at this time]

  • Perceptive Experience URL:  https://experience.uwstout.edu

Topics

Logging in

Route Forward Lists

To update your route forward list or request your route forward list, please put in a HelpDesk Ticket:  https://kb.uwstout.edu/ then choose the Create Ticket (Log in)

Moving between Documents and Workflow queues

Viewing documents in documents, workflow or folders without going back to the ImageNow Toolbar each time:  Perceptive Content: Viewing and Searching for Documents

Printing into ImageNow

• Printing options in ImageNow are called Capture Profiles  Perceptive Content: Capture Profile

• The capture profiles are stored in the “inscan.xml” file

• File location is:  C:\Users\yourusername\AppData\Roaming\ImageNow

• How to adjust the capture profiles or create a new option.

• Forms Workflow:  Perceptive Content: Capture Profile Forms Workflow

• Campus Card (class roster):  Perceptive Content: Capture Profile Card Access

• Campus Card:  [Link for document 51989 is unavailable at this time]

• HR ES Forms:  Perceptive Content: Capture Profile_HR Hiring Forms

• Batch Mode:  Perceptive Content: Capture Profile Batch Mode

Views (Searching for Documents)

• Views are customized searching options:  Perceptive Content: Views

• Activate the view pane if it doesn’t appear:  Perceptive Content: Views Pane

• Documents that everyone has access to:  Perceptive Content: General Access  

All Documents Search

We created some options to help you find your documents faster. These options look in the drawers where your documents will be found. Perceptive Content: "NEW" All Documents Search Options

• L_2All Documents_Budget Information
• L_2All Documents_Curriculum
• L_2All Documents_HR Docs
• L_2All Documents_Student Records
• L_3All Documents_Document Type

Each options looks at all 5 index fields to help find the document you are looking for faster.

• Contains
• Created by
• Created by you
• Ends with
• Is Equal To
• Starts with

Webforms (aka – fly away forms) 

What are webforms?:  Perceptive Content: WebForms

Finding Webforms: Perceptive Content: Finding Webforms

• Webforms can easily be found here.  The newest form will be listed at the top.  To activate the search, choose the document type and then choose Go

• View documents with multiple page: [Link for document 74685 is unavailable at this time]

Thumbnail Pane

Activate the Thumbnails pane: Perceptive Content: Thumbnails

• Explains the Credit by Exam process: Perceptive Content: Credit by Exam or Portfolio for Prior Learning

Merging Documents

• Merging documents: 
• How to merge documents: Perceptive Content: Merging Documents
• Documents MUST be in the same drawer to be merged.  If documents are in different drawers the “merge’ option won’t appear.
• Right click on the document to keep the indexing properties when merging documents.

Emailing Documents from ImageNow

• Email permissions are set at the drawer level.  If you can’t email, it may be because email isn’t allowed from that specific drawer.  If it is something you would like to do, let us know at imageing@uwstout.edu 

• Email documents that are in ImageNow: Perceptive Content: Email Documents

Workflow

• What is a workflow queue?  Perceptive Content: Workflow Queue

  • Some people may have several workflow queues.  

• Workflow History (how to find):  Perceptive Content: Workflow History

L_1Forms Complete Workflow Queue

• The L_1Forms Complete workflow queue is a “routing” queue.  Documents will automatically route to their processing department using the document type on the document.

• Typically, the last signer should route to the L_1Forms Complete workflow queue.

• Or the document may indicate to route to L_1Forms Complete  Forms Complete explained:  Perceptive Content: L_1Forms Complete (Glossary Items) or Perceptive Content: L_1Forms Complete

Annotations 

• Perceptive Content: Annotations

  • Stamp for signature approval 

  • Sticky notes: read and add information

  • Perceptive Signature stamp:  

New Documents Feature or re-index a page within ImageNow

• Create new document or re-index a page:  Perceptive Content: Make a Copy

Sibling Documents

• Sibling documents happen with a document is routed to multiple workflow queues at the same time for approvals.  Currently HR is using this method for approvals: samples below:

• ES Forms

• Summer Contracts

• LTE Requests

• There may be others……

• The sibling documents join up in one of two “join” queues.  L_HR Join(docs) and HR ES Complete workflow queues

• Checking sibling history:  Perceptive Content: Document History (HR Docs)

Delete a Form in Workflow

• How to delete an unneeded form in ImageNow:  

  • Sub Waiver forms are not deleted from the system at this time.

• Sub/Waiver Forms Route forward to:  L_AC_1Sub/Waiver Deny

• L_Forms Workflow can be routed to “L_Forms Delete Forms”.