WebNow Graduate Program Directors (AKA: Program Coordinators) & Committee Members Quick Reference Guide

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1 WebNow Graduate Program Directors (AKA: Program Coordinators) & Committee Members Quick Reference Guide Support Contact Barbara Dougherty GA ImageNow Specialist Graduate Admissions 820 Broadway Street P (978) (South) Barbara_Dougherty@UML.edu Version 9.0 Page 1

2 Overview ImageNow is a document Imaging application being implemented at UMass Lowell in partnership with the UMass Presidents Office, UMass Boston and UMass Dartmouth. In addition to the many time saving and cost benefits resulting from a mechanized document imaging process, this new approach to the handling of student information will help us to become more compliant with laws governing the safeguarding of sensitive information Within Graduate Admissions, ImageNow will be used for the purposes of scanning and processing student applications and related documents. Graduate Program Coordinators (known within ImageNow context as Graduate Program Directors (GPD)) will be using the web version of ImageNow (called WebNow) to review, annotate and approve/ deny student applications. Graduate Program Directors (GPDs), will have access to documents as they are entered into the system and cleared through the Graduate Admissions process. As documents are received by the Graduate Admissions Office, they will be scanned and stored in a central repository. The applications themselves are stored in one of two queues (directories) that correspond to each of the Plan/SubPlans to which the student has applied. UMLGA Applied & Processing Directories: Directories appended with UMLGA Applied & Processing are used to store incomplete applications packets until such time as all of the required documents are received. Incomplete applications are accessible in this queue for the purposes of allowing GPDs to pursue the applicant based on the documentation on hand. In such cases, GPDs must contact the Graduate Admissions office and request that the incomplete application packet be moved to the Ready for Review queue for immediate processing. In the typical sequence of events, applications will be moved out of the Applied & Processing queue and into the Ready for Review queue once all necessary documents are received and a Profile Sheet is created. UMLGA Ready for Review Directories: Once all of the documents required to complete an Application are received and a Profile Sheet generated, the Application will be moved to the UMLGA Ready for Review queue. It is from this queue that GPDs will approve/deny applications and return them to the Graduate Admissions office for final processing. Example: The documents of a student applying to the Masters of Business Administration plan with a concentration in Accounting would be stored in a queue (directory) named BusAd MBA-Accounting (UMLGA Applied and Processing) until the profile Sheet is created at which time they would be moved to a queue named BusAd MBA-Accounting (UMLGA Ready for Review). Version 9.0 Page 2

3 Graduate Program Director (GPD) Process Summary The process which GPDs will follow to review and decide graduate student application consists of the following steps. Log Into WebNow Select Plan/SubPlan Queue Select Application Review /Annote Documents Route Application Back to Graduate Admissions Ctrl+Click the heading to navigate to each section for greater detail and instruction. Log into Web Now: Log into WebNow by navigating to the UML Document Imaging homepage ( using Internet Explorer web browser and clicking the WebNow Login. Select Plan / Sub-plan: Double click the Plan / Sub-plan (e.g. Business Administration (MBA) / Accounting ) to display the list of applicants for that particular program. Select Application: Select an application by double-clicking on the Application. The Application will open in the WebNow Viewer. Review / Annotate Document: As part of each application, there are several accompanying documents such as Transcripts, Letters of Reference, etc. These documents are linked to the application as Related Documents. Open any of these related documents by double-clicking the document. The document will appear in a new WebNow Viewer window. (Note: see section 6.4 for configuring your system to display Related Documents) Route Application back to Graduate Admissions: Once you (GPD) have signed the Profile Sheet indicating Accept or Deny, etc, route the Application back to Graduate Admissions by clicking the Route Forward button at the bottom of the WebNow Viewer screen. Version 9.0 Page 3

1. Logging in to Web Now Access to WebNow is gained through the University s Information Technology web page. 1.1 Enter the following URL into your Internet Explorer web browser.

edu/it/di/ The following screen will appear Note: The Document Imaging Blog will display information relating to the WebNow application.

4 1. Logging in to Web Now Access to WebNow is gained through the University s Information Technology web page. 1.1 Enter the following URL into your Internet Explorer web browser. (Note: Internet Explorer is the preferred web browser as Perceptive Software does not support all web browsers (e.g. Firefox is an unsupported web browser) The following screen will appear Note: The Document Imaging Blog will display information relating to the WebNow application. It is here that Application outages due to upgrades, maintenance, etc. will be posted. 1.2 Click the WebNow Login button to access the WebNow application. You will be redirected to the University s Secure Access Login page. Version 9.0 Page 4

5 1.3: Enter your User Name, Password and Campus. Click Login User Names and Passwords have been set to be the same as your UML Once entered, the system will load Java and then display the WebNow home page. 2. Home page of WebNow The WebNow Homepage provides you with two options; Documents and Workflow. Documents: Used to view Applications that have been processed by the Coordinator and routed back to Graduate Admissions. They are no longer in the Workflow. Workflow: Used to locate documents that are still in the workflow meaning that they currently reside in an Applied and Processing or Ready for Review queue. 3. Selecting the Workflow Plan/Sub-Plan Directory To view applications for a particular Plan/Sub-plan, you must first select the Plan/Sub-Plan Version 9.0 Page 5

6 3.1: Select the Plan whose applications you wish to review by double clicking on the Plan/Sub- Plan name listed beneath the Workflow heading. Remember: The applications contained in the Applied and Processing queues are incomplete applications while those in the Ready for Review queues are complete. Version 9.0 Page 6

4. Selecting Applications in the Workflow Once you select a Plan/Sub-Plan directory, any applications for that Plan/Sub-Plan will appear in the panel on the right side of the screen.

7 4. Selecting Applications in the Workflow Once you select a Plan/Sub-Plan directory, any applications for that Plan/Sub-Plan will appear in the panel on the right side of the screen. Each row represents an application to that Plan/Sub-Plan Note: If there are no applicants for a Plan/Sub-Plan, the right panel will remain unpopulated and will display the message No Items Found. 4.1: Double click on the row representing the Application you wish to view. Version 9.0 Page 7

5. ImageNow Viewer Once you have selected the Application to be processed, it will appear in the ImageNow Viewer where you can review it and add annotations as needed. 5.

8 5. ImageNow Viewer Once you have selected the Application to be processed, it will appear in the ImageNow Viewer where you can review it and add annotations as needed. 5.1 Setting View Defaults WebNow allows you to personalize the default viewing settings to suit your preferences. To do this, open the viewer (as per above) and select File>Options and the following screen will appear. Version 9.0 Page 8

9 Viewer Options General Tab Images Section Smooth Default Size Pages Section Automatically Title Launching Section Page to Display when launching Launch New Viewer when Opening a document from: Text File Section Font Type Font Size: Page Fetching Tab Version Control Tab If a document is checked out when a viewer closes: Enabled: (Suggested) Smoothes out the edges of the text characters within a document. Disabled: Presents the text as is when the document is displayed. Fit Window: Scales the view such that the entire document (width and height) fits within the Viewer pane. Fit Width: (Suggested) Scales the document such that width of the document fits within the Viewer window. This setting will require scrolling up and down to view the entire document. Fit Height: Scales the document such that Height of the document fits within the Viewer window. This setting will require scrolling right and left to view the entire document. This feature has been disabled First: Opens a document to the first page when viewing. Last: Opens to the Last page for the document when viewing Checking the boxes beside each option will result in documents opened from that source being opened in a new window rather than replacing the document displayed in the current window. This option has been disabled as the images being viewed are scanned and therefore have a set font. This option has been disabled as the images being viewed are scanned and therefore have a set size. These options are disabled. Prompt: displays a message indicating that the document is currently checked out asking if the viewer would like to save changes. Check In: checks the document being closed back into the system storing any changes to be added to the changes being made by the other viewer. Leave Checked out: Leaves the document checked out to be closed once the first viewer has closed his copy. Note: When closing the Viewer Options Window, you will be prompted that any changes will only take effect once the Viewer is re-opened. Version 9.0 Page 9

6. Reviewing & Annotating Related Workflow Documents 6.1: Press View > Related Documents on the toolbar to access the documents associated with that Application displayed.

2: Click the arrow key on the Relationship bar and double click on the Graduate Admissions Documentation UML option.. The related documents will appear in the lower pane.

10 6. Reviewing & Annotating Related Workflow Documents 6.1: Press View > Related Documents on the toolbar to access the documents associated with that Application displayed. A new window will appear on the lower half of the screen listing the related documents. 6.2: Click the arrow key on the Relationship bar and double click on the Graduate Admissions Documentation UML option.. The related documents will appear in the lower pane. Double click the document you wish to view and it will open in a new window. List of Related Documents for that student Note: Depending on your PC settings you may need to manually expand the Related Documents window. To do so, use your mouse and hover over the separation between the upper and lower windows until a double arrow appears. Once it does, press and hold the left mouse button and drag the separator upward. Version 9.0 Page 10

Note: If more than one person attempts to open the same Application (or a related Document See below), an error message will appear indicating that the file is already open and offering a Preview

11 Note: If more than one person attempts to open the same Application (or a related Document See below), an error message will appear indicating that the file is already open and offering a Preview Mode. Simply select Yes and review/annotate as desired. When the 2 copies of the document are saved, the annotations will all be saved. A third viewer will thus see both sets of annotations when viewing the document. 6.3: Setting the Fit Width and Relationship Options: In order that documents opened are diplayed in the full width of the screen and that the documents relating to the selected Application appear without having to manually size or refresh the Relationshipbar setting on each Application; Open the Viewer by double clicking on any document Click on File>Options to display the View Options window Set the Default size to the Fit Width option : Check the Run last viewed relationship checkbox under the Launching section of this window. Each time a new application is displayed, the related documents window will refresh to display the documents associated with that application Version 9.0 Page 11

12 7. Adding Annotations ImageNow allows you to add annotations in a variety of forms. Remember that once annotations are made and saved, they are viewable by other committee memebers reviewing the documents as well as being permantly stored as part of that document. The ToolBar below lists the availabe Annotation Tools. Those that are Grayed out are tools that have been disabled according to University Policy. Icon Function Description Save: Click this to save any annotations you have made to a document. Failure to save before closing a document will result in annotations being lost. Print: Click this to print the displayed document to your local printer. In order to safeguard applicant privacy, please be certain to properly dispose of all printed documents after review. Properties: Click this to view the document s origin, creation date and other information. Zoom In & Out: Click this to enlarge or decrease the view of the displayed document. Each Click will result in an increased/decreased view. Rotate Right & Left: Click these to rotate the document view 90 in a clockwise or counterclockwise direction. As a rule, the Graduate Admissions team will properly orient documents during their QA process. Fit Width & Height: Use these to adjust the width or height of the displayed document equal to that of the window width or height. Fit Window: Click this to adjust the document size to that of the window in which it is being displayed. In some instances documents may appear in a reduced size when first opened. Show/Hide Annotations: Click this to display any annotations that have been made to the document being displayed. Click this again to hide these annotations. Navigate Page: Click this to switch your cursor/pointer to a hand which can be used to grab the sheet and move it up or down. In general this performs the same function as the Up and Down arrows alongside the document window. Digital Signature: Click this to apply your electronic signature to the document. There are 4 options associated with a digital signature: Approved, Denied, No Decision at this Time and Approved with Conditions. Once you click this button you must then click on the document in the location you want the signature to appear. Note that you will be required to enter a password each time you attempt to apply a signature. (See Digital Signature Creating a Password and Changing Designation below for directions on how to create a Signature password & to change the designation). Digital Signatures are available to GPDs (Coordinators) only. Version 9.0 Page 12

13 Icon Function Description Stamp: Click this and then click on the document to apply a stamp to the document. Right click this button to view the various stamp options available to you. GPDs have access to apply the Deferred Consideration, Previously Accepted, and Waitlisted stamps. Committee members have access to apply the reviewer Approved and Reviewer Denied stamps. Sticky Note: Click this and then click on the document to apply an electronic sticky note. A text window will appear allowing you to add notations. In cases where previous reviewers have added sticky note notations, you can add to the same sticky note by double clicking on the note located on the document and the system will keep a history of the different notations made. Text: Click this and then click the document to add text comments directly to the document. Though a text window will appear allowing you to type notes, the note will appear directly on the document when OK is clicked. Highlight: Click this to change your cursor to a highlighter. Once the highlighter is visible, move it to the text you wish highlighted, press and hold the left mouse key and drag the highlighter across the text to be highlighted. When you release the mouse button, your cursor will revert to a pointer and the highlight will be in place along with sizing tabs. Use your mouse pointer to grab the sizing handle and drag it till the desired size is reached. Right clicking the Highlight button will display a list of available highlighting colors. Check: Click this to change your cursor to a check mark, move the check mark to the location desired and press the left mouse button to apply the check. The check will appear with sizing tabs. Right clicking the Check button displays a list of the check colors available. Pen: Click this to convert your cursor to a pen which will allow you to add free form annotations to the document. Move the pen to the area desired, hold down the left mouse button and annotate as desired. Right clicking the Pen button displays a list of the pen colors available. Line: Pen: Click this to convert your cursor to a line which will allow you to draw straight lines on the document. Move the line cursor to the area desired, hold down the left mouse button and annotate as desired. Right clicking the Line button displays a list of the line colors available. Arrow: Click this to convert your cursor to an arrow which will allow you to draw straight arrows on the document. Move the arrow cursor to the area desired, hold down the left mouse button and annotate as desired. Right clicking the Arrow button displays a list of the arrow colors available. Box & Circle: Click either of these to change your cursor to a box/circle which will allow you to draw boxes/circles around selected text. Move the box cursor to the anchor point desired, press and hold the left mouse button and drag the cursor to the desired end point. Release the mouse button and a box/circle will appear. Right clicking the Box/Circle button to see the list of the box colors available. Version 9.0 Page 13

14 Additional Commands In addition to the functions above which are located at the top of the editing screen, there is a command toolbar located at the bottom of the editing screen. These commands are used to move from one page to the next or from one document to the next. It is with this toolbar that you will route the Applications back to the graduate Admissions office. Icon Function Description Previous & Next Item: Use these commands to navigate away from the Application currently being displayed to either the previous or next application. When either of these commands is used, a prompt will appear asking what should be done with the Application currently being displayed. You may place the application on hold or route it back to the queue for future action. Cancel will remove the prompt cancelling the command. Previous & Next Page: Use these commands to navigate between pages of the Application currently being displayed. Documents containing only one page will result in these command buttons being grayed out. First & last Page: Use these commands to navigate to the first and last pages of the currently displayed Application. Route Forward: Use this key to move the Application back to the graduate Admissions office once you have reviewed the pertinent documents and digitally signed the Profile Sheet. Recall Last Workflow Use this command to recall the last item processed. Item: On Hold: Use this command to flag the Application as On Hold. When clicked. A window will appear in which you can note the reasons for placing the document on hold. View Workflow History: This command will display a window detailing the actions that have been applied to that particular Application. Through this history, you can see who have viewed and processed the application to date. View Recently Routed Items: This command will display a window listing all of the items that have been routed forward during this log-on session. Version 9.0 Page 14

8. Digital Signature Creating Password and Changing Designation: The first time each user attempts to apply a digital signature, a Digital Signature Authentication window will appear.

15 8. Digital Signature Creating Password and Changing Designation: The first time each user attempts to apply a digital signature, a Digital Signature Authentication window will appear. In order to digitally sign documents, each user must create and confirm a password. ImageNow will allow you to add a password hint for use in the event that you forget your password as well as to add a prefix or suffix to your signature. Click here to access Reasons options Each time you apply a digital signature to a document, you can choose 3 reasons which will be made part of your signature on that document. To access these options, simply click the down arrow and select the option. Remember: Once you apply your signature, the document is locked from any additiona annotations. Remember to indicate all note and conditions before applying your signature. Version 9.0 Page 15

16 9. Routing Application Back to Graduate Admissions Office Once you have reviewed the necessary documents related to a particular Application and have Digitally signed the Profile Sheet accordingly, you must forward the approved/denied Application back to the Graduate Admissions Office for final processing. To do this, simply click the Route Forward button at the bottom of the screen. Note: Upon forwarding the application back to the Graduate Admissions office, the application will be replaced with the next application waiting to be reviewed and the Related Documents pane will refresh to display those document related to the new application displayed. Version 9.0 Page 16

10. Viewing Documents No Longer in the Workflow Once Applications have been fully processed by the program Coordinator (AKA : GPD), and routed back to, and processed by Graduate Admissions, the

17 10. Viewing Documents No Longer in the Workflow Once Applications have been fully processed by the program Coordinator (AKA : GPD), and routed back to, and processed by Graduate Admissions, the documents exit the Workflow and are sent to a central Document Rapository. In order to view documents residing in the Repository, you must use the Document option found on the WebNow homepage Searching for Applications when you know the Plan/Sub-Plan To search for an application where the Plan/Sub-Plan is known, double-click the Plan/Subplan to which the applicant or student belongs and then use the Quick Search functionality found on the first tab of the right-hand pane. There are three main fields used to search.: Search Criteria, Operator Value Search Criteria Search Criteria Options Drawer Student ID Student Name Term Plan Date Scanned Document Type Custom Property Full Text Description Default: This virtual file drawer is where all Graduate Application documents are stored. This is the peioplesoft student ID assigned when the studen applied. The convention for this name is Last,First Allows you to serach for applications by semester. Allows you to search for application documents by program attended. Graduate Admissions use only. Allows you to seach for documents by type (e.g. Letter of Reference, Transcript, etc.) Predominately used by Graduate Admissions Search for specific document content. (e.g. document containing the text management ) Version 9.0 Page 17

Operators: These options are self explanitory and link the Criteria and the Value Value: It is here you would enter the specific item on which you want to serach.

Searching for Applications when you do NOT know the Plan/Sub-Plan 10.2.

18 Operators: These options are self explanitory and link the Criteria and the Value Value: It is here you would enter the specific item on which you want to serach. (e.g. Student ID, Nme, etc.) 10.2 Searching for Applications when you do NOT know the Plan/Sub-Plan To search for an application where the Plan/Sub-Plan is unknown, use the Search functionality on the second tab of the the right-hand pane To begin a general search, click the Add button to display the Add Condition window. Enter the Field, Operator and Value criteria as described in section Click OK to begin the search. Add Button Add Condition Window Version 9.0 Page 18

Duke University Graduate School

Duke University Graduate School Application Reviewing Guide September 2009 Graduate School Paperless Application Process Starting with the Spring and Fall 2010 applications, you will receive all Graduate