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3 March Hillsborough Community College - Professional Development and Workshop Services

4 Hillsborough Community College - Professional Development and Workshop Services The material contained in this training material is copyrighted 2014 Hillsborough Community College Department of Professional Development and Web Services and may not be reproduced without express, written permission. Other trademarks, trade names, logos, designs, brand names, and product services mentioned in this publication may be trademarks or registered trademarks of third parties.

5 Table of Contents Objectives...1 Instructions...3 Overview...3 Scan Documents...5 Transcripts and Other Hard to Read Documents...8 Quality Assure Documents...10 Link Documents to Colleague (Datatel) Record...11 Import a Document using the ImageNow Printer a Document...13 View/Retrieve Documents...14 Annotations...18 Annotation Toolbar...20 ImageNow Toolbar...21 Explorer Toolbar...22 Batch Link Toolbar...23 ImageNow Shortcuts...24 i

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7 Objectives Upon completion of this module, participants will be able to: 1. Use ImageNow to scan documents. 2. Use ImageNow to quality assure documents. 3. Use Colleague (Datatel) and ImageNow to link documents. 4. Use Colleague (Datatel) and ImageNow to retrieve/view documents. 5. Construct a search in ImageNow to retrieve/view documents. 1

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9 Instructions For users with viewing rights, read pages 3 and 4, then skip to page 14 (View/Retrieve Documents). For users that capture documents, review the entire manual. Overview Electronic Document Management System The amount of documents that an institution like HCC manages is huge. HCC has multiple campuses in which the students can take classes or the employees can work. The access of the documents at any time from multiple locations is necessary and HCC must guarantee information confidentiality and security. Paper documents are stored in one location and can be accessed by only one person at a time. Multiple copies of the documents can be created for multiple campuses. Later, the copies can be modified or new documents can be added to them. If all the copies in different locations are not updated with these changes, different records will be created for the same user. Paper documents can be accessed by the wrong people if they are misplaced or not properly locked. Paper documents require a large space to be stored. Paper documents can be captured and converted into electronic documents using scanners. Using computer systems and databases the electronic documents can be stored, secured, and shared. Multiple users can access the same documents at any time in different locations. Document modifications are done on the one existing record. As a result, they are available to others. This process is known as Electronic Documents Management System (EDM). How Does it Work? 3

10 Hillsborough Community College - Professional Development and Workshop Services ImageNow HCC implemented the Electronic Document Management system called ImageNow (by Perceptive Software from Lexmark). This system is built around a security model that is engineered to let the administrators: 1. Grant and revoke individual and group rights to each distinct system function. 2. Restrict documents and document types based on a user s point of access. 3. Conceal confidential data while preserving a document s original integrity. 4. Organize all enterprise information in a secure, central electronic repository. Scanning Specific users are designated to capture the documents using the Fijtsu scanners. ImageNow also allows the users to capture or import other electronic documents ( , attachments or web documents) without printing paper, using its virtual printer (ImageNow Printer). When the documents are captured, electronic files are created and stored. At this point, the electronic documents are images and not easily searched. They are stored without an order as if piled in a basket. Linking Effective document management systems require the proper classification or linking (indexing) of captured information. It is very important to put content under control at the moment it is created/captured, and classify it using data values including document type, student name, student ID, address, class, campus, employee ID, etc. When a user indexes a document, he/she assigns a particular data values to the document. Data values may include ID number, last name, etc. Data values allow the database efficiently search for information. Without indexes in a database, a user who searches for a particular data value (name, number, etc.), will retrieve and examine each item until a match is found. Indexes are used to quickly locate data without having to search every row in a database table every time a database table is accessed. Integration with Colleague (Datatel) ImageNow system is integrated with Colleague (formerly Datatel). ImageNow is able to capture index values from Colleague screens and assign them to a document. After this process, called indexing, the documents are organized, stored, and secured in the ImageNow database. This data base can be shared by multiple users (with proper rights) at any time, college wide. Most of the ImageNow system users have only viewing rights. The documents can be viewed using the desktop application installed by OIT (if required by the user); or using a web browser navigating to the link 4

11 Step 1: Scan All Colleague (Datatel) accounts will be created before documents are processed. The Student ID will be written on each document. Some documentation, such as a driver s license cannot go through the scanner. A photocopy will be used for scanning. Document Preparation 1. Remove staples, paper clips, etc. from the documents that will be scanned. The recommended scan amount is documents. 2. Place Post-It notes so that they are not covering important information. 3. Insert a separation sheet, called a Patch Code Sheet in between separate documents. Also place a Patch Code Sheet at the top and bottom of each stack of documents to be scanned. The pages that are together between Patch Code Sheets will be saved as one document within ImageNow. For example, a four page transcript will be saved as one document. This sample stack of documents consists of a Patch Code Sheet, a single-sided application, a Patch Code Sheet, a three page transcript and the final Patch Code Sheet. As a result of this scan, two documents will be sent to ImageNow - the application and the transcript. All three pages of the transcript are saved as one document because they are together between Patch Code Sheets. 3 The master Patch Code Sheet is in R:// FinancialAid/ImageNow. Print new Patch Code Sheets on a laser printer only. If Patch Code Sheets lose effectiveness discard immediately. 5

12 Hillsborough Community College - Professional Development and Workshop Services Step 1: Scan (Continued) 3A Log into ImageNow 4. To log into ImageNow, double click on the ImageNow desktop shortcut or access ImageNow from the Start/ All Programs menu. 5. Enter your NetID. You can only log into one ImageNow work station at a time. You will automatically be logged out after 30 minutes of inactivity

13 Step 1: Scan (Continued) Start the Scan 6 6. Load the batch of documents, including the Patch Code Sheets (if necessary) into the scanner. Load the documents face up and head first. Note: Please do not forget to remove all staples, paper clips, etc. before scanning. Do not use recycled paper with unrelated text on the back. 7. Select Capture and the appropriate profile according to your case. Some users have more than one profile if they have access to different areas (like AR&R and Financial Aid). Since the system remembers the last used profile, users must verify selection of the right profile every time a document is scanned. Single Mode is used when the document to be scanned is one singlesided page. Patch Code Sheets are not necessary. Patch Code Mode is used when there are multiple document types. Use Patch Code Sheets to separate documents. This mode will automatically scan both sides of each page. Blank pages and Patch Code Sheets will not be saved by ImageNow. 8. When the scan is completed, the documents are forwarded to the appropriate QA and link Queue under the Workflow tab. They are ready to be verified and linked to the corresponding person s record in Colleague (formerly Datatel). The documents will be listed in the ImageNow Explorer. 7 7

14 Hillsborough Community College - Professional Development and Workshop Services Scan Transcripts and Other Hard to Read Documents To scan documents that are hard to read due to a watermark, colored paper or light text, you need to change the scan mode or scan profile. The alternate scan mode will give you the opportunity to adjust the color balance of a document. There are two ways to do this. Before Color Balance Adjustments: After Color Balance Adjustments: Option A: 1. If this is your first scan, you will need to activate the scanner. Without any documents in the scanner, click on Capture, in the ImageNow toolbar. Once the scanner has been activated, the Virtual Rescan icon appears in the system tray, in the lower right corner of the computer screen or inside the hidden icons (click the arrow to see them). Right click on that symbol. 2. Navigate to the Profile submenu. 3. Choose the appropriate profile, such as USF. This will automatically apply the appropriate color changes during scanning, to the entire stack of documents. Some users may only have Default settings in the Profile submenu and have to use option B. 4. Group documents based on the chosen profile. For example, each scan stack should include only those documents that apply to the current profile. Place Patch Code Sheets accordingly and scan documents. 5. Documents are color balanced and are entered into the regular workflow. 6. The next time you scan a regular batch of documents, you will need to change the profile back to Default Settings. 1 OR

15 Scan Transcripts and Other Hard to Read Documents (Continued) Option B: 1. Once the scanner has been activated, the Virtual Rescan icon appears in the system tray, in the lower right corner of the computer screen or inside the hidden icons (click the arrow to see them). Right click on that symbol. 2. If you have a variety of hard to read documents, that do not fit a scan profile, navigate to the QC Modes submenu. 3. Choose the appropriate scan mode, which is Every Page. This will enable you to make adjustments to every page in each document. 4. Place Patch Code Sheets accordingly and scan documents 5. The VirtualRescan Interactive Viewer appears. You can see a preview of the current page in the left pane. The image adjustment controls are in the right pane. OR Note: In this scan mode, all pages will be scanned. Delete blank pages at this time. 6. Adjust the settings as necessary, using the appropriate filters, such as the Line Filter and the Speckle Removal Filter, under Noise Controls. 7. Click OK when the page is readable. 8. The page is entered into the regular workflow and the next page in the stack is scanned. Follow the same process for each page scanned. 9. Next time you scan a regular batch of documents, you will need to change the scan mode back to On Errors

16 Hillsborough Community College - Professional Development and Workshop Services Step 2: Quality Assurance (QA) 1. Select the Workflow drop down arrow, from the ImageNow toolbar. Navigate to the correct queue. Your available queue options are based on your permission level. 2. The ImageNow Explorer will open. Double click on the document you would like to view. You can sort this view by any of the headings at the top of the screen, such as Time in Queue. 3. The ImageNow Viewer will open. QA the document you have scanned. A. Verify that the image is readable and complete. B. Verify that the document includes all intended pages and are for the same person. C. Images for multi-page documents will be seen in the bottom section of the screen. D. Double click on a thumbnail image to enlarge it. E. You can delete and reorder pages at this time. F. If a document is not clear, delete it and re-scan it. 1 2 Note - Documents appear in the queue from the scanner or a mail agent, such as a verified form. 3 3C 10

17 Step 3: Link Documents to a Colleague (Datatel) Record 1. Open Colleague (Datatel) to the appropriate screen and person With the ImageNow Viewer opened, Click ReLink (Key icon on the bottom menu bar) and ImageNow will pull the index values form the Colleague screen. A. Side panel populates with Colleague information. B. Verify the document belongs to this person. C. Select document type. 3. Click Route Forward (Bottom row of icons). Note - After the Route Forward is complete: The document is now fully linked, using the index values form the corresponding person s Colleague screen. The document is removed from the linking queue to the person drawer/folder/document type. Anyone who has permission to that drawer and document type can now view the document. The next document will open and is ready for review. 2A 2 3 2C 11

18 Hillsborough Community College - Professional Development and Workshop Services Import a Document Using ImageNow Printer ImageNow Printer allows users to capture images of electronic documents ( , attachment or a web document) without printing paper. The ImageNow Printer captures the document image and routes it based on the capture profile. The image will appear in the queue designated by the capture profile and will be available for QA and linking. The ImageNow Printer does not print paper copies of documents Open the document you want to import into ImageNow, click File, and then click Print. 2. Set the printer name to ImageNow Printer, and click OK. Note: If you have more than one ImageNow Printer Capture Profile, the ImageNow Print dialog box appears. Select the correct printer profile and click OK. CaptureNow prints the document into ImageNow. 3. Double click on the new file in the ImageNow Explorer. 4. In the ImageNow Viewer, proceed with the QA and Link process

19 a Document 1. In the ImageNow Explorer, select the document you want to On the File menu, click or select the icon in the toolbar. 3. In the Format dialog box, choose the option you want and then send the as you normally would. A. For recipients that have access to ImageNow, send the file as a link. B. If the recipient does not have access to ImageNow, send the file as an attachment. *Only available with certain permission levels. Note: To send , ImageNow uses the default program that you have configured on your computer B 3A 13

20 Hillsborough Community College - Professional Development and Workshop Services View/Retrieve Option A: With Colleague (Datatel) Open to a Student Record 1 1. Open Colleague (Datatel) to the appropriate screen and student. You will receive an error if you try to view documents from a screen different from the ones you used to link the documents. For example for Student Services the screens are: ASUM, TSUM, APFE, ARAI, ASPR, IASU, MINF, NAE, RGN, SPRO, STAC, XFPI. 2. Click the Applications drop down list on the ImageNow Toolbar and select the appropriate option such as, Financial Aid View. 3. All documents for that person appear in the ImageNow Viewer. 4. In the viewer, you can sort the list of documents by type, date, etc. 5. Double click on a row to view that document

21 View/Retrieve (Continued) Option B: Search for a Document Without Colleague (Datatel) 1. On the ImageNow toolbar, click Documents. 2. In the ImageNow Explorer, on the Quick search tab, set the filters to the criteria you need to retrieve your document and click Go. For example, you can search for a person s documents if you have the ID number, or for a particular course documents From the search results, double-click the desired document. It will open in the ImageNow Viewer. Here is another example of the Quick search. In this case SSN field represents course number for ICCE. You can look for document for a particular course. 15

22 Hillsborough Community College - Professional Development and Workshop Services 4. Use the Search tab to set up a query with multiple criteria. A. Click the plus (+) symbol to create search criteria. 4A 4B B. Build the query using the dialog box buttons. For example, you can search for documents scanned for a particular class or for a particular person on a particular day range. Click OK, then click Go. C. You can save the query for future use, by selecting Save Query. Note: Other filter options may be available. The field value may be different depending on the department. For example for ICCE they are: Folder (Student ID), Tab (SSN), Field 3 (Name), Field 4 (Campus), Field 5 (Scanned Date). For AR&R Other filter options are Folder (Student ID), Tab (SSN), Field 3 (Aid Year), Field 4 (Name), Field 5 (Scan Date). 16 4A 4B

23 Quality Assurance Viewing Documents If you find errors such as documents assigned to the wrong student or employee, you can reassign the document index values. Examples of this include name changes due to marriage and documents assigned to the wrong person. Save changes when prompted. If you don't have the rights to modify the document's indexing, please contact the person in charge. From the grid, right click in Doc Type column. Choose Edit Document Keys and select the new document type from the list. Or open the document and select the new document type in Properties/Index Pane and Re-Link. 17

24 Hillsborough Community College - Professional Development and Workshop Services Annotations Use an annotation in ImageNow to mark up and comment on a document without affecting the original image. ImageNow offers many types of annotations so you can express the different points you want to make. 1 Add an Annotation 1. In the ImageNow Explorer, locate the document you want and open it on the ImageNow Viewer. 2. On the toolbar, right-click the annotation icon you want and select the form of the annotation from the list. Your annotation options are based on your permissions level. 2 Note: The Sticky Note and OLE icons require only a left mouse button click. 3. Move the mouse pointer to the location on the document image where you want to place the annotation. Left click once to place the annotation. 4. Drag the annotation, as necessary, and then release the mouse button. 5. Right click on the annotation for more options such as delete, content, appearance and properties

25 Annotations Show or Hide Annotations The Show/Hide Annotations icon enables you to hide or restore all annotations. Hiding annotations enables you to view the original unmarked document without deleting the placed annotations In the ImageNow Explorer, locate the document with the annotation you want to show or hide and open it on the ImageNow Viewer. 2. On the toolbar, click the Show/Hide Annotations icon. 3. To print without annotations, go to File and Print. 4. In the print dialog box, you have the option to print with or without annotations. 2 Note: Closing the document with the annotations hidden does not delete the annotations. The annotations appear on the document the next time it is opened

26 Hillsborough Community College - Professional Development and Workshop Services ImageNow Toolbars Annotation Toolbar The Annotation toolbar is displayed to users whose roles allow them to add annotations to documents when the active document is one of the following file types: TIFF, JPG, BMP, or PNG. *Available tools are determined by user level. Show or hide the annotation layer of the active document. Use the mouse pointer to move the document in the window. Click on an annotation to modify it. Select a text for copy. Add a stamp image with whatever text and style you define. Add a sticky note. The user must double-click the resulting note to display its content. Add a text box that can be read without double-clicking. Highlight a rectangle in the document. Add a check mark anywhere on the document. Draw a free-form shape. Draw a straight line. Draw a square or rectangle. Draw a circle or oval. Insert an object. Insert an URL. 20

27 ImageNow Toolbars ImageNow Toolbar The ImageNow toolbar buttons are your gateway to all ImageNow tasks and features. When you click directly on a button, ImageNow starts the activity previously defined as the default for that button. When you click on the arrow next to a button, you can select any item in the drop-down list to start its operation. You may not see all of these options, depending on your account permissions. Clicking the button lets you Display ImageNow Explorer with the Find a Document pane for the currently selected applet. Display ImageNow Explorer folr all document batches. Clicking the arrow lets you Select an applet from the list and display ImageNow Explorer with the Find a Document for that applet. Select all batches, batches ready for QA, or batches ready for for linking. Display ImageNow Explorer, where you can search for documents. Select a predefined document query or define a new query. Display ImageNow Explorer, where you can search for projects. Define a new query. Display the Tasks assigned to you and the status. Select a spesific Task by status. Display the ImageNow Explorer for any workflow queues that contain documents. Start the default Capture profile. Select a spesific workflow and queue. Start any Capture Profile in the list. ImageNow Management Console for administrators to modify features like Annotations or see server information. Display online Help for the ImageNow product you are currently viewing. Display online help for any ImageNow product in the list. 21

28 Hillsborough Community College - Professional Development and Workshop Services ImageNow Toolbars Explorer Toolbar The Explorer toolbar buttons let you perform actions on documents that are selected in the grid. New document. Display the selected item in ImageNow Viewer. Launch the associated application. Display the Format dialog box, which lets you select the way you want to send items to recipients. Display the Fax Information dialog box, which lets you enter a fax number and other related information. Display the Export dialog box, which lets you select the destination folder of the items you are exporting. Display the Print dialog box, which lets you send the items to your printer. Send to ImageNow user. Display the Document Properties dialog box for the selected item. Display the Document Properties dialog box for the selected item. In this dialog box, you can add a note about the document. Delete the selected items. Save Private Filter. Edit Private Filters. Display the Table Control dialog box, which lets you add columns to or remove columns from the grid. Refresh the ImageNow Explorer window to display changes that affect either the Views pane or the grid. Find a document. 22

29 ImageNow Toolbars Batch Link Toolbar When linking a batch of pages, you can use one or more of the following toolbar buttons. Link documents to a person s Datatel record. Replace the DocKey values (for example, Drawer and Folder) in the applet s current document with the corresponding values from the record selected in the host program. Save the selected batch page to the ImageNow Server and close the page. Skip the page but keep it in the batch for later linking. Suspend the linking process and return to ImageNow Explorer. Delete the page from the batch. 23

30 Hillsborough Community College - Professional Development and Workshop Services Shortcuts in ImageNow Many ImageNow functions can be performed using shortcut keys. Shortcuts key functions vary depending on which grid or component of ImageNow you are using. The following shortcuts are available: ImageNow Explorer Shortcut Ctrl + O Ctrl + M Ctrl + X Ctrl + P Ctrl + I Ctrl + D Ctrl + E Ctrl + A Del F5 F11 F1 Description Open File File Export File Print File File Properties Duplicate Edit Document Keys Select All Delete Refresh Views Help Document Grid 24 Shortcut Enter Del Page Down Page Up Ctrl + Page Down Ctrl + Page Up F5 Ctrl + F Ctrl + I; Alt + Enter Ctrl + K Ctrl + Right Arrow Ctrl + Left Arrow Ctrl + Up Arrow Description View Selected Delete Selected Scroll Down Scroll Up Page Down Page Up Refresh Find Properties Keywords (Notes) Column Select Right Column Select Left Sort Ascending

31 Shortcuts in ImageNow ImageNow Viewer Shortcut Ctrl + P Ctrl + + (number pad) Ctrl + - (number pad) F2 F3 F4 Alt + Left Arrow Alt + Right Arrow Up Arrow Down Arrow Ctrl + Up Arrow; Home Ctrl + Down Arrow; End Ctrl + Left Arrow Ctrl + Right Arrow Ctrl + G Ctrl + Page Down Ctrl + Page Up Ctrl + Home Ctrl + End F6 Alt + End Ctrl + Click F7 F8 F9 F11 Description Print Zoom In Zoom Out Resize Fit Image Resize Fit Width Resize Fit Height Rotate Left Rotate Right Pan Image Up Pan Image Down Top of Image Bottom of Image Left Margin Right Margin Go to Page Next Page Previous Page First Page Last Page Scale To Gray (Toggle) Reset Pointer (Disable Current Annotation) Select Annotation View Properties Show Keywords Thumbnails Invert 25