ImageNow Client Training. Last Updated: November 1, 2014

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Briana Owen
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1 ImageNow Client Training Last Updated: November 1,

2 LAUNCHING THE IMAGENOW CLIENT SOFTWARE 1. Double click on the ImageNow icon on the desktop to display the login screen. Log into ImageNow with your Campus Connection user name and password: 2. Upon authentication, the ImageNow toolbar will appear below. Depending on your level of security, items such as applications, batches and documents (as seen below) will appear: 2

CAPTURING DOCUMENTS INTO IMAGENOW ImageNow provides three choices for importing documents into system. Depending on the choice selected, you must complete various steps to import a document.

$Import from disk Important Considerations Use this option when the document/record already exists on a drive (such as the W:\ drive).$

3 CAPTURING DOCUMENTS INTO IMAGENOW ImageNow provides three choices for importing documents into system. Depending on the choice selected, you must complete various steps to import a document. Additionally, certain choices are more advantageous than others, depending on your usage intent. Import from disk Important Considerations Use this option when the document/record already exists on a drive (such as the W:\ drive). When imported from disk, the document/record maintains a native file format. For example, if you import an Excel Spreadsheet, the file will remain an Excel Spreadsheet within ImageNow. This will allow you to export a copy of the spreadsheet and edit the contents. Unless the file is imported as a.tiff, you will be unable to use annotations on the document. Scanner Important Considerations: All documents/records scanned into ImageNow are saved as.tiff files in the system. Use this option when the document/record is on paper and you want to import it into ImageNow. Use this option if you desire to annotate on the document. ImageNow Printer Important Considerations All documents/records printed into ImageNow are saved as.tiff files in the system. This method can be used to print PDF files into ImageNow to be saved as individual images. 3

$IMPORTING DOCUMENTS INTO IMAGENOW 1. To import an item from a disk (such as the W:\ drive, a flash drive, etc.), select Import from disk, as seen below: 2.$

4 IMPORTING DOCUMENTS INTO IMAGENOW 1. To import an item from a disk (such as the W:\ drive, a flash drive, etc.), select Import from disk, as seen below: 2. Select the applicable page(s) to import into ImageNow system and click ok : 3. To scan an item, select scanner, as seen below. Depending on the make/model of your scanner, a different name than below may appear. Ensure the document is in the scanner and prepped, including removing all staples, sticky notes and paper clips: 4

The ImageNow Explorer will appear below, displaying all documents in the, Ready for QA queue.

5 QUALITY ASSURANCE & LINKING DOCUMENTS 1. After importing a document into ImageNow, you must first perform quality assurance. Click on the down arrow for batches and click, Ready for QA, as seen below: 2. The ImageNow Explorer will appear below, displaying all documents in the, Ready for QA queue. Double click on the row which corresponds to the imported document. As a rule, the most recently imported/scanned documents will appear at the top of the list. If you do not see your batch, click the green refresh arrows: 5

6 3. Upon clicking a row, the appropriate document will appear as seen below. In this stage, verify the document quality is acceptable. In this stage, you are verifying the document is visually readable to the degree acceptable to shred the paper document. Depending on the outcome of the QA, select the appropriate action under Batch Processing. If you are satisfied with the document quality, click mark page as ok : Options in the QA Stage Mark as OK: This page has met the minimum standards established by the drawer data steward. The image is machine readable and acceptable for indexing within ImageNow. Rescan this Page: If the document page must be rescanned, you can place the particular page on the scanner and select this option. Then, the newly scanned image will replace the existing image. Delete this Page: This option will completely remove the document page from the batch. 6

Once the document has opened, launch Campus Connection and search for the appropriate screen as identified during training.

7 4. Next, click on the Ready for Linking area to display all documents which are ready for linking to PeopleSoft. Double click on the appropriate row to display the document: 5. Once the document has opened, launch Campus Connection and search for the appropriate screen as identified during training. Then, from the application plan drop down, select the appropriate plan as identified during training. You may also click Link this page from the Batch Processing panel, assuming the correct application plan is displayed: 7

8 6. The document keys will now populate. If the keys do not populate, refresh Internet Explorer (by clicking F5 on your keyboard) and repeat step 5. Be sure to select the document type and enter the document date. If the correct document type is not found in the list, contact your data steward for assistance. When finished, click save this page : 8

existing form), open the already existing document in ImageNow as seen below: 2.

9 ADDING A PAGE TO AN EXISTING DOCUMENT ADD BY FILE IMPORT 1. If you wish to add a page to an existing document (example: adding an paper document to an existing form), open the already existing document in ImageNow as seen below: 2. With the existing document open, navigate in the toolbar to File Capture from Disk: 3. Locate and select the appropriate file(s) and click ok : 9

10 4. With the additional page(s) added, click the save button. Then, the additional document will appear: 10

11 ADDING A PAGE TO AN EXISTING DOCUMENT ADD BY SCAN 1. If you wish to add a page to an existing document (example: adding an paper document to an existing form), open the already existing document in ImageNow as seen below: 2. With the existing document open, navigate to View Toolbars Scan to ensure the Scan toolbar is enabled. Then, from the scan toolbar, click the scan icon. When scanned, click save and the document will appear: 11

MERGING DOCUMENTS If you wish to merge two existing documents into one document

Search for the two documents you wish to merge: 2.

Then, right click with your mouse and select merge, as seen below: 3.

12 MERGING DOCUMENTS If you wish to merge two existing documents into one document type, perform the following functions: 1. Search for the two documents you wish to merge: 2. Select both documents with your mouse, holding down on the shift key. Then, right click with your mouse and select merge, as seen below: 3. ImageNow will launch a dialogue box, asking if you wish to continue. Click yes : 4. The screen will then refresh, resulting in one document in the search grid. 12

Search for the appropriate ID number or document: 2.

13 DELETING IMAGENOW DOCUMENTS Given the appropriate permissions, you may delete documents from a record. 1. Search for the appropriate ID number or document: 2. Right click on the appropriate record in the grid. Then, select delete : 3. Click ok to confirm the deletion: 13

the first employee on the list. In this example, International Dude was the first employee of ten on the spreadsheet.

14 DUPLICATING A DOCUMENT IN IMAGENOW 1. If you have a document which must be duplicated for individuals within ImageNow (example: a spreadsheet with ten employees line itemed on the document), you must first scan and link the document to the first employee on the list. In this example, International Dude was the first employee of ten on the spreadsheet. After linking, locate International Dude s document (as seen below), right click on the row and select copy document : 2. The Copy Document dialogue box will launch. If Todd is the next employee on the spreadsheet, pull up his profile in Campus Connection (as seen below). In the Copy Document screen, select your application plan from the list. Then, click link. After linking, Todd s information will display as seen below. When complete, click ok. 3. Search for Todd s new document. It should be exactly the same as International Dude s document. If you have more people on the invoice, continue steps one and two as described above until each student has a copy of the document under his/her EmplID. 14

DOCUMENT SEARCHES 1. To search for documents in ImageNow, click on the documents option in the toolbar: 2. Multiple searches can be conducted in ImageNow.

15 DOCUMENT SEARCHES 1. To search for documents in ImageNow, click on the documents option in the toolbar: 2. Multiple searches can be conducted in ImageNow. Described below are the most popular: SEARCH ALL DOCUMENTS IN A DRAWER To search for all documents in a particular drawer, make sure the search statement is: Drawer is equal to <<Name of Drawer>>. All drawers in which you have access will appear as a drop down in the third part of the search statement. Click Go to display all documents. Note: you will be limited to 500 rows in a search. SEARCH BY EMPLID NUMBER To search by a particular EmplID number, make sure the search statement is: EmplID is equal to <<EmplID Number>>: 15

a custom search. Start out by selecting the search tab and clicking the green plus sign.

16 COMBINATION SEARCHING 1. If you wish to search by a particular student and document type, for example, you must perform a custom search. Start out by selecting the search tab and clicking the green plus sign. For each condition, ensure the proper constraints, field types and values are present. Then, click ok. 2. Once all conditions are added, click go to display results: 16

With the document open in the ImageNow Viewer, select File then Export : 2.

17 EXPORTING DOCUMENTS FROM IMAGENOW If you wish to export documents from ImageNow, retaining the original image in the database, perform the following steps: 1. With the document open in the ImageNow Viewer, select File then Export : 2. From the Export Dialogue box, select the file format. Also, select the file name and location. Additionally, select the pages to export and if you wish to include annotations. When finished, select OK: 17

P-File Imaging Procedures

P-File Imaging Procedures This document provides directions on how to use ImageNow software for scanning and capturing personnel files (P-File). The first time you use this document please follow along